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University at Buffalo Libraries

Charles B. Sears Law Library SUNY Buffalo Law School

Office/Desk Copies


Items and holdings for office copies are suppressed from public display. If only office copies are held, the bibliographic record should also be suppressed. If both office copies and public copies are held, the bibliographic record should not be suppressed.

 

Acquisitions

  • Item records must be suppressed at the time of ordering.
  • Office copy Item record:
    • Item Status = 02
    • Item Process Status = SU

 

Cataloging and Processing

  • Maintain a single Aleph bibliographic record for both office copies and other copies.
  • Catalog and assign a call number as usual.
    Exception: "working tools" ordered for Law Library staffs may not be assigned call numbers; in such cases, only the location is noted.
  • If public copies are held in addition to office copies, do add to OCLC holdings and New Additions list (if appropriate). If only office copies are held, do not add to OCLC holdings or New Additions list.
  • Office copy HOL record:
    • Add STA SUPPRESSED field
    • If assigned a call number: 852 1st indicator: 0
      If not assigned a call number: 852 1st indicator: 8
    • 852 subfield c (Collection Code): OC
    • If assigned a call number: 852 subfields h and i as appropriate
      If not assigned a call number: 852 subfield h: Desk Copy [location]
      Example: Desk Copy Cataloging
    • 852 subfield x (Non-public Note): Office Copy=[location]
      Examples:
      Office Copy=French
      Office Copy=Housing Clinic
      Office Copy=Cataloging
      For [location], substitute last name of person in whose office it is located or Clinic name or Law Library department name.
  • Office copy 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.
      If there is no call number, put only the person’s last name, Clinic name, or department name, followed by Office Copy, as in the example below.
    • Examples:

      For faculty:

      For clinic:

      For Law Library staff:

      Law
      KF
      200
      .B56
      2008
      French

      Law
      KF
      200
      .B56
      2008
      Housing Clinic

      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: 11/20/13