Reprints & Photocopies

CMS Policies & Procedures

To: CMS Staff
From: S. Arakawa
Date: (Mar. 19, 2012 creation date/ March 19, 2012 11:24 AM revision date)

CONTENTS:

I. Reprint. Fixed fields. Variable fields. 534 field. MFHD. Volume holdings. Item record.
II. Photocopy (always created, never purchased). Fixed fields. Variable fields. MFHD. Volume holdings. Item record.

I. REPRINT

Bibliographic record

Fixed fields

  • For monographs, fixed field values that correspond to the original content should be entered as such. For dates, use Publication status r (Reprint/reissue). Date 1 should be the date of the reprint; Date 2 should be the original date. If the original date is a range, enter the earlier date. For detailed guidelines and many examples, consult the OCLC Bibliographic Formats and Standards under DT/ST:

    http://www.oclc.org/bibformats/en/fixedfield/dtst.shtm

  • For serials, add values for the original except for the place of publication, frequency and regularity which should have values for the reprint.
  • For both monographs and serials code Form of item: r (regular print reproduction)

Variable fields:

For monographs, the reprint is described in the main portion of the bibliographic record.

For serials,

  • the original is described in the title statement area (245), edition statement area (250) and numeric and/or alphabetic, chronological, or other designation area (362). Other information pertaining to the original is given in the 534 field.
  • the reprint is described in the publication, distr., etc. area (260) and the physical description, etc. area (300).


534. Original version note. Give details relevant to the original in the 534 note. The following subfields are the ones most commonly used. For a full listing of the subfields, check the MARC 21 Bibliographic Format.

‡p   Introductory phrase
‡a   Main entry of original
‡t   Title statement of original
‡b   Edition statement of original
‡c   Publication, distr., etc. of original
‡e   Physical description, etc. of original
‡f   Series statement of original
‡n   Note about original
‡z   International Standard Book Number
‡x   International Standard Serial Number

Examples (monograph)

534     ‡p Originally published: ‡b 1st ed. ‡c New York : Harper & Row, 1972.

534     ‡p Reprint. Originally published: ‡c Oxford ; New York : Pergamon Press, 1963. ‡f (International series of monographs on electromagnetic waves ; v. 4).

Examples (serial)

534     ‡p Reprint. Originally published monthly: ‡c Boston : [s.n.], 1951-1956.

534     ‡p Originally published: ‡c Garden City, N.Y. : Anchor Books, 1974-1978. ‡n Published bimonthly (monthly June-July).

MFHD

852 first indicator 0 (LC classification).

852 second indicator 0 (single part monograph) or 1 (serial or multipart monograph) as appropriate.

Location as assigned by the selector.

Call number: Use LC classification; the call number date should be the date of the reprint (not the original).

Volume holdings

Create volume holdings for the reprint replacement when appropriate.

Item Record

An item record is created for the reprint at time of receipt and the barcode is affixed to the item or to a card which accompanies the reprint when sent for cataloging. After the title is cataloged, the item record is charged to Preparations or other appropriate locations for marking and labeling.

II. PHOTOCOPY (always created, never purchased)

NOTE: Photocopies in Preservation workflow are always created & never purchased. In new cataloging workflow, on-demand photocopies may be purchases.

Bibliographic record

Fixed Fields

Enter values for the original monograph or serial according to the MARC 21 Bibliographic Format. In addition, enter values for the photocopy following these guidelines:

Form of item: r (regular print reproduction)

Variable Fields

Give the bibliographic description for the original.


533
The following subfields are the ones most commonly used. For a full listing of the subfields, check MARC 21 Bibliographic Format.

  Reproduction note.
  ‡a   Type of reproduction (i.e. Photocopy)
  ‡b   Place of reproduction
  ‡c   Agency responsible for reproduction
  ‡d   Date of reproduction
  ‡e   Physical description of reproduction (Give pagination & size if different from original)
  ‡f   Series statement of reproduction
  ‡m   Dates and/or sequential designation of issues reproduced
  ‡n   Note about reproduction
     

NOTE: Subfield ‡7 is not used for photocopies.

NOTE: For SML, place of reproduction and the agency responsible for reproduction will usually be: ‡b [New Haven, Conn. : ‡c Yale University Library]

Example (monograph):

533     ‡a Photocopy. ‡b [New Haven, Conn. : ‡c Yale University Library, ‡d 1999?] ‡e 30 p. on [15] leaves ; 20 x 25 cm. ‡n Plates not reproduced.

MFHD

852 first indicator 0 (LC classification) or 8 (other classification scheme) as appropriate.

852 second indicator 0 (single part monograph) or 1 (serial or multipart monograph) as appropriate.

Original location or new location as assigned by the selector.

Call number for LC call no.: add "A" to the date of the original.

If the original LC call number lacks a date, supply the date with A for the photocopy call number. Use the publication date (the first date in 008).

For old Yale call no., use the same call no. as the original.

Example (Original published 1964; photocopy created 1999):

852 0 0 ‡b sml ‡h DT963.K3 ‡i H35 1964A

Volume holdings record

Create volume holdings for the photocopy replacement when appropriate.

Item Record

An item record is created for the photocopy at time of receipt and the barcode is affixed to the item itself or to a card that accompanies the photocopy when sent for cataloging. After the title is cataloged, the item record is charged to Preparations or other appropriate locations for marking and labeling.


Dec. 11, 2000/Updated for Voyager 2005

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Contact: steven.arakawa@yale.edu
Last updated: March 19, 2012 11:24 AM
URL:
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