Multiple copies of the same edition of printed material in Folger collections reside in the same catalog record (with the notable exception of Shakespeare folios, each of which has an individual record). This article gives instructions on how to assign call numbers, and other aspects of dealing with multiple copies.
- The cataloger has the choice between adding the new copy to the catalog record in TIND, with or without updating the basic description, and of cataloging in Connexion and overlaying the record.
- Adding a copy to the existing TIND record is quicker. If the description seems adequate as it is, you may want to choose this method.
- Editing is easier in Connexion. If you want to do more than minor edits, you may want to choose this method.
- If the Folger's holdings are not represented in OCLC, you may want to go the Connexion route.
- If replacing a TIND record, move old 852 to the new record using History > Merge after replacing. Add a 583 for copy added and a 583 for recataloged.
- Regardless of the method chosen, adjust existing copy-specific access points on the bibliographic record to reflect the copy to which the access point belongs. This was previously done with MARC ǂ3 Materials specified, but we will be using ǂ8 moving forward.
- Each copy of a title requires its own MARC 852 field. For all new cataloging, only add "copy 2" or subsequent number to the call number if other copies have that call number. Do this even if the two copies are in different locations as long as they have the same call number; for example, one has a Sh.Col. location as part of the call number and the other in the open stacks, but both have the same Library of Congress style call number, add copy numbers.
- In the past, many copies were given copy numbers independent of the call number on sister copies. That is, "copy x" may refer to the number of the copy in the Folger collections as a whole rather than to the number of the copy sharing the same call number with another.
- When adding a copy 2, the first copy must be re-designated copy 1.
- Add MARC 852‡8 at the start of each 852 with "1" and "2" as the respective contents
- Edit the call number for the first copy to include 'copy 1' in the MARC 852.
- For open-stacks materials, correct the record, retrieve the already-cataloged copy, change the handwritten call number on the book, and put it on the relettering shelf.
- For vault materials, change the handwritten call number and create a new flag.
- The copy number belongs in 852 ‡i for Library of Congress formatted call numbers, and in ‡h for all other call numbers. (See Call numbers for ordering call number elements).
- Add the copy number at the end of the call number in the "Call number" box.
- In statistics, count the added copy in the so-named category, and count the number of pieces.