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.
Contact: Pedro Arroyo
Unit: Database Quality Unit
Date last reviewed:
Date of next review: May 2025
Preliminary check
Cataloged record found in FOLIO
Multi-title monographs, bound together
1. All Items
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the original piece(s) if appropriate: usually the originals have been dis-bound for reproduction, and they can be withdrawn, but occasionally the original will be kept intact and transferred to Rare location instead, in which case we would NOT withdraw the original.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 Record the number of pieces withdrawn at the end of the note, if more than 1:
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)
Serials
2. Single Monographs
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 add an explicit copy number to the preservation reproduction.
Call number exceptions:
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.
c. Add a Holdings Note with Note type: Reproduction, that contains the reproduction information. The note should 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.
Examples:
3. Multi-Part Monographs (completely reproduced)
Note: if individual volumes of the original set were never added to the FOLIO instance record, send to Cataloging for added volumes processing. Once the 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.
Multi-Part Monographs (partially reproduced)
Note: if individual volumes of the original set were never added to the FOLIO Instance record, send to Cataloging for added-volumes processing. Once the record has been updated, return to DBQ staff to complete processing, incorporating the following guidelines:
Example of Holdings Statement:
4. Multiple Title Monographs, bound together
Follow guidelines for Bound With material and for Single Monographs or Multi-Part Monographs as appropriate.
5. Serials
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.