Exact match monograph replacement

Introduction

When an item is missing, lost, damaged, or withdrawn, someone may decide to acquire another copy for the collection. Replacement with the exact same edition single-volume monographs can typically be handled by local tech processing or circulation staff if the item is received locally. If you do not have a Cataloger role, route any of the following material types to your cataloging unit (Metadata Services [MdS] for most locations and resources) for processing: Different Editions, MVMs, items at NRLF, Analytics, Other Formats, Accompanying Materials, Reproductions, and Serials. 

How we receive replacements

Replacements are typically acquired when a selector becomes aware that a certain item has been lost, damaged, etc. and asks the Order Division to get another copy. Some patrons who have lost an item will bring a replacement copy to the owning library in order to reduce their fine. Occasionally faculty will donate a replacement copy to a library. The Gifts unit sends any pieces they receive that match lost or missing items to MdS as a replacement. The Preservation Department may create reproductions as replacements for damaged items, which always require a new bibliographic (bib) record to distinguish the reproduction from the original published version; Preservation typically routes these directly to the appropriate cataloging department. 

Record retention

The item record of the original copy is retained but suppressed (see Withdrawal policy & procedures). Retaining the item record is consistent with past procedures and with audit requirements. It also documents part of the history of the title in the collection. In the case of replacements, retaining the item record furthermore allows any unresolved circulation charge associated with the original record to proceed independently of the replacement. Lastly, when a missing or lost item is found or returned, reinstating it is easier when its item record has been retained. 

Procedures

Review the original item record: 

1. Does the item meet any of the following conditions? If so, do not proceed - refer to your cataloging unit (MdS for most locations)
   • Has an NRLF barcode?
   • Is it linked to a second bib record (record says "Host bibliographic record for boundwith item barcode...")?
   • Is there an item Description?
2. Has the original item been Withdrawn?
   • If so, was it the only UCB Library copy?
     1. If so, OCLC holdings will need to be set again; refer to your cataloging unit (MdS for most locations) if you don't set holdings in OCLC.
   • If the original item has not been withdrawn, first add the replacement copy, and then refer to the Withdrawal procedures & policy to deal with the original.
3. Has the holdings record been suppressed? Note: this does not refer to Withdrawn Location holdings, which have built-in suppression.
   • Suppressed holdings display an icon of any eye with a red line through it.
   • To unsuppress a holdings
     1. Edit the holdings (holdings will open in the Metadata Editor [MDE]).
     2. In the Record Actions menu, uncheck the box next to Suppress from Discovery (or type Alt+Shift+S).
     3. Save changes (Ctrl+S).
     4. In the Record Actions menu, select Release Record (Alt+Shift+R).
     5. Exit MDE (click "hide MDE" icon, or Alt-M).
4. Has the bib record been suppressed?
   • Suppressed bibs display an icon of any eye with a red line through it, to the left of the title.
   • If yes, and you don't have a Cataloger role, contact your cataloging unit to unsuppress the bib and verify OCLC holdings before you add the replacement item.
   • Catalogers doing the whole replacement process themselves may choose to unsuppress the bib and verify OCLC holdings now or after adding the replacement.
5. Is the original bib completely cataloged?
   • The Alma record should be an unsuppressed and fully cataloged monographic bib linked to the NZ (Network Zone).
     1. If a title is linked to the NZ, the NZ icon should show to the left of the title.
   • To check that the bib record is complete:
     1. View the bib and check the 8th character (byte 07) in the LDR field in the bib. Monographs have "m" in this position. If there's any other letter, refer to your cataloging unit (MdS for most locations).
     2. Look for MARC field 035. There may be multiple 035 fields, but only one is relevant for this requirement. The record must have an 035 with "(OCoLC)" followed by a number.
   • If the bib doesn't meet the criteria above, refer to your cataloging unit (MdS for most locations). 

Confirm Bibliographic match to replacement item: 

The replacement item must be an exact match to the original bib for the following data:

1. ISBN (020)
2. Author (100, 110, or 111)
3. Title (including sub-title) (245)
4. Edition statement (or lack thereof) (250)
5. Series statement (or lack thereof) (490/830)
6. Publishing data (place of publication, publisher, date of publication) (260 or 264)
7. Physical description (300) especially the page count (if you see any variation of "v." or "vol." or "volumes" in the description, refer to your cataloging unit, as this is likely not a single-volume monograph. However, "1 v. (various pagings)" often accurately describes SVMs like textbooks). 

Differences in any of these points of comparison mean that the item in hand is NOT an exact match and will have to be cataloged as a Different Edition. Different-edition replacements must be sent to the cataloging unit responsible for cataloging those materials (MdS for most) [procedures forthcoming].

Once Fulfillment staff have confirmed the replacement copy is acceptable, they should follow the instruction in Accepting replacement copies. 

Adding the replacement item, if one does not already exist, or verifying the item information for an item created by Acquisitions: 

Note: Replacements obtained through the Order Division under Alma will have item records already created through the Acquisitions process; in these cases you should confirm everything in no.2 below in the already created item record.

1. Create a new item for the replacement if one does not already exist
   1. If there's an unsuppressed holdings for your library for the sublocation you want to use and using the same call number you want to use for the new item (if the only difference in the call number for the piece you want to add is that the piece in hand needs a provenance/collection prefix which is not tied to the shelving location, use this method):
      1. If yours is the only holdings record on the bib, Click on Items
      2. If there are multiple holdings, click on Holdings, then click on the ... More Items menu next to the holdings you want to use and choose View Items
         1. Once you've completed one of these steps, Click on the + Add Item link in the upper right, then skip down to Step 2: Fill in the following fields in the new item record
   2. If your location does not have an active holdings record (this is generally the case if the missing/lost item has already been withdrawn before you add the replacement copy):
      1. Click on Holdings
      2. Click Add New Holdings
      3. Alma will switch to the Metadata Editor (MDE) wit ha blank holdings record open
      4. You will need to edit the 852 field. $$b is the Sublocation or Collection, aka Library code (e.g., MAIN), $$c is the Shelving Location (e.g., ma), the LC call # goes in $$h (Classification part) and $$i (Item part).
         • You can either type the subfield data directly into the 852 field or you can use the Form Editor
           1. To open the Form Editor, either put your cursor in the 852 and hit Ctrl+F or click on the ... More Actions menu to the right of the field. Then select Open Form Editor from the dropdown menu that appears
           2. Choose the Library from Sublocation or collection (b)
           3. Choose Shelving Location (c)
           4. Hit the Escape key or click anywhere outside the Form Editor to exit the Form Editor
      5. Now hit Ctrl-S or clickc on Save. A call number from the bib should be copied into subfields $$h and $$i and $$a will be automatically deleted. If the call number to be assigned is not the same as what was imported from the bib, be sure to change it to the intended form and Save again, if necessary.
      6. If your item needs a prefix as a folio, tiny, or other special prefix used in your library to designate a specific collection or special shelving location that is true of all of the copies you are adding, add a $$k subfield before $$h in the 852 field with the prefix code and Save again
         1. If your library uses special prefixes to designate a difference (e.g. provenance, collection) in some, but not all, copies that are shelved together, that should be designated by using an Item Call Number, rather than separate records - one with the prefix and one without (see 2.d below).
      7. Hit Ctrl+I or Select Add Item from the Add Inventory menu
         1. If there are multiple holdings, another window will open on the right showing the various holdings; you'll need to click on the ... button and choose View Items for the holdings location you've just created, then click + Add Item
2. Fill in the following fields in the new item record or confirm everything is accurate on the replacement item created by Acquisitions:
   1. Copy ID =[one number higher than the highest number of your existing copies] (usually 2, but be aware of items that might be in a different location in your library, have been deposited at NRLF, or have been withdrawn earlier!)
   2. Material Type = In the vast majority of cases this will be Book
   3. Item Call Number = if the only difference between the item you're adding and the call number in the existing holdings record is a prefix that doesn't indicate a different shelving location for the item (e.g., a special provenance code), do not create a new holdings record. Instead, attach the item record to the existing holdings record. Do not include the prefix in the holdings record; record the full call number (with prefix in front) in the Item call number field in the appropriate item record (e.g., k- Q143.P2 D8).
   4. Put your cursor in the Barcode field and scan or paste the barcode that you have applied to the piece
   5. If your barcode reader hasn't already sent the Enter code and "clicked" Save for you, click Save or if you're in a non-dropdown field, hit Enter to save the record
   6. You'll be taken back to the List of Items for the title you're working on, and should see your newly updated item in the list
   7. Click on the barcode to open the record back up, click on the Notes tab. If you need to add a Public Note or Fulfillment Note, do so.
   8. Add an Internal Note 1
      1. If the replacement was provided by the user who lost the original item or the replacement has been gifted to the library, add the appropriate qualifier after the date in the note you select below. (This helps distinguish unpaid replacements from paid replacements in cases where Alma auto-attaches the original POL to all items added to the record):
         1. Patron provided;
         2. Gift;
      2. Choose the appropriate note format below
         1. If you have the barcode for the original item: yyyymmdd replaces barcode [insert barcode] [your Alma user initials]
         2. If you only have a Temp barcode for the original item: yyyymmdd replaces barcode TEMP[barcode] [your Alma user initials]
         3. If you do not have a barcode for the original item: yyyymmdd replaces missing unbarcoded copy [your Alma user initials]
      3. Click Save or hit Return
   9. If your location still writes this information inside of newly added items
      1. Write the call number in pencil in the upper right-hand corner of the page following the title page.
      2. Write the Library 3 or 4-letter code on the t.p. verso and below that write "repl".
      3. Write the date and your initials in the lower left corner on the t.p. verso.
   10. Check that the original has been withdrawn. If it hasn't, refer to the Withdrawal procedures & policy to determine whether you should withdraw it or not. If withdrawal is not part of your duties, add the note in the following step (k. below) and then contact the appropriate staff member for withdrawal of the original item.
   11. Add a note to the original record:
       1. Add an Internal Note 1:
          1. yyyymmdd replaed by barcode [wand in barcode of repl] [your Alma user initials]
       2. Save.
   12. Check your work. Most details: location, barcode, and call number are visible from the List of Items view (you can also see CopyID) in this view if you've added that to your List of Items view [use the gear icon, then scroll down and check the box for CopyID]), but you will still have to open each of the item records in View or Edit mode because that's the only way to check that you've completed the Internal Note 1 fields properly.
   13. View the record(s) in Primo (Display in Discovery) to make sure everything shows up properly for users.
   14. Send the new piece for marking or if already marked, send it to Circulation to scan-in and shelve.