Penn State University Libraries - Near Copy Processing

1. Revised Editions, Different Publisher, Reprints and Facsimiles
2. Original and Translated Editions
3. Different Physical Formats
4. On-Demand Reproductions and Micro Reproductions

When only near copy is available, use the guidelines below to process the item. Go to the General Information/Near Copy section for a definition of Near Copy. Records created using near copy should be referred to an original cataloger with the "Date cataloged" remaining "Never". Other edits to make on near copy are as follows:

• After importing a record, at the Loading Bib Record stage, delete the 001 and 003 fields. Remember that the title key number (i.e., title control number) will be based on the lccn, issn or isbn contained in the record you are importing when you have them listed as the match points, so the title key field must be edited as well. If the OCLC number was recorded in an 035, delete that field, too.
  
  
• If you have a LIAS number/Title Control Number for an acquisitions order record, use it for the title key. If there is no LIAS/Title Control number and the item you are cataloging has a valid lccn, issn or isbn, update those fields as necessary, still at the Loading Bib Record stage, and then update the title key number to match the new 010, 022 or 020, in that order, including the prefix "l" for lccn, "s" for issn or "i" for isbn:

  A title key number based on lccn would be input as: l61013226.
  A title key number based on issn would be input as: s14012846.
  A title key number based on isbn would be input as: i0679007067.

  
  
• If the item you are cataloging does not have a valid lccn, issn or isbn, simply delete the contents of the title key field so that it is blank. This will cause a system generated title control number to be created when OK is clicked. Make sure you have deleted the near copy 010, 020 or 022 if present.
  
  
• If the near copy didn't have an 010, 020 or 022 and you had lsi/lsi set as your match points, the title key field will already be empty in the Loading bib record screen. If the item in hand doesn't have an 010, 020 or 022, either, and there is no order record for it with a LIAS/Title control number to use, leave the field blank. A system generated title control number will be created after clicking on OK.
  
  
• Add or modify the 040 field.
  
• If an 050 carried over into the bib record, update it to match the item in hand if possible (e.g., edition copy pub date) instead of deleting it after you use it to create your call number. The indicators should be changed to "[blank]4". Original catalogers should include an 050 in all of their original records, at least for monographic books. This is an item for discussion for other formats. See also Classification: Editions.
  
  
• Update the Fixed Field Entrd date.
  
  
• Edit/add/delete other fields as necessary to match the item in hand and refer.

Do not use original and translated edition copy since the descriptive fields will most likely be in a different language.

Refer the item to an original cataloger. If you were able to find copy for the item in a different language, you can note it on the flier/orf. It is not necessary to create an mlp record or update an order level record.

See specific routines for handling this category.

See Reproductions documentation.