Notes: For an item to be cataloged as a photocopy, there must be an original work from which the photocopy has been produced. Items published first as photocopies, should be cataloged as original items rather than as reproductions.

Photocopies of doctoral dissertations from institutions other than Columbia are given full original cataloging, rather than minimal records and are assigned LC class numbers rather than the the standard LC-like class number used for Columbia University dissertations (LD1237.5D)

1. Bibliographic Record

   Go to Example

   The bibliographic description, both fixed and variable fields, should be based on the original work, with additions, exceptions and special considerations for unpublished works noted below.

   1. Type of Record

      1. Original work is published--Input a

      2. Original work is unpublished--Input t

         Note: Most theses and dissertations, including those from UMI are considered to be unpublished. Code Type of Record as t

   2. Place of Publication
      1. Code for place of publication of original work.

      2. Code xx if original work is unpublished.

         Note: Use xx for unpublished theses and dissertations. DO NOT use the Country of publication code for the location of the degree granting institutions.

   3. Date 1
      1. Input date of original work, which should also be in 260 $c.

   4. Form of Item
      1. Input r

   5. LCCN (Original and variant edition cataloging only)
      1. Enter LCCN in field 776.

      2. Do not use field 010 or 011 (obsolete).

      3. Delete 010 or 011 fields when modifying copy or doing variant edition cataloging.

         Example:

         776 1 $c Original $w (DLC)###76070205#

         (Note: The pound signs represent blank spaces)

   6. ISBN
      1. Enter into $a of 020.

   7. 042
      1. If the original record was a PCC record, retain PCC coding unless headings are added that are not supported by authority work.

      2. MPS should e-mail Susan Summer the number of titles (core or full) cataloged.

   8. 050 (Original and variant edition cataloging only)
      1. Enter call number for the original item into 050 4

      2. Include the work letter a at the end of the date.

         Example:

         DS125 $b.S75 1986a

         Go to more information on call numbers for photocopies in the Holdings section of this document

   9. 260
      1. Enter place, publisher and date of the original work.

      2. If the original work is unpublished, 260 should only contain 260 $c date.

         Example: 260 $c 1965.

   10. 300
       1. Enter $a (physical extent) and $b (illustration) for the original work; omit $c (size).

       2. Retain $c size when using the record for the original publication as the basis of variant edition cataloging.

   11. 533
       1. 533 contains descriptive information specific to the photocopy. Include each of the subfields listed below:
          • $a Type of reproduction

          • $b Place of reproduction

          • $c Agency responsible for reproduction

          • $d Date of reproduction

          • $e Physical description of reproduction if different from the original

       Bracket supplied information. When place and agency information cannot be supplied use [S.l. : s.n.]. Even if the only difference between the physical description of the reproduction and the original is leaves vs. pages, include the full description of the reproduction in the 533.

       Examples

       533 $a Photocopy. $b Ann Arbor, Mich. : $c UMI, $d 1994. $e 124 leaves : ill. ; 19 cm.

       NOTE: The 300 field of the original had: 124 p. : ill. ; 19 cm.

       533 $a Photocopy. $b New York, NY : $c Columbia University, $d 1999. $e 124 leaves : ill. ; 19 cm.

       533 $a Photocopy. $b Ithaca, N.Y. : $c Cornell University, $d 1994. $e 18 x 37 cm.

       533 $a Photocopy. $b Ann Arbor, Mich. : $c UMI,$d 1993. $e 537 p. ; 22 cm.

       NOTE: 300 $a of original read 2 v. (537 leaves)

       533 $a Photocopy. $b Ithaca, N.Y. : $c Cornell University, $d [between 1987 and 1997] $e 27 cm.

       NOTE: Dissertation was presented in 1987 but item lacks information as to when the photocopy was made.

       533 $a Photocopy. $b [S.l. : $c s.n., $d between 1987 and 1997] $e 24 cm.

       NOTE: Dissertation was presented in 1987, but item lacks information as to place of reproduction, agency responsible for reproduction and date of reproduction.

2. Cataloging Copy Categories
   1. Standard copy, same agency in different year

      Standard cataloging copy for a photocopy made by the same agency in a different year (i.e. only 533 $d differs from the piece in hand) should be treated as matching copy. Simply alter the year in 533 $d to match the piece being cataloged and code $d NNC or $dNNC-EA in 040.

      Example:

      040 $a IUL $c IUL $d NNC

      533 $a Photocopy. $b Ann Arbor, Mich. : $c U.M.I. Dissertation Services, $d 1994.

      NOTE: 533 $d of cataloging copy was 1992.

   2. Standard copy, variant edition cataloging

      Standard cataloging copy for the original piece, for a photocopy made by a different agency, or for a microform edition, should be treated as variant edition cataloging.

      Example:

      Form of item: r

      040 $a NNC $c NNC

      533 $a Photocopy. $b Ann Arbor, Mich. : $c U.M.I., $d 1994. $e 388 p. ; 22 cm.

      NOTE: Cataloging copy was for original work and Form of Item had been blank. Original 040 was deleted and this one substituted, and 533 was added to the record. All 035's have been deleted.

      Example:

      040 $a NNC $c NNC

      533 $a Photocopy. $b [Ithaca, N.Y. : $c Cornell University, $d 1985] $e x, 264 p. : ill. ; 28 cm.

      NOTE: Cataloging copy was for a photocopy made by a different agency. 040 was deleted and this one substituted. 533 read $b Ann Arbor, Mich. : $c U.M.I., $d 1986. $e 21 cm.

      Example:

      Form of item: r

      040 $a NNC $c NNC

      533 $a Photocopy. $b Ann Arbor, Mich. : $c U.M.I., $d 1993. $e 22 cm.

      NOTE: Cataloging copy was for a microform edition of the work. Form of item read a. 533 $a read Microfilm. 533 $e read 1 microfilm reel ; 35 mm.

   3. Non-standard copy

      If the only copy found is non-standard, provide original cataloging or reroute to OSMC. If there already is a record in CLIO for the original work, add the photocopy as an added copy to the existing record (see "HOLDINGS" V. below).

3. Added Copy/Location Processing
   1. If the only difference between the piece in hand and the cataloged copy is the date in 533 $d, consider the record appropriate for added copy/location processing. Leave the 533 $d (date) on the cataloged copy as is.

   2. If there already is a record in CLIO for another copy/location that is not yet cataloged, change 533 $d to match the date on the piece you are processing (i.e. 533 $d should match the date on the first copy cataloged.

4. Call Number
   1. Follow standard procedures.

   2. Call number should be same as for the original work with the addition of the work letter "a" after the original work's publication date (see exception situations below). However, if the only call number available for the original work is not a Library of Congress Classification number and the owning location uses LCC for new materials, assign an LC number using the work letter "a". Apply this guideline even if it results in the original work being shelved in Dewey and the photocopy being shelved in LCC at the same library. If the original work has an old LC call number without the date, add the date and the work letter "a" in the holdings.

      Example:

      Original work: $h HD1090 $i .B57 1993
      Photocopy: $h HD1090 $i .B57 1993a

      Original work: $h R030 $i N424
      Photocopy: $h R030 $i N424a
      Note: This example is specific to Butler Reference, which does not use LC Classification.

      Original work: $h DK754 $i .N75
      Photocopy: $h DK754 $i .N75 1926a
      

      Exceptions:

      The work letter "a" is not used in call numbers created using Avery/Fine Arts classification.

      Do not add the work letter for volumes that are being added to the holdings of an existing original set or serial. Even if the set or serial is analyzed, the individual records for the photocopy volumes will not use the work letter. Add work letter a to sets and serials only when a complete run is processed on a new MFHD

5. MFHD Records for Added Copies and Added Volumes

   When a photocopy is added to the existing book record, the bibliographic record continues to describe only the original version. Details of the reproduction are coded in MARC holdings field 843.

   1. For single volume monographs, add an 843 field using the same format as the 533 field.

      Example:

      843: : $a Photocopy. $b Ann Arbor, Mich. : $c UMI,$d 1993. $e 537 p. ; 22 cm.

   2. For completely reproduced sets and serials, code an 843 with the preservation information and an 866 for the holdings.

      Example:

      843: : |a Photocopy. $b Ithaca, N.Y. : $c Cornell University Library, $d 2002. $e 35 cm.
      866:41: |8 0 |a v.1-10

   3. For volumes being added to the holdings of an existing set or serial, do not create a new MFHD. Use the same call number of the original volumes. Add an 843 with $m specifying the volumes that are photocopies.

      If the 866 field does not reflect the volume numbers of the reproduced pieces, update the 866 field. Example:

      843: : $a Photocopy. $m Vol. 1, 8-10. $b Ithaca, N.Y. : $c Cornell University Library, $d 2000. $e 35 cm.

      866:41: |8 0 |a v.1-10

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   Last updated: 06/05/12 kmh