Page Comparison

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1. Put flags in the existing and replacement copies; this clarifies what will happen to them when they change hands.  These flags are available here: Copy replacement form
2. Add 541, "Immediate Source of Acquisition Note" for replacement copy. Include a "$3Replacement copy:", e.g., HOLLIS 1307716, Amy Vanderbilt's complete cookbook:
        5410_3 Replacement copy:
                  c Purchase;
                  a Dames d'Escoffier;
                  d 2014.
                  5 sch
3. 
   
   1. If there is a 541 for the item copy being replaced, add a $3 describing it, e.g., e.g., HOLLIS 1307716, Amy Vanderbilt's complete cookbook:
           5410_3 Damaged copy, withdrawn and replaced by Dames d'Escoffier copy:
                      c Gift;
                      a Frank McCarthy;
                      d 2006;
                      e 06-B2913.
                      5 sch
   2. If there is no 541, but the information can be obtained from the bookplate or other marks, add a 541, including $3, as above.  Else, add a $x to the 852:
         "Replaces [damaged] copy with accession #[#]" or similar.
4. Remove remaining provenance information from the bibliographic and holding records.   
5. Edit the holdings record to reflect the provenance, copy information, and binding description for the new piece, and use the code “cr” in subfield $b of the H10 field.
6. If the item copy to be replaced has an order record, close (CLS) the order and add notes to that record to indicate that the item it has been replaced.
7. If the item copy being replaced has been sent to Harvard Depository at any point, it’s necessary to contact HD and delete the item barcode from their records.  Contact the Associate Head of Printed and Published Materials for this step.
8. Cross out old barcode, if present, like so:
9. In the item record for the copy being replaced, change the item status to appropriate code [cancelled? withrdrawn?]
10. Bring both copies to the Curator for review; the Curator is responsible for discarding the replaced copy.  If the existing copy has items in the Bibliographic File, it will be necessary for the Curator to review those items and determine on a case-by-case basis how to deal with them.

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