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.
- 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 modern 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 modern 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.