Background
A. Bibliographic record
B. Holdings record
C. Item records
D. Final forwarding
E. Withdrawal of original volumes
F. Analyzed series
G. Separate copy
When materials are too brittle to remain on the shelves, but replacements are not available for purchase, they may be microfilmed or photocopied on acid-free paper. This process may cover the entire run of a serial at one time or may be done piece by piece over some time. These pieces are not cataloged as a reprint at NUL, but are noted within the bibliographic record and holdings for the original hardcopy. If the pieces are not preservation photocopies produced for NUL, catalog as a reprint (consult CONSER Editing Guide Appendix L, Special Types of Cataloging for more information on regular-print reprints).
1. Finish the cataloging of the record if the record is only partially converted (Encoding level is "5" or "u").
2. Add a local note per the following examples:
590 ## $a Library has preservation photocopy of v. 1-5, produced: Evanston,
Ill. : Northwestern University Library, Preservation Dept., 1991.
590 ## $a Copy for Main has preservation photocopy of v. 8, produced:
Evanston, Ill. : Northwestern University Library, Preservation
Dept., 1992.
590 ## $a Reference copy is preservation photocopy, produced: Evanston,
Ill. : Northwestern University Library, Preservation Dept., 1992-1993.
590 ## $a Library has preservation photocopy of some vols., produced:
Evanston, Ill. : Northwestern University Library, Preservation
Dept., 1998-1999.
3. Add field 246 for any title variations created on the photocopy, such as a new spine title or photocopy title page title.
1. Determine whether any individual volumes within the serial have been analyzed. Since not all analytic records include series tracings, you must do a call number search in the Cataloging client to find all analytic records for classed-together series. If any are found, skip to F. Analyzed series below. If no analytics are found, continue with the next step.
2. Determine whether any of the original volumes that were photocopied are to be retained. Check the Note field in the item records, notes in the MFHD record, and any other documentation that may have arrived with the pieces. The Preservation Dept. code most commonly used in item records is "tc4", which means "book has been photocopied; original and photocopy given to cataloging; withdraw original." Consult with preservation or Head of Serials Cataloging if unsure of the disposition of the volumes. For larger runs of serials there may not be a code in the item record. If any pieces are to be retained, skip to G. Separate copy below.
3. If no volumes have been analyzed and none of the photocopied originals is to be retained, do not create a separate MFHD record for the photocopy; add it to the MFHD record for the original. Add a note indicating the preservation photocopy following the holdings:
866 41 $8 0 $a v.1 (1831)-v.50 (1880) $x v. 1-20,v.32-34 pres photocopyor:
866 41 $8 0 $a v.1 (1890)-v.6 (1896) 866 41 $8 0 $a v.7 (1897) $x pres photocopyor (when all issues are replaced by photocopy):
866 41 $8 0 $a v.1 (1912)-v.20 (1931)$x pres photocopy
4. Do not make any changes in the call number.
5. If additional pieces are photocopied over time, adjust the notes in bibliographic and MFHD records as pieces are received.
Note: Do not follow this section for series with analyzed volumes. See step D.3 below.
1. Ensure that you also have the original of each volume photocopied. Consult with Head of Serials Cataloging if there are any problems.
2. Inscribe the call number in each photocopy volume.
3. Create an item record for each photocopy volume. Most volumes are received bound and use a regular barcode.
4. If the photocopy is not yet bound, use a piggyback barcode label and place it on the verso of the last printed page, in a "safe" area that won't be trimmed during binding. Notify Materials Processing that the volume is a preservation photocopy replacement volume.
5. Add "pres photocopy" in the item record Note field.
6. Resequence the item records if necessary to put the new volumes in the proper order.
1. Route printouts, etc. per SCP 31.
2. Cataloging statistics: For the first-time addition of notes/holdings/items to an existing bibliographic record, use code "photo" in 949 subfield $g. Do not add a 949 field for subsequent volumes.
3. If the original has analyzed volumes, give all volumes (original and photocopy) to Head of Serials Cataloging, who will refer the title to the Catalog Dept. for treatment of the analytics.
4. Count all photocopy volumes sent to Materials Processing or Marking as new serial volumes added. Do not count volumes given to Head of Serials Cataloging.
Note: Do not follow this section for series with analyzed volumes. See step D.3 above.
1. Cataloger duties:
Ensure that all volumes are accounted for. If originals are to be retained, do not follow this step; see G. Separate copy below.
Print the MFHD record. At the top write "wd=pres repl; see SCP 85, E.2", your initials, and the date. Give the original volumes and the printout to the Inventory Control Assistant.
2. Inventory Control Assistant duties:
Add a withdrawal note in 852 subfield $x.
Example:
$x wd=v.1-20,v.32-34(originals):pres repl:20011105Do not modify the 866 fields. If any of the volumes in hand has an item record, delete the item record. Be sure not to delete the item record for the preservation photocopy (which should have the phrase "pres photocopy" in the Note field).
Stamp and count the volumes, and put them on the withdrawal truck.
Note: Follow this section if any volumes of the serial are analyzed (see step B.1 above).
1. Create a separate MFHD record for the photocopy.
2. Assign the same call number as for the original, with the addition of "photo copy". For example, if the original has the call number "305 C214", for the photocopy use "305 C214 photo copy".
3. Add the appropriate series treatment note in 852 subfield $x (e.g., "ct=anal"), and add the note "pres photocopy" in another 852 subfield $x.
4. Do not add any volume holdings.
5. In the series authority record, add a field for the call number of the photocopy, including "$d pres photocopy". (See SCP 63 for more information on series authority records.)
082 04 $a 305 $b C214 photo copy $d pres photocopy $5 IEN
6. Continue with final forwarding per D. Final forwarding above.
Note: Follow this section if any of the photocopied originals are to be retained (see step B.2 above).
1. Create a separate MFHD record for the photocopy.
2. Assign the same call number as for the original, with the addition of a copy number in subfield $t.
3. Add the note "pres photocopy" in 852 subfield $x, and add the holdings per normal practice.
4. Send the original volumes to be retained to Circulation or to the appropriate location/department.
5. If any of the original volumes are to be withdrawn, print the MFHD record for the original copy. On the printout, write "wd=pres repl; SCP 46" and your initials and the date. Give the volumes and the printout to the Inventory Control Assistant.
6. Create item records and do final forwarding per C. Item records and D. Final forwarding above.
DOCUMENT HISTORY:
Issued Nov. 15, 1993 in draft form (KMR)
Issued May 9, 1994 in final form (KMR)
HTML version created July 11, 1995 (KMR)
Revised Dec. 10, 2001 (TLH/KMR)
Revised Dec. 20, 2001 (KMR)