Replacements (Monographs)

1. Head of IRM / Liaison / Collections Strategy Committee Member 

• Decide that an item should be replaced 

• Submit a replacement request to the Acquisitions Unit 

2. Acquisitions Unit 

• Order the replacement item 

• Add a receiving note indicating the item is a replacement for a lost copy 

• Receive the item when it arrives 

3. Metadata Unit 

Step 1: Verify item 

• Confirm whether the replacement matches the original lost copy 

• Check to see if the lost copy has been committed to retain for EAST (check 583) 

Step 2A: If the replacement matches 

• Add a new item record 

• Suppress the lost copy item record from discovery 

• Step 2B: If the replacement does NOT match 

• Identify the correct WorldCat record 

• Check if the record exists in FOLIO 
    • If it exists: request inventory be moved to that correct FOLIO record 
    • If it does NOT exist: import the WorldCat record and add holdings to that WorldCat record. Lastly, request that inventory be moved to the new record 

• For EAST, remember to also move the LHR to the new WorldCat record AND ensure that the new record has the 583 EAST commitment note 

• Step 3: Update records for the lost item 

• If it is the last item in holdings: suppress item and holding records 

• If it is the last holdings on the instance: 

• Suppress instance (staff + discovery) 

• Add statistical code: UM Retention 

• Remove holdings from WorldCat 

• If holdings exist for other institutions and there are no unsuppressed UM holdings records: 

• Add UM Retention code to the Instance record 

• Remove holdings from WorldCat 

• If other holdings records for UM still exist and are unsuppressed: 
    • No further action needed 
   

4. End Processing 

• Complete physical processing of the item and route as needed 

Replacement Checklist 

• [ ] Decision to replace item made 

• [ ] Replacement request sent to Acquisitions 

• [ ] Replacement item ordered 

• [ ] Receiving note indicates replacement status 

• [ ] Item received 

• [ ] Replacement matches original? 

• [ ] If match: item record added and suppressed 

• [ ] If not match: correct WorldCat record identified 

• [ ] FOLIO record checked and updated/imported 

• [ ] Inventory moved to correct record if needed 

• [ ] Lost item record suppressed appropriately 

• [ ] Holdings/instance suppression evaluated 

• [ ] UM Retention code applied if required 

• [ ] WorldCat holdings updated or removed if required 

• [ ] EAST commitment checked and updated 

• [ ] Item sent to end processing