SWIFT

1. BACKGROUND

   Variant edition transcription is done by processing staff when there is no exact matching copy in the same language in CLIO or any other database for the card in hand. For maximum efficiency, the record for the variant edition should need relatively minor adjustments to match the card in hand. In such cases, the existing online copy for a different edition (including the book/microform variety) is modified to match the card in hand, which may be an LC card. Records that require extensive re-working should be transcribed rather than based on the variant edition copy, using the "new b" procedure. In case of doubt, consult supervisor.

2. PROCEDURE
   1. After determining that there is no exact matching copy for card in hand and a record is found for a variant edition, use one of the following methods to process the card in CLIO:

      1. Variant edition is in LTCU or other CLIO file (HS, EA) AND the card has not yet been entered into CLIO --use the DERI command.
      2. Variant edition is in LTCU or other CLIO file (HS, EA) AND the card has been entered into CLIO previously as e.g. a brief or an order record--use the BOVL command.
      3. Variant edition is in OCLC or RLIN--use the Export or Put command according to guidelines or overlay an existing record in CLIO.

   2. Once the record is in CLIO, edit it to match the card in hand, paying particular attention to the following areas:

      1. FIXED FIELDS

         Code fixed fields to reflect edition in hand, paying special attention to PLACE, LANG, DATE.

         • Examine REPRO field:
         • code if card describes a book
         • code appropriate value if card describes a microform or a photocopy

         In addition:

         • code SRC d if card is Columbia original cataloging
         • code SRC if card is LC cataloging
         • code SRC c if card is contributed cataloging
         • adjust DCF to reflect the card
         • code E/L 1 or 2, as appropriate
         • replace fill-in characters with valid codes
         • Leave all other fields as is

      2. VARIABLE 0XX FIELDS

         Delete

         • 007 (i.e. GMD) line when processing a card describing a book
         • 010 if not on card or if card represents a variant edition already
         • 020 (if not on card), or adjust to reflect edition in hand
         • all 019 fields (including BNA marker)
         • all 035 fields
         • 049 field (if in record)
         • 050 if present
         • 082 if present
         • 09x if present

         Add or change
         • 010 and 020 (if present on card)
         • 040 NNC|cNNC if card is Columbia original cataloging
         • 040 |aDLC|cNNC if card is LC cataloging (add |dNNC when making substantive changes to the record)
         • 040 |aname of library which cataloged the book|cNNC (add |dNNC when making substantive changes to the record) if card is contributed cataloging
         • 050 if transcribing LC card
         • 965 field as appropriate

   3. BIBLIOGRAPHIC RECORD
      1. Accept or modify choice of main entry present on record to reflect the card in hand; accept for as found on record.
      2. Edit or add 1xx, 240, 245, 250, 260, 300, 4xx/8xx, 5xx, 7xx to reflect the card in hand.
      3. Change description/punctuation to reflect the card in hand.
      4. Review notes area, paying special attention to reproduction and contents notes; delete notes not applicable to card in hand including 590.
      5. Code copy specific notes into MHLD field 866 or 590 if for Rarebooks or Avery/Fine Arts Rare Books.
         Go to Copy Specific Notes

      6. Accept 6xx fields, but review indicators and subfields. Add 6xx fields from card if none are in record.
      7. Delete any 9xx fields.

   4. AUTHORITY WORK
      1. If access points 1xx, 600, 610, 7xx are added from the card to the variant edition record, verify them against CLIO ESTABLISHED HEADING or in the NAF; if a heading is not found in any authority file, transcribe it from the card as is.
      2. Verify series following local series verification procedures.

   5. HOLDINGS
      1. Code TLNF as apppropriate.
      2. Code from the card all locations with their call numbers
         Refer to Obsolete Locations if necessary

      3. Code your initials into CLNF in square brackets.

   6. STATISTICS
      1. Count these records as "card transcribed".
         Go to Processing Production Statistics

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