Replacing/Switching Out Exisitng SCH Copies

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). Replacement is used for both throughout. Specific differences in steps for missing copies are stated within the directions.

DO NOT CREATE A NEW HOLDING RECORD FOR REPLACEMENT ITEM

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 this flag. These flags are available here: Copy replacement flag.doc
   If you will not be reusing the existing housing or if you are replacing a missing copy, include this flag for end-processing: Replacement copy END PROCESSING.docx
   
   1. 
      
      1. In the holding record, add 541, "Immediate Source of Acquisition Note" for replacement copy. Include a "$3 Replacement copy:", e.g., MMSID 90020416070203941, Betty Friedan:
              5410_3 Replacement copy:
                        c Purchase;
                        a Lawson Books via AbeBooks;
                        d 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           5410_3 Damaged copy, withdrawn and replaced by Dames d'Escoffier copy: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.) If there are notes about materials in the Inserted Materials Collection, do not delete notes in holding record. Consult with the Curator, see step 8 below.
   
4. Edit the holdings record to reflect the provenance, copy information, and binding description for the new piece.
5. If the copy to be replaced has an order record, add a 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, 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. As 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. Email the barcode number(s) to the Head of the 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 (withdrawn) 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. Please make note of this on the flag so the Curator is aware. The Curator will follow up with a decision so that holding record can be updated accordingly.
9. If you are reusing the housing and barcode and the original item was already at HD, the replacement copy can be returned to HD in a red bin. Otherwise, the replacement copy will need to go to HD in the gray bins as a new accession.