SERIAL DUPLICATES                                                                                               Revised: October 1996

INTRODUCTION:
Most duplicates received in the Periodicals Check-in Division or the Documents Technical Services Unit that are worth less than $50.00, or are received on a gift or exchange basis, are marked "dup" and are sent directly to the Branch.  The Periodicals Check-in Division or Documents Technical Services Unit may, as the situtation dictates, refer some of these duplicates to the Collection Core Services Division.

All duplicates coming on standing order or on expensive subscriptions are referred by the central receiving units to the Collection Core Services Division before being sent to the Branch (some must be returned to the source to prevent duplicate payment).  When the Collection Core Services Division has determined that there is no payment problem, such duplicates are referred to the Branch with the " Duplicates Referral Form," Ser 9x.

When the central processing unit has forwarded a title for monographic cataloging (cat-as-seps, anals, etc.), a duplicate received may be sent to the Branch with a Duplicates Referral Form and be retained by the Branch before the original copy comes to the library unit from the cataloging unit.

PROCEDURES:

• Received in central processing unit:

  Notify the Check-in Workleader or the Documents Technical Services Unit (according to the receiving location) if

  1. Duplicates are being received in error (on standing order or expensive subscriptions without having been reviewed by the Collection Core Services Division).

  2. More than one recurring duplicate per issue of gift or exchange title is being received (records can be annotated so that the Branch will not continue to receive duplicates).  The Exchange title will be referred to the Exchange Division so that appropriate investigation and correspondence will occur.

  3. There are gift titles for which Branch never wants duplicates.

  4. When in doubt whether a title is in fact coming as a gift or as an exchange, contact the Exchange Division.

  5. Issues are received marked "dup", but the material is not a duplicate for the Branch.

• Received in Branch:
  1. If single issues are received as duplicates directly in the Branch, mark as "dup" or "copy 2, 3, or 4", if they are worth less than $50.00 or are received as gifts from the supplier.

  2. Consult the Collection Core Services Division before marking duplicates, if they look expensive or if there has been a history of duplicates, to avoid duplicate invoice payments.  If exchange duplicates are received, notify the Exchange Division.

• Dispose of duplicates as follows:
  1. If multiple duplicates have been received with the Duplicates Referral Form, the Branch should select any wanted issues and forward the others to the Collection Core Services Division with the referral form attached.

  2. If discarding a run of serial issues to the Gift Division, leave the referral form attached, so that the Gifts Division will know why the item is coming to them.  (While the Gifts Division may accept serial runs of any length, and also at times broken runs, only materials that can be sold at the Book Sale are desired.  If in doubt, consult the Gifts Coordinator.  Discard single issues and runs of no sale value directly in the Branch location).  For additional information, see BPM procedures on Disposal of Unwanted Library Materials.

  3. If a second copy of an issue is received and it is not marked "dup", notify the Periodicals Check-in Division or the Documents Technical Services Unit.

Copyright © 1996-2003 The Regents of the University of California. All Rights Reserved.
Last updated Thursday, 04-Aug-2005 12:21:38 PDT Contact