last updated Fri Feb-06-2009  06:17
 
DRAFT
 
 
Cataloging procedure for Preservation-copy-only sound recordings (2⁄6⁄09)
 
On occasion, it becomes necessary to withdraw a title from the circulating collection which has a corresponding preservation copy in the Vault.
 
In order to represent these preservation-copy-only holdings of the Library, it becomes necessary to edit the existing holdings information in the on-line catalog.
 
To expedite this, a a new accession⁄action call number for this new category of sound recordings has been created
 
 
add selected preservation-copy-only videotape titles to its col A need has arisen to accommodate the Library's retention of material already in the collection, when the corresponding use copy has been withdrawn. we will implement a new cataloging procedure which will allow us to retain existing p-copies of material when their . includes . The new cataloging procedure is intended to maintain the existing sound recording accession call number scheme and to minimize reprocessing of bibliographic and item records.
 
1.) "[FORMAT]" accession call number - With use copy being withdrawn, and no service copy available for patron use, we will retain the preservation copy of the material, keeping the already assigned accession call number. add new?
 
2.) Bibliographic record - The MFHD for this preservation-copy-only material must include the [FORMAT]p accession call number of the existing preservation copy and a public note indicating the need for a copy-on-demand request in Tag 852, and include a note indicating the preservation only status in Tag 583 subfield ‡l (a service copy will be made upon request by retrieving the preservation only copy):
 
Example:
 
852 ‡b OuzV ‡h SOUND REQUEST 22463p ‡z <PLEASE CONTACT WONG AVC STAFF TO REQUEST A COPY OF THIS ITEM>
 
583 ‡l Library has preservation copy only ([qualify by format])
 
3.) New accession⁄action call number "SOUND REQUEST" - Assign and input a new videotape accession⁄action call number "VIDEO REQUEST" with the same accession number including "p" from the VIDEOTAPE accession call number label affixed to the preservation-copy-only videotape. This new call number for display only must be input in both the bibliographic and MFHD. Since no barcode number will be affixed to the preservation copy, an artificial barcode number of eleven digits  beginning with 109######## must be assigned and input to create an item record.