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Aleph@UF: Monograph Copy Adds

Cataloging procedures and policies

Last updated September 2019 by Doug Smith and Sam Fraleigh.

Monograph Copy Adds

Cataloging & Discovery 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.

  • LACC Approval books or gift books 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 ALEPH 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 (no hyphens) should already exist in ALEPH.
    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 general Shared Copy Cataloging, 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 Aleph.
      1. The best way to judge at a glance whether a bib record in Aleph needs to be overlaid with a more up-to-date bib record in OCLC is 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 note fields with 5XX fields with subfield $5 (which indicates the need for replacement). If the record is a CARP or ReMarc record always overlay the Aleph record.
      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 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 (with a hyphen present). The steps are as follows:

  1. Open Items Tab
  2. Item List displays. Click "New" button
  3. Fill in the following fields (Check with supervisor if unsure of what to add in any field):
  4. Sublibrary (should be indicated on the item)
  5. Collection (should be indicated on the item)
  6. Material Type (BOOK or VIDEO)
  7. Item Status (01 unless specified on item or based on location (e. g., Reference)
  8. Item Processing Status (usually IP)
    1. Click the "Update" button
    2. Click on the HOL Links tab in the bottom pane of the Item tab.
    3. Click the "Create New" button. This will create a new holdings record automatically populating the subfields $b, $c, $h, and $i in the holdings record. Note that $h and $i are added only if there is a 050 or 090 field present in the bib record. When you create the holding record from the item tab, Aleph automatically links the item you created with the correct holdings record. Note: The holding system number of the holding record you have linked to should display in "Hol. Link" box on the General Information (1) tab of the item record (under the Material Type text box).
    4. Check the call number in subfields h and i in the newly created holding record. Make sure it matches the call number used for the Smathers Libraries’ original owned copy, if classified according to LCC (see a section below for instructions on how to change this call number, if needed).
      1. If a 092 (locally assigned Dewey call number) field is present it will, by default, be brought into the holding record before any other call number field. You must delete the 092 in the bib before creating the holding record to prevent this.
    5. For Special Collections materials only, add a subfield t to the 852 and fill in the correct copy number (number only)
    6. Apply a barcode label to the item and scan the number into the “Barcode” field in the General Information (1) tab of the item record.
    7. Write the item’s call number inside the back cover of the book and run your CatStats in the newly created holding record.


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

A new volume, when deemed to match a volume set record in ALEPH 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).

  3. In this scenario, unlike that for copy adds, DO NOT create a new holding record for this type of add. Instead, the new and distinctive volume should be linked to the same existing holding record that the already-owned volumes are linked to. To do this, go to the HOL Links tab in the bottom pane of the Item Tab, select the appropriate UF Holding Text from the list and click the “Link” button on the right. Note: if there is more than one UF holding option, link 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.

  4. 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). If the volume holdings on the holding record are represented in a 866 field, it is department and library policy to correct the holding by creating the correct 853/863 fields and deleting the 866(s). When cataloging a duplicate copy (scenario 1, above), and creating a holding record for that volume(s), run the “VolumeHoldings” Macro to add the appropriate information into your newly created holdings record; otherwise, edit the 853/863 fields as needed.

  5. When cataloging an unowned individual volume (scenario 2, above), you will instead 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.

  6. 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 (1) 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 under the Item Process Status, called Enum. Level.1 (A)(Vol.) and Enum. Level.2 (A). The caption (volume and part in this case) are not added to these two boxes, only the numbering. For the previous example, Enum. Level.1 would be just “1” and Enum. Level.2 would be “2”. The Enum. Level 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.


After creating the item record and either creating a new holding record, or linking to a pre-existing one (for distinctive volume set adds), through the HOL Links tab on the Items screen, call number information will be pulled in and attached to your new item

  1. 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 F6 and type in the 852 if not already present.
    2. Use Ctrl+f (to open form) or F7 (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 x for nonpublic note (put your initials here) if needed
      9. Subfield z for public note, if needed. Use if a printing different from first copy.
    3. Save on server.
  1. Additional Notes
  1. Reminder: If no matching ALEPH record can be located, treat as a new title, i. e., search for title in OCLC, update and export to Aleph, etc.
  2. If duplicate records are found in ALEPH
    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.
  3. Cataloging Statistics should select “Add” for the Type of Copy. Generally, monographic adds are not added to the New Title list.
  4. Physical processing of the book follows the same procedures as for new monographs.
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