Departmental and Desk Copy Processing Procedures

1. Departmental or Desk copy resources purchased through Acquisitions using library funds.

   1. Desk copies are materials purchased to be used at an individual’s desk/office. These copies usually do not get marked nor do they circulate.

      1. If there are no other copies of this title – When the order is placed the bib record should have an “n” put into the bib status and a note should be added to the order record stating: “This is a Desk copy and when the material arrives send UNCAT to whoever ordered it.” Do Not create an item record for these. If a copy is ordered to be added to the collection for Public use, the bibliographic record will need to be unsuppressed (remove bib status n).

      2. If there is a cataloged copy or another copy on order – When the order is placed DO NOT put an “n” into the bib status, just attach an order record with a note stating: “This is a Desk copy and when the material arrives send UNCAT to whoever ordered it.” Do Not create an item record for these.

   2. Departmental copies are materials purchased to be used by a department or potentially by any member of the library staff.

      1. If there are no other copies of this title – When the order is placed the bib record should have an “n” put into the bib status. When the material is received, it needs to be cataloged*, labeled, barcoded and an item record created for the department that purchased it. In the item record put an “n” in the icode2 and add a note for Library Staff only.

      2. If a copy is ordered to be added to the collection for Public use, the bibliographic record will need to be unsuppressed (remove bib status n).

      3. If there is a cataloged copy or another copy on order – When the order is placed DO NOT put a “n” into the bib status, just attach an order record When the material is received, it needs to be labeled, barcoded and an item record created for the department that purchased it. In the item record put an “n” in the icode2 and add a note for Library Staff only.

      4. Exception - The selector /department head requests to have the title be visible and available to the public.

   3. Discarding departmental copies - If the material had been cataloged and labeled, please notify Cataloging & Metadata Services following standard discarding procedures. If the material had not been cataloged or labeled, Cataloging does not need to be notified.

2. Desk copy resources purchased using departmental credit card and not processed through Acquisitions.

   Desk copies are materials purchased to be used at an individual desk/office. These copies usually do not get marked nor do they circulate.

3. Departmental resources purchased using departmental credit card and not processed through Acquisitions. (This usually happens by exception.)

   Create a brief bib and item records following procedures used to create personal copies through the reserves module by Access service staff. In the item record put an “n” in the icode2 and add a note for Library Staff only.