Introduction
Historically, Fondren Library begins numbering copies with the number "1" in each location in the library. For example, if we have one copy in BIC, one copy in Reference, and one copy in the stacks, each copy should be copy 1 in its location, although the library has three copies. If we have two copies in the stacks and one copy in WRC, the stacks copies are copies 1 and 2, and the WRC copy is copy 1.
Added Copies
Procedures for added copies are designed in order to preserve this practice of numbering copies in different locations in a separate sequence from copies in other locations.
Adding a copy to a new location.
We will create a call number structure when we add a copy in a new location in Sirsi, whether or not the location is in the same library (i.e., Fondren and Business) as the first copy. This applies to monographs and to multi-volume items.
Adding a copy to the same location.
We will create a copy structure if we add a copy to the same location as a previous copy.
Replacement Copies
When adding or ordering replacements, the status of the original copy will determine whether the item will be added as a call number or a copy (See Ordering Procedures). Under the 'Additional Orderline Information'–INSTRUCT line, insert a note that identifies the book as a replacement.
Copy
If the item has not been changed to "lost", "missing", "withdrawn", or "shadow", the replacement will be ordered as a copy, and "c.2" will appear in the call number on the item.
Call number
If the original copy displays location "lost", "missing", "withdrawn", or "shadow", the replacement will be added as a call number, and no copy number will appear on the item.
Replacement Copies that May Need A Staff Note
A Circulation or a CD staff member may bring a book that have been lost and have been replaced. If the replacement book is identical to the lost book, withdraw the lost book and add the replacement book as a call number. Put call number and order number on title page as usual. In the bibliographic record, put a note in Staff notes for the withdrawn copy: “Lost and withdrawn. Replaced (date)” per (initials of CD staff member).The initials of the Collection Development staff member is only appropriate if the replacement book was purchased by the library. If the book was replaced by the patron, then no initials are needed. If a replacement copy hasn’t been received, say “Lost and withdrawn (date) To be replaced per xx”. Then place the book on the cart that is going to the Marking Table.
If the replacement copy is a different edition, find a record for it in OCLC, transfer, and catalog as usual. Place a note in Staff note section: “Replacement for …. (date or edition being replaced per xx),” and in the note for the withdrawn book say “Replaced by >>>>(date or edition) per xx”
Anomalies
Items were not treated consistently as call numbers or copies in the Notis-Sirsi migration. We have accepted whatever appeared in the system unless it posed a problem when adding volumes or changing location. This means that the way an item is treated in Sirsi may not always be consistent with what is on the label of the item, e.g., some items say "c.2" in Sirsi but do not say "c.2" on the book.