Office/Desk Copies
These 2 questions regarding office copies must be answered before the title is processed:
- Should it display in OR be suppressed from the public catalog?
As a general rule, an office copy located in a Law School office/Clinic will be displayed to the public if public copies are held in other locations. If an office copy will be the only holding thoughout the Libraries, then it should not be displayed. Buffalo Law Review office copies should never be displayed. For an office copy located in a Law Library office/department, consult the staff member receiving the office copy to determine whether it should be displayed to the public or suppressed. - Should it be assigned a call number?
An office copy must be assigned a call number if it is to be displayed to the public. If it is to be suppressed, consult the Head of Cataloging or the Law Library staff member receiving the office copy to determine whether it should be assigned a call number or not. As a general rule, "working tools" ordered for Law Library staff need not be cataloged and assigned a call number.
If office copy IS displayed in the public catalog, follow this approach:
- Catalog and assign a call number as usual.
- Maintain a single Aleph bibliographic record for both office copies and other copies.
- Do add to OCLC holdings.
- If public copies are held in addition to office copies, do add to New Additions list if appropriate. If only office copies are held, do not add to New Additions list.
- HOL record:
- 852 subfield c (Collection Code): OC
- 852 subfield x (Non-public Note): Office Copy=[location] Example: Office Copy=French
For [location], substitute last name of person in whose office it is located or Clinic name or Law Library department name. - Item record:
- Item Status = 02
- End-processing:
- Type person's last name, Clinic name, or department name under call number on label
- Example:
Law
KF
200
.B56
2008
French - Do not tattle-tape
- DNC stamp
If office copy is suppressed but it will be assigned a call number, follow this approach:
- Catalog and assign a call number as usual.
- Maintain separate bibliographic records for office copies and public copies of same title.
- Do not add to OCLC holdings nor to New Additions list.
- If item has dust jacket, remove and discard it.
- Bibliographic record:
- Add STA SUPPRESSED field
- HOL record:
- Add STA SUPPRESSED field
- 852 subfield c (Collection Code): OC
- 852 subfield x (Non-public Note): Office Copy=[location] Example: Office Copy=Housing Clinic
- Item record:
- Item Status = 02
- Item Process Status = SU
- End-processing:
- Type person's last name, Clinic name, or department name under call number on label
- Example:
Law
KF
200
.B56
2008
Housing Clinic - Do not tattle-tape
- DNC stamp
If office copy is suppressed and it will not be assigned a call number, follow this approach:
- Do not catalog or assign a call number.
- Maintain separate bibliographic records for office copies and public copies of same title.
- Do not add to OCLC holdings nor to New Additions list.
- Bibliographic record:
- Add STA SUPPRESSED field
- HOL record:
- Add STA SUPPRESSED field
- 852 1st indicator: 8
- 852 subfield c (Collection Code): OC
- 852 subfield h: Desk Copy [location]
Example: Desk Copy Cataloging - 852 subfield x (Non-public Note): Office Copy=[location]
Example: Office Copy=Cataloging - Item record:
- Item Status = 02
- Item Process Status = SU
- End-processing:
- Make a flag with call number formatted exactly as it should be typed on spine label; put person's last name or department name only on label
- Flag example:
Law
Cat.
Office
Copy - Do not tattle-tape
- DNC stamp
Return of Office Copies to Law Library
- Remove all Suppressed statuses
- Change Collection Code to GEN and Item Status to 01 (unless specified for other than stacks)
- Add to OCLC holdings
- Re-label piece; replace DNC stamp with date due slip
Content last updated: 11/12