Procedure:

Harvard uses the "multiple versions" solution and catalogs all photocopies on the record for the work in its original form (this policy differs from OCLC's policy which requires a separate record for each manifestation of a work). You will encounter one of the following situations when cataloging photocopy reproductions:

1. A standard record for the original book already exists in HOLLIS;
2. No standard record for the original book exists in HOLLIS, but there is copy in OCLC; or,
3. No standard record exists for the original work either in HOLLIS or in OCLC.

If a standard record for the original work already exists in HOLLIS (i.e. the photocopy is a postholdings), add a LOC (or use the one already created at the time of receipt) for the photocopy and follow the holdings record creation instructions below.

If no standard record for the original work exists in HOLLIS but there is one in OCLC, bring the record into HOLLIS. Change the REPROD bit in the fixed field to r (Do not change PDTYP to r). Then follow the holdings record creation instructions below.

When no standard record exists in HOLLIS or OCLC, do original cataloging as if you had the original item. Change the REPROD bit in the fixed field to r (Do not change PDTYP to r). Then follow the holdings record creation instructions below.

Holdings Record Creation Instructions

At the home position, enter CHLD x, where x is the number of the LOC of the photocopy.

Code the first three fixed values as:

 RECTYP: x  LVL: 1  STAT: 2

The remaining bits can be left with their default values.

Add an 843 field to the holdings record with the following subfields which describe the photocopy:

|a Reproduction (photocopy): (This is the actual text to be included in the subfield a)

|b [Place of publication of the photocopy]

|c [Publisher of the photocopy]

|d [Date of publication of the photocopy]

|e [Physical description of the photocopy]

|f [Series statement that appears only on the reproduction]
   (for commercially produced photocopies; you have to add the curves around the actual series statement; trace it in an 830 field on the main record)

|n [Note]

Usually, there is no imprint information and the 843 looks like this:

843:  : |a Reproduction (photocopy): |b [S.l. : |c s.n., |d 1995?]
|e 75 p. : ill. ; 28 cm. 

The 843 in the holdings record in HOLLIS displays as a 533 in OCLC.

Use the same classification as you would for the original work, except for commercially produced photocopies, i.e. items published "on demand" by a firm such as UMI, which get the work letter "a." For example: HC79.E5 |b B43 1995ax.

In all cases, the year in the call number corresponds to the year of publication of the original work (or year of conference for conference main entry).

Prepared by: Jeffrey Beall
1996