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Contact: Barbara Tarbox Pedro Arroyo

Unit: Database Quality Unit

Date last updated: 06/09/2014 reviewed: 16 May 2024 
 

Date of next review: March 2016 May 2025

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Preliminary check
Cataloged record found in FOLIO 

All items

Single monographs

Multi-part monographs

Multi-title monographs, bound together

Serials

Final steps

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A A

A.

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 Preliminary check

1. If the original item is, or was cataloged in the past, but no catalog record is found in VoyagerFOLIO, forward to DBQ supervisor for processing. A Voyager FOLIO record will be created for the original before processing the preservation photocopy according to the instructions below for Cataloged record found in VoyagerFOLIO .
2. If the reproduced material includes individual pieces of multipart items that were not recorded in Voyager FOLIO holdings for the original title, process them as added volumes using the 843, subfield m convention described below.
3. If a non-LC type call number (e.g. Pamphlet, ArW) was assigned to the original, withdraw the original, consult with Original Cataloging staff for the appropriate classification, and process following the guideliens guidelines below.
4. If the call number and barcode from the original piece were photocopied, line out with pencil.

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B.  Cataloged record found in

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FOLIO

a. Withdraw the original piece(s) . Usually the original piece(s) is not returned with the preservation reproduction. Add a 948 local statistic field to the bib record, using the value "w" for type of transaction. LTS Staff: For multipart items, record the number of pieces withdrawn in a 948 |x.if appropriate: usually the originals have been dis-bound for reproduction, and they can be withdrawn, but occasionally the original will be kept intact and transferred to Rare location instead, in which case we would NOT withdraw the original.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 Record the number of pieces withdrawn at the end of the note, if more than 1:

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b. Process the preservation reproduction according to one of the following sets of instructions: 

Single Monographs
Multi-Part Monographs (completely reproduced)
Multi-Part Monogarphs (partially reproduced)

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a. Create a new holdings record using the call number of the original. Add the date of the original, plus "a" at the end, to indicate that it is a reproduction. Do not NOT add an explicit copy number to the preservation reproduction.

Call number exceptions:

• Series class number: Do not add date plus "a"
• Batch matched call number (i.e. workletter "z" after date): Change "z" to "a"
• Call number with workletter "a" following date: Add another "a" (Example: 1940aa)
• Non-LC type call number (i.e. Pamphlet, ArW): Reclassify to LC type call number (consulting with catalogers as necessary) and add date plus "a"
• Call number with workletter following cutter and no date: Retain workletter in cutter and add date with "a" (Example: TJ545 |i .H19x 1912a)

b. If the height differs from the original height, do not modify the bibliographic record. Use 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   For example:   Original If the original was 24 cm.: |b olin |h B219 |i .G84 1895

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, and the reproduction is 26 cm

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, make sure to designate the reproduction as OVERSIZE.

c. Add a Holdings Note with Note type: Reproduction, that contains  c. Add an 843 field for the reproduction information. The 843 field note should contain include information about the agency responsible for the reproduction (i.e., the agency that selected the material to be reproduced, arranged for reproducing the material, exercised control over production formats, or has overall responsibility for quality), plus the date, if available. It should also contain copy-specific information regarding dimensions and local binding decisions, when applicable.

for example:

  843: : |a Preservation reproduction. |b Ithaca, N.Y. : |c Cornell University Library, |d 2002. |e 26cm. |n CUL copy split into 2 volumes.

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Examples:

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Note: if individual volumes of the original set were never added to the Voyager bib FOLIO instance record, send to Cataloging to Cataloging for added volumes processing.  Once the bib record has been updated, return to DBQ to complete processing.

  Follow the above directions for Single Monographs. If the call number for the original lacks a date, use the year of the first volume published.

• Add/modify an 866 field (and/or 867/868 fields, if neededthe Holdings Statement (as well as the Statements for supplements and indexes, if applicable) for our volume holdings .

  for example:

  • 843: : |a Preservation reproduction. |b Ithaca, N.Y. : |c Cornell University Library, |d 2002. |e 35 cm.
  • 852:01: |b olin |k Oversize |h DS149.K14 |i Z7 1895a |m ++
  • 866:41: |8 0 |a v.1-10
  • 867:41: |8 0 |a 1-4

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• as necessary, making sure that they cover all of the reproduced volumes.

Multi-Part Monographs (partially reproduced) 

Note: if individual volumes of the original set were never added to the Voyager bib FOLIO Instance record, send to Cataloging to Cataloging for added voulumes -volumes processing. Once the bib record record has been updated, return to DBQ staff to complete processing, incorporating the following guidelines:

1. Use the holding record for the original multi-part copy. Use the same call number as the original volumes, even if the reproduced volumes are oversized.
2. Add the volume information in |m of the 843 field specifying the volumes reproduced.

   for example:

   specific information for the reproduced volume to the Holdings Note Reproduction statement:

   Example of Holdings Statement:

   • Preservation reproduction. 843: : |a Preservation reproduction. |m Vol. 1, 8-10. |b Ithaca, N.Y. : |c Cornell University Library, |d 2000. |e 35 cm.
3. If the 866 field Holdings Statement does not reflect the volume numbers of the reproduced pieces, update the 866 fieldHoldings Statement.
4. Create item record. Add "Preservation Reproduction" to the Item notes field (Note Type: Note).

Follow guidelines for Bound With material and for Single Monographs or Multi-Part Monographs as appropriate.

Follow all applicable directions from Multi-Part Monographs. Catalogers should refer previously uncataloged titles to LTS Serials or LTS 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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C.  Final Steps

1. Pencil call number at the top left corner of the inside cover of the book(s).
2. Barcode the piece(s) and create item record(s).
3. Add a 948 field an Administrative Note to the bib Instance record, using the value "a" for an added copy, "l" for an added location, or "mmpost" for added volumes.
4. Place the preservation reproduction on the appropriate physical processing truck for marking.