Photocopy or POD reproductions

Summary: Instructions for cataloging print-on-demand or photocopied reproductions of a print monograph, usually for materials from the preservation photocopy and Espresso Book Machine reproduction workflows. 

Creating a provider-neutral record

1. Derive a new record or find copy
   • occasionally you may find copy if another library has already created a provider-neutral print reproduction record
   • but usually, you will derive from the original record that represented the original manifestation
   • retain all description of the original manifestation (title, responsibility, publication, extent, etc.)
   • bring the new record into compliance with RDA
     • add RDA coding to Desc and 040, spell out abbreviations, add 3XX fields, etc.
     • see RDA record elements for a list of all RDA elements that should be included
        
2. Fixed fields:
   • Desc = i 
     • for RDA rules
   • DtSt, Date1, Date 2 – keep codes and publication date(s) of original manifestation
     • usually s, t, etc. 
     • do not use r for reprint
   • Form = r
     
     • for print reproduction
        
3. 020 field
   • if piece only includes original ISBN, retain as-is
   • if a new ISBN has been assigned to the reproduction:
     • code ISBN for original manifestation as 020 $z 
     • add ISBN for reproduction = 020 $a [ISBN] $q (reprint)
4. 040 field 
   • add $e pn
     • indicates provider-neutral record
   • add $e rda
     
     • indicates full RDA record
   • example for a derived original record
     • $a EEM $b eng $e pn $e rda $c EEM
   • if these fields are missing from existing copy, add as needed
      
5. Call number
   • keep original call number and date of publication
   • add the letter “a” to the date of publication to indicate the piece is a facsimile: 1933a, 1947a, etc.
     
     
6. 533 field  = $a Print reproduction
   
   
7. Item record workstat
   • deriving records is considered original cataloging
   • use the appropriate "orig" workstat for your item record

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For preservation photocopies

Destined for MN

In this workflow, Bind Prep sends out books in disrepair for reproduction and binding, and then routes the new reproduction and the old book to the appropriate copy cataloger.

• Complete the provider-neutral record and send the new reproduction for processing as normal
• Insert withdrawal streamer into the old book with this info in comments section:
  • Preservation photocopy
  • Bib record number for old book (indicate if mono or serial)
  • Bib record number for new reproduction
• Place book on withdrawal shelves

Destined for SPC

Preservation photocopies are occasionally made from existing SPC materials to allow for use and handling when the first copy is too fragile. In the past, these preservation copies have just been added as copy 2s in the catalog. Ongoing work is being undertaken to catalog these on their own provider-neutral records, and any new preservation photocopies will be sent through this workflow as well. In all cases, you may or may not be cataloging from the piece in hand.

• Complete the provider-neutral facsimile record
  • preserve any rare book cataloging elements in the record
  • preserve any XX and/or folio designations at the beginning of the call number
  • in item record:
    
    • c field = facsimile call number
    • v field = Preservation facsimile 
    • Itype = 199
    • status = o
      
      
• Perform linking in facsimile record
  • add 787 08 |i Preservation facsimile of (manifestation): |a ... (cite bib for original work; more details here)
  • in Sierra, note bib record number of original SPC piece
  • in facsimile bib, view item record
  • Edit → Link to additional bib record → Find bib
  • enter bib record number for original work and select "Use this bibliographic record"
  • save & close
    
    
• Perform linking and item record reordering in original record
  • ensure facsimile bib is closed
  • open original work bib
  • add 787 08 |i Preservation facsimile (manifestation): |a ... (cite bib for original work; more details here)
  • Summary screen → Item view
  • select facsimile item record
  • click "Move" and move to position 1
  • save
    
    
• If cataloging from the piece in hand:
  • place on SPC cataloging truck with a note indicating need for retagging if necessary
    
    
• If cataloging without piece:
  • notify Tad Boehmer or other SPC staff, with a note indicating need for retagging if necessary

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