Exact Match Monograph Replacement

Author: James Lake
Posted in: BTech


When an item is missing, lost, damaged, or withdrawn, someone somewhere may decide to reinstate the item in the collection. The new item, the replacement or repl, is added to the catalog and the lost, missing, etc. item, the original, is withdrawn by Systems in a quarterly job. This, in a nutshell, is the whole of the process. The devil is in the details, of course, and consequently this very intuitive process is sometimes quite complicated and will always require constant attention to detail.

In dealing with the enormous volume of detail for which the cataloger is responsible, it has been decided that best way to present the material is to break it into digestible clumps organized thematically and used in conjunction with existing documentation. In particular, the replacement procedures require the cataloger to be fully versed in the Withdrawal Procedures.

This particular document, Basic Procedure for Same Edition (Exact Match) Monographic Replacements, covers the why and how of replacing lost, missing, etc. items with the exact same edition. It should be good for about 80% of the replacement work flow. The procedures for the remaining 20% of the work flow build upon the basics steps presented here and will include replacement procedures for: Different Editions; Statuses Other than Missing, Withdrawn, and Billed & Paid; MVMs; and items at NRLF. A bit further off are procedures for replacing Analytics, Other Formats, Accompanying Materials, Reproductions, and Serials.


The typical way a replacement is acquired is by the actions of a selector; a selector becomes aware that a certain item has been lost, damaged, etc. and has ordered another copy. Another route is Gifts and Exchange. The Gifts and Exchange unit checks all materials they receive, and if/when checking the catalog they discover that they have in-hand an item that has been marked as lost, missing, etc., they will send it to the Cataloging Dept. as a repl. In the third path, patrons replace items they have lost. Lastly, the Preservation Department may provide reproductions as repls.


The mechanics of replacements in Millennium are substantially different than they were on GLADIS. On GLADIS, the barcode of the original was overwritten with the barcode of the replacement, and a semi-permanent note with the superseded barcode was added to the item field (Gladis V/C). In Millennium, the item record of the original copy is retained but suppressed (Withdrawal Procedures, section 1, “Partial Withdrawal for a single-volume monograph”). Retaining the item record is consistent with past procedures and with audit requirements. It also documents part of the history of the title in the collection. In the case of replacements, retaining the item record furthermore allows any unresolved circulation charge (fine) associated with the original to proceed independently of the replacement; this was not possible with the GLADIS procedure. Lastly, when a missing or lost item is found or returned, reinstating it is easier when its item record has been retained.

There are 4 basic steps in the replacement process: 1) VERIFYING the replacement and order record; 2) Adding the appropriate notes to the items that will be withdrawn by Systems or may already be withdrawn; 3) ADDING an item record for the repl and adding the appropriate notes; and finally, 4) CHECK YOUR WORK.

Subject Specialty Libraries (SSLs) may send exact match monographic replacements to the Catalog Department for processing. Note however, all NON-exact match replacements MUST be sent to the Catalog Department for cataloging.

Procedures for Processing Same Edition (exact match) Monographic Replacements

1. Bibliographic Verification

By Verifying, it is meant that the cataloger finds and checks the bib, item, and order (if one exists) records for the item that is to be replaced. Title searches are preferred, but Order number searches (“.” for Millennium order numbers, “v” for GLADIS order numbers) are useful for certain materials, such as materials ordered prior to the migration to Millennium.

a. Verify the Bib Record

An exact match is required for the following data:


ii. Author

iii. Title (including sub-title)

iv. Edition statement (or lack thereof)

v. Publishing data (place of publication, publisher, date of publication)

vi. Physical description especially the page count.

Differences in any these points of comparison mean that the item in hand is NOT an exact match and will have to be cataloged as a Different Edition. Please consult the appropriate procedures for this workflow. Note: SSLs must send different edition replacements to the Catalog Department.

b. Verify the Order record

If the book was ordered (vs. patron replacement or gift), there should be an order record attached to the bib record, and it should be checked.

i. Verify the order number against what is written on the t.p. verso. NOTE: sometimes the GLADIS order number is written in the book, and this number is also included in the order record.

ii. If the order numbers match, ensure that Repl is written on the t.p. verso.

iii. Verify the location

iv. Verify the barcode. The barcode of the item to be replaced often appears in the order record.

For Catalogers:

Failures in any of these points should be addressed to BadCat.

For SSLs:

Failures in any of these points requires material be sent to the Catalog Department.

Also be aware that orders sometimes come with special instructions. Keep your eyes peeled and do what is requested: e.g. Please send to tsxx upon arrival.

NOTE: It has happened that orders will be attached to either a wrong or different bib record, or to an on-the-fly record instead of the record for the original work. Please refer to the Transfer Order Records document at Transferring Order Records from Uncataloged Bibliographic Records to move the order record to the correct bibliographic record (only for exact match replacements).

c. Verify the item record

The item record is the last part that needs to be verified and is where most of the divergences from the basic replacement procedure will occur.

i. If the item record is not checked out, has no holds (aside from a course reserve hold, AND has a status of :

1. Missing (f)

2. Missing (c)

3. Withdrawn (w)

4. Billed & Paid ($)

then it’s safe to proceed unless:

ii. there is a hold for a patron–In order to have a circ expert take care of the hold, email holds@lists with the record numbers involved proceed to step 2.

iii. the item has an NRLF barcode–please refer to the Replacement Procedures for NRLF Items (forthcoming).

iv. the item is linked to a second bib record–please refer to the Replacement Procedures for Analytics (forthcoming).

v. the item has a status other than those enumerated above in 1.c.i–please refer to the Replacement Procedures for Statuses Other than Missing, Withdrawn, and Billed & Paid (forthcoming).

vi. Be sure to take a look at the summary screen. If there’s a Holdings Record present then please refer to the Replacement Procedures for MVMs or Serials (forthcoming).

Note: In cases iii-vi above, SSLs must send the replacement to the Catalog Department.

2. Add a note to the original item record. This is the item that will be withdrawn by the quarterly job run in Systems or may already be withdrawn.

add an internal note (x):

Replaced by barcode: [wand in barcode of repl]

Once this is done, save your work.

3. Add a new item record for the replacement, if one does not already exist.

To do so:

From the original item record, select from the Edit menu “Copy record.”

In the new record:

a. change the location from “zw” to the appropriate shelving location, if the approporiate shelving location was not already set

b. insert barcode for replacement into item record

c. add an internal note (x):

i. If you have the barcode for the original item, note text is:

Replaces barcode: [insert barcode]

ii. If you only have a Temp barcode for the original item, note text is:

Replaces barcode: TEMP[barcode]

iii. If you do not have a barcode for the original item, note text is:

Replaces missing copy

4. Some SSL repls will already have item records. In this case, just make sure the call number is present, correct, and properly formatted and that the internal note is present.

5. Check your work. It’s good practice. The summary screen is usually the best place to this. Once you’ve done this, the vol. can be sent for marking.

When checking your work:

In the original item record: check both item codes, the location, verify note referring to replacement copy, etc.

In repl item record: check item location, barcode, call number, note referring back to original copy, etc.

From summary, select in index menu “item,” then move (using the “move” button) the item fields so that the withdrawn record is last.

View the record(s) in the Public display to make sure your work is done and the bib record is unsuppressed. If it is suppressed, unsuppress it by setting bcode3 to ‘-‘ and restoring the 001 from the 905 (more detailed information at Reinstating Withdrawn Items, step 5). If you do not have bib-edit authorization, refer the record to the unit that performs catalog record maintenance for your location (BadCat for most).

Author: Charis Takaro
Approval Group: CSG, BTech, CMC
Update Group: BTECH
Last updated date: 07/02/14

Archived Comments

Bib unsuppression
Wed, 07/02/2014 – 12:27 — Michael Meacham
Added an instruction at the end of the doc for referring suppressed bibs when user is not authorized to edit bibs.

Changes made, as per
Mon, 05/07/2012 – 14:57 — Jenna Kreiss-Wint…
Changes made, as per circstaff/CSG email conversation and at request of Zach Veley:

  • Regularized indenting and numbering
  • Added a colon to internal note “Replaces barcode:”
  • Added bolding to main points to emphasize

Fri, 04/13/2012 – 14:21 — Charis Takaro
Adding note re: need to unsuppress bib if bcode3 isw.

Withdrawal removed
Thu, 01/26/2012 – 10:17 — Charis Takaro
Removed instructions to withdraw the original item, as this is to be done by Systems quarterly instead of manually.

Mon, 10/24/2011 – 12:37 — Charis Takaro
Added information about holds@lists, in place of “hold for a patron” flag.

Barcode or item record number?
Wed, 09/14/2011 – 08:51 — dhsiao
What about, instead of tracking the change in the Internal Note using the barcode, using the item record number instead? Then, if the missing item doesn’t have a barcode, you still have a reference number to use rather than just “a missing copy.” Also, in the future the barcode of the replacement copy might change, and the item record seems more stable.

Created: June 2, 2016
Last revised: November 14, 2016
Review date: None set

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