Revised Procedures for adding copies to RLA records
When adding a new copy to an RLA recon record (all Orbis records in the C key
range) or doing a substitution involving an RLA recon record:
- Pull or have a Steve Condict pull the Beinecke main entry cards. (From now
on a Steve Condict will pull these main entries whenever he discovers
a triple check RLA record so that catalogers get these cards along with
the added copy at the time of cataloging). In some cases the cataloger
may decide to call for the book as well if comparison seems necessary.
Effective February 2007, cards will no longer be pulled,
unless RLA has indicated illegible notes.
- Make sure that the Orbis record matches the cards and that all pertinent
information from the front and back of the main entry cards is correctly
reflected in the Orbis record. All acquisitions information and notes
about reclassing from the verso of the cards should be in a 949 field.
- Once the record has been cleaned up, remove 035's beginning "(UPRA)tmpXXX
..." or "(UPRA)rdbXXX ...", but NOT the 035 beginning "(UPRA)CTYXRL
...", 090's, and extraneous 9xx fields from the record (do not remove
the 927, 928, 940, or 949 fields; duplicate locations in 940's may be
condensed). The 040 need not be changed, but you may change it to delete
multiple |dUPRA's. Leave at least one |dUPRA. Add |dCtY-BR if making significant
changes (e.g., adding provenance or fully
recataloging). Encoding level may remain 1, or may be changed to blank
if you are cataloging with the new copy in hand. Do not remove the 035's
until you have cleaned up the record, as the presence or absence of an 035 is
an obvious indication of whether the record has been cleaned up or not.
- On the holdings screen, leave in the record level note "RLA BEINECKE RECON".
Add copy level note "949" if there is a 949 in the bib record.
- Add or substitute the new copy, making any necessary changes to the bib and
holdings record. For statistics purposes count the new copy in terms
of added copies and pieces. If you have recataloged the original copy
with that copy in hand, also count the original copy as Recat/Reclass
title and pieces. For substitutions, also count title and pieces under
Withdrawals, i.e. count the new copy as added and the old copy as withdrawn.
- Put the Beinecke m.e. card in the box on Steve Condict's desk to have remainder
of Beinecke card set pulled whenever the information on the cards is
no longer correct (i.e. incorrect call number or provenance tracings).
In those cases have Steve Condict pull the Beinecke cards and then put
those cards in the box on Stephen Young's desk marked "Cards for Catalog
Effective February 2007, card sets will no longer be pulled.