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Photocopy Reproductions

Follow this policy to describe photocopies made on demand of items previously available in print. Generally do not apply this policy to photocopies of unpublished materials; apply to theses only if the copy in hand was issued by a non-academic agency such as UMI and this information appears prominently on the item. In cases of doubt, assume the policy does apply.

References:

Instructions:

When the photocopy is the only copy held by the library:

Describe the item according to LCRI Chapter 11, i.e. describe the item in terms of the original and add a 533 field with the details of the photocopy. Omit fields or subfields if data about the original cannot be determined with some certainty (i.e. subfield $c of the 300 field, etc.). Code the fixed fields also according to the original except for 008/23 (NOTIS "REPRO", RLIN "REP"), which should be coded r as instructed in USMARC, field 008-Definition and scope.

When the library also holds copies of the original:

Optionally, when the library holds a copy/copies of the original and you are adding a photocopy, add the photocopy to the record for the original. In the copy level note field for the photocopy, enter a public note um=Photocopy.

Examples:

The following is an example of a NOTIS bibliographic record for a photocopied book. No indication was available on who produced the photocopy; information on the physical description of the original was taken from RLIN copy. In the photocopy used in this example, each pair of adjacent pages was copied onto a single sheet and only one side of each leaf was used. 
LE-         FMT B RT a BL m DT 12/01/93 R/DT none     STAT mf E/L   DCF a D/S D
SRC d PLACE mau LANG eng MOD   T/AUD   REPRO r D/CODE s DT/1 1854 DT/2
CONT      ILLUS      GOVT   BIOG   FEST 0 CONF 0 FICT 1 INDX 0 ME/B

040:  : $a UPB $c UPB
100:1 : $a Lynn, Corra.
245:10: $a Durham Village : $b a temperance tale / $c by Corra Lynn.
260:  : $a Boston : $b J.P. Jewett, $c 1854.
300:  : $a 174 p. ; $c 17 cm.
533:  : $a Photocopy. $b [S.l. : $c s.n., $d 1992?]. $e 89 leaves ; 27 cm.
The 533 field can contain as much or as little information as the cataloger deems important. In the above example, foliation and size were included for the photocopy since this information was considerably different from the original.

The next example shows how this photocopy might be added to a record for the original as an additional copy. 

 LTLE
                                        NOTIS COPY HOLDINGS
 LE BOOK
Lynn, Corra.
  Durham Village : a temperance tale / by Corra Lynn. -- Boston : J.P. Jewett, 1854.
 STATUS h DT 12/01/93 AD none
 NOTES
 001 1L CN $a rar $b PS $c 2351 $c .L58 $c D8x $c 1854                
05/28/88
     NOTES
 002 1L CN $a hbll $b PS $c 2351 $c .L58 $c D8x $c 1854               12/01/93
     NOTES $a um=Photocopy.
     ITEM RECORDS     1
Note that the photocopy may be in the same location as the original or in a different location.

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