last updated Thu May-07-2009  06:31
 
 
PRESERVATION COPIES FOR SOUND OR VIDEO RECORDINGS
 
For current Hawn⁄Pac sound or video recordings, two copies are usually purchased, one cataloged for Wong AV Center, and the other held as the preservation copy. Or, the selector may have Sinclair staff make a reproduction of the recording to serve as the preservation copy. Or, the selector may want the reproduction to be the use copy and keep the original recording as the preservation copy; e.g., the original publication may be a sound cassette, but the use copy is an audio CD reproduction.
 
 
Preservation copy note
 
Preservation copy use MFHD notes are mainly used for Hawaiian and Pacific sound recordings whenever a preservation or archival copy accompanies the circulating copy; (worksheet will be annotated: 1 use cop.; 1 p or archival cop.). Preservation⁄archival copies are stored in HL Special Collections' vault.
 
Note presence of a preservation copy in the MFHD for the use or circulating copy.
 
Preservation copy use MFHD notes are mainly used for Hawaiian and Pacific sound recordings whenever a preservation or archival copy accompanies the circulating copy; (worksheet will be annotated: 1 use cop.; 1 p or archival cop.). Preservation⁄archival copies are stored in HL Special Collections' vault.
 
Note presence of a preservation copy in the MFHD for the use or circulating copy.
 
852   ‡b OuzV ‡h VIDEOTAPE ####
583   ‡l Library also has preservation copy
 
If the format of the Preservation copy differs from that of the use copy, annotate this information also
 
852 8 - ‡b OuzV ‡h COMPACT DISC ####
583 - - ‡l Library also has preservation copy (Phonodisc nnnn p)
or
852 8 - ‡b OuzV ‡ hVIDEOTAPE ####
583 - - ‡l Library also has preservation copy (S-VHS)
or
583 - -‡l Library also has preservation copy (VHS PAL)
or
583 - -‡l Library also has preservation copy (DVD PAL)
or
583 - - ‡l Library also has preservation copy (VIDEOTAPE nnnn p)
or
583 - - ‡l Library also has preservation copy (VIDEOTAPE nnnn p; letterbox)
or
583 - - ‡l Library also has preservation copy (VIDEOTAPE nnnn p, 3 v.)
or
583 - - ‡l Library also has preservation copy (VIDEOTAPE nnnn p, v.1,v.5)
or
583 - - ‡l Library also has preservation copy (VIDEOTAPE nnnn p (Beta), no.3-no.8)
 
Formerly, the 583 tag was entered in bib record:
583   UHM: Library also has preservation copy   or:  583   Preservation copy
 
Move existing 583 Preservation copy notes from bib to MFHD if you are touching or editing an older record for a sound recording.
 
If there is more than one copy for a location, put the preservation note in the MFHD for copy 1, or the lowest copy number. Move the preservation note to the next highest copy number if the lower copy number is withdrawn. If there is no other use copy, refer to Head of CatSS.
 
Differing formats for p-copies
 
Normally, use copies and their respective p-copies are in the same format (CD, DVD, etc.). However, there are cases where there is a difference in format between the p-copy and the use copy. In those instances, there is no way to assign the p-copy an Accession format call number which is different from the use copy and to make the fact the we own both formats easily accessible and understandable to the patron without the use of MFHD notes. Therefore:
 
Regardless of physical format of p-copy, all p-copy items will be assigned the same Accession call no.as the use copy.
 
To account for the differing formats, input a parenthetical qualifier in the 583 MFHD note:
 
852   ‡b OuzV ‡h ACCESSION CALL ####
583   ‡l Library also has preservation copy (APPROPRIATE FORMAT)
 
In the case of multiple p-copies, call them p-copy 1 and p-copy 2, using separate 583 MFHD tags
 
852   ‡b OuzV ‡h ACCESSION CALL ####
583   ‡l Library also has preservation copy (APPROPRIATE FORMAT)
583   ‡l Library also has preservation copy (DIFFERENT FORMAT) c.2
 
The call number label for the p-copy follows this format:
 
FORMAT FORMAT
Accession # Accession #
p p
  c.2
 
Individual collections will then prepare shelf "dummies" to keep track of the actual shelving location of the differing p-copy format.
 
Route the p-copies as you normally would for their format.
DVD use copy with VHS p-copy
 
AV Center staff are creating DVD use copies from some existing "VIDEO REQUEST" p-copy only titles and also single videocassettes of local television programs taped off-air with permission.
 
Edit the bib record to reflect the DVD use copy
Assign a DVD accession number or use the one printed on the DVD use copy
Change the "VIDEO REQUEST" accession number to the DVD accession number
Add a note to the 852 in the mfhd: ‡z <DVD-R>
Relabel the VHS p-copy to the DVD accession number followed by "p"
Return the DVD to the AV Center via interoffice mail
Return the VHS p-copy to the Special Collections pickup box
 
Bib records
 
The bibliographic record which is uploaded to the utilities should describe the original publication. Its SMD and 007 reflect the format of the original.
 
The Voyager bib record needs to be edited if the use copy is a reproduction in a different format from the original.Add a reproduction note, field 533, to describe the reproduction. Input two 007 fields. The first 007 should reflect format of the use copy in order to enable limiting a search by format. The second 007 should reflect the preservation copy. In order to get the 007s in the correct order, you must delete the existing 007 after uploading the record to the utility, then re-enter each 007 in the desired order. If you enter an 007 in the MFHD, it should be coded for the format of the use copy.
 
Processing items with duplicate use and preservation copies
 
Beginning in August, 2005, processing procedures were modified for audiovisual media (videos and sound recordings, regardless of format) acquired in two identical copies, with one designated a patron use copy and the other a preservation copy. Modifications were discussed and accepted by Special Collections selectors, Sinclair librarians and Cataloging Dept. staff. Formerly, the use and preservation copies were kept together in Cataloging Dept. until cataloging was completed. Now, the copies are routed separately by CatSS staff when they create prelim. cataloging records for these items. The use copy is assigned its accession-style call number and routed to Wong A⁄V Center; only the preservation copy is retained in Cataloging Dept. backlog shelves until catalogers can complete the cataloging. 
 
Note: do not follow this procedure if the preservation copy is in a different format from the use copy (examples: NTSC⁄PAL video, videocassette⁄motion picture, DVD⁄videocassette, sound cassette⁄compact disc, etc.)
 
The advantages to this change in procedure are 1) current interest or high-demand AV materials are available to users sooner, 2) physical shelving space required for backlog items in Cataloging is reduced, and 3) chances of loss of materials while "in cataloging" are lessened. These outweigh the disadvantage that these items are represented for a time by partial, incomplete records and access points in the online catalog.
 
CatSS procedures:
Download adaptive record or create preliminary record
Assign a DVD accession number or use the one printed on the DVD use copy
Enter preservation copy note in MFHD (field 583)
Attach call number label and barcode (if used) to use copy; attach call-number label to p-copy
Photocopy selector's worksheet (book request form)
Send use copy with photocopy of worksheet to AV Center by campus mail
Print in-cataloging flag
Place original worksheet (and any attachments), in-cataloging flag and the p-copy together in small envelope (no rubber bands - use a larger envelope if necessary)
Shelve p-copy on in-cataloging shelf
 
Catalogers' procedures:
Finish catalog record based on the p-copy
Upgrade the prelim record
Upload new record to OCLC, or enhance or edit existing OCLC record, if appropriate
Perform authority work, per cataloger's judgement
Videocassettes and sound cassettes:   Put p-copy on Preservation truck
DVDs and compact discs:   Put p-copy in the Special Collections pickup tray
Send worksheets and attached paperwork by campus mail to:  Lois Tom, Sinclair