Accepting replacement copies

Author: Sheehan Grant
Posted in: Circulation Services Group

This procedure covers evaluating and accepting a replacement copy of an item from a patron who is replacing an item that s/he has lost.

Be sure that the new item is an EXACT copy of the one that is being replaced for the library for which you have authorization to accept a replacement.  Check the 020 and 300 fields in the MARC record for the lost item. More details are available under the exact match replacement procedure.

Note: A new item record must ALWAYS be added for a replacement copy. The information for the original copy should not be elminated. This allows for an institutional record of the original item, and for the possibility that the original item may be returned. It also preserves any holds the original item may have.

Note: Do not waive the entire $150 default replacement charge because it causes a number of system problems in Millennium. Instead, follow the steps below to check in the item.

Note: For NRLF material, check to see whether or not another copy exists at NRLF or SRLF.  Contact NRLF if you have questions.


Note: If holds exist, do not cancel them first. If the hold is at the bib-level, no changes to the hold need to be made. If the hold is at the item-level, place a new bib-level hold for the patron, then cancel the item-level hold (staff have the ability to place two holds for one patron on the same bib record).

  1.     Identify the item in the patron’s inventory; DO NOT mark the item as lost. Copy the barcode for use below.
  2.     In search/holds, paste the barcode. Identify if the item has item and/or bib-level holds. If multiple item-level holds exist, try to maintain the original order when creating new bib-level holds.
  3.     Do not waive the entire $150 default replacement charge because it causes a number of system problems in Millennium.
  4.     If the replacement the patron is providing is a paperback, a $25 binding fee should be applied. Copy the title from the inventory, then go to the fines tab. Click “add charge”, choose the predefined binding fee from the drop down menu, and paste the item title in the Notes field of Manual Charge.
  5.     Go back to the checked-out tab, copy the barcode, then check in the item from the Check-In tab. Do not fulfill any holds when you are prompted to do so.
  6.     In search/holds, use the copied barcode to locate item that you just checked in. Change the item status to “c” so that the missing item will be automatically withdrawn in the next quarterly batch withdrawal. The status “c” usually means “referred for order” which isn’t exactly the case here, but the advantage of “c” is it triggers automatic withdrawal without additional selector review and inserting specially formatted notes. Do not manually withdraw the item.
  7.     Print the item record. Stamp the date received, initial, and place the item record in the book.
  8.     Forward the book to whomever is doing the exact match replacement process (this may vary from unit to unit, but includes placing the replacement’s new barcode inside the back cover, writing the call number in pencil in the upper right of the page after the title page, and writing the label location-repl (e.g., MAIN-repl) on the verso of the title page). Note that the replacement item will be marked as an additional copy (e.g. copy 2, copy 3, etc.).
  9.     Staff will stamp, tattletape, and attach a call number label to the replacement item.
  10.     Once the item is shelf-ready, check in the new item to trigger any holds.

Legacy Data

Author: Sheehan Grant
Approval Group: CSG
Update Group: Circulation Services Group

Archived Comments

CSG Review – holds update – josgood
Updated the document regarding holds per CSG discussions.
Last updated date: 07/22/16

Changed wording on Step 9
Fri, 03/15/2013 – 13:50 — Trina Lopez
I changed the wording on Step 9 to clarify forwarding and processing. Sheehan assisted me so I was sure that it made sense…

Tue, 09/04/2012 – 16:54 — Charis Takaro
Totally revised with Mark and Sheehan based on what we know now about best practices and problems we are discovering, and based on what is actually done at Privs Desk.

Created: April 25, 2016
Last revised: October 24, 2016
Review date: None set

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