Cataloging Practices Manual [CPM-675]

PHOTOCOPY CATALOGING

Follow these procedures for creating separate records for photocopies when there is no record in CLIO for the original work or when the photocopy has been produced by Columbia for preservation purposes.

Preservation photocopies made by Columbia are always cataloged on a separate record, which includes a 583 field (see below). For all other photocopies, if there already is a record in CLIO for the original work, add the photocopy as an added copy to the existing record (see "HOLDINGS" IV below).

Notes: For an item to be cataloged as a photocopy, there must be an original work from which the photocopy has been produced. Items published first as photocopies, should be cataloged as monographs rather than as reproductions.

  1. Bibliographic Record

    Go to Example

      The bibliographic description, both fixed and variable fields, should be based on the original work, with additions, exceptions and special considerations for unpublished works noted below.

    1. RT

      1. Original work is published--Input a

      2. Original work is unpublished--Input t

        Note: Most theses and dissertations, including those from UMI are considered to be unpublished. Code RT as t

    2. PLACE

      1. Code for place of publication of original work.

      2. Code xx if original work is unpublished.

        Note: Use xx for unpublished theses and dissertations. DO NOT use the Country of publication code for the location of the degree granting institutions.

    3. DT/1

      1. Input date of original work, which should also be in 260|c.

    4. Repro

      1. Input r

    5. LCCN (Original and variant edition cataloging only)

      1. Enter LCCN in field 776.

      2. Do not use field 010 or 011 (obsolete).

      3. Delete 010 or 011 fields when modifying copy or doing variant edition cataloging.

        Example:

        776 :1 :|c Original |w (DLC)7670205

    6. ISBN

      1. Enter into |a of 020.

    7. 042

      1. If the original record was a PCC record, retain PCC coding unless headings are added which are not supported by authority work.

      2. MPS should e-mail Susan Summer the number of titles (core or full) cataloged.

    8. 050 (Original and variant edition cataloging only)

      1. Enter call number for the original item into 050: 4

      2. Include the work letter a at the end of the date.

        Example:

        DS125|b.S75 1986a

    9. 260

      1. Enter place, publisher and date of the original work.

      2. If the original work is unpublished, 260 should only contain 260 |c date.

        Example: 260: : |c 1965.

    10. 300

      1. Enter |a (physical extent) and |b (illustration) for the original work; omit |c (size).

      2. Retain |c size when using the record for the original publication as the basis of variant edition cataloging.

    11. 533

      1. 533 contains descriptive information specific to the photocopy. Include each of the subfields listed below:

        • |a Type of reproduction

        • |b Place of reproduction

        • |c Agency responsible for reproduction

        • |d Date of reproduction

        • |e Physical description of reproduction

      Bracket supplied information. When place and agency information cannot be supplied use [S.l. : s.n.]. Do not include the pagination of the photocopy in |e unless it differs significantly from the original. Do not add pagination to 533 |e if the only difference is between leaves and pages.

      Examples

      533: : Photocopy. |b Ann Arbor, Mich. : |c UMI, |d 1994. |e 19 cm.

      533: : Photocopy. |b New York, NY : |c Columbia University, |d 1999. |e 19 cm.

      533: : Photocopy. |b Ithaca, N.Y. : |c Cornell University, |d 1994. |e 18 x 37 cm.

      533: : Photocopy. |b Ann Arbor, Mich. : |c UMI,|d 1993. |e 537 p. ; 22 cm.

      NOTE: 300 |a of original read 2 v. (537 leaves)

      533: : Photocopy. |b Ithaca, N.Y. : |c Cornell University, |d [between 1987 and 1997] |e 27 cm.

      NOTE: Dissertation was presented in 1987 but item lacks information as to when the photocopy was made.

      533: : Photocopy. |b [S.l. : |c s.n., |d between 1987 and 1997] |e 24 cm.

      NOTE: Dissertation was presented in 1987, but item lacks information as to place of reproduction, agency responsible for reproduction and date of reproduction.

    12. 583

      For Columbia preservation photocopies, include a 583 field with the name of the vendor that produced the photocopy.

      Example: 

      583:  : |a Photocopied; |k Acme
  2. Cataloging Copy Categories

    1. Standard copy, same agency in different year

      Standard cataloging copy for a photocopy made by the same agency in a different year (i.e. only 533 |d differs from the piece in hand) should be treated as matching copy. Simply alter the year in 533 |d to match the piece being cataloged and code |d NNC in 040.

      Example:

      040: : IUL |c IUL |d NNC

      533: : Photocopy. |b Ann Arbor, Mich. : |c U.M.I. Dissertation Services, |d 1994.

      NOTE: 533 |d of cataloging copy read 1992.

    2. Standard copy, variant edition cataloging

      Standard cataloging copy for the original piece, for a photocopy made by a different agency, or for a microform edition, should be treated as variant edition cataloging.

      Example:

      REPRO r

      040: : NNC |c NNC

      533: : Photocopy. |b Ann Arbor, Mich. : |c U.M.I., |d 1994. |e 22 cm.

      NOTE: Cataloging copy was for original work and REPRO had been blank. Original 040 was deleted and this one substituted, and 533 was added to the record. All 035's have been deleted.

      Example:

      040: : NNC |c NNC

      533: : Photocopy. |b [Ithaca, N.Y. : |c Cornell University, |d 1985] |e 28 cm.

      NOTE: Cataloging copy was for a photocopy made by a different agency. 040 was deleted and this one substituted. 533 read |b Ann Arbor, Mich. : |c U.M.I., |d 1986. |e 21 cm.

      Example:

      REPRO r

      040: : NNC |c NNC

      533: : Photocopy. |b Ann Arbor, Mich. : |c U.M.I., |d 1993. |e 22 cm.

      NOTE: Cataloging copy was for a microform edition of the work. REPRO read a. 533 |a read Microfilm. 533 |e read 1 microfilm reel : positive, 35 mm.

    3. Non-standard copy

      If the only copy found is non-standard, provide original cataloging or reroute to OSMC. If there already is a record in CLIO for the original work, add the photocopy as an added copy to the existing record (see "HOLDINGS" IV.C below).

  3. Added Copy/Location Processing

    1. If the only difference between the piece in hand and the cataloged copy is the date in 533 |d, consider the record appropriate for added copy/location processing. Leave the 533 |d (date) on the cataloged copy as is.

    2. If there already is a record in CLIO for another copy/location that is not yet cataloged, change 533 |d to match the date on the piece you are processing (i.e. 533 |d should match the date on the first copy cataloged.

  4. Holdings

    1. Follow standard procedures.

    2. Call number should be same as for the original work with the addition of the work letter "a" after the original work's publication date. However, if the only call number available for the original work is not a Library of Congress Classification number and the owning location uses LCC for new materials, assign an LC number using the work letter "a". Apply this guideline even if it results in the original work being shelved in Dewey and the photocopy being shelved in LCC at the same library. If the original work has an old LC call number without the date, add the date and the work letter "a" in the holdings.

      Example:

      Original work: HD1090 |c .B57 1993
      Photocopy: HD1090 |c .B57 1993a

      Original work: R030 |c N424
      Photocopy: R030 |c N424a
      Note: This example is specific to Butler Reference, which does not use LC Classification.

      Original work: DK754 |c .N75
      Photocopy: DK754 |c .N75 1926a

    3. When the photocopy is added to the existing book record, the bibliographic record continues to describe only the paper version. Add the photocopy to the next available copy statement.

      1. Create a MHLD record (code E/L 1 if the item is a single volume monograph, code E/L as usual 4 for multivolume sets and serials).
      2. Create 866 field as usual and code indicators 1 if the item is a single volume monograph, and 41 if the item is a multivolume set.
      3. Input the 533 note information into subfield z of 866:1: retaining the punctuation, but excluding subfield coding.

        Examples:

        Single volume monograph:

        866:1: |8 0 |z Photocopy. Ann Arbor, Mich. : UMI, 2001. 23 cm.

        Multi-volume sets:

        866:41: |8 0 |a v.1-2
        866:1: |8 0 |z Photocopy. Ann Arbor, Mich. : UMI, 2000. 25 cm.

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    Last updated: 01/16/02 ink