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Resource Description Procedures & Guidelines: Replacements

Unit Statistics Links

Replacing Lost or Damaged Books

AUCPERM & AUCDUP Locations

AUCRET/AUCPERM & AUCDUP Instructions

If an item with the location aucret OR aucperm is being replaced by the exact same edition, the location code should remain aucret / aucperm. If it is being replaced with a different edition, change the location code to auc and make sure the title is on the spreadsheet  of aucret/aucperm problems (found at I:\AU Technical Services Department\Shared Print Project) for Martin to review.

If an item with the location aucdup is being replaced with the same edition, retain the aucdup location code. If it is being replaced with a different edition, change the location code to auc.  

Books lost for over a year

Every June 1, Circulation compiles a list of items lost for ove a year

Of these items, replacement is based upon these criteria:

- Automatically repurchase: Greater than 5 years old (by publication date) & less than $100

- CMT consideration: (aside from #1) circulation within the last 15 years or is less than 15 years old

- Automatically delete: no circulation over the last 15 years and is 15 years old or more

After #2 of the criteria is determined, the list is split by Circulation into 2 reports (items not charged and items still charged to patrons), each file with 2 worksheets (replace and not replace)

- Not charged*

  1. Replace (of the criteria, #1 & the items on #2 determined to repurchase)

  2. Bib/MFHD/Item may be reused with a new barcode

  3. Not replace (#3 & #2 determined to not be replaced)

  4. Deletion should occur at the highest level possible (Bib/MFHD), but suppression may be used as necessary (e.g. with purchase orders attached, other active MFHD records attached)

- Charged**

  1. Replace (of the criteria, #1 & the items on #2 determined to repurchase)

  2. To be treated as firm added copy orders, placed on added copy shelf

  3. New MFHD and Item records created***

  4. MFHD above lost Item record is suppressed***

  5. Not replace (#3 & #2 determined to not be replaced)

  6. Suppression occurs at the highest level possible (Bib/MFHD)

*For not charged items, Circulation will clear all outstanding fines attached to the item records

**For charged items, Circulation will relocate them to the au lost location on the MFHD and Temporary Item levels; item discharge notes will be added (e.g. Bib and MFHD are suppressed - unsuppress if returned. Change back to auc on MFHD and item locations 9/10/14 mts)

***If it is determined that a new Bib should be utilized, the old Bib should also be suppressed

Note: Suppression is completed by Acquisitions and confirmed by Circulation