EDITIONS PROCESSING PROCEDURES

Last edited: March 27, 1989

1. When a book comes up for cataloging and it is a later edition (rev., 2nd, etc.), check CLSI to see if we have earlier edition(s). Make a printout of whatever you find on CLSI.

2. Put your initials on the OCLC printout.

3. Get an EDITION EVALUATION SLIP from the EDITIONS shelf in Acquisitions. At "On shelf date" (see sample attached) write the date you put it on the shelf.

   If you are not already doing so, when you make printouts for books going on the Edition Decision Shelf, please print out the full item record. This is the only record that shows the circulation statistics, which are very helpful in the decision process.

4. Put the book with printouts and Evaluation slip on the EDITIONS shelf in Acquisitions.

5. After the CD librarian has looked over the material and made a decision, the book will be returned to the person who referred it (that is why it is very important to put your initials on the printout).

6. The librarian should have checked off the appropriate box(es) on the EDITION EVALUATION slip (see attached for sample).

7. If the decision was made to retain earlier editions, go ahead and catalog the new edition as you normally would. Nothing needs to be done with the previous editions.

8. If a decision has been made to discard any or all of the previous editions, remove those editions from the stacks and discard them.

9. If a decision has been made to add a statement to CLSI "Library retains latest edition only", add that statement to a 590 field of the record for the new edition, as well as discard the older editions.

10. If, as you are checking for previous editions, you find the note Library retains latest edition only" in a record for an earlier edition, do not refer the new edition. Automatically discard the existing edition and add a record for the new edition with the note "Library retains latest edition only" in the 590 field. It is extremely important to follow these steps carefully so as not to refer material that has already been looked at.

                      on shelf date_____   

          EDITION EVALUATION

Publication Date:____New Edition

                 ____Earlier
                 Edition(s)
                 ______________


               DECISION


Retain: ________Earlier edition(s)

        _____________________


Discard:_______Earlier editions(s)

        _____________________

     CLSI:_______Add a statement
                 "Library retains
                 latest edition
                 only"

                 [future editions
                 will automatically
                 be discarded]

Comments:  


CD Librarian:__________________

        Date:__________________