Procedures for Retaining Originals After Reformatting
Scope: This procedure applies to the retention of brittle books and pamphlets in their original form after reformatting to
microfilm or photocopy/electronic copy.
Microfilm
- Following selection by Library Bibliographers, staff of the Preservation Department will change the IPS of the original book or pamphlet to At
Reprography (RP) and the Status (Loan Type) to Non-Circulating.
- Preservation staff will prepare a work form for all items being reformatted. The form will remain with the original until it is
transferred to storage.
- Microfilm reels will be programmed by Preservation staff and the MNN number and orientation (i.e.g, IA,IB,IIA, IIB) will be assigned.
- Before copying the bibliographic record should be verified by Cataloging Services. A duplicate record will be created for the microfilm
copy and the relevant MARC fileds will be updated. The duplicate record for the microfilm will be uploaded to OCLC.
- Database Maintenance will suppress the record of the original copy from public view. The originals will be returned to the Preservation
Department.
- After reformatting and quality control original items will be transferred to storage. Each item will be packaged and labeled "Consult
Preservation Before Use." The call number and barcode must be visible/readable on the outside of the package. Preservation staff will forward
the originals directly to the Library Storage Center.
MARC Fields
LDR ^^^^^nam^a22^^^^^^a^4500
245 $$a $$h[microform]$$b $$c
007 hd^afb---bucu
008 ^^^^^^s2006^^^^^^^^^^^^a^^^^^000^^^eng^d
040 $$aNAM$$b $$c $$d $$e $$6 $$8
533 $$aMicrofilm$$bAlbany, N. Y.$$cUniversity Libraries Preservation
Office, The University at Albany,$$d2007$$e1 microfilm reel; 35mm
539 $$as$$b2006$$dnyu$$en$$ga
590 $$aMaster Negative Number
910 $$adpm$$b200707$$nnew$$d
Photocopying/Scanning
- Following selection by Library Bibliographers staff of the Preservation Department will change the IPS of the original book or pamphlet to Preservation
Photocopying (PC) and the Status (Loan Type) to Non-Circulating.
- Preservation staff will prepare a work form for all items being reformatted. The form will remain with the original until it is
transferred to storage.
- The original will be photocopied and an electronic version generated by Preservation staff for each item selected. A web version
will be created for items no longer in the public domain.
- The original item, preservation photocopy, and a flag indicating if an electronic version is available, will be transferred to
Cataloging Services.
- The electronic version will be retained by Preservation for those items not yet in the public domain.
- The bibliographic record should be verified by Cataloging Services. A duplicate record will be created for the photocopy and the
relevant MARC fields updated. A duplicate record for the photocopy will be uploaded to OCLC. A holding for the electronic version
will be attached to the photocopy record when an electronic version is available.
- Database Maintenance will suppress the record of the original copy from public view.
- The preservation photocopy will be sent by the Bindery Unit for commercial binding. Pamphlets will be bound in-house.
- The original copy will be returned to Preservation and wrapped for transfer to storage. The call number and barcode must be visible/readable
on the outside of the package. Preservation staff will forward originals directly to the Library Storage Center.
- Once each year the Preservation Department will review all retained electronic versions to identify those that have moved to the
public domain. The Preservation Librarian will work with Cataloging Services to create links from the
electronic copy to the University Libraries' online catalog.
Last Update August 31, 2007
