This procedure describes how to handle records for "preservation photocopies"; books that have been photocopied by Preservation Services as a means of preserving the content of a deteriorating original. (Occasionally MIT receives new acquisitions that are photocopies of out-of-print books. While the cataloging of these materials bears some similarity to steps 3-5 below, they are not preservation photocopies and are not covered by this document.)
1. Find the record of the original item in Barton:
a. If no record is found, give the item to an original cataloger.
b. If you are requested to retain the original while adding the preservation photocopy, jump to 'Silent Adds', below.
2. Delete original item in Aleph. If another copy remains in Barton, treat as a "silent add" (below). If you are certain that it is the last copy in the MIT system, delete the HOL record in Aleph and delete our holding from OCLC.
3. In OCLC, derive a new record from that of the original. If there is no record for the original or if the copy is unacceptable, give the item to an original cataloger. Note that many records from which you will adapt any new ones will be pre-AACR2. Your new record must be brought up to AACR2 standards (ISBD punctuation and current headings) with the following changes:
- Descriptive cataloging code (Desc) must be coded a
- Form must be coded r
- DtSt: s
- Date: the date must be that of the original work
- Add the date of publication to the call number in the 090, if necessary, and add workletter "a" to signify the facsimile.
4. Add a 533 to the record following this example:
533 Preservation photocopy. |b [Cambridge, Mass. : |c MIT Libraries], |d 1997. |e 26 cm.
5. In Aleph, add 'photocopy' in the description box at the bottom of the item record, after the volume designation, if there is one.
6. Adjust the call number in the book, adding the workletter "a" to indicate that it is a preservation photocopy.
7. Pass the original copy on to Gifts for disposal.
A 'silent add' is accomplished by simply adding a new item to an existing item record without deleting or otherwise modifying the original item. If you go this route, you should add a 590 note, "Circulating copy is preservation photocopy," to the bibliographic record and make the original copy a non-circulating item in OCC. In this case, in Aleph, a new holding for the original copy must be made (LSA/OCC) with an item status of 02 (room use only). Once the original item has been unlinked from its old holding and linked to its new one, the old holding can be deleted.
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This page was last updated on 04/03/07