Revised Procedures for adding copies to RLA records

When adding a new copy to an RLA recon record or doing a substitution involving an RLA recon record (records with 035s beginning (UPRA) and having UPRA in the 040):

  1. Make sure that the Orbis record adequately matches the item in hand. Retain all 949 fields with acquisitions information and notes about reclassing. This information would now be entered in the MFHD subfield x, but may be left in the 949 fields.
  2. Once the record has been deemed adequate, remove 035s beginning "(UPRA)tmpXXX ..." or "(UPRA)rdbXXX ...", but NOT the 035 beginning "(UPRA)CTYXRL ... ." Do not remove the 927, 928, 940, or 949 fields; duplicate locations in 940's may be condensed. The 040 need not be changed, but you may change it to delete multiple ‡dUPRA's. Leave at least one ‡d UPRA. Add ‡d CtY-BR if making significant changes (e.g., adding provenance or fully recataloging). Encoding level may remain 1, or may be changed to blank if you are cataloging with the new copy in hand. Do not remove the 035s until you have cleaned up the record, as the presence or absence of a 035 is an obvious indication of whether the record has been cleaned up or not.
  3. On the holdings screen, leave in the record level note "RLA BEINECKE RECON". Add or substitute the new copy, making any necessary changes to the bib and holdings record. For statistics purposes count the new copy in terms of added copies and pieces. If you have recataloged the original copy with that copy in hand, also count the original copy as Recat/Reclass title and pieces. For substitutions, also count title and pieces under Withdrawals, i.e. count the new copy as added and the old copy as withdrawn.
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