POLICY NO. 4
COPY NUMBERS IN HOLDINGS OR ITEM RECORDS
(12-14-2000)

The holdings record (MFHD) and the item record may contain copy-specific information for all copies of a particular title held within a service center or subject library. The copy-specific information is recorded in subfield "t" of the 852 field in the holdings record or in the "copy" box of the item record.

For materials already in the collections without copy numbers, they will not be added. However, if the older material is handled for other reasons and the service center policy allows for it, then copy numbers may be added.

When copy numbers are used, the following guidelines apply:

1. Separate holdings records will be added for additional copies. Multiple copies will not be entered on a single holdings record.

2. For new materials entering collections that are routinely barcoded, or for materials in collections that are not barcoded (e.g., PNM serials, Special Collections) or not routinely barcoded (e.g., government publications), the copy number is added to VOYAGER either in the "copy" box of the item record or in subfield "t" of the 852 field in the holdings record.

3. A zero may be entered in the "copy" box of the item record to indicate a single copy.

4. No leading zeros are inserted before copy numbers.

5. If copy numbers are assigned in the holdings record or item record, the copy number is also included with the call number on the verso and on the spine label (e.g., c.2).

6. Copy numbers will be site specific. Different locations holding multiple copies of the same work will have separate numerical orders (e.g., Law: c.2, c.3; Education: c.2, c.3, c.4). If an item is transferred to another collection, it will be given a copy number appropriate to the receiving collection, if applicable. A transfer to storage does not constitute a change in collection.

Practices of individual sites in adding or not adding copy numbers:

Other Bibliographic Policies & Procedures

1. Call numbers for non-book materials (7-8-1999)
3. Printing date for materials (9-21-2000)
5. Minimal level cataloging (2-10-2000)
6. MFHD Records for Serials and Non-Serials Materials (rev. & combined with Policy #17, 3/31/04)
Caption Dictionary (11-7-2002)

7. Withdrawals, lost / missing, and deletions (September 2004)
9. Local notes (2-08-2001)
11. Hierarchy for cataloging sources (9-22-2000)
12. Authority control for the UK Institutional Group (1-05-1995)
13. Mixed media materials (3-29-1994)
14. "Boundwiths": multiple bibliographic records representing one physical piece (2-08-2001)
15. Bibliographic Control & Processing Policies for Non-book Materials (3-18-2002)
18. Language Used in the Enumeration of Multi-volume Works (12-16-1996)
19. Guidelines for OPAC Display of Internet Resources (10-05-2000)
20. Storage Procedures for Updating the Catalog (6-10-2003)
21. Guidelines for the Cataloging of Internet Resources (4-03-2003)
22. Multiple Versions - Same Title in Different Formats (2-06-2002)
23. Enumeration and Chronology in Item Records (11-19-2003)

This page was last updated 6 October 2004. To comment on this document, send mail to Kate Seago at kseago@email.uky.edu.