Added Copies: Policies and Procedures

To: Technical Services Staff
From: Joan Swanekamp

  1. Generally, a separate MFHD must be created for each added copy. Multiple copies should not be added to the same MFHD.

    Some exceptions are made, e.g. if Beinecke has a serial title with multiple copies bound together, all copies are recorded under one MFHD.

  2. Generally, copies on Voyager are identified by barcode number.

    Locations that do not use item records (or do not use barcodes with the item records) may use other means to identify copies, e.g. 852 ‡t.

    Locations that use item records with barcodes generally should not use 852 ‡t to identify added copies. It is not necessary to delete ‡t from recon records or records created in the old NOTIS system.

    NOTE: 852 ‡t subfield does not display in the ORBIS OPAC; a policy decision.

  3. If the location uses item records with barcodes and copy specific information needs to be recorded, use ‡z to link 590 notes to the appropriate MFHD.

    Example: SML (uses item records with barcodes) has 2 copies, with copy 1 autographed by the author.

    590     SML copy 1: Autographed by the author.
    852 0 0 ‡b sml ‡h PT2681.T73925 ‡i U36 2000 ‡z SML copy 1

    If one of the copies held at a given location requires a copy number to identify copy specific information, add copy information to 852 ‡z for any other copies held by the same location: 

    852 0 0 ‡b sml ‡h PT2681.T73925 ‡i U36 2000 ‡z SML copy 2

    Since locations that do not use item records with barcodes provide staff to mediate with the public, they will generally use 852 ‚t to identify copies and dispense with the ‡z public note.

    CCC has decided that copy specific information should continue to be recorded in 590 rather than 852 ‡z primarily because field 590 is indexed for keyword searching and 852 ‡z is not.

  4. Item record: The default value in the Item record Copy Field is 0. (Records from Orbis1 have Copy Field 1.) Use default 0 for added copies. If the Copy Field is 1, change 1 to 0 if updating the item record if the location only has one copy.

    If copy-specific information is recorded in 590, nevertheless use 0 in Copy Field for all copies held by the library.

  5. Spine labels. Copy number is no longer required for labels.

  6. Generally use the same call number for multiple copies with the same location (i.e., the same 852 $b). However, the same call number is not required for copies in different locations. Example: copy in SML stacks with an Old Yale call number; another copy in smlref with an LC call number. But, if another copy is added to SML stacks, that copy should get the same Old Yale number used by the other SML stacks copy. For transfers that become added copies to a collection, reclassification is required only if a single classification scheme is used for the collection. If a CCL copy classed in LC is transferred to SML stacks, and there is a stacks copy in Old Yale, no reclassification will take place; one copy can be in LC and the other in Old Yale. If an Old Yale copy is transferred to CCL, it is always reclassed to LC.

Effective Date: 
February 24, 2004