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University Library Home > Cataloging and Metadata Services > Cat Ref Collection > Local Procedures

Cat Ref Collection

 

Dept Resources

 

Contact

Cataloging and Metadata Services
126 Paterno Library
University Park, PA 16802-1808

Staff Directory

Phone: (814) 865-1755
Fax: (814) 863-7293
ul-cataloging@lists.psu.edu

Replacements

 

Item Information for Replaced Items

DO NOT delete or overwrite the barcode for replaced items. If the item being replaced has a "Lost" or "Missing" charge on it showing in the Current location, leave it. If the item is still showing as available, check to make sure it really is missing with Lending Services and have them apply the appropriate charge.

Exception: When the item to be replaced is in hand, treat it as a withdrawal and follow the appropriate Withdrawal Procedure.

 

Exact Match to an Item in The CAT

Added Copy (Item)

Treat a replacement that is an exact match to the item being replaced or an exact match to any other item in The CAT that is already owned by the same Library as an Added Copy (Item). Use the Call Number and Item Maintenance wizard to add it to the matching CAT record as a second copy for the owning location using the Add Item button.

Added Location

Treat a replacement that is an exact match to an item in The CAT for a different location as an Added Location. Use the Call Number and Item Maintenance wizard to add it to the matching CAT record as an added location using the Add Call Number button. This happens when the replacement item is a different edition/version than the item being replaced and one or more OTHER libraries already own it.

 

Does Not Match Any Item in The CAT

Treat a replacement that does not match any existing item in The CAT as a New Title. Import copy or possibly replace an order record if present.

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Replacing an Item That Has Been Digitized

Call Number and Item Settings for Digitized Copy

For the item being replaced:

  1. Use the Call Number and Item Maintenance wizard to find item being replaced.
  2. Highlight the item's barcode number in the left pane.
  3. Do NOT change the Call number or Class scheme.
  4. In the Item information section, change Item library to Online.
    Note: If modifying one of multiple copies, this step will create a new holding.
  5. Leave the barcode number in the Item ID box.
  6. Change Item Type to Online.
  7. Change Home location to Online.
  8. Circulate should remain checked.

For the replacement item:

Follow the appropriate procedure noted above depending on whether or not it is an exact match to an item already in The CAT.

 

 

Replacing Only the Barcode for a Digitized or Non-Digitized Item

For a digitized item:

  1. Use the Call Number and Item Maintenance wizard to find the item with the barcode needing to be replaced.
  2. Do NOT replace the existing barcode with a new barcode.
  3. Retain the barcode and update the rest of the Item information to indicate that an online resource is available (see image above).
  4. With the old barcode highlighted in the left pane under its call number, click on the Add item button at the bottom of the screen to add a second copy for the same call number/location.
  5. Enter the new barcode number in the Item ID box and update the rest of the Item information as necessary.
  6. Click on Save.

For an item that has NOT been digitized:

  1. Use the Call Number and Item Maintenance wizard to find the item with the barcode needing to be replaced.
  2. Highlight the old barcode number in the left pane so its associated Item information displays on the right.
  3. Replace the barcode in the Item ID field with the new barcode number.
  4. Click on Save.
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