Some copies of serials are ordered for use by Library staff only and are not intended to be made available to the public. These copies are called "desk copies" and are handled per the following procedures.
Note: Follow this section if the existing record has an active (i.e., not withdrawn) copy, such as a copy available for public use or another desk copy. The Cataloging Status code (948 subfield $b) should not be "a" or "x".
a. Update descriptive and subject cataloging if necessary.
b. In 949 subfield $f, use Location code ndskcpy.
c. In 949 subfield $g, use Statistical Category code other.
d. Add holdings information per step step C.
Note: Follow this section if the existing record does not have any active copies (i.e., all copies have been withdrawn).
a. Update descriptive cataloging if necessary (ignore subject headings).
b. Ensure that the bibliographic record is suppressed from OPAC display.
c. Change Cataloging Status code (948 subfield $b) to c (desk copy).
d. In 949 subfield $f, use Location code ndskcpy.
e. In 949 subfield $g, use Statistical Category code dcr.
f. Add holdings information per step step C.
Note: Follow this section if there are no existing records in Voyager for the title.
a. Search for OCLC copy. If found, export to Voyager but do not update with the INU holdings symbol.
b. If no copy is found in OCLC, catalog with provisional information only (enough to identify the publication and provide sufficient access). In the Leader, use Encoding level 5 (provisional) and Cataloging form u(unknown).
c. Suppress the bibliographic record from OPAC display.
d. Input a 948 field using the following codes:
- $b = c (desk copy)
- $c = [date]
- $d = o (original)
- $e = [initials]
- $f = ndskcpy
- $g = dc (desk copy)
Example:
948 ## $b c $c 20041228 $d o $e MH $f ndskcpy $g dce. Add holdings information per step C.
1. Create a new MFHD record for the copy in hand (if not already created by Serials Acquisitions).
2. Both indicators in field 852 are blank.
3. Use ndskcpy as the location. If a holdings record was created by Acquisitions with another location do not change the location to ndskcpy.
4. Do not input subfield $h (call number).
5. Include a note stating that it is a desk copy for a specific department and/or person.
6. Suppress the holdings record from OPAC display.
Example:
852 ## $b ndskcpy $x desk copy for media facility $x RTE=S.Marek
If the title is intended to have a subscription or standing order:
1. If the copy does not yet have a purchase order, refer to Order Supervisor to have one created.
2. Create a predictive check-in record.
3. In the pop-up note, specify to which department and/or person new issues should be routed. If this information is unknown, check the note field in the purchase order or consult with the Order Supervisor.
DOCUMENT HISTORY:
Issued June 12, 1980 (PS)
HTML version (fully revised) created Dec. 29, 2004 (KMR/TLH)