Acquisitions Department

BIBLIOGRAPHIC SEARCHING PROCEDURES

Holdings search:

1. Objective:
1. to detect and prevent any unnecessary duplicates, see guidelines below and the Information Manual pages on distinguishing between different editions and added copies;
2. to identify desirable duplicates (that are marked "added copies") or "added volumes" to works previously cataloged;
3. to record the call number of any different editions of the work already owned by the library; and
4. to determine if the main entry has been previously established; if so, correct the main entry.
2. Guidelines for distinguishing "duplicates," "added copies," and "new editions," and action required:
1. Duplicates: in the searching process an unnecessary "duplicate" is defined as a request for an item that is already owned by, in process for, or on order for the libraries for which an additional copy is not needed. Identification of duplicates involves examining and making a judgment on the following elements:
1. Author and title: must be exactly the same (except in cases where the requester may have recorded data incorrectly).
2. Edition:
1. Numbered editions must be the same, except
1. Where the edition requested is earlier than the one that is owned; in which case note on face of card "Dup ___ ed."
2. Spanish language publications in which printings are frequently cited as editions; if doubtful whether duplicate, note on face of card "Dup? ___ ed.".
2. Other types of edition notes may or may not be considered in determining duplication, e.g. deluxe, paper, centennial. If doubtful, cite as Dup? ___ ed."
3. Imprint: may vary and still be considered a duplicate. Identify reprints as duplicates when the original edition is owned by the Libraries; if the requester needs the exact imprint, the request may be resubmitted.
4. Location of the work: use decision rules in Information Manual to determine if alternative location is acceptable.
5. Intention of requester: needed for reserve, circulation, reference, particular branch, etc.;
6. Library policy: by resolution of the 1973/74 University Library Committee written justification is required to order multiple copies or added copies. This is not required for the Libraries' branches or locations, but they will be notified if another copy of the item if in the collection, in process, or on order, to avoid duplicating titles already available on the main campus;
7. Format: variations may be acceptable, e.g. owned in microformat, requested in paperback.
8. Multi-volume sets: resolve any questions regarding volumes owned by libraries by checking DRA's Marcfilist or the shelf list.
9. Multiple copies owned: from DRA's Marcfilist or the shelf list record the locations and numbers of copies owned; the Department Head will decide if a copy should be transferred to another location.
10. If duplicate is discovered in online catalog or order/in process file (OIP):
1. Correct the main entry on the request card to read like the existing cataloging record;
2. Record call number of item owned;
3. Record any minor variations in imprint;
4. Record on verso of request card whether item is on order or being cataloged, the fund code for which it was ordered, date of the order, vendor, OP searching, Standing Order, bindery, or backlog number;
5. Record (from the item record of the online catalog) the number of circulations; where
1. Copyright date is more than two years old, show to Department Head all requests that have circulated more than 8 times;
2. Copyright date is less than three years old, show to Department Head all requests that have circulated more than 4 times; otherwise
6. Write "Dup" on top of request card and place it in "Dup" tray on Acquisitions Assistant's desk;
7. If the new request is a "RUSH" or "Notify" priority, add the priority notations to the vendor card for the earlier order, or try to locate the book if it has been received to get the notations added.
11. If duplicate is discovered within a group of cards being worked, record on face of request "Dup Card" and place in "Dup" tray on Acquisitions Assistant's desk.
12. Disposition of duplicate requests: Acquisitions Assistants
1. Reviews and files by fund code;
2. At month's end counts the number and dollar value by fund code and gives to Department Head who returns them to requester.
3. "Rush" requests may be returned to requester immediately if a note is left in "Dup" file with number of items and dollar value.
2. Added copies: necessary or desirable duplicates that can be added to existing catalog record. While the library is careful not to buy unnecessary added copies, it is often appropriate to add copies that are received as gifts. Before deciding whether or not to accept additional copies, the Gifts and Out-of-Print Assistant will want to check the condition of the one already owned and make a judgment about probable future use. Material may still be considered an "added copy" even if it varies in one or more of the following details:
   1. Addition, deletion, or change of an ISBN;
   2. Difference in the printing or copyright date;
   3. Minor variation in an entity's name, e.g. Duckworth and G. Duckworth [a genuine name change, even if minor, should not be considered simply variation];
   4. Addition, deletion, or change of a series statement on CIP items; or
   5. Difference in binding.
   6. If added copy, place "yes" in the "added copy" blank on the request card, stamp "added copy" in red in upper right portion of card, and complete the search for availability and cataloging copy. If in doubt about whether it should be an added copy or duplicate, ask the Department Head or see the guidelines in the Information Manual.
3. Added volumes: requests for items for which an "open entry" record is found in the online or card catalogs:
1. Record call number, oclc number, and DRA identifier on face of request card;
2. Record the volume or edition numbers and locations on verso of the request card (after getting accurate data from DRA's Marcfilist or the shelf list);
3. Stamp in red in upper right corner "Added Vol." or if a request for a replacement copy "Added Repl.";
4. If request is for a serial which is not likely to be placed on standing order, the Department Head may later place a green stripe across the top of the card to remind requester to consider ordering again the following year.
4. New edition: involves one of the following:
1. Explicit indications of changes or corrections of content;
2. Differences from one bibliographic record to another in the title and statement of responsibility area, edition area, physical description area, or series area.
3. If request is for a new edition of title previously owned, record on face of request card the call number of the previous edition and on verso of request card the variations in edition; continue the search process.
3. Search pattern:
1. Always search Online catalog (DRA) for library holdings.
2. Use the search and decision path as outlined below:
1. Main entry: check under all possible variations of old and new cataloging rules.
2. Title:
1. Title proper; and
2. Subtitle (only if you suspect that the title proper is actually the author's name, e.g. Title on request card: Mark Twain, Tom Sawyer).
3. If the title sounds like it might possibly be classified as a "periodical" by the libraries definition, i.e. published more frequently than once a year, it must also be checked in the Periodicals Holding File.
3. Series: indicate the type of cataloging used in the past:
1. Serial, i.e. open entry; correct main entry to series title, and place "yes" in the "added volume" blank on the request card, stamp "added volume" in red in upper right portion of card; check shelf list to get full listing of all volumes owned; and complete the search for availability and cataloging copy.
2. Monograph, i.e. each volume in series cataloged individually; write "cat. indiv." on verso of request card by the "ser" blank; also, show volume numbers owned.
3. Monograph with unit number, i.e. each volume in series cataloged individually but classified under one number; write "unit #" on verso of request card by the "oc-s" blank; also, on face of card, show the unit number.

Send questions/comments/suggestions to Foster Bunday Acquisitions Department | The University of Memphis | University Libraries 126 Ned R. McWherter Library | Memphis, TN 38152-3250 Phone: (901) 678-2203 | Fax: (901) 678-8218