Multiple copies of the same edition of printed material in Folger collections reside on the same Hamnet 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 existing Hamnet record, with or without updating the basic description, and of cataloging in Connexion and overlaying the Hamnet record.
- Adding a copy to the Hamnet 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 Hamnet record, copy over old 852 and 859 fields to the new record before overlaying. If there is an 876 in the old record, combine it with the 852 (change ǂz to ǂj, add ǂz after call number). 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. See MARC ǂ3 Materials specified for formulating the ǂ3.
- Each copy of a title requires its own holding record. For all new cataloging, only add "copy 2" or subsequent 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 is in the Shakespeare Collection and the other in the open stacks.
- 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.
- The holdings record for the first copy must be changed to include 'copy 1'.
- 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. (See Call numbers for ordering call number elements).
- The item record has a box at the bottom of the screen where copy number may be put in. Do not use this field. The copy number is indicated only by being a suffix on a call number in the holdings record.
- In statistics, count the added copy in the so-named category, and count the number of pieces.