Cataloging Practices Manual [CPM-770]

Reinstates of Monographs (Single and Multi-volume)

Record Maintenance Procedures

This document details the procedure for reinstating into CLIO single volume monographs and either all or some volumes of a multi-volume set. In most cases, reinstates will be initiated by departmental libraries (see DCMM 620) and only part of the steps below will need to be completed.

Note: Offsite items that have been withdrawn (and their barcodes removed from RECAP's system) must be (1) rebarcoded and (2) have their holdings and item location codes reset to xxx4off. Delete the original offsite barcode and proceed as if the book was being newly assigned to RECAP, including removing the pink external sticker, if present.

  1. Item Record
    1. Search the title by barcode, which will bring up the item record.
      1. Items that either existed in NOTIS only as unlinked item records or are in any other incompletely cataloged format should be fully catalogued upon reinstatement.
      2. If duplicate bibliographic records are discovered (excluding a duplicate bib record with holdings only in Health Sciences or UTS), set aside so that the records may be merged and their corresponding entries in OCLC and RLIN may be deleted.
    2. Bring up the Edit Item Status [the leftmost button with the graph icon (Ctrl-S)]. Remove all status codes by highlighting them and pressing the red (down) arrow button. In addition to “withdrawn”, other codes such as “lost-system applied” may be present and should be removed. The default status for active, circulating records is “not charged”, which cannot be removed.
    3. If there is an active item note, it should be examined for relevance. Notes for ReCAP should be maintained if the item being reinstated is for an Offsite location, but old messages such as a withdrawal date should be deleted. It is not necessary to add new notes. If the reinstated item was one of a still-active multivolume set, delete the world "withdrawn" from the chronology field for any reinstated volume(s).
    4. SAVE the record to the database. [Control-B]

  2. Holdings Record
    1. Delete any 014 fields present and update the 008 and Leader fixed fields appropriately. The BCD Macro Express file contains macros to automate this procedure. See CPM 501 for the proper coding of the fixed fields.
    2. Delete the |k SUPPRESSED marker and any NOTIS-born |x subfields (e.g.: |x WD [initials] ) in 852 field.
    3. If reinstating all or part of a multi-volume set, modification of the 866 field is required. See CPM 503 for the correct syntax of the volume holdings field.
    4. Uncheck “suppress from OPAC” box under system tab.
    5. SAVE the record to the database. [Control-B]
    Warning: NOTIS-born records that were loaded into Voyager as suppressed were given an 8 as a first indicator in the 852 field (8 = Other Classification, the blanket designation for all non-LC call numbers) regardless of their actual call number. This indicator must be changed to 0 (zero) for any LC-classification reinstates.

  3. Bibliographic Record and Offline Processing
    1. When viewing the hierarchy, if all locations but the reinstated holdings carry a suppressed note, unsuppress the bibliographic record from OPAC via the checkbox on the System tab.
    2. For reinstates handled by the department library, “change in size of collection” statistics are kept by departmental libraries and no formal statistics are kept by Central Technical Services. MPS and OSMC count only reinstates they handle or new additions to the collection.

  4. Physical Processing of Materials
    1. Reinstated items for campus materials may be returned to theshelves if the label information is current and the item is in acceptable physical condition. Otherwise, charge to either LABL or BIND status patron and route to BSP.
    2. Reinstated items for ReCAP must be treated as new accessions: (1) charged (to BIND or LABL), (2) flagged with an orange offsite rider, and (3) routed to BSP.

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last updated on 7 March, 2008 /{cls}