Added items

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:
- PR
  2831
  .R665
  2017
  c.2

Back to top

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).

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:
- PR
  2831
  .R665
  2017
  c.2

Back to top

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
- 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.

Back to top

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 item record for the original piece has status Lost & Paid:
- 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

Back to top

Policies

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.

Contact	Joshua Barton or Autumn Faulkner
Team	CMS
Updated	June 2018
Created	April 2018