Scope: This document outlines the special actions for adding additional copies of books to either the same collection as the previous copy (added copy), or to a different collection (added location). It applies only to materials that can be fast-cataloged, per the criteria outlined in LTS Procedures 4a and 4b.
A. Added Copy: When a selector decides to add additional copies of a book to a particular library location that already holds 1 or more copies.
- Search the Instance in FOLIO. There should be a Holdings already visible for the previous copy.
- Click the large "Add Holdings" button
3. Follow the regular Fastcat steps for the Holdings Type and Permanent Location fields, and then enter the appropriate Copy number for the piece in-hand, along with the appropriate Call number type and Call number information. Click Save and Close.
4. In the Holdings Notes section, add the Transaction Data note with for the Added copy transaction, making sure to click the Staff only box after the Note field. The MACRO to do this automatically is ,,a (comma comma A).
5. Click Save and close,
6. From the Instance record, next to the Holdings you've just added, click the Add Item button. There should be a little zero (0) next to it, to show that an Item hasn't been created already
7. Create the Item record according to regular procedures, (i.e. filling in the Barcode, Material Type, and Loan type), but add the same Copy number from the Holdings to the Item Copy number field.
8. Click Save and Close.
9. When writing the call number in the book, add a final line with the appropriate copy number, designated by a "c. ". like so:
ASIA
PL
3988
K567
P47
1994
c.2
B. Added Location: When a selector decides to add an additional copy of a book to a location OTHER than that of the previously-held copy or copies.
- Search the Instance in FOLIO. There should be a Holdings already visible for the previous copy.
- Click the large "Add Holdings" button
3. Set the Holdings type and Permanent Location fields as normal, and fill in the Call number fields as you normally would.
- NOTE: It is NOT necessary to enter Copy Numbers for added locations, either in the Holdings record, OR in the Item Record.
4. In the Holdings Notes section, add the Transaction Data note with for the Added location transaction, making sure to click the Staff only box after the Note field. The MACRO to do this automatically is ,,l (comma comma L)
5. Click Save and close,
6. From the Instance record, next to the Holdings you've just added, click the Add Item button. There should be a little zero (0) next to it, to show that an Item hasn't been created already
7. Create the Item record according to regular procedures, (i.e. filling in the Barcode, Material Type, and Loan type). Do not add any copy numbers or additional information.
8. Click Save and Close.
9. Write the call number in the book as normal, with the location code at the top, and without any copy numbers at the end.