Most copies are added centrally. However, sometimes in the course of performing various catalog/collection maintenance tasks, a department discovers copies which have not been added to CLIO.

A department may add a copy if the following criteria are met:

• The correct call number appears on the book.

• An active cataloged record (i.e., status h or g -- not suppressed) for the title is in CLIO. Status a records are acquisitions records, and cannot be added to.

• A copy with the same call number must appear on the copy holdings record.

• For serials or monographic sets, a copy statement must exist for the location being added.

If any of these conditions are not met barcode the book (if necessary) and send a CLIO printout of the copy holdings record, a photocopy of the title page and the title page verso, and a duplicate barcode to MPA, 101 Butler Library.

Determine whether the item is a single volume monograph or part of a monographic set or serial.

1. SINGLE VOLUME MONOGRAPHS
   1. Display the copy holdings record.

   2. Add the copy to the next available copy statement following the same call number format as in the copy statement with the same call number:
      1. Input the same/appropriate value in the copy status code field. The appropriate value for a single volume monograph is 1.

      2. Input the same/appropriate value in the classification type code field. Input the value L for LC or the value T for all others.

      3. Input the appropriate departmental location code.

      4. Input the same call number.

      5. Input your initials in square brackets in the copy level notes field.

      6. Review with the SAME key, enter with the DONE prompt.

   3. If the item is barcoded, check CLIO for the presence of an unlinked item record and, if found, link it, following the CLIO Manual procedures for relinking an item record.

   4. If the item is not barcoded, barcode it and create a linked item record for the item following CLIO Manual procedures.

2. MONOGRAPHIC SETS AND SERIALS
   1. If the item is barcoded, check CLIO for the presence of an unlinked item record and, if found, link it to the existing copy statement, following the CLIO Manual procedures for relinking an item record.

   2. If the item is not barcoded, barcode it and create a linked item record for the item following CLIO Manual procedures. Link the new record to the existing copy statement.

   3. Display the MARC holdings record and determine whether the "SOME VOLUMES HAVE MORE THAN ONE COPY" statement is present and whether the volume in question is present.
      1. If the statement and/or the volume in question is not present follow DCMM procedures for correcting MARC holdings information.

      2. If the statement is present and/or the volume in question is present, no further action is necessary.