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RDS@UF: Monograph Copy Adds

Resource Description Services department procedures and policies

Last updated September 2022 by and Sam Fraleigh.

Monograph Copy Adds

Resource Description Services Department Shelf Policies

  • Books with provisional records and gift books that have been searched and established as being monographic adds should be placed on the appropriate “Mono Adds” shelf in Smathers Library Room 400, if not fully cataloged right away.

  • New or gift books purchased or selected for the Latin American and Caribbean Collection (LACC) that are duplicate copies of specific titles already held in LACC are placed on a separate shelf in Room 400, labeled “LAC Review Shelf for C.2’s”, and should include a printout of the record (or, if unavailable, a paper slip,) including the Searcher’s initials and the date. These items are to be reviewed by the LACC librarian before cataloging. Volume set adds (to be covered in more detail in a later section) for LACC can be put on the same “Mono Adds” shelf mentioned earlier, if not fully cataloged right away. Check whether the LACC selector has already indicated that a second copy is acceptable before placing on the review shelf.

  • Some Lost Replacement items are also considered monographic adds. When cataloging a Lost Replacement, check the inserted paper slip to see if the replacement copy is designated as a “Different edition”. If the new item is NOT a different edition, consider it to be a monographic add to the record already held by UF. If it is a different edition, treat it as a new title for cataloging. Lost Replacements may appear as Rush items or on their own designated shelf in Room 400. Please see the Lost Replacement Procedure for the Cataloging and Discovery Services Department page for important information on how to catalog Lost Replacement materials.

  1. General Cataloging Procedures for Monographic Adds
    1. Search the item in Alma by title. If the item is truly an add, a bibliographic record with at least one UF holding record that has one or more item records with full barcodes (not “ufl123456 format) should already exist in Alma.
    2. Check the bibliographic record carefully and compare to item.
    3. If the bibliographic record does not match the book in hand, the book may have been misidentified as a monographic add. Proceed with cataloging the book as a new title according to the procedures for Local Practice for the Cataloging of Print Material with OCLC Copy, instead.
    4. If the bibliographic record matches the book in hand, refresh older records by exporting an up-to-date bib record from OCLC. If you find errors in the OCLC copy, correct them in Connexion before exporting the record to Alma.
      1. Some ways to judge at a glance whether a bib record in Alma needs to be overlaid with a more up-to-date bib record in OCLC are to check for the presence of 33X fields, which usually indicate the “newness” of the record or the presence of multiple 490/440 fields or 5XX note fields with subfield $5 (which indicates the need for replacement).
      2. While most important local data is now protected from being overlaid, bib records for any type of special collections whether at UF or another institution should be examined very carefully before attempting to overlay the record.
      3. Note: It is important that, if this is the first copy for one of the Smathers Libraries circulating collections, you may need to update the holdings in OCLC.

  1. Creating and Editing an Item Record for an Added Copy

Note: There may already be an item created for the mono add you are cataloging depending on how it was acquired/searched. Observe the following instructions for both creating new items and editing existing ones as is appropriate to each specific item you catalog. A previously created item record will likely already have information in all of the fields listed below with the exception of the barcode. A previously created item record typically will have a dummy barcode. The steps are as follows:

  1. Navigate to the “List of Items” screen (this can be done one of a few different ways)
  2. Item List displays. Click "+ Add Item"
  3. Fill in the following fields (Check with supervisor if unsure of what to add in any field):
    1. Material Type (“Book”, “DVD”, “Blu-Ray”, “Music Score” are some common options)
    2. Item Policy (“01 Regular Loan” for most books; “08”, “07”, “67” for certain other material types)
    3. Copy ID (e.g. “c.2”, etc.)
  4. Apply a barcode label to the item and scan the number into the “Barcode” field in the item record.
  5. Write the item’s call number inside the back cover of the book.

Note about Holding Records: In Alma, Item records for monographic adds are typically a part of the same Holding record as the original owned item. Therefore, in most cases, you shouldn’t have to create a new Holding along with the new Item for the mono add. Exception: if cataloging the mono add for a different owning location than the already-owned copy, you will need to create a new Holding record for the new location for that title.

  1. Cataloging a new volume on an owned monographic volume set record:

A new volume, when deemed to match a volume set record in Alma with at least one volume in the set already owned by the Smathers Libraries, is also considered a monographic add. There are two scenarios for cataloging mono adds on volume set records:

  1. The item is a duplicate copy of an individual volume from the set, which is already owned by UF. In this scenario, follow the same instructions for Creating and Editing an Item Record for an Added Copy (listed above).

  2. The item is an unowned individual volume that belongs to a set of which other volume(s) are already owned (e.g., UF already owns volumes 1 and 2 from a three-volume set, and then acquires volume 3).

    1. DO NOT create a new holding record for this type of add. The new and distinctive volume should be linked to the same existing holding record that the already-owned volumes are linked to. This will be done while creating your new Item. Navigate to the existing Holding record and select “View Items”, followed by “+ Add item”. Note: if there is more than one UF holding option, add your new item to the one that will become most complete with the addition of the new volume in hand. i.e. if one UF holding includes volumes 1-5 and another only includes a second copy of volume 2, a new volume 6 should be linked to the first, more complete holding.

  3. When cataloging an item on a volume set record, be sure there is volume holdings information included in that item’s corresponding holding record (i.e. a 853/863 pair). Edit the 853/863 fields as needed to account for your new mono add. After doing so, be sure to Enhance the Record, which is required information for volume sets in Alma.  Under Editing Actions, choose “Enhance the Record” (Control + Alt + W or E). NOTE: See the Libguide page on Holdings for multi-part monographs for more information on these procedures.

  4. When cataloging an unowned individual volume (scenario 2, above), you will also need to manually edit the holdings information to reflect the addition of a new volume to the portion of the set owned by UF. In most cases, this will involve editing subfield $a of the 863 field to include the volume number you are adding. If there are gaps in the chronological run of owned volumes in the set, you may have to add additional 863 fields, or if the add in hand fills a gap, you may need to consolidate the 863 fields. Be alert to the possibility the volume you are adding might have more than one level of enumeration, such as v.1-2, with v. 3, pt.1 being added. If you are unsure of what to manually edit for a volume add of this type, please check with your supervisor.

  5. In all cases when adding volumes to a set, the enumeration will need to be added to the item record of each volume being added. Enumeration (in some cases chronology alone or with the enumeration) should be added, along with captioning, to the Description text box on the General Information tab in the item record. For example, volume 1, part 2 would be added to the Description field as v.1:pt.2. The enumeration also needs to be added to the two boxes called Enumeration A and Enumeration B. The caption (volume and part in this case) are not added to these two boxes, only the numbering. For the previous example, Enumeration A would be just “1” and Enumeration B would be “2”. The Enumeration entries are needed to ensure that the list of volumes is in the correct order.

  1. Establishing Call Numbers for Monographic Adds
  1. All new monographic adds are to receive LC call numbers, regardless of classification followed by the original owned copy (or copies). This means that if the original UF copy is classified with a Dewey Decimal call number, a new LC call number should be established for the newly added item. There is one exception to this. If adding a volume to a LACC volume set title that is classed in Dewey, you will need to use the Dewey call number present on the volume set holdings.
  2. Additionally, any new monographic adds should be assigned the exact same LC call number as the original UF copy. If part of a volume set, the “Description” field in the Item Record is used to distinguish between different volumes, not the LC call number, itself.
    IMPORTANT:
    After creating the item record, call number information will automatically be pulled in and attached to your new item.
  3. Depending on different factors (including certain updates to the record since the original monographic copy was cataloged) the call number pulled in for your new item may not be what it should be. This call number can be changed manually within the holding record to meet the two requirements listed above:
    1. 852 field: Use F8 and type in the 852 if not already present.
    2. Use Ctrl+f (to open form) or F9 (to add subfields). Edit or add the following as needed:
      1. 1st indicator: 0 (zero) for LC call no., 1 for Dewey call no., 4 for local accession numbers for West DVD & Blu-ray discs, etc.
      2. 2nd indicator: blank
      3. Subfield a for our institution: FU
      4. Subfield b for sublibrary, e.g. UFSWE
      5. Subfield c for collection, e.g. GEN
      6. Subfield h for 1st part of call number (what's in $$a of 050, 090, etc.)
      7. Subfield i for 2nd part of call number (what's in $$b of 050, 090, etc.)
      8. Subfield t for the copy number
      9. Subfield x for nonpublic note (put your initials here) if needed
      10. Subfield z for public note, if needed. Use if a printing different from first copy.
    3. Save on server.
  1. Additional Notes
  2. Reminder: If no matching Alma record can be located, treat as a new title, i. e., search for title in OCLC, update and export to Alma, etc.
  3. If duplicate records are found in Alma
    1. Choose one record to which to attach your copy holdings information (choose a record with an order record over one without; otherwise choose the most complete record) and update the holdings screen of the record you have chosen.
    2. Transfer holdings and item record(s) to the correct (or best) record. If there are holdings of other libraries attached to that record report it to FLVC as a duplicate record.
  4. Physical processing of the book follows the same procedures as for new monographs.
 
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