Procedure : Cataloging Photocopies

Scope

These guidelines are for items where the original is out of print and the new copy is obtained from a photocopy service (Books on Demand, Reprint Service Corp., etc.), or from a bindery where Dartmouth sends material to be copied. These items may be replacements for lost or damaged items (as in the case of the brittle book replacement process) or materials new to the library. The photocopies are exact xerographic replicas of the original, and are treated as facsimile editions. Facsimiles are a type of reprint, but are exceptional in that they contain the title page and bibliographic data of the original material. See Special cases for further clarification.

Facsimiles require a separate bibliographic record from the original work since there is additional publishing information to account for. The photocopy service is not considered the publisher of these items and therefore is not included in the 260 field. A 533 note is included containing this information.

Any record downloaded from an acceptable library in the Fastcat process should conform with the following guidelines.

Special cases, or, How to tell whether you have a facsimile

  • If the item has both an original title page and a title page applying to the photocopy, use words like "on demand" or "reprint service" to decide whether an item is a facsimile. If in doubt, treat as a new edition.
  • If no original publishing information remains on the photocopy (especially if the original title page is not reproduced), catalog item as a new edition (i.e., not as a facsimile).
  • If no reprint information appears on the photocopy (i.e., if all information on the item is that of the original, and there is no information about the photocopy) catalog as a facsimile. Take information for the 533 from the order record, if possible. Add a |n identifying the source of this information (see sample 533 below in no. 5).
  • If new odd things come in, ask, and we'll add them as examples.

Cataloging Procedures

  1. Treat photocopies as facsimilies, whether they are produced in-house or by vendor. Follow rules as set down in LCRI 1.11A (CSB61).

    LCRI 1.11A Non-Microform Preservation Reproductions

    For reproductions of previously existing materials that are made for preservation purposes in formats other than microforms and for non-microform dissertations and other reproductions produced "on demand," [a summary of] the Library of Congress policy is as noted below.

    • Transcribe the bibliographic data appropriate to the original work being produced...
    • Give in a single note (533 field) all other details relating to the reproduction and its publication...
  2. Look for RLIN/OCLC copy for photocopies. If acceptable copy for the photocopy is found (A2 or Pre-A2 and conforms with LCRI 1.11), follow regular cataloging procedures.
  3. If no acceptable copy exists, create a new bibliographic record based on the original material. For photocopies, use the Innopac copy from the original to generate a new record. If Dartmouth Innopac copy is not available or is incomplete, RLIN copy (for the original) may be used as a basis for new cataloging (if cataloging on RLIN use Create* procedures). Prefer AACR2 copy over Pre-AACR2.
  4. For local Innopac cataloging, be sure the BCODE2 is d and BCODE3 is j (changed to z on revision). Change the 001 to the Innopac B#. Input NhD|cNhD into the 040 field. Include ISBN numbers (020) if present on item. Remove any fields not relevent to the new record: 010; 003; 090 |f or |i ; 90X; 998 etc. if present
  5. a. Add a 533 note including details relating to the photocopy. See USMARC Format for Bibliographic Data for sub-field information.

    Example: [use|n when photocopy information is not on item]

    533	Photocopy.|bTemecula, Cal. :|cReprint Services Corp.,|d[1996].|e22 cm.|nReproduction information supplied by vendor.

    b. For items that Dartmouth (Preservation Services) sends out to be photocopied, add the following note in the 533 field:

    |nPreservation photocopy.

    Currently, all these items will have Bridgeport National Bindery listed as the printer (on the colophon), and no title page other than one for the original version. If Preservation starts to use other binderies for this kind of work, we'll add them to this list, and you can always ask Preservation if you have questions.

  6. Add the work mark a to the date in the 090 call no. If 050 is present be sure it matches the 090, is tagged 050 _4, and is pac tag y (or the 050 may be deleted).
  7. In the 008 field, adjust the Date ent to the current date and place the value r (Regular print reproduction) in the Form Itm field (see example). All values in the 008 should be derived from the body of the description EXCEPT Form Itm which is derived from the 533.

Local procedures for preservation photocopy replacements

  • When beginning the brittle book procedure, Preservation staff will add notes containing processing information to the piece item record for the item being replaced. If there is no piece item record, Preservation staff will create one when the brittle item is identified for possible replacement.
  • All replacement photocopies, monographs and serials, should be sent to Cataloging and Metadata Services when received. Catmet staff will suppress the original item record, using standard withdrawal procedures. The processing note added by Preservation will remain in the suppressed item record.
  • For titles being completely replaced with photocopies, the entire record will be suppressed (using the withdrawal procedures) and a new bibliographic record created following the guidelines set out at the beginning of this document.
  • For titles only partly replaced by photocopies, only the original item record will be suppressed, with the volume statement moved into the withdrawal note. An item record for the replacement will be added to the original bibliographic record, for example:

    590 bb Baker/Berry copy: Preservation photocopy of v. 1 supplied by Bridgeport Binding, 1999.

    The item will be marked with the call number of the original volume, plus the word "photocopy" added in the 950 |v.

  • For analyzed titles only partly replaced by photocopies, add a 590 note to the set (serial or MPI) record listing all withdrawn volumes (see example above). Withdraw the original analytic record and create a record for the photocopy following standard guidelines, EXCEPT use the original call number for the the replacement and add a 950 |vphotocopy to the item record.

Examples

1. Generated from Innopac record for the original

01 LANG: eng 03 LOCATION: bakr 05 MAT TYPE: m 07 BCODE3: j
02 SKIP: 0 04 CAT DATE: - - 06 SOURCE: d 08 COUNTRY: mdu
090 PN3401|b.R46 1983a
001 B24047399
020 0801829283
020 0801829291 (pbk.)
008 970523s1983 mdu rb 000 0 eng dnam a
040 NhD|cNhD
245 04 The Representation of women in fiction /|cedited, with an introduction by Carolyn G. Heilbrun and Margaret R. Higonnet.
260 Baltimore :|bJohns Hopkins University Press,|cc1983.
300 xxii, 190 p. ;|c21 cm.
440 0 Selected papers from the English Institute ; new ser., no. 7
504 Includes bibliographical references.
533 Photocopy.|bAnn Arbor, Mich. :|cUMI Books on Demand,|d[1996].|e22 cm.
650 0 Fiction|xHistory and criticism.
650 0 Women in literature.
700 1 Heilbrun, Carolyn G.,|d1926-
700 1 Higonnet, Margaret R.
955 |u+l
998 |cBG

008 Fixed fields 01 REC STAT (n) 11 Country (mdu) 21 Fiction (0) 02 REC TYPE (a) 12 Illustr ( ) 22 Biog ( ) 03 BIB LEVL (m) 13 Audience ( ) 23 Language (eng) 04 ENC LEVL ( ) 14 Form Itm (r) 24 Modified ( ) 05 CAT FORM (a) 15 Contents (b ) 25 Cat Srce (d) 06 ARC CTRL ( ) 16 Govt Pub ( ) 07 Date ent (970523) 17 Conf Pub (0) 08 Dat Type (s) 18 Festsch (0) 09 Date One (1983) 19 Index (0) 10 Date Two ( ) 20 Undefine ( )

2. Preservation Photocopy Examples

Record for Original Piece

B18805978 Last updated: 05-10-00 Created: 04-08-93 Revision: 5
01 LANG: spa 03 LOCATION: withd 05 MAT TYPE: m 07 BIB STATUS: w
02 SKIP: 0 04 CAT DATE: - - 06 SOURCE: o 08 COUNTRY: pe
09 001 02742286
10 008 770707s1976 pe d f00010 spa nam i
11 010 77465799
12 015 Quechua-Spanish, Spanish-Quechua
13 035 82-03474 +g
14 040 DLC|cDLC|dDRB
15 041 0 spaque
16 043 s-pe---
17 050 0 PM6306|b.C8
18 100 2 Cusihuam{226}an G., Antonio
19 245 10 Diccionario quechua, Cuzco-Collao /|cAntonio Cusihuam{226}an G
20 250 1. ed
21 260 Lima :|bMinisterio de Educaci{226}on,|c[1976]
22 300 303 p. ;|c20 cm
23 590 WITHDRAWN: 19991019 by MV/sw PM6306 .C8 BAKR
24 650 0 Quechua language|xDictionaries|xSpanish
25 650 0 Spanish language|xDictionaries|xQuechua
26 650 0 Quechua language|xDialects|zPeru|zCuzco (Dept.)
27 903 |bm
______________________________________________________________________________
I17655602 Last updated: 05-12-00 Created: 04-08-93 Revision: 20
01 COP#: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0
02 ICODE1: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: w
03 ICODE2: w 09 LPATRON:1031735 15 RECAL DA: - - 21 INTL USE : 0
04 I TYPE: 0 10 LCHKIN:10-13-99 16 TOT CHKOUT: 6 22 COPY USE: 0
05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE:
06 OUT DATE: - - 12 # OVERDUE: 0 18 LOC: bakr 24 OPACMSG:
25 950 Photocopy/withdraw original (Valladares/mwc 19990422)
26 950 STOP - WITHDRAWN ITEM - PUT ON UPDATE SHELF
27 950 01 |z33311000451783

Record for Replacement

B27298218 Last updated: 08-25-00 Created: 10-19-99 Revision: 4
01 LANG: spa 03 LOCATION: bakr 05 MAT TYPE: m 07 BIB STATUS: -
02 SKIP: 0 04 CAT DA:10-19-99 06 SOURCE: d 08 COUNTRY: pe
09 001 B27298218
10 008 991019s1976 pe rd f000 0 spa nam i
11 015 Quechua-Spanish, Spanish-Quechua
12 040 NhD|cNhD
13 041 0 spaque
14 043 s-pe---
15 090 PM6306|b.C8 1976a
16 100 1 Cusihuam{226}an G., Antonio.
17 245 10 Diccionario quechua, Cuzco-Collao /|cAntonio Cusihuam{226}an G
18 250 1. ed
19 260 Lima :|bMinisterio de Educaci{226}on,|c[1976]
20 300 303 p. ;|c20 cm
21 533 Photocopy.|bCharlestown, MA :|cAcme Bookbinding,|d1999.|e21 cm.
|nPreservation photocopy

22 650 0 Quechua language|vDictionaries|xSpanish.
23 650 0 Spanish language|xDictionaries|xQuechua.
24 650 0 Quechua language|xDialects|zPeru|zCuzco (Dept.)
25 948 LTI 07/18/2000
26 955 |u+l
27 998 |csw
____________________________________________________________
I30961622 Last updated: 09-04-01 Created: 10-19-99 Revision: 12
01 COP#: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0
02 ICODE1: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: -
03 ICODE2: - 09 LPATRON:1051642 15 RECAL DA: - - 21 INTL USE : 0
04 I TYPE: 0 10 LCHKIN:09-04-01 16 TOT CHKOUT: 2 22 COPY USE: 0
05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 4 23 IMESSAGE: -
06 OUT DATE: - - 12 # OVERDUE: 0 18 LOC: bakr 24 OPACMSG:
25 950 |z33311014445805

3. Preservation Photocopy Examples (analyzed/classed together titles; only some volumes replaced)

Set Record

B10427508 Last updated: 11-29-01 Created: 04-13-88 Revision: 30
01 LANG: eng 03 LOCATION: multi 05 MAT TYPE: s 07 BIB STATUS: -
02 SKIP: 0 04 CAT DA:04-07-88 06 SOURCE: r 08 COUNTRY: enk
09 001 R1554078-s
10 008 880315c18449999enkuu m u0 0eng dnas
11 090 DA670.L19|bC5
12 090 |fis-upd.10/96
13 245 00 Remains, historical and literary, connected with the palatine
counties of Lancaster and Chester
14 260 Manchester :|bChetham Society,|c1844-
15 300 v. :|bill. ;|c22-23 cm.
16 362 0 Vol. 1-114; n.s., v. 1-110; 3d ser., v. 1-
17 590 Baker/Berry copy: Preservation photocopies of v.2,4-9,15,37,47
supplied by Acme Bookbinding, 2000.

18 651 0 Cheshire (England)|xHistory.
19 651 0 Lancashire (England)|xHistory.
20 710 2 Chetham Society.
21 906 Analyzed/class.tog./Has serial within
22 948 LTI 07/18/2000
23 LOCATIONS bakr,stoba
______________________________________________________________________________
I28786919 Last updated: 11-29-01 Created: 06-05-98 Revision: 5
01 COP#: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0
02 ICODE1: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: h
03 ICODE2: - 09 LPATRON: 0 15 RECAL DA: - - 21 INTL USE : 0
04 I TYPE: 32 10 LCHKIN: - - 16 TOT CHKOUT: 0 22 COPY USE: 0
05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE: h
06 OUT DATE: - - 12 # OVERDUE: 0 18 LOC: bskr 24 OPACMSG:
25 950 01 |vv.1-114; n.s.,v.1-110|y1844-1886; 1883-1946

Original Record for Analytic

B2405396x Last updated: 09-14-00 Created: 10-31-96 Revision: 5
01 LANG: eng 03 LOCATION: withd 05 MAT TYPE: m 07 BIB STATUS: w
02 SKIP: 4 04 CAT DA:10-31-96 06 SOURCE: r 08 COUNTRY: enk
09 001 96-B17973
10 003 CStRLIN
11 008 961031s1845 enk 000 0aeng dnam u
12 010 18005231
13 040 |cCarP|dNhD
14 050 0 DA670.L19V|bC5 vol. 4
15 090 |fanaly.|i10/31/96 T
16 100 1 Martindale, Adam,|d1623-1686.
17 245 14 The life of Adam Martindale,|cwritten by himself, and now first
printed from the original manuscript in the British museum.
18 260 [Manchester,]|bPrinted for the Chetham society,|c1845.
19 300 3 p. {190}., [iii] xv, 245 p.|c23 x 19 cm.
20 490 1 Remains, historical & literary, connected with the palatine
counties of Lancaster and Chester, pub. by the Chetham society.
|vvol. IV
21 600 10 Parkinson, Richard,|d1797-1858.
22 830 0 Remains, historical and literary, connected with the palatine
counties of Lancaster and Chester ;|vv. 4.
23 904 |br
24 948 LTI 07/18/2000
25 966 WITHDRAWN: 20000914 by WMC/sw DA670.L19 C5 v.4 STOBA
26 998 10/31/96|tc|s9115|lNHDG|nNhD|wCTYADBH9012B|d10/31/96|cPDM|bPDM
|i961031
______________________________________________________________________________
I24944853 Last updated: 09-14-00 Created: 10-31-96 Revision: 7
01 COP#: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0
02 ICODE1: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: w
03 ICODE2: w 09 LPATRON:1031735 15 RECAL DA: - - 21 INTL USE : 0
04 I TYPE: 0 10 LCHKIN:09-11-00 16 TOT CHKOUT: 1 22 COPY USE: 0
05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE: -
06 OUT DATE: - - 12 # OVERDUE: 0 18 LOC: withd 24 OPACMSG:
25 950 Photocopy/withdraw original (McEwen/mwc 19990911)
26 950 STOP - WITHDRAWN ITEM - PUT ON UPDATE SHELF
27 950 |z33311009185788

Record for Analytic Photocopy

B27886906 Last updated: 01-18-01 Created: 09-14-00 Revision: 6
01 LANG: eng 03 LOCATION: stoba 05 MAT TYPE: m 07 BIB STATUS: -
02 SKIP: 4 04 CAT DA:09-14-00 06 SOURCE: d 08 COUNTRY: enk
09 001 B27886906
10 008 000914s1845 enk r 000 0aeng dnam u
11 040 NhD|cNhD
12 090 DA670.L19|bC5 v.4
13 090 |fanalytic
14 100 1 Martindale, Adam,|d1623-1686.
15 245 14 The life of Adam Martindale,|cwritten by himself, and now first
printed from the original manuscript in the British museum.
16 260 [Manchester,]|bPrinted for the Chetham society,|c1845.
17 300 3 p. {190}., [iii] xv, 245 p.|c23 x 19 cm.
18 490 1 Remains, historical & literary, connected with the palatine
counties of Lancaster and Chester, pub. by the Chetham society.
|vvol. IV
19 533 Photocopy.|bCharlestown, MA :|cAcme Bookbinding,|d2000.|e25 cm.
|nPreservation photocopy

20 600 10 Parkinson, Richard,|d1797-1858.
21 830 0 Remains, historical and literary, connected with the palatine
counties of Lancaster and Chester ;|vv. 4.
22 904 |br
23 948 LTI 01/17/2001
24 955 |u+l
25 998 |csw
_______________________________________________________________________
I32160707 Last updated: 12-03-01 Created: 09-14-00 Revision: 12
01 COP#: 1 07 DUE DA:11-30-01 13 ODUE D:12-03-01 19 LOANRULE: 10
02 ICODE1: 0 08 PATRON#:1058192 14 IUSE3: 0 20 STATUS: -
03 ICODE2: - 09 LPATRON: 0 15 RECAL :11-16-01 21 INTL USE : 0
04 I TYPE: 0 10 LCHKIN: - - 16 TOT CHKOUT: 1 22 COPY USE: 0
05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE: -
06 :11-16-01 11:46 12 # OVERDUE: 1 18 LOC: bskr 24 OPACMSG:
25 950 |vphotocopy
26 950 |z33311014460630
27 950 |s336-9-a