Scope:  This procedure outlines the process by which preservation photocopies and printouts of digital scans are  cataloged. Most of this work is done in the Database Quality Unit. However, if the reproductions were made from uncataloged originals or if the originals were assigned a non-LC type call number (e.g. Pamphlet , ArW), Database Quality staff will consult with Original Cataloging staff for the creation of bib records and/or the assignment of call numbers.

*This procedure will be reviewed in March 2016, following the trial period for a new approach to handling preservation photocopies.

Contact: Barbara Tarbox

Unit: Database Quality Unit

Date last updated: 06/09/2014

Date of next review: March 2016

A.  Preliminary check

1. If the original item is, or was cataloged, but no catalog record is found in Voyager, forward to DBQ supervisor for processing. A Voyager record will be created for the original before processing the preservation photocopy according to the instructions below for Cataloged record found in Voyager .
2. If the reproduced material includes individual pieces of multipart items that were not recorded in Voyager holdings for the original title, process them as added volumes using the 843, subfield m convention described below.
3. If a non-LC type call number (e.g. Pamphlet, ArW) was assigned to the original, withdraw the original, consult with Original Cataloging staff for the appropriate classification, and process following the guideliens below.
4. If the call number and barcode from the original piece were photocopied, line out with pencil.

B.  Cataloged record found in Voyager

1.  All Items

a. Withdraw the original piece(s). Usually the original piece(s) is not returned with the preservation reproduction. Add a 948 local statistic field to the bib record, using the value "w" for type of transaction. LTS Staff: For multipart items, record the number of pieces withdrawn in a 948 |x.

b. Process the preservation reproduction according to one of the following sets of instructions:

Single Monographs
Multi-Part Monographs (completely reproduced)
Multi-Part Monogarphs (partially reproduced)
Multiple Title Monographs, bound together
Serials 

2. Single Monographs

a. Create a new holdings record using the call number of the original. Add the date of the original plus "a" to indicate that it is a reproduction. Do not add an explicit copy number to the preservation reproduction.

Call number exceptions:

• Series class number: Do not add date plus "a"
• Batch matched call number (i.e. workletter "z" after date): Change "z" to "a"
• Call number with workletter "a" following date: Add another "a" (Example: 1940aa)
• Non-LC type call number (i.e. Pamphlet, ArW): Reclassify to LC type call number and add date plus "a"
• Call number with workletter following cutter and no date: Retain workletter in cutter and add date with "a" (Example: TJ545 |i .H19x 1912a)

b. If the height differs from the original height, do not modify the bibliographic record. Use the size prefix/suffix appropriate to the preservation reproduction in the holding record.

for example:

  Original was 24 cm.: |b olin |h B219 |i .G84 1895

• Preservation reproduction is 26 cm.: |b olin |k Oversize |h B219 |i .G84 1895a |m +

 c. Add an 843 field for the reproduction information. The 843 field should contain information about the agency responsible for the reproduction (i.e., the agency that selected the material to be reproduced, arranged for reproducing the material, exercised control over production formats, or has overall responsibility for quality). It should also contain copy-specific information regarding dimensions and local binding decisions, when applicable.

for example:

  843: : |a Preservation reproduction. |b Ithaca, N.Y. : |c Cornell University Library, |d 2002. |e 26cm. |n CUL copy split into 2 volumes.

• 866:41: |8 0 |a v. 1-2

3. Multi-Part Monographs (completely reproduced) 

Note: if individual volumes of the original set were never added to the Voyager bib record, send to Cataloging for added volumes processing Once the bib record has been updated, return to DBQ to complete processing.

  Follow the above directions for Single Monographs. If the call number for the original lacks a date, use the year of the first volume published.

• Add/modify an 866 field (and/or 867/868 fields, if needed) for our volume holdings.

  for example:

  • 843: : |a Preservation reproduction. |b Ithaca, N.Y. : |c Cornell University Library, |d 2002. |e 35 cm.
  • 852:01: |b olin |k Oversize |h DS149.K14 |i Z7 1895a |m ++
  • 866:41: |8 0 |a v.1-10
  • 867:41: |8 0 |a 1-4

  Multi-Part Monographs (partially reproduced) 

Note: if individual volumes of the original set were never added to the Voyager bib record, send to Cataloging for added voulumes processing. Once the bib record record has been updated, return to DBQ staff to complete processing, incorporating the following guidelines:

1. Use the holding record for the original multi-part copy. Use the same call number as the original volumes, even if the reproduced volumes are oversized.
2. Add the volume information in |m of the 843 field specifying the volumes reproduced.

   for example:

   • 843: : |a Preservation reproduction. |m Vol. 1, 8-10. |b Ithaca, N.Y. : |c Cornell University Library, |d 2000. |e 35 cm.
3. If the 866 field does not reflect the volume numbers of the reproduced pieces, update the 866 field.
4. Create item record. Add Preservation Reproduction to the notes field.

 4. Multiple Title Monographs, bound together

Follow guidelines for Bound With material and for Single Monographs or Multi-Part Monographs as appropriate.

5. Serials

Follow all applicable directions from Multi-Part Monographs. Catalogers should refer previously uncataloged titles to LTS Serials or LTS Documents for creation of any required acquisitions and receiving records. Complete holdings statements for dead titles need to be established.

C.  Final Steps

1. Pencil call number at the top left corner of the inside cover of the book(s).
2. Barcode the piece(s) and create item record(s).
3. Add a 948 field to the bib record, using the value "a" for an added copy, "l" for an added location, or "m" for added volumes.
4. Place the preservation reproduction on the appropriate physical processing truck for marking.