Anchor 3B 3B
Scope: This procedure outlines the process by which preservation photocopies and printouts of digital scans are cataloged. Most of this work is done in the Database Quality Unit. However, if the reproductions were made from uncataloged originals or if the originals were assigned a non-LC type call number (e.g. Pamphlet , ArW), Database Quality staff will consult with Original Cataloging staff for the creation of instance records and/or the assignment of call numbers. Anchor multi-part monographs multi-part monographs
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Unit: Database Quality Unit
Date last reviewed:
Date of next review: March 2023 May 2025
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Preliminary check
Cataloged record found in FOLIO
Multi-title monographs, bound together
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- If the original item was cataloged in the past, but no catalog record is found in FOLIO, forward to DBQ supervisor for processing. A FOLIO record will be created for the original before processing the preservation photocopy according to the instructions below for Cataloged record found in FOLIO .
- If the reproduced material includes individual pieces of multipart items that were not recorded in FOLIO holdings for the original title, process them as added volumesusing the 843, subfield m convention described below.
- If a non-LC type call number (e.g. Pamphlet, ArW) was assigned to the original, consult with Original Cataloging staff for the appropriate classification, and process following the guidelines below.
- If the call number and barcode from the original piece were photocopied, line out with pencil.
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1. All ItemsAnchor B1 B1
a. Withdraw the original piece(s) if appropriate: usually the originals have been dis-bound for reproduction, and they can be withdrawn, but occasionally the original will be kept intact and transferred to Rare location instead, in which case we would NOT withdraw the original. To withdraw, add an administrative note to the Instance record with a transaction type of "w" for withdrawal. Record the number of pieces withdrawn at the end of the note, if more than 1:
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Single Monographs
Multi-Part Monographs (completely reproduced)
Multi-Part Monogarphs (partially reproduced)
Multiple Title Monographs, bound together
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2. Single MonographsAnchor B2 B2
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b. If the height differs from the original height, do not modify the FOLIO Instance record, but make sure to note the measurement in the Holdings note for the Reproduction (see below). If appropriate, use the size prefix/suffix appropriate to the preservation reproduction in the holding record. For example: If the original was 24 cm, and the reproduction is 26 cm, make sure to designate the reproduction as OVERSIZE.
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Follow all applicable directions from Multi-Part Monographs. Catalogers should refer previously uncataloged titles to LTS Serials or the Government Documents processer for creation of any required acquisitions and receiving records. Complete holdings statements for dead titles need to be established.
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- Pencil call number at the top left corner of the inside cover of the book(s).
- Barcode the piece(s) and create item record(s).
- Add an Administrative Note to the Instance record, using the value "a" for an added copy, "l" for an added location, or "mpost" for added volumes.
- Place the preservation reproduction on the appropriate physical processing truck for marking.