Special Materials & Procedures

SWIFT Special Materials & Procedures

Cataloging Practices Manual	[CPM-672]

PRESERVATION PHOTOCOPY CATALOGING

Preservation photocopies are long-lasting replacement copies of deteriorating, damaged, or non-circulating documents and printed materials. CUL policy requires that these be cataloged on separate bibliographic records unless they are added volumes to an existing set or serial.

PRD will deliver preservation photocopies lacking print records and volumes of sets and serials to OSMC with a T2 indicating the cataloging location. PRD will do the cataloging when standard print copy exists.

PRD will in most instances initiate withdrawal of the original.

Consult CPM675 for cataloging procedures. In most instances it will be possible to derive from a print record. The call number will contain work letter a as usual.

The photocopy publisher should be Columbia University Libraries. Preservation photocopy services vendors such as Acme or Bridgeport should be ignored. If a 583 field appears in the record citing Acme or Bridgeport, delete the field.

Single Volume Monographs & Complete Sets and Serials
- Input a 533 with Preservation photocopy in subfield a.
  Example:
  533: : $a Preservation photocopy. $b New York, N.Y. : $c Columbia University Libraries, $d 2007. $e 35 cm.
Incomplete Sets and Serials
- For volumes being added to the holdings of an existing set or serial, do not create a new bibliographic record with 533 or a new MFHD. Use the same call number of the original volumes. Add an 843 to the holdings record with $m specifying the volumes that are reproductions.
- If the 866 field does not reflect the volume numbers of the reproduced pieces, update the 866 field.
  Example:
  843: : $a Preservation photocopy. $m Vol. 1, 8-10. $b New York, N.Y. : $c Columbia University Libraries, $d 2000. $e 35 cm.
  866:41: |8 0 |a v.1-10

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Last updated: 07/23/07 kmh