3.4.3 Facsimiles, Photocopies, and other Reproductions

I. OBJECTIVE

This policy outlines the distinction in cataloging practice between reprints (including facsimile reprints) and photocopies. Because the cataloging treatment differs in each case, it is important for cataloging staff to understand the difference, so that they may apply the appropriate guidelines for a given situation.

II. REFERENCES

AACR2 and LCRI, Chapter 11; AACR2 and LCRI, 1.11
LCRI, 1.0; 2.7B7
USMARC Format for Bibliographic Data, 008 field, Definition and scope
USMARC Format for Bibliographic Data, 533 and 534 fields
Maxwell, Robert L. Maxwell’s Handbook for AACR2R. Chicago: American Library Association, 1997. p. 111-116.
AACR2 Glossary

III. REPRINTS AND FACSIMILE REPRINTS

A. INSTRUCTIONS

AACR2 provides the following definitions:

Reprint: 1. A new printing of an item made from the original type image, commonly by photographic methods. The reprint may reproduce the original exactly (an impression) or it may contain minor but well-defined variations (an issue). 2. A new edition with substantially unchanged text.

Facsimile reproduction: A reproduction simulating the physical appearance of the original in addition to reproducing its content exactly.

Procedure (based on AACR2 and MARC):
The main portion of the catalog record (including the fixed fields) should reflect the reprint. Any information pertaining to the original is given in a single formal note in the note area (either a 500 or 534 field). The date code (008/06) in the fixed field should be r (r= reprint), with Date 1 (008/07-10) representing the reprint and Date 2 (008/11-14) representing the original.

USMARC Format for Bibliographic Data, 534 field, states:
“This field contains information that describes the original production of a work. The reproduction is described in the main portion of the bibliographic record. Details relevant to the original are given in field 534 when they differ from the information describing the reproduction.”

BYU has traditionally used a 534 field in these situations. However, LC and most North American libraries use a 500 field. Faculty catalogers should continue to use the 534 field for original cataloging; they may modify existing copy if they choose to do so. Copy catalogers should accept the 500 field on existing copy after determining that the information contained therein is correct; if substantive errors exist, they should pass the item on to a faculty cataloger. [Please note that the 534 field requires the use of certain subfields, whereas the 500 does not.]

B. EXAMPLES FOR REPRINTS AND FACSIMILE REPRINTS

The following example illustrates the cataloging for a facsimile reprint edition. Please note that the reprint note includes only information that is different from the original – in this case, place of publication, publisher, date, and size.

1. Information from book:

Title page of facsimile:

Dolores Correa Zapata
Estelas
y
bosquejos
Presentación
Freddy A. Priego Priego
Prólogo
Fernando Tola de Habich
Universidad Juárez Autónoma de Tabasco

Title page verso of facsimile:

Primera edición: 1997
c Universidad Juárez Autónoma de Tabasco
Av. Universidad s/n Zona de la Cultura
86080 Villahermosa, Tabasco

Title page of original (reprinted with the facsimile):

Estelas
y
bosquejos
Poesías
por
Dolores Correa Zapata
México
Eduardo Dublán y Comp. Impresores
1886

2. Bibliographic record for facsimile:

________________________________________________________________________
Rec_Type: a              Bib_Lvl: m                 Enc_Lvl:          Desc: a
TypeCtrl:                    Entrd: 980410         Dat_Tp: r         Date1: 1997
Date2: 1886               Ctry: mx                      Lang: spa         Mod_Rec:
Source: d                    Illus: c                          Audience:        Repr:
Cont:                            GovtPub:                    ConfPub: 0     Festschr: 0
Indx: 0                        Fiction: p                    Biog:

020: : 9686871101
040: : FU|cFU|dMH|dCstRLIN|dUPB
043: : n-mx—
100:1 : Correa Zapata, Dolores,|d1853-1924.
245:10: Estelas y bosquejos /|cDolores Correa Zapata ; presentación, Freddy A. Priego Priego; prólogo, Fernando Tola de Habich.
250: : 1. ed.
260: : Villahermosa, Tabasco : |bUniversidad Juárez Autónoma de Tabasco,|c1997.
300: : xxv, 109 p. : |bport.;|c21 cm.
534: : |pFacsim. reprint. Originally published:|cMéxico : E. Dublán y Comp. Impresores, 1886.
655: 7: Mexican poetry|y19th century.|2lcsh
655: 7: Mexican poetry|zMexico|zVillahermosa (Tabasco)|2lcsh

________________________________________________________________________

3. Bibliographic record for original work:

________________________________________________________________________
Rec_Type: a              Bib_Lvl: m              Enc_Lvl:            Desc: a
TypeCtrl:                    Entrd: [date]          Dat_Tp: s           Date1: 1886
Date2:                          Ctry: mx                   Lang: spa           Mod_Rec:
Source: d                    Illus:                          Audience:          Repr:
Cont:                            GovtPub:                  ConfPub: 0       Festschr: 0
Indx: 0                        Fiction: p                 Biog:

040: : UPB|cUPB
043: : n-mx—
100:1 : Correa Zapata, Dolores,|d1853-1924.
245:10: Estelas y bosquejos : |bpoesías /|cpor Dolores Correa Zapata.
260: : México : |bEduardo Dublán y Comp. Impresores,|c1886.
300: : 109 p. ;|c21 cm.
655: 7: Mexican poetry|y19th century.|2lcsh
655: 7: Mexican poetry|zMexico|zVillahermosa (Tabasco)|2lcsh

________________________________________________________________________

IV. PHOTOCOPIED REPRODUCTIONS

A. INSTRUCTIONS

Photoreproductions: a pre-AACR2 term referring to single or on-demand reproductions of previously published materials. These are often photocopied for preservation purposes, and not mass produced as an edition of the work. The vast majority of examples are the photocopies published on demand and acquired from University Microfilms International in Ann Arbor, Michigan. Another example might be a photocopy made by a given library as a means of preserving the item.

AACR2 1.11 stipulates that these types of reproductions be treated in the same way as reprints and facsimiles; however, the LCRI for this rule calls for a different treatment, as described below.

Procedure (based on LRCI, and MARC):
1. When the photocopy is the only copy held by the library:

LCRI Chapter 11 calls for the following rules:
The main portion of the catalog record should reflect bibliographic information pertaining to the original work. Any information pertaining to the photocopy is given in a single formal note in the note area (533 field). If data about the original cannot be determined with some degree of certainty, some fields or subfields may be omitted — e.g., $b of the 260 field, or $c of the 300 field. The fixed fields should reflect the original, except for 008/23 [REP in RLIN or Repr in Unicorn], which should be coded r (r=regular print reproduction), as instructed in USMARC, field 008. [Please note that the 533 field requires the use of certain subfields.]

USMARC Format for Bibliographic Data (533 field) states:

“This field contains information that describes an item that is a reproduction of original materials. The original item is described in the main portion of the bibliographic record and data relevant to the reproduction are given as a note in field 533 when they differ from the information describing the original. It is used whenever an institution chooses to have the description reflect the original and the notes reflect information about the copy.”

Faculty catalogers should follow these guidelines when creating original copy or when modifying existing copy. Copy catalogers should search for copy that incorporates these guidelines. If none is found, they should pass the item on to a faculty cataloger.

2. When the library also holds copies of the original:

When the library holds a copy or copies of the original, we have the option of adding the photocopy as an added copy to the record for the original. We can either use a 590 note (e.g., 590: : Copy 2 is photocopy), or we can use the 852 field of the MARC holdings record (e.g., 852: : |c LEE-LIB|t2|zPhotocopy). [The word “copy” is automatically generated from the presence of |t.]

B. EXAMPLES FOR PHOTOCOPIES

Example 1:

The following example illustrates the cataloging for a dissertation photocopied by University Microfilms International. Information on the physical description of the original was taken from RLIN copy. Please note that the photocopy note includes only information that is different from the original – i.e., place of publication, publisher, date, pages instead of leaves, and size.

a. Information from book:

First preliminary page:

This is an authorized facsimile, made from the microfilm master copy of the original dissertation or masters thesis published by UMI.

The bibliographic information for this thesis is contained in UMI’s Dissertation Abstracts database, the only central source for accessing almost every doctoral dissertation accepted in North America since 1861.

U M I Dissertation Information Service
University Microfilms International
A Bell & Howell Information Company
300 N. Zeeb Road, Ann Arbor, Michigan 48106
800-521-0600 OR 313/761-4700

Printed in 1991 by xerographic process
on acid-free paper

Second preliminary page:

Order Number 8900465

The English invitation to William of Orange
Burton, Thomas Marlin, Ph.D.
Northern Illinois University, 1988

Copyright c1988 by Burton, Thomas Marlin. All rights reserved.

U M I
300 N. Zeeb Rd.
Ann Arbor, MI 48106

Copy of title page for originally published dissertation:

NORTHERN ILLINOIS UNIVERSITY

THE ENGLISH INVITATION TO WILLIAM OF ORANGE

A DISSERTATION SUBMITTED TO THE GRADUATE SCHOOL
IN PARTIAL FULFILLMENT OF THE REQUIREMENTS
FOR THE DEGREE
DOCTOR OF PHILOSOPHY

DEPARTMENT OF HISTORY

BY
THOMAS M. BURTON
c Thomas M. Burton 1988

DEKALB, ILLINOIS
AUGUST 1988

b. Bibliographic record for photocopy reproduction:

________________________________________________________________________
Rec_Type: t             Bib_Lvl: m              Enc_Lvl:              Desc: a
TypeCtrl:                  Entrd: 900720     Dat_Tp: s             Date1: 1988
Date2:                        Ctry: xx                    Lang: eng            Mod_Rec:
Source: d                  Illus: a                       Audience:           Repr: r
Cont: bm                  GovtPub:                  ConfPub: 0         Festschr: 0
Indx: 0                      Fiction: 0                  Biog:

001: : DBU6495
040: : UPB|cUPB|dUPB
043: : e-uk—
100:1 : Burton, Thomas M.|q(Thomas Marlin)
245:14: The English invitation to William of Orange /|cby Thomas M. Burton.
260: : |cc1988.
300: : vii, 300 leaves : |bill.;|c28 cm.
502: : Thesis (Ph.D.)–Northern Illinois University, 1988.
504: : Includes bibliographical references (leaves 285-300).
533: : Photocopy.|bAnn Arbor, Mich. : |cUniversity Microfilms International,|d1991.|evii, 300 p. ; 21 cm.
651: 0: Great Britain|xHistory|yRevolution of 1688|xCauses.
600:00: William|bII,|cKing of England,|d1650-1702.

_______________________________________________________________________

c. Bibliographic record for original dissertation:

The bibliographic record would be identical to the above record, with the following exceptions:

Fixed field code Repr: blank [not r]
No 533 field

Other Examples:

In other instances, complete information for the photocopy may not be readily available. For example, we may not be able to ascertain where a given photocopy was copied or by whom. In this case, the 533 would reflect only the information that is known to the cataloger:
533: : Photocopy.|c2001.|eix, 426 leaves ; 22 cm.

If the date were not known, the 533 would read:
533: : Photocopy.|eix, 426 leaves ; 22 cm.

V. RELATED POLICIES

3.4.2 Descriptive Cataloging of Theses & Dissertations

Maintained by: Marianne Siegmund

Last Updated: August 2014