For certain items, we may create a DVD “preservation copy” of a VHS videotape or other format (e.g., a VHS tape is damaged and it is unavailable as a DVD). We have a special i-type with special loan rules so that the preservation copy only circulates within the Library (unless there is special permission for use in a classroom).
Use the MIDCAT record already existing for the original and add notes pertaining to Midd's DVD copy. Do not add a new record to OCLC.
note: For records that look less than complete, research OCLC as the record has likely been updated.
- 590 Middlebury's preservation copy : DVD format.
- 533 Videodisc.|bMiddlebury, Vt. : |cMiddlebury College Media Services,|d|e1 videodisc (xx min.) : sd., b&w ; 4 3/4 in.
New DVD Item record:
- Copy:no need to use a copy number unless multiple preservation copies are created
- Location: mmcd
- Item type:15 Preservation DVD
- Item message: d RESTRICTED DVD
- Add message field: Preservation DVD – Library use only
- Call number: retain the the current MCTR numbering. Make sure the number is coded as "c" and in 099 field and use D instead of V at the end of the number
Existing VHS Item record:
Existing VHS copies will be retained and transferred to RBMS
- Change Location to: mfrmd
- Change status to : o
- Change Item Code 2 to : nThis will suppress the VHS item record from public display
- Band the Preservation copy DVD and the VHS copy together
- Flag the VHS with Special Collection flag/check RBMS
- Flag the DVD with P&P slip (as well as green slip for Media) and write "Preservation copy"
- P&P will add a label to the case that reads: "Produced by Middlebury College Library and Information Services for preservation purposes authorized by 17 USC § 108 of United States copyright law. May not be distributed outside the premises of the Library."