Replacing/Switching Out Exisitng SCH Copies

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.

Books held by Schlesinger are periodically replaced; in most cases, this is due to the arrival of a gift copy in better condition or with more significant provenance than the copy held.  These instructions assume that there are two copies in hand (copy switching), though they can also be applied to the replacement of lost books (copy replacement). (this should have specific steps written out for clarity) Replacement is used for both throughout.

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

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 (these forms need to be updated)
2. In the holding record, 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 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           5410_3 Damaged copy, withdrawn and replaced by Dames d'Escoffier copy: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.
      
      
4. Remove remaining provenance and copy specific information from the bibliographic and holding records (e.g., 7xx, former owner, 561, existing 563 etc.)
   
5. 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.
6. 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)."
7. 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).
   2. 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.)
      
   3. 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 record.
   4. 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 the barcode number(s) to the Associate Head of Printed and Published Materials to request the HD deletion.
   5. If not being reused, cross out the old barcode, if present, with roughly vertical like so:
      
      
8. Return replaced copy to the Curator of Books and Printed Materials for disposition; the Curator is responsible for discarding the replaced copy. 
9. 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 this on a flag so MA 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.)