PHOTOCOPIES FOR CROSS CAMPUS LIBRARY


TO: PROCESSING SERVICES TEAMS
FROM: M. MONTEE
RE: PHOTOCOPIES FOR CROSS CAMPUS LIBRARY
DATE: SEPT. 27, 1990

I've had several discussions about processing photocopies for Cross Campus Library and I understand that many of you have an urgent need to know how to handle these materials. What follows are preliminary decisions and procedures which you may apply to the materials you have on hand. Fuller details, which will apply system wide, will be issued as part of Orbis cataloging documentation.

BASIC PRINCIPLE:

1. Photocopies are added to the Orbis bibliographic record for the original work as added copy holdings statements:

a. Whenever the original work is in Orbis and its location is also CCL, use the exact call number as given for that copy. Do NOT add a date. Do NOT add an upper case "A" to the call number in order to distinguish the photocopy from the original.

In other words, the photocopy is to be treated exactly as if it were another copy.

b. DO NOT update the bibliographic record

c. Give the fact of photocopy in the Copy Holdings Statement note as a universal message:

EXAMPLE:

001 1L CN |a CCL |b BJ3502 |c A57 (LC)
NOTES

002 1L CN |a CCL |b BJ3502 |c A57 (LC)
NOTES um=Photocopy

003 1L CN |a CCL |b BJ3502 |c A57 (LC)
NOTES um=Photocopy

d. If there are significant variations in size (oversize versus regular size) give this information as part of the Photocopy note, i.e.:

NOTES um=Photocopy 32 cm.

NOTES um=Photocopy 24 x 30 cm.

In this situation, DO NOT place an oversize mark in the call number.

2. If the bibliographic record for the original is not available in Orbis, then a separate bibliographic record for the photocopy/copies must be created in RLIN. In this situation:

a. The bibliographic record must give the details of the photocopy.

b. Since this will appear as a separate record, the call number will include date and an upper case "A" to distinguish the photocopy.

c. G. Lowell
K. Trainer
S. Crockford-Peters
docm: ccl.pho

Converted to docm: cclphoto.html 3/29/99 steven.arakawa@yale.edu