Summary: Instructions for catalogers and other TS staff adding copies of a title MSUL already holds, or a title held by one of the institutions that share our catalog.
Added copies
A regular add is a second, third, fourth copy of an item, etc., being added for the same location in the MSUL catalog.
- Determine which copy number your item is (copy 2, copy 3, etc.)
- Locate bib record in Sierra
- In summary screen, select the Item view
- Click Attach new item
- Copy # field -- add appropriate copy number like so: c. 2
- Location field – same as c. 1
- Workstat field – add appropriate addi workstat like so: cmsaddimonoahf
- Write call number in piece using call number from bib record, and add copy designation like so:
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Add locs
An add loc is a copy of an item that MSUL already holds, but which is being added to a separate location in the catalog. Sometimes an item being added to a separate location will also need a separate call number (like copies of print dissertations being added for Turfgrass, which will need an LC call number).
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Add cats
An add cat is a copy of an item MSUL wishes to add to a title already cataloged by the Library of Michigan or the Law Library. An item added to a LoM or Law Library bib is not considered an added copy, but a c. 1 for MSUL. In some cases, items added for MSUL will need a separate call number than the one in use by LoM or LL.
- Locate bib record in Sierra
- Ensure piece in hand is a match for bib record brought in by LoM/LL
- Attach MSUL holdings to appropriate OCLC record, using control number in bib record 001 field
- In bib record location field, add appropriate MSUL location code
- There is no need to also add the associated 049 field code, since those codes do not affect any Sierra functionality
- Determine if item requires separate call number and formulate accordingly
- In summary screen, select the Item view
- Click Attach new item
- Location field – use appropriate MSUL sublocation
- Workstat field – add appropriate workstat
- use xxxcopymonoxxx if attaching the first MSUL item to a Law, Archives, or LoM bib
- use xxxaddimonoxxx if other MSUL items are already attached
- If using a separate call number
- insert field in item record
- use c tag
- enter call number and save
- Move MSUL item record to position number 1 in list of item records
Sometimes you may encounter a bibliographic record that has been suppressed by LoM (a result of various projects that have been conducted over the years). In these cases, take these additional steps:
- Unsuppress bib record
- In bib record location field:
- add appropriate MSUL location code
- remove LoM location code
- In summary screen, select the Item view
- Open LoM item record
- In Icode2 field, enter code s
- this suppresses LoM's item record
- Add MSUL item record using steps outlined above
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Adds to withdrawn
Occasionally, an item record needs to be added to a currently suppressed bib record, for a title that has been withdrawn (for example, a replacement copy for a missing title has been purchased).
Pre-cataloging work by CatMan and/or Acquisitions
- Suppression code changed from w to z
- Cat date removed from bib
- HOLDINGS WITHDRAWN note removed from bib
- Item records for withdrawn items suppressed
- INT NOTE added to order record:
- Upon receipt place on "Add to Withdrawn" shelf
Cataloging
The replacement piece may occasionally be a different edition from the original withdrawn item. Determine whether the title can be cataloged on the existing record and proceed accordingly.
| Existing record ok to use | Different record needed |
|---|
- Search OCLC for matching, enhanced copy.
- If found, overlay on to existing record, making it copy 2 in overlay string.
- This will automatically attach a new item.
- If no copy is found in OCLC, use the existing record in Sierra.
- Enter today’s date in the CAT DATE field
- Enter the appropriate location code to the LOCATION field
- Change the call number field group tag from ‘y’ to ‘c’
- Attach a new item record for the new piece, making it copy 2.
- Recreate the Sierra record in OCLC and attach our holdings.
- Ensure bib record suppression code is changed to – [dash] for NONE.
- If there
|
is a - item record for the original piece has status Lost & Paid
|
item record attached- :
- Ensure that ICODE 2 has already been changed to ‘s’ for suppressed. Change if not.
- This should remain copy 1. You can check the public display to make sure it makes sense.
- Remember to add “c.2” to written call number.
- Place on CP labeling truck UNLESS:
Item is noted as being a “Replacement,” with status of n or $ And noted as being billed or “lost & paid” Give to Anne Erickson (needs more attention because a patron is involved in the replacement, not ordered by a librarian)
| - Remove holdings as necessary from the existing record in OCLC.
- Find new matching copy in OCLC
- Export/save to Sierra, following normal copy cataloging procedures.
- Transfer the order record for the new piece to the new bib record.
- Place on CP labeling truck UNLESS:
Item is noted as being a “Replacement,” with status of n or $ And noted as being billed or “lost & paid” Give to Anne Erickson (needs more attention because a patron is involved in the replacement, not ordered by a librarian)
- After the new title is cataloged:
- Email Lisa English requesting that the older, existing record be re-withdrawn
- Include bib number and title of the piece that needs to be re-withdrawn
|
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