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Copy Records

Last Updated: Feb 02, 2021 13:55

Record List

Items > Copies tab

The Records list on the left of the Copies Management window includes all of the copy records for the title you selected in the Titles tab. For titles with only a few copies, you can easily scroll through them to find what you're looking for. But if there are a lot of copies for that title, you may need to narrow your search.

You can differentiate between copies by looking at the data in the Information tab to the right of the Records list.


Do you know part of the barcode for the copy you're looking for? Enter it here. The number of copies matching your filter is listed to the right.

Add Copy

Click to add a new copy to this title. Enter the copy information in the fields to the right, then click Save

Search Copies

At the bottom of the Copy Records list on the left, click to open the Search Copies dialog. Enter your search criteria in the fields below, then click Search.

  • Barcode
  • Copy Call #
  • Serial #
  • Copy Policy
  • Condition
  • Status
  • Copy Location
    • Copy Shelving
    • Funding Source
    • Vendor
  • Copies Added. Enter the From and Through dates. 
  • Site. Select the site for


Click to change the site you're searching in. Each site is listed by the site code and name.

Copy Information

The Copies Information subtab is where you provide copy-specific information for each copy of the current title you selected from the items Records List.

screenshot of the Information tab in Item Copies



Each copy is assigned a unique barcode up to 15 characters long, based on the value set in Preferences > Items. You can change the assigned barcode here.  

Learn more in Barcode Your Collection.

Copy ID

Alexandria assigns each copy a number when it is added, but you can type over the copy number to change it. Duplicate copy numbers are allowed. The copy number is simply an alternative identification number for the library's use. Alexandria uses the barcode number to uniquely identify copies. If you import items, the copy number will not change, even if the number is already used by another copy in the system. The copy number is shown at 852_t in MARC record


A copy's volume is "inherited" from the title's volume number, unless it’s replaced with a copy-specific volume number. The copy volume number is shown at 852_v in MARC records.

Call #

A copy call number is "inherited" from the title's call number, unless it’s replaced with a copy-specific call number. The copy call number is shown at 852_h in MARC records.


The copy policy is "inherited" from the title policy unless it’s manually changed by the librarian.


Allows you to specify the condition of a copy. The condition codes contained in this drop-down menu are managed in the Condition Codes preferences window. 


Allows the librarian to specify the vendor from which the copy was received.

Copy Notes

This field is used to provide general comments about the selected copy. For example, if a copy is damaged, you can document the damage in this field. Copy notes are stored in the 852_z MARC tag.

Alert Notes

Information provided in this field appears in a special Alert Notes dialog in the Circulation module when a specific copy is made current. This is used to make operators aware of special circumstances regarding the copy. For example, if a copy circulates with additional materials, Alert Notes can remind you (during check in or out) to include them (or return them, if that information is provided). Alert notes are stored in the 852_x MARC tag.

In Circulation, you can view all notes for a copy by selecting Notes from the Actions menu for the current item. You can also enter “++” into the command line to view notes for a copy.

Accession Date

This is the date the copy was entered into Alexandria. The default for this field is the current date. You can generate reports and search based on this accession date.


This indicates the Status of the item you are viewing, i.e. Available, Checked Out, In Transit, On Repair, etc.

Copy Site

Use this drop-down menu to specify the collection (library) for which this copy belongs; essential for Centralized Catalogs. When this value matches the collection code for your library, its considered part of your library collection. This list of available sites will always be pulled from Sites Management window. The “collection code” is shown at 852_a in MARC records.

Copy Location

This information appears on the Researcher workstations to help patrons find items. Patrons look for items in your library by call number. If you have items outside the library or in an unusual place in the library, enter that location here. For example, you might enter “ Computer Lab” for computer disks or “Music Room” for audio tapes. Location is shown at 852_b in MARC records.

Copy Shelving

A second location indicator option if you want to further detail the location of items on specific shelves at your location. Shelving is shown at 852_c in MARC records.

Purchase Cost

Used for archiving the original purchase cost of the copy. If you do not enter a price, Alexandria uses the item policy default average for determining the cost of an item. Copy cost is shown at 852_9 in MARC records.

Replacement Cost

In many libraries, patrons are charged a replacement cost for a lost item rather than the library's purchase cost. The replacement cost defaults to the purchase cost, but can be modified later by the librarian as replacement costs change. When the “value” of a copy is required, Alexandria first checks to see if a replacement cost is available. If the replacement cost is “$0.00”, then Alexandria tries to use the Default Replacement / Purchase Value designated in the copy's policy. If that's also “$0.00” then Alexandria checks to see if a Purchase Cost is available. If all three of those values are "$0.00," the patron isn't charged.

Funding Source

This identifies the funding source for the copy. This field allows you to keep better track of where special funding for an item came from by generating reports, including reports that list all items purchased from a specific funding source. For example, if you have to report the status of items purchased using government grants or special funds, enter the grant number or special fund name in this field. You can then generate reports using this field.

Inventory Date

This is the date that the copy was last inventoried, circulated, or marked used in the system. Alexandria automatically inventories items when they are circulated. You can print a report of all items that haven't been circulated since you last inventoried your collection, then inventory only those items. The inventory date is automatically set to the date the copy was imported and added to the collection.

Security Device

Indicate the type of security tag this copy uses so that it can be sensitized and desensitized correctly. Default is None.


When checked, the self-service terminals will desensitize the indicated Security Device during checkout and re-sensitize it on check-in. You should not use this option on items that can be potentially damaged by magnetic desensitization (i.e. videocassettes, cassette tapes, etc.).