Document: OSUL Copy Number Assignment Policy and Procedure
Date: March 17, 1997
Replaces: Same document revised June 25, 1996
Revised by: Ruey Rodman, Cataloging Department
File In: OSCAR Manual/Database Maintenance Section
ACTION NEEDED BY: All staff who may need to assign a copy number
Effective Date: June 25, 1996
What Is New: Removal of CRL as a valid holding location on OSCAR and update for new policy format.
Background: A question was raised whether the practice of assigning copy numbers should be continued. If not, what issues need to be discussed throughout the library to affect these changes? If so, how will the practice be managed among the various cataloging centers? An investigation of the use and assignment of copy numbers was conducted in the OSUL Main Library, Undergraduate Library, Law Library, Regional Campus Libraries and the Ohio Historical Society. Based on the information gathered, the Database Management and Standards Committee (DMSC) confirmed the usefulness of continuing to assign copy numbers. Then the current policy and practices of assigning copy numbers among various cataloging centers was studied.
The following policy is effective immediately for all formats of materials.
POLICY I: OSUL/HEA/Regional Campuses/Herbarium* OSUL Libraries, Regional Campus Libraries, Health Sciences Library, and the Herbarium Library will assign copy numbers sequentially. For example: the Main Library may have copy 1, HEA may have copy 2, etc.
PROCEDURES:
1.Assign a copy number one higher than the highest existing copy number
currently attached to that bibliographic record. Example: If the existing items show:
MAI c.1
LAW c.1
MAI c.2
EDM c.5
NWK c.7
You should use c.8 when adding another copy.
2. In applying this policy, ignore any copies belonging to LAW or OHS. These cataloging centers will continue to maintain separate sequences of copy numbers. Example:
MAI c.1
LAW c.1
LAW c.2
You should assign c.2 when adding another copy.
3. In instances 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
You should assign copy 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 the copy number at the title level, not the individual volume or edition level.
a. All volumes or editions of a serial in a location and attached to a single bibliographic record will be assigned the same copy number.
b. 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 go back and change existing copy numbers. This means there will continue to be multiple "c.1" attached to many bib records
POLICY II: LAW Library and Ohio Historical Society
The Law Library and the Ohio Historical Society will assign their own copy number sequences for their holdings, regardless of the other copy numbers is OSCAR.
PROCEDURES:
1.These cataloging centers will each continue to maintain their own sequences of copy numbers
Example:
MAI c.1
LAW c.1
UND c.2
BSL c.3
Assign c.2 when adding another holding for LAW.
2. Do not go back and change existing copy numbers. This means there will continue to be multiple "c.1" attached to many bib records.
*Note: The Lima campus has been exempted from this policy for the purpose of its retrospective
conversion process. The addition of all other item records is governed by the policy.
Last Revision: February 13, 1998.
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