Procedure for adding replacements

When a title for Central/Science is being added as a replacement, it will no longer go through the regular gift routine. The Collection Development office will identify the book as a replacement on the white gift slip and send the book to Cataloging. The book can be sent to either Zora Breeding (team leader) or one of the copy catalogers. Collection Development will supply location information on the gift slip by either writing the destination (i.e. Annex) or using the appropriate holdings code (i.e. CEA, CEN,REF etc.). Collection Development will supply any information such as funding codes if different from the existing copy.

Cataloging will verify that the book is indeed a duplicate of an existing title and will write the Acorn record number on the gift slip. If the book is not the same edition, Cataloging will write the note: "replacement for acorn record number " on the slip and then bring in a new record and write it's acorn number on the slip as well.

Cataloging will then add a copy for the replacement (when it is an exact duplicate) or catalog the new title (when it is a new edition).

Cataloging will add a 952 note to the record used that states a copy number, location, bibliographers name and the word replacement. Example:
952 : : c.2 CEN, Boyer, replacement

The cat 1 code will be the same as the existing copy unless otherwise specified on the gift slip. The cat 2 code will be GIFT.

The white gift slip will be left in the book and will eventually be returned to the Collection Development office by circulation staff. This slip will alert Collection Development to take any needed action such as withdrawing the old copy.

Last updated Dec. 21, 2000