Pre-cataloging Procedures

SWIFT

Cataloging Practices Manual	[CPM-001]

DUPLICATES

PROCEDURE

Do not consider records with 965 OTF or OTFR to be duplicates. Ignore these records and proceed to step II. below.
Do not accept or process gifts of offprints or reprints of articles for cataloging if we own the journal or conference proceedings (regardless of format). Route such offprints or reprints to BIH with a T1 form marked as Duplicates.
If the T2 says that a book is wanted only if new to CUL, follow steps IV-VIII below to determine if a book is a duplicate. In all other instances, process the item in hand regardless.
If the only locations found in CLIO are BAR, DOCS, UTS or HSL, evaluate the copy for possible upgrade and add the CU copy.
Process the book in hand regardless if it is one of the following locations or the only location found in CLIO are one or more of the following:
- ADM
- BAR
- DOCS/DSC
- EGYP
- EWNG
- GEX
- HSL
- Milstein and any of its sublocations
- Any location with a "res" temp location (e.g. leh,res).
- RBX
- Any Graduate Reading Rooms (locations: AFST, COMP, EURO, ISLM, LATA, MANC, MORL, PAP, SAID, SASI, USHI)
- UTS and any of its sublocations
Non-circulating locations within circulating collections (BUSN, GLXN, LEHN)
Process the book in hand for the three following locations: BUSN, GLXN, LEHN only if there is no other copy at the exact same location (e.g. the book in hand is selected for glxn, and there is a copy already for glxn, the book is a duplicate; if however there is a copy for glx, then process the book in hand for glxn)
Offsite duplicates guidelines
When a selector designates a newly received material for Offsite, examine CLIO:
- If CLIO has no "off,xxx" location, process material for Offsite
- If CLIO has an "off,ave", "off,fax", "off,rbx", "off,gax" location and the book selected for Offsite is for another Offsite location, process the item in hand for Offsite
- If CLIO has a copy at Offsite for any other location, route the item in hand to BIH
- If CLIO has only "xxx,anx2" location, process the item in hand for Offsite
- If CLIO has a campus copy for a book and a copy for the same location is selected for Offsite, add the copy for Offsite if no other copies are already at Offsite
- If CLIO has a copy with an Offsite location and another copy is selected for the same campus location, DO NOT process the book for the campus location. Route the item in hand to BIH
- If the piece in hand is part of a monographic set or serial, and there is no item record for that volume in "off,xxx" or "xxx,anx2" locations, add the item in hand to the existing CLIO record. If in doubt, consult supervisor.

Follow the chart below if the book in hand is still a duplicate after considering categories IV through VII above.

SOURCE OF BOOK IN HAND

CLIO STATUS (of book we already have)

Approval

Firm Order

Standing Order

Gift via BIH or ASX

Backlog

Cataloged Record

Return to MAS as duplicate

Add

Send to BIH for discard.

Add if hard bound.

Send to BIH if paperback.

Withdrawn

Add

Book on order/in-process/standing order

Add on new MFHD

Consult Supervisor

Add on new MFHD

Routing duplicate materials: see also CPM 879
1. If the piece in hand has a holdings record in CLIO:
  - Suppress the holdings record (if it is the only holdings attached to the bib, suppress the bib record as well)
  - Remove any tracking reference to the department
  - Add $x DUPLICATE to the 852 field
  - Complete a T1 rider, indicating the Holdings ID of the piece already held, and place it in the book
  - Place the volume flat in the box on the Duplicate Shelf for review.
2. If the piece in hand does not have a holdings record in CLIO:
  - Complete a T1 rider, indicating the Holdings ID of the piece already held, and place it in the book
  - Place the volume flat in the box on the Duplicate Shelf for review.
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Last updated: 06/03/16 mdw