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:
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).
Locate bib record in Sierra
In bib record location field, add any necessary location code for your copy
Example: original piece was cataloged for mn, but your copy is wanted for Turfgrass; enter tf in the bib record location field
There is no need to also add the associated 049 field code, since those codes do not affect any Sierra functionality
Determine if your item requires a different call number and formulate accordingly
Determine copy numbering
NOTE: if your copy uses a different call number, it is considered a c. 1
otherwise, even if it's being added to a separate branch like Gull Lake or Fine Arts, it takes the next available copy number
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
If using a separate call number
insert field in item record
use c tag
enter call number and save
Write call number in piece using appropriate call number from bib record or item record
if not using separate call number, add copy designation like so:
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
If questions arise about LoM or LL's copy, contact the appropriate person listed in the Shared bib records protocol
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
Consult the Shared bib records protocol for more details about the guidelines governing shared bibliographic records.
Added copies, locations, or volumes will not be ordered on our shelf-ready accounts.
Staff in Technical Services will ask a selector for a decision to specifically add or retain another copy of a title or volume of a title, unless the decision is clearly documented.