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Princeton University Cataloging Documentation

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Monograph or Serial Volume Replacements

When replacements are received in HaRMS, there should be two pieces; the old one that’s being replaced or paperwork noting volume has been missing (the ‘target’ item) and the new one that’s taking its place (the ‘replacement’ item). 

  1. Two volumes (the target and the replacement).

    Make sure the new volume matches the old volume: title, number of pages, publisher and date.  If the two books match, continue on.  If they don’t match, the replacement should be cataloged as a variant edition.

    A.     New volume (same edition).

    1.      Retrieve the catalog record or create a new one if a variant edition is received.

    2.      Copy the call number, in pencil, from the old book to the verso of the title page in the new book.

    3.      If the old volume has a barcode label check for an item record in Voyager, delete the barcode and replace it with a new barcode.

    4.      If the old volume doesn’t have an item record, create a new one.

    5.      Send book to be labeled.

    New volume (variant edition).

    1.   Import a catalog record from RLIN/OCLC and catalog according to normal procedures.

    2.   Delete the appropriate records for the old volume from Voyager. If a Purchase Order (PO) is attached suppress the BIB record if only copy. Suppress the MFHD if more than one copy.

    B.     Old volume.

    1.      X out the call number on the verso of title page in pencil.

    2.      Stamp the title page and the inside of the front cover, partially covering the book plate, with the square withdrawal stamp.  If there is no book plate stamp the cover.

    3.      If there is a barcode label, draw a black marker through it.

    4.      Place the book on the withdrawal cart.

  2. Volume by itself – (the replacement).

    Check the online record to make sure that the piece in hand matches the one it is replacing; title, number of pages, publisher and date.  If the book matches the online record, continue on.  If they don’t match, the replacement should be cataloged as a variant edition. Follow the same steps as above.

    If the volume replaces a LOST—LIBRARY APPLIED item. (Often this copy is supplied by the patron). Add the replacement volume as a c.2. In the note of the item record add “Repl. supplied by patron” and write repl. in the gutter. Suppress the MFHD with the LOST item.

  3. Volume being replaced by a photocopy.

    A.     New volume.

    Collection Conservation Unit will send the original and the photocopy to HaRMS

    1.      Copy the call number, in pencil, from the old book to the verso of the title page in the new book.

    2.      Add an appropriate 533 field to the record (see examples below)

    3.      If the old volume has a barcode label, delete the barcode and replace it with a new barcode.

    4.      If the old volume doesn’t have a barcode, add one to the new volume.  (See Cataloging documentation for Barcode Placement)

    5.      Send book to be labeled.

    B.     Old volume.

    1.      X out the call number on the verso of title page in pencil.

    2.      Stamp the title page and the inside of the front cover, partially covering the book plate, with the square withdrawal stamp.  If there is no book plate stamp the cover.

    3.      If there is a barcode label, draw a black marker through it.

    4.      Place the book on the withdrawal cart.

    533 examples (bib 1325652, 2309377, 2230802):

    533

       

    |a Photocopy. |b Grantville, PA |c Wert Bookbinding, Inc., |d200? |e28 cm. |7 s200?   paun r

    533

       

    |a Photocopy. |b Charlestown, MA |c Acme Bookbinding, |d200? |e26 cm. |7 s200?   maun r

    533

       

    |a Photocopy. |b North Manchester, IN |c Heckman Bindery, Inc., |d200? |e28 cm. |7 s200?   inun r

  4. Volume being replaced by Microfilm.

    1.      Withdraw the book according to procedure I.B. steps 1-4. and delete the appropriate records from Voyager.

    2.      Update the catalog record to reflect the microform. In rare cases a separate catalog record has to be created. (See Microforms documentation.)

    3.      Please note the following MARC fields:

    007 = Fill in as appropriate.

    245 = Include subfield h [microform] after the title and before the subtitle.

    533 = Include a standard note of the following form, with appropriate information.  It should be the last 500 note on the record.

                Microform.‡bLocation of microfilmer :‡cMicrofilmer,‡ddate of filming.‡enumber of reels or fiche.  Size.

    Microform.‡bPrinceton, N.J :‡cPrinceton University Library,‡d1989.‡e1 microfilm reel.  35 mm. ‡7 s1989    njun a

    Microform.‡b Washington D.C. :‡cLibrary of Congress Photographic Services,‡d1990.‡e2 fiches.  11 x 15 cm. ‡7 s1990    dcun a