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Recommendation

In response to its charge to provide guidance and coordination in the review of issues surrounding the process of moving from Harvard’s current Single Record Approach to a Multiple Record Approach, the Multiple Record Implementation Task Group recommends that commercially produced reproductions and their related print materials fall under Harvard’s newly implemented Multiple Record Policy for all prospective cataloging.  As a result, all microform, CD-ROM, or other purchased or acquired reproductions should be cataloged on a separate record from any related print resource. 

What this best practice does not cover:

Locally reformatted materials: This document does not address Harvard-created reproductions (digital or otherwise) of Harvard’s own holdings. These are covered under the Best Practice for Locally Produced Reproductions (Microforms, CD-ROMs, etc.)

Print preservation facsimiles: Please note that print preservation copies of Harvard Library materials made to be used in place of a fragile or damaged original copy are not considered to be reproductions, but rather, use copies, and are to be kept on the same record as the original print copy, regardless of whether the copy was made in house or by an outside manufacturer.  For more information about these materials, please see Best Practice for Holdings Records for Print Preservation Facsimiles.  

Deriving Records

Staff are encouraged to use a macro created by Walter F. Nickeson, University of Rochester, when creating a new print record from another format when no print record exists. (Please note that at present this macro only addresses monographs; we hope to have a macro for use with serials in the near future.) This macro derives a new record for a book from a bibliographic record of any format, or changes the format of a record to describe a book. Fields not applicable to a book are deleted, and default books workform values are supplied where appropriate information is lacking. The macro discards all 7XX linking fields except 776, and adds a 776 for the format of the original record.

For more details regarding how the macro was designed to work, please refer to the introductory text to the macro (DeriveBookFromAnyFormat.txt). 

For instructions on how to load this macro to your instance of OCLC Connexion, please refer to the instructions created by Joel Hahn for “Macro is in text form.”

Provider Neutral for Print Reproductions

Originally designed for e-resources in AACR2, the PCC provider-neutral model has now been updated for RDA (https://www.loc.gov/aba/pcc/scs/documents/PCC-PN-guidelines.html) and has been adapted for use with print on demand and print reproductions (e.g., photocopies and photostats).

The model of a provider neutral approach is one where a single bibliographic record describes all manifestations of like reproductions regardless of which publisher, aggregator, or manufacturer is making the manifestation available.  For instance, a photocopy of a book made by the University of Michigan would be on the same record as a photocopy of the same book created by Yale. It should be noted that this is only appropriate for identical manifestations of an expression.

The specifics of how to catalog these print reproductions can be found in LC-PCC PS 1.11 (see http://access.rdatoolkit.org/lcpschp1_lcps1-99044.html).

Serials catalogers should consult a newly developed section (32.4) of the CONSER Cataloging Manual, which should appear in the near future in Cataloger’s Desktop.

Recommendation

In response to its charge to provide guidance and coordination in the review of issues surrounding the process of moving from Harvard’s current Single Record Approach to a Multiple Record Approach, the Multiple Record Implementation Task Group recommends that commercially produced reproductions and their related print materials fall under Harvard’s newly implemented Multiple Record Policy for all prospective cataloging.  As a result, all microform, CD-ROM, or other purchased or acquired reproductions should be cataloged on a separate record from any related print resource. 

What this best practice does not cover:

Locally reformatted materials: This document does not address Harvard-created reproductions (digital or otherwise) of Harvard’s own holdings. These are covered under the Best Practice for Locally Produced Reproductions (Microforms, CD-ROMs, etc.)

Print preservation facsimiles: Please note that print preservation copies of Harvard Library materials made to be used in place of a fragile or damaged original copy are not considered to be reproductions, but rather, use copies, and are to be kept on the same record as the original print copy, regardless of whether the copy was made in house or by an outside manufacturer.  For more information about these materials, please see Best Practice for Holdings Records for Print Preservation Facsimiles.  

Deriving Records

Staff are encouraged to use a macro created by Walter F. Nickeson, University of Rochester, when creating a new print record from another format when no print record exists. (Please note that at present this macro only addresses monographs; we hope to have a macro for use with serials in the near future.) This macro derives a new record for a book from a bibliographic record of any format, or changes the format of a record to describe a book. Fields not applicable to a book are deleted, and default books workform values are supplied where appropriate information is lacking. The macro discards all 7XX linking fields except 776, and adds a 776 for the format of the original record.

For more details regarding how the macro was designed to work, please refer to the introductory text to the macro (DeriveBookFromAnyFormat.txt). 

For instructions on how to load this macro to your instance of OCLC Connexion, please refer to the instructions created by Joel Hahn for “Macro is in text form.”

Linking Fields

We recommend that Harvard Library use the option given for related manifestations in LC-PCC PS 1.11 Print On Demand (POD) Reproductions and Photocopies instructions for all related manifestations, e.g., microfilm of printed resource:

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Please note that unique items (i.e., WEMI items) are the same at the manifestation level and would not need a notation in the holdings record.

Large Data Loads

Please note that some large data loads of microform titles that are also available as electronic resources may need special attention with respect to Harvard’s multiple record policy.

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