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Princeton University Cataloging Documentation

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Procedure for recording replacement decisions for missing and lost books

Collection development staff regularly review titles that are marked missing or lost-library applied and make decisions to replace or to not replace missing titles. These decisions are recorded in the holdings record for the lost/missing copy as detailed below.

Step 1. Selector notified of missing/lost copy as a result of:

  • Circulation points generating notice of a lost or missing item to selector either as a result of a trace request or an interlibrary loan request.
  • Systems Office producing report of items with status of missing or lost-library applied with a status date greater than the last report date.

Step 2. Selector makes decision to:

  • Replace missing copy. Forwards request to Order Division for action (Step 3).
  • Not to replace missing copy. Forwards decision to Catalog Division, Holdings and Record Management Unit (Step 4).

Step 3. Order Division:

  • Updates MFHD record for missing copy to include note in 852 field:

852

 

0

|b dixn |h PS3562.E426 |i S55 2003 |z To be replaced, 2003-12-09 jll.

  • Place order for replacement copy.
  • Receive replacement copy.
  • Positive replacement decisions that result in the purchase of a copy will have the MFHD note adjusted as follows and the MFHD record with the missing item will be suppressed.

852

 

0

|b dixn |h PS3562.E426 |i S55 2003 |x Replaced by item id xxxxx

  • Positive replacement decisions that result in the purchase of an edition rather than a copy will have the MFHD note adjusted as follows and the record with the missing item will be suppressed at the appropriate level.

852

 

0

|b dixn |h PS3562.E426 |i S55 2003 |x Replaced by bib id xxxxx

  • Positive replacement decisions that result in a failed order will have the MFHD note adjusted as follows: (note MFHD will not be suppressed in this case)

852

 

0

|b dixn |h PS3562.E426 |i S55 2003 |z To be replaced,  2003-12-09 jll. |x Desiderata 2004-06-15

  • Catalogs replacement copy or edition according to established procedure.
  • Forwards the book to Shelf Preparation Unit for marking.

Step 4. Catalog Division, Holdings and Record Management Unit:

  • Check item status to confirm missing/lost status. Copies no longer missing are not updated.
  • Update MFHD record for copies that are not being replaced according to the following format. Note that the |x is a non-public note

852

 

0

|b f |h PS3562.E426 |i S55 2003 |x Not to be replaced, 2003-12-09 jll.

Suppress the BIB record if only copy. Suppress the MFHD if more than one copy.

For missing volumes in a set or serial: Do not suppress the MFHD, but change the 866 field to represent actual holdings, and put a note in the 852 field, stating in parenthesis which item or items are missing and are not to be replaced

852

 

8

|b f |h 14089.262.11 |x Not to be replaced (vol.1), 2003-12-09 jll.

866

 

0

|aVol. 2

Circulation staff:

Discharges items that have been marked missing or lost/library applied and updates item status to reflect current condition.

Systems staff:

Runs regular monthly reports to identify records with suppressed status, either BIB or MFHD, where discharge date post-dates the date the record was suppressed.

Forwards that report to Cat HARMS who will mark record to display in OPAC, (and do what about the note?)

Runs periodic (annual, bi-annual?) reports to identify records with Desiderata note in MFHD and no active order.

          Forwards report to Order Division to search for out of print copies.