Books held by Schlesinger are periodically replaced; in most cases, this is due to the arrival of a gift copy in better condition, with more significant provenance, or other such factors. In order to replace an existing copy, rather than add the new item as a second copy, several steps must be taken:
- 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
- Remove existing provenance information from the bibliographic and holdings records. Preserve information about the replaced copy by adding a subfield $x in the 852 that describes the previous provenance, if any. Examples:
852 1_ $x Replaces Pearson Stewart copy.
852 1_ $x Replacement copy.
By provenance, do we mean 541, 861, 862, 863? Is there any reason why we couldn't leave the 541 in place, with added $3s for replacement copy/copy replaced by, rather than a $x in the 852? - 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.
- If the item to be replaced has an order record, close (CLS) the order and add notes to that record to indicate that the item has been replaced.
- If the item 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.
- Cross out old barcode, if present, like so:
- 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.
A final look, or should this be the first step? Also, the flag says to keep both copies together until ready for the shelf–is this really necessary, or can the withdrawn copy go to the Curator when the replacement copy is put on the "ready for HD" or "ready for labels" cart?