The Ohio State University

Document: Copy number assignment P.5

Date: 2001 Feb. 15 rev. (replaces 1996 June 25)

Issued by: Cataloging Dept. (nvp)

Background:

The following policy is effective March 1997 for all formats of materials. The document has been edited to remove references to the Center for Research Libraries (CRL) and the Ohio Historical Society (OHS), whose holdings have been removed from OSCAR. The policy is a result of a study conducted in 1997 and subsequently recommended by the Libraries' Database Management and Standards Committee (now part of the Technical Services Committee).

In general, a copy number is related to a call number. There may be a bibliographic record with two item records, each is c.1, but the first item uses the bibliographic record call number and the second copy has a different call number stored in the item record. Different call numbers may be used for LC vs. Dewey, OSUL vs. LAW, print vs. electronic version, or fully cataloged copy vs. temporary reserves copy.

POLICY I: OSUL, HEA, Regional Campuses, Herbarium*

OSUL Libraries, Regional Campus Libraries, Health Sciences Library (including outsourced cataloging with Techpro), and the Herbarium Library will assign copy numbers sequentially, treating collections as integrated. For example: the Main Library may have copy 1, HEA may have copy 2, etc.

EXCEPTION: The Lima campus has been exempted from this policy for the purpose of its retrospective conversion process. Some copy numbers may be duplicated between Lima holdings and other collections within this group.

PROCEDURES FOR POLICY I:

1. Assign a copy number one higher than the highest existing copy number currently attached to that bibliographic record.

Example:

Exiting items: MAI c.1

LAW c.1

MAI c.2

EDM c.5

NWK c.7

New added copy: loc c.8

2. In applying this policy, ignore any copies belonging to LAW. These cataloging centers will continue to maintain separate sequences of copy numbers.

Example:

Existing items: MAI c.1

LAW c.1

LAW c.2

New added copy: loc c.2

3. In cases where holdings with variant call numbers are attached to the same bibliographic record, the assignment of new copy numbers will not depend on which call number is used for the new holding. Since the item record call numbers are not visible from the summary screen in Database Update, this policy means you don't need to look in each item record to determine which items have which call numbers.

Example: SEL c.1

LAW c.1

BSL c.1

STX c.2

LAW c.2

LAW c.3

LAW c.4

LAW c.5

Assign c.3 regardless of whether you use HD7304.N6 S7 (the call# in the bib record) or HD7304.N6 S7 1966a (the call# in the BSL c.1 item record) or even another call number

4. For serials, assign copy number at the title level, not individual volume or edition level.

4.1 All volumes or editions of a serial in a location and attached to a single bibliographic record will be assigned the same copy number.

4.2 In the case of multiple copies of volumes or editions in a location, assign the next available title level copy number to the added volumes.

Example: Title = Standard methods for the examination of water

Summary of attached records

c.1 MAIS volume=1975

c.1 MAIS volume=1946

c.1 MAIS volume=1933

c.2 STX1 volume=1933

c.3 BPLC volume=1975

c.4 MAIS volume=1933

5. Do not change existing copy numbers. Multiple uses of "c.1" will occur for a single title.

POLICY II: LAW Library

The Law Library will assign its own copy number sequences for their holdings, regardless of other copy numbers is OSCAR.

PROCEDURES FOR POLICY II

1. LAW Library will continue to maintain its own sequences of copy numbers.

Example:

Existing items: MAI c.1

LAW c.1

UND c.2

BSL c.3

New added LAW item: LAW c.2

2. Do not change existing copy numbers. Multiple uses of "c.1" will occur for a single title.

III. Reinstatement, Replacements ("swaps"), and Withdrawals

Reinstatements: Reinstatements usually retain the same copy number.

Replacements: Use same copy number for publisher-supplied replacements for defective copies, and for replacements for "better condition" copies of items held by the same location (swaps). Add staff note to explain the replacement.

Withdrawals: A withdrawn item retains its original copy number;

an added copy is assigned a new copy number.