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This policy is intended for reproductions of library collections which are authorized by Preservation and Collection Management. These titles tend to receive high use, but are often out of print. Preservation will send these books directly to Cataloging for work to be done prior to their shipment to a photocopy vendor. Cataloging will withdraw the original item in hand, add a new item with a modified call number and new piggyback barcode number, and add MARC holdings indicating that the new item is a preservation photocopy. The steps below outline this process:

  1. A bibliographic record should be present in Symphony since the item to be photocopied is present at NCSU Libraries. Find the bib record in order to update the call number/item and holdings information. Do not provide information about the reproduction within the bibliographic record. Reproduction information will be provided in the MARC holdings instead.

    If no bibliographic record for the original item exists in Symphony, search OCLC for a record describing the original or a reproduction of the original:
    • If the correct bib record is found, import it into Symphony. If the imported record describes a reproduction, edit out reproduction information in the 245|h, 533, and fixed fields (the bib record in Symphony should not contain reproduction information).
    • If a record for the original in a different format is found in OCLC, use this as the basis for a new record in OCLC that describes the reproduction. Import the new record into Symphony and edit out reproduction information in the 245|h, 533, and fixed fields.
    • If there is no record for the title in OCLC at all, create an original record in OCLC that describes the reproduction. Import the new record into Symphony and edit out the reproduction information in the 245|h, 533, and fixed fields.

  2. Once the cataloger has identified the correct bibliographic record, he or she must withdraw the original item (in hand).
    1. Mark out the original barcode and call number on the original item.
    2. Stamp item WITHDRAWN on a surface that will not be photocopied, such as the end pages, inside front cover, or along the outside of the text block, also called the "head." Do not mark WITHDRAWN on the title page.
    3. Change the original item's home location in Symphony to WITHDRAWN.
    4. Do not throw the book away.

  3. Now that the original item has been withdrawn, the new reproduction item must be added.
    1. Affix a new piggyback barcode to the inside front cover of the original book (or another area equally unlikely to be photocopied). Do not place the piggyback barcode on the title page of the book.
    2. Add a "call number and item" to the record with the new call number formed by appending the year of publication, if not already present, and an "a" to the end of the call number (but before the v.1, v.2, etc., if present). The "a" indicates the item is a reproduction. Example: BF1576 .U56 V.1 --> BF1576 .U56 1867a V.1. Use the piggyback barcode number for the item ID.

  4. Add/update MARC holdings for the reproduction item. (A macros to insert the preservation photocopy statement is available on the G: drive in the Macros folder.)

    • If the new photocopy is the only reproduction copy in a branch/location (i.e. the only item with the new call number including the publication year + "a"), add holdings and use the 843 field to provide information about the reproduction:

      In the fixed field (leader and 008), change and/or verify that:
      Rec_Type = x (Single-part item holdings)
      Enc_Lvl = 3 (Holdings level 3)
      Acq_Stat = 2 (Received and complete or ceased)
      Composit = 0 (Separate copy report)

      852 0 |cSTACKS|h<class_number>|i<cutter_number and year>a
      843 Preservation photocopy.|bBrowns Summit, NC :|cHF Group,|d2009.

      Note: the 843 field displays a note in the OPAC which is applicable to all copies in a given location.

      See screenschots illustrating this situation (Single Reproduction Example) below.


    • If other reproduction copies with the same new call number already exist in the same branch/location, modify the existing holdings and use |z in the 866 field to give the appropriate reproduction information as a free-text note for each copy.

      In the fixed field (leader and 008), change and/or verify that:
      Rec_Type = x (Single-part item holdings)
      Enc_Lvl = 3
      Acq_Stat = 2
      Copies = 002 (However many copies are represented by the holdings)
      Composit = 1 (Composit copy report)

      852 0 |cSTACKS|h<class_number>|i<cutter_number and year>a
      866 Copy 1: |z<The old reproduction note.>
      866 Copy 2: |zPreservation photocopy. Browns Summit, NC : HF Group, 2009.

      Note: the 843 field for the older reproduction copy must be converted to an 866 field and another 866 field added for the new preservation photocopy (unless the notes are identical, in which case one 843 field works for all copies, but this is unlikely).

      No illustrative screenshots are provided, since this situation does not yet exist.


    • Reproduction photocopying of a multi-volume title can result in various situations since only some of the volumes may be photocopied at any one time. Additional complexities may arise if more than one copy of the multi-volume title exists at a branch/location. If uncertain how to proceed, ask, but for the simple situation where all volumes of a multi-volume title are being photocopied and no other reproduction copies exist, add holdings and:

      In the fixed field (leader and 008), change and/or verify that:
      Rec_Type = v (Multipart item holdings)
      Enc_Lvl = 3
      Acq_Stat = 2
      Composit = 0 (Separate copy report)

      852 0 |cSTACKS|h<class_number>|i<cutter_number and year without v.#>a
      843 Preservation photocopy.|bBrowns Summit, NC :|cHF Group,|d2009.

      Note: although a new "call number and item" is created for each photocopied volume, the holdings information is for the multi-volume title as a whole.

      See screenshots illustrating this situation (Multi-Volume Title, No Prior Reproductions Example) below.


  5. The reproduction item should be checked out (charged to) the preservation photocopy account: 811016573. (A macro to input this number on the check out screen is available on the G: drive in the Macros folder.)

  6. Once the reproductions have been checked out, the originals must be returned to Preservation. Preservation will dispose of the original books after they have returned from the photocopy vendor.

  7. Record statistics indicating the number of titles and volumes withdrawn and the number of titles and volumes added.



    Single Reproduction Example:

    Partial view of Call Number/Item tab in Symphony:




    MARC Holdings record for the call number:





    Multi-Volume Title, No Prior Reproductions Example:

    Partial view of Call Number/Item tab in Symphony:




    MARC Holdings record for the call number:



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