SWIFT

1. Background

   This document shows preferred options for the handling of duplicates discovered in the course of processing. These instructions apply to single volume monographs (including those received on series standing orders).

   If the T2 rider in the book indicates that the copy in hand has been selected "only if new to this loc,subloc" and there already is a copy for that location, or if it has been selected "only if new to CUL," use sections II to VI below to decide whether the book in hand is a duplicate that is to be returned to MAS or G&E, or whether it should instead be processed on the next available copy statement.

   Note: Offsite locations, e.g., off,glx or glx,anx2 are considered copies in the original location for the purpose of duplication. In other words, if you find off,glx as a location in CLIO, it is the same thing as finding glx for the purpose of deciding whether the item in hand is a duplicate.

   Note: Do not accept or process gifts of offprints or reprints of articles for cataloging if we own the journal or conference proceedings (regardless of format).

   Note: Monographs published before 1979 should be searched in GC

2. If the only record in CLIO for the book in hand is in the LTHS or LTDC processing unit, create a new record in LTCU and process the book in hand on the first copy statement.

3. Process the book in hand on the next available copy statement if the only locations found in the copy holdings record in the LTCU processing unit in CLIO are one or more of the following:
   • ADM
   • ARIZ
   • BAR
   • DSC
   • EGYP
   • EWNG
   • GEX
   • HSX
   • Any location with a "RES" sublocation (e.g. MIL,RES; BUS,RES, etc.)
   • Any Graduate Reading Rooms (locations: AFST, COMP, EURO, ISLM, LATA, MANC, MORL, PAP, SASI, USHI)

4. Process an approval or a gift book in hand on the next available copy statement if the OPR for another copy of the book on order says "Reserves", "Rush", "Replacement" or "Regardless" in the NO. (internal notes) field.

5. Process the book in hand on the next available copy statement if the book has a reserves temporary location in the item record or a $ followed by the same CLIO record ID on which the location resides. The $ followed by the CLIO ID number of the same record indicated that the book on order is for reserves.

6. Follow the chart below if the book in hand is still a duplicate after considering categories III through V above.

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