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THIS DOCUMENT NEEDS TO BE UPDATED FOR USE IN ALMA – Text in pink needs to be updated for Alma, notes have been added in () for items that need some discussion to update.

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DO NOT CREATE A NEW HOLDING RECORD FOR REPLACEMENT ITEM; LINK NEW ITEM RECORD ATTACHED TO NEW ORDER RECORD TO EXISTING HOLDING

Creating order without making new holding:

1. Make note of the existing copy's collection code in the holding record, in $$c of the 852 field. (ex. HD). *If the holding is currently suppressed from discovery, you will need to unsuppress it first, otherwise a second holding will be created.
2.  When creating the new order check the "assign inventory manually" box.
   
3. On the summary screen add location information so it matches the existing copy's collection code. This way the item and order will be linked to the existing holding instead of creating a new one.

Steps for editing holding record and items:

1. Put flags in the existing and replacement copies; this clarifies what will happen to them when they change hands.  . If you are replacing a missing copy, do not use a flag. These flags are available here: Copy replacement form(these forms need to be updated)
   1. 1. In the holding record, add 541, "Immediate Source of Acquisition Note" for replacement copy. Include a "
   $3Replacement
   1. 1. $3 Replacement copy:", e.g.,
   HOLLIS 1307716, Amy Vanderbilt's complete cookbook
   1. 1. MMSID 90020416070203941, Betty Friedan:
              5410_3 Replacement copy:
                        c Purchase;
                        a
   Dames d'Escoffier
   1. 1. Lawson Books via AbeBooks;
                        d
   2014
   1. 1. 2019;
                        h Field fund.
                        5 sch
2. 
   
   1. If there is a 541 for the 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           5410_3 Damaged copy, withdrawn and replaced by Dames d'Escoffier copy: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, add one including $3, as above, using as much information as can be obtained from the item, recording "unknown" as appropriate.
   3. For Missing copies add the barcode from the missing book's item record into the $3, e.g. MMSID 90020416070203941, Betty Friedan:
      5410_3 Missing copy, 32044087512000, replaced by Lawson Books copy:
      c unknown;
      a unknown;
      d unknown.
      5 sch
      
      
3. Remove remaining provenance and copy specific information from the bibliographic and holding records (e.g., 7xx, former owner, 561, existing 563 etc.)
   
4. Edit the holdings record to reflect the provenance, copy information, and binding description for the new piece; if H10 is present delete and add new,  using the code “cr” in subfield $b of the H10 field.
5. If the copy to be replaced has an order record, add a Library note to that order record, e.g., HOLLIS 011733427, Imperial Mongolian cooking, "paperback copy replaced by  hard cover in d.j. (Visson copy)."note in the notes tab stating the copy has been replaced: ex.: Damaged copy, withdrawn and replaced by Dame's D'Escoffier copy.
   
6. Barcodes/Item records:
   
   1. In the item record for the copy being replaced, change the item process status to withdrawn/superseded, unless one of the other categories in the drop down menu is accurate (e.g., withdrawn/damaged).Change the item status to suppressed. (Will not be keeping these item records in cases of replacing existing copies. Need to discuss if we should be keeping the item records for MISSING books or just putting a note in the holding record stating the missing item's barcode in case it is ever found. Could potentially go in $3 of the 541 for the original copy. Otherwise, is the possibility to see deleted item info on an analytics report good enough. Seems unlikely the missing items will ever be found.add an internal note to the notes tab stating the item was replaced, include today's date and your initials: ex. Missing copy replaced by Lawson Books copy. Item deleted. 10/10/19 EL
      
   2. Save the changes to the item record.
   3. From the list of items, click on the ... next to the item that is being replaced and select "withdraw" and confirm your choice. The item is now deleted. (It is possible to see deleted item information using Alma Analytics)
      
   4. In some cases the housing (CoLibri, Mylar, etc.) will be reused, including the existing barcode. Since there can be no duplicate barcode numbers, delete barcode on original item after changing item status (7a), then add existing barcode to new item recordAs long as you make sure to delete the replaced copy's item record before adding the same barcode to the new item, the system will allow it.
   5. If the housing and barcode will not be retained and the copy being replaced has been sent to Harvard Depository at any point, the barcode will need to be deleted from the HD database. Send Email the barcode number(s) to the Associate Head of Printed and Published Materials to request the HD deletionthe Books Department (Lee Sullivan) for deletion from HD databases.
      
   6. If not being reused, cross out the old barcode, if present, with roughly vertical like so:
      
      
7. Return replaced copy to the Curator of Books and Printed Materials for disposition; the Curator is responsible for discarding the replaced copy. 
8. If the existing copy has items in the Bibliographic File or Inserted Materials Collection, it will be necessary for the Curator to review those items and determine on a case-by-case basis how to deal with them. (Maybe add info here about writing Please make note of this on a the flag so MA the Curator is aware that this needs to be addressed. Will need to be following up with the cataloger to updated the holding based on decision to keep the inserted items.). The Curator will follow up with a decision so that holding record can be updated.