Multipart Policies and Procedures

Multipart Policies and Procedures

For: Technical Services Staff
By: Steven Arakawa
Date: (11/19/02 creation date/ November 6, 2006 4:31 PM revision date)


CONTENTS: DEFINITIONS -- GENERAL POLICIES -- Class together or Class Separately?

A. ORIGINAL CATALOGING: 020/260/300/362 -- 4XX/8XX -- 500 Description based on --LC training examples -- 505 LCRIs -- 505 Examples -- MFHD Leader, 008, volume numbers in 852 ‡i -- Item records and marking --Fascicles

B. COPY CATALOGING: B1.1. Based on the same volumes -- B1.2. Source cataloging complete/Local set incomplete -- B.2.1. Discrepancies/editing/added volumes: Source cataloging incomplete --- B.2.2. Source cataloging incomplete/Local set complete

C. CLASSED TOGETHER ANALYZED: C.1. Original -- C.1.A. Partially analyzed -- C.2. Classed together analyzed: Copy Cataloging -- C.3.Classed together analyzed: adds

D.CLASSED SEPARATELY

RELATED DOCUMENTS


DEFINITIONS:

Analytic. Bibliographic record created for an individual part of a set. The analytic may be part of a classed together or classed separately set.

Classed separately multipart. A separate bibliographic record (analytic) is created for each part of the multipart. Each part of the set is assigned a separate call number; volumes will not necessarily sit together on the shelf.

Classed together multipart. All volumes of the multipart are assigned the same call number; volumes distinguished by enumeration. One bibliographic record is created; volume holdings are recorded in MFHD 866.

Classed together analyzed multipart. One bibliographic record is created to describe the multipart as a whole; separate bibliographic records (analytics) are created to describe the individual parts. All volumes are assigned the same call number to sit together on the shelf; volumes are distinguished by enumeration.

Collected set record. LC term for a classed together multipart.

Cover record. Bibliographic record created to describe the multipart as a whole when a decision is made to analyze the set and class it together.

Fascicle.Temporary part intended to be bound with other parts to form a permanent bibliographic volume.

Multipart. Current AACR2 term is Multipart Item: "A monograph complete, or intended to be completed, in a finite number of separate parts. The separate parts may or may not be numbered." Change of term to Multipart Monograph under discussion. Often referred to as mpms (i.e. multipart monographs) at SML. Prior to 1989 variously referred to as "book contins," "mulvls," "closed multivolume set," "multivolume monograph."

SAR. Series authority record. Authority record created for classed together analyzed and classed separately multiparts. All SARs are created in OCLC as part of Yale's contribution to NACO. Local classification practice is recorded in local fields on the Orbis SAR after the record is downloaded from the national file.

sso (Series Standing Order). For multiparts published over a period of time, the library sometimes has an agreement with the publisher or vendor to receive all volumes of the set as they are published. A bibliographic record is always created in the Voyager Cataloging Module, even for the collection title of a classed separately multipart. The analytic record should have MFHD 852 ‡x sso


GENERAL POLICIES

1. Updates to a cover record are performed solely as local Orbis maintenance; OCLC records are not to be updated. Local updates include: added volumes to previously cataloged records, added locations or added copies, and changes to description. EXCEPTIONS:

a) Non-Roman units update bibliographic records only in OCLC; non-Roman units update volume holdings only in Orbis

b) For units that do update bibliographic records in Orbis (i.e. roman script units), if an update affects the form of heading on a bibliographic record cited in the first 670 on a SAR/NAR established by Yale, it may be updated on Orbis and re-sent to the utility.

2. Volume holdings transcription will follow modified ANSI standards. See: Multipart Monograph MFHD Guidelines

3. Volume holdings are recorded for all multiparts, whether or not the set is complete. When an open set receives its last volume, the volume holdings should be updated and not deleted. Note that until recently it was the practice of some libraries to record volume holdings for incomplete sets only; and many libraries did not record volume holdings for some types of completed microform sets.

4. A national-level series authority record (SAR) will be made for every new classed together analyzed or classed separately multipart title.

5. Yale will generally follow LC practice for new and updated multiparts. Exceptions will be noted in the appropriate areas below.


Class together or Class Separately?

Generally the Yale decision to class together or class separately will follow the decision recorded on the national-level SAR or, for unanalyzed collected set records, the decision implied by the bibliographic record when cataloging copy is available. For original cataloging, the decision is up to the individual cataloger. The following internal LC guidelines may be helpful. Catalogers are not required to follow the guidelines, especially for classed separately.

LC would not catalog the following multiparts separately:

1. The collected works of a literary author or an author writing mainly in one discipline.

2. A two-volume set.

3. The proceedings of a conference.

4. Multipart item meant to be treated as a set, indicated by the presence of introductory or summary volumes, a separate index volume, continuous paging, etc.

5. When the topic of a set and its treatment in the LC classification schedules would result in the analytics classing in the same or close LC class numbers if they were classed separately.

6. Multipart item covering a discrete topic chronologically or geographically in the analytics.

LC would class everything else separately, including:

a. literary trilogies, etc.

b. multipart items of which it is expected LC will acquire only one part or a few parts.

Source: Series training for PCC participants, p. 142 (Handout #10). Rev. Aug. 2002.


DETAILED POLICIES AND PROCEDURES (NEW TITLES)

A. ORIGINAL CATALOGING

008 Date 1. The date recorded in 008 Date 1 should be taken from the earliest date recorded in field 260 subfield c and field 362 1_ (if present). If the beginning date in 362 1_ is earlier than the temporary date in 260 subfield c, use the 362 1_ date in Date 1. Date 2 should be 9999 unless the last volume is in hand. Do not record the latest temporary date in Date 2. See LC Training Examples below.

020. Record ISBN for the set. Optionally, record also the ISBNs for the individual volumes in hand at the time of cataloging. Cataloging units may set limits on the number of ISBNs recorded. (LCRI 1.8B2 appears to suggest that all ISBNS are recorded, but this is not borne out in LC practice). Qualify using the caption and numbering found on the volume (use standard AACR2 abbreviations for the captions); arrange 020s in volume order, with set number first (AACR2 1.8B2). For original cataloging, do not record ISBNs for items not in hand at the time of cataloging. For copy cataloging, ISBNs already recorded for items not in hand are left as is.

020     ‡a 3351034504 (set)
020     ‡a 3351034512 (Bd. 1:1)
020     ‡a 3351034547 (Bd. 1:4)
020     ‡a 3351034547 (Bd. 1:5)

246. Title changes. See AACR2rev 21.2A1 (formerly LCRI 21.30J). If the title proper changes between parts of a multipart item, give the other title proper in 246 1# . Identify the part(s) with that title in subfield ‡i." LC examples:

245 0 0 ‡a Reactions and processes ...
246 1   ‡i Pt. H has title: ‡a Chemometrics in environmental chemistry
100 1   ‡a Wood, Neil S.
245 1 0 ‡a Evolution of the pedal car and other riding toys, with prices ...
246 1   ‡i Vols. 2-<4> have title: ‡a Evolution of the pedal car and other riding toys, with price guide

Record temporary holdings in 246 as indicated in the example until the set is complete.

NOTE: Former AACR2 rule 21.2B2 stated that the predominant title should be in 245 when a title change occurs with a multipart monograph. The 2004 amendments to AACR2/rev changed and renumbered the rule to 21.2A1 as indicated.

260. For an incomplete set, the temporary dates for the volumes in hand should be recorded in <angle brackets> For incomplete multiparts, Yale is following LC practice detailed in LCRI 1.4F8 under "Incomplete Multipart Items: Temporary Dates."

  • Note that 008 2nd date should be 9999 NOT the latest date.
  • Yale will follow the optional 1.4F8 rule as interpreted in LC/PCC practice referred to in LCRI 1.4F8: an approximate beginning date in [square brackets] is entered when the first part is not available but an explicit statement is found on the part being cataloged.
  • Note that per 1.4F8 of the 2002 AACR2, no date is recorded in 260 if the first part is not in hand and there is no explicit statement found on the part being cataloged. By following LC practice, there will always be at least one date in 260 (in this situation, in <angle brackets>)

EXAMPLES (adapted from the LCRIs):

EXAMPLE #1

First part in hand, published in 2001:

260     ‡a_____: ‡b______, ‡c 2001-

NOT: ‡c <2001-> or ‡c 2001-<>


EXAMPLE #2

Vols. 1-2 in hand; first part published in 2000, 2nd part published 2001; set is still incomplete.

260     ‡a_____: ‡b______, ‡c 2000-<2001>

EXAMPLE #3

Only v. 2 in hand; only available date is the 1995 copyright date:

260     ‡a_____: ‡b______, ‡c <c1995->

EXAMPLE #4

Only v. 2-3 in hand; known to be in 3 parts. Only available date on v. 2 is c1998; v. 3 has publication date of 2001:

260     ‡a_____: ‡b______, ‡c <c1998>-2001.

EXAMPLE #5

Only v. 2-3 in hand; known to be in 5 parts. Vol. 2 has publication date 1997; vol. 3 has publication date 1999:

260     ‡a_____: ‡b______, ‡c <1997-1999>

See also the LC TRAINING examples below.

300. Do not record volume holdings in angle brackets. (LC practice NOT followed by Yale). If the set is complete, record the number of volumes in subfield a.

Note how a range of volume sizes is recorded in example 1. Note how multiple bibliographic volumes in multiple physical volumes are recorded in example 2. Note that if the volumes are paged continuously, pagination is recorded in parentheses in example 3.

300     ‡a 12 v. : ‡b ill. (some col.) ; ‡c 30-35 cm.
300     ‡a 4 v. in 2 ; ‡c 27 cm.
300     ‡a 2 v. (xxi, 889 p.) : ‡b ill. ; ‡c 25 cm.

362. Information about the beginning or ending date should be recorded in 362 1 _ when the first/last part is not available. (LC extrapolation of revised AACR2 1.7B9; Yale will follow LC) Monograph catalogers should note that the source for the information in 362 is not given. Note also:

a) 362 1_ is not a required field for multiparts; it is used primarily when the volume in hand has a statement about the beginning date but the statement is not explicit. As indicated in the 260 section above, the date of the earliest volume in hand at the time of cataloging should be recorded in angle brackets in field 260 subfield c. If the date in 362 1_ is earlier than the date recorded in 260 c, record the earlier (362 1_) date in 008 Date 1. See the LC Training Example #5 below.

b) Conversely, if the volume in hand has an explicit statement about the beginning date, the date is recorded in 260 subfield c in square brackets. In that case, a 362 1_ field indicating the beginning date is considered redundant and is not made. See the LC Training Example #4 below.

Examples:

362 1   ‡a Began in 1991?
362 1   ‡a Completed publication in 1998.
362 1   ‡a Began publication in 1984; ceased in 1993.

49X/8XX. To simplify processing, ignore LC practice documented in LCRI 1.6G2 for new cataloging. Record all 4xx numbering as permanent (i.e., without angle brackets). If source copy is used that follows LC practice (numbering recorded in angle brackets under some conditions in 4xx) accept it if 4xx does not need to be revised to add more volumes. If the 4xx needs to be revised to record additional volumes, record the numbering as permanent; do not use angle brackets.

Per LCRI 1.6J, "If some parts or issues of a multipart item ... are published in one series and other parts/issues are published in another series, precede each series title with an indication of the particular parts or issues to which that series title applies. If a series has changed its title (cf. AACR2 21.2A and its LCRI), treat each title as a separate series. Separate the indication of the particular parts from the series title with a colon-space."

LCRI 4XX examples (modified).

COMMENT. In the following example, the volumes of the multipart are in different series. Note that current LC practice (which Yale will follow) is to record volume numbers in the added entry as transcribed in the first 490 example even if the series numbering is not consecutive (former practice was to use "<lowest number>, etc.", i.e. 12, etc. See LCRI 21.30L, "Multipart Item in a Series." See also the "Historical note" under COPY CATALOGING/DISCREPANCIES AND EDITING/4XX/8XX.

300     ‡a 5 v. ; ‡c 14 cm.
490 1   ‡a v. 1, 3-5: Music bibliographies ; ‡v 12, 15, 21-22
490 1   ‡a v. 2: Baroque musical studies ; ‡v 2
830   0 ‡a Music bibliographies ; ‡v 12, 15, 21-22.
830   0 ‡a Baroque musical studies ; ‡v 2.

COMMENT. In the following example, title of the series changed with v. 31.

300     ‡a v. : ‡b ill. ; ‡c 28 cm.
490 1   ‡a v. 1-8: Anthropological monographs ; ‡v no. 23-30
490 1   ‡a v. 9-10: Art and anthropological monographs ; ‡v no. 31-32
830   0 ‡a Anthropological monographs ; ‡v no. 23-30.
830   0 ‡a Art and anthropological monographs ; ‡v no. 31-32.

Also in LCRI 1.6J. "If all the parts or issues appear in one series and some of the parts or issues appear also in another series, precede the second series title with an indication of the particular parts or issues applicable to that title."

300     ‡a 3 v. ; ‡c 20 cm.
440   0 ‡a Testi del Risorgimento ; ‡v 4-6
490 1   ‡a v. 2: Saggi e documentazioni ; ‡v 17
830   0 ‡a Saggi e documentazioni ; ‡v 17.

500. Description based on. When the description is not based on the first part, this note is now required following the AACR2 amendments. The date information is also required (LCRI 1.7B23). Note that when the first part is received, the note must be deleted and the description must be revised if necessary.

500     ‡a Description based on: v. 2, published in 2002.
500     ‡a Description based on: pt. 3, copyrighted 2001.

LC TRAINING EXAMPLES (modified to reflect Yale practice) showing application of AACR2 1.4F8 and 1.7B23 when creating a new bibliographic record. In all cases the assumption is that the set is incomplete at the time of cataloging.

EXAMPLE #1
Available for cataloging: v. 1-2, both with only copyright date of 2001.

260     ‡a New Haven : ‡b Yale University Press, ‡c c2001-

008 Date 1: 2001
008 Date 2: 9999


EXAMPLE #2
Available for cataloging: v. 1-3, published in 2000-2001.

260     ‡a New Haven :‡b Yale University Press, ‡c 2000-<2001>

008 Date 1: 2000
008 Date 2: 9999


EXAMPLE #3
Available for cataloging: v. 2, published in 1999; no information about v. 1.

260     ‡a New Haven : ‡b Yale University Press, ‡c <1999>
500     ‡a Description based on v. 2, published in 1999.

008 Date 1: 1999
008 Date 2: 9999


EXAMPLE #4
Available for cataloging: v. 2, with copyright date of 2001; option can be applied because preface has explicit statement: "... volume 1 published in 2000." Note that because the square brackets indicate that the item described had an explicit statement, a 362 1_ field is not made.

260     ‡a New Haven : ‡b Yale University Press, ‡c [2000]-<c2001>
500     ‡a Description based on v. 2, copyrighted 2001.

008 Date 1: 2000
008 Date 2: 9999


EXAMPLE #5

Available for cataloging: v. 3, with publication date of 2002. No explicit statement in v. 3 about the initial date. Do not apply the option because there isn't an explicit statement about volume 1 in the resource. Note that 008 is taken from the earliest date in 260 or 362, whichever is earlier.

260     ‡a New Haven : ‡b Yale University Press, ‡c <2002>
362 1   ‡a Began in 2000?
500     ‡a Description based on v. 3, published in 2002.

008 Date 1: 2000
008 Date 2: 9999


505. In general, subfields t, r and g are not required for field 505 for new Yale records.

Optionally, indexing subfields (in that case 505 2nd indicator MUST BE 0) may be entered. The most appropriate candidates would be 505s for unanalyzed multiparts for small press and foreign imprints that would not have contents notes supplied by commercial vendors. Be sure to test indexing in Web Voyage.

The LCRI for 2.7B18/Formal Contents Note has detailed instructions for the 505 field. The RI points relevant to multiparts:

1. Use appropriate first indicator (0=contents ; 1=incomplete contents; 2=partial contents. Partial contents indicator used if the set is complete but the cataloger chooses to record only selective titles. Although the RI does not address this point, if the formal contents note must be split into multiple 505s, use first indicator 0 for the first 505 and use first indicator 8=no display constant for the subsequent 505 fields)

2. " Record the title proper that appears in the table of contents, unless another source gives a more authoritative account of the data; however, if the title appears on the title page, normally use the title page title; give other title information only when the title proper would be meaningless without it."

3. "Include a first statement of responsibility (cf. 1.1F) if it differs in fact from the statement included in the title and statement of responsibility or edition areas; omit names according to 1.1F5."

4. "Give the volume designation that is found on the item, except use appendix B abbreviations for the terms and substitute arabic numerals for roman; if there is no abbreviation for the term, give only the number if the term is long; if the roman numeral is required for clarity, retain it; separate the volume designation from the title by a period-space"

5. "If the number of physical volumes differs from the number of bibliographic volumes, include the number of physical volumes within parentheses after the title (or after the title and statement of responsibility)"

6. "[a] Separate each volume with a space-dash-space; if the set is incomplete, put the space-dash-space before each title (other than the first) that is being recorded and leave four spaces for the missing volume; [b] if two or more titles are being transcribed for one volume, apply the punctuation conventions from [LCRI] 1.1G3 such that the titles by the same person, body, etc., are separated by a space-semicolon-space and titles by different persons, bodies, etc., are separated by a period-space."

7. "When some of the volumes in a multipart publication have their own titles and some of the volumes do not and it is decided to make a formal contents note, use the statement "[without special title]" to represent the untitled volumes."

EXAMPLE:

505 1   ‡a [Bd. 1. without special title]  -- Bd. 3.  Friedensdiskurs aus verschiedener weltanschaulicher Sicht.

COMMENT: 505 from LCCN 77468055 above demonstrates:

  • use of incomplete contents indicator 1 (#1 on the LCRI list above)
  • omission of statement of responsibility when it is the same as 245 ‡c (#3)
  • use of volume designation "Bd." and the use of period-space between volume designation and the title (#4)
  • use of space - dash -space preceding (but not following) all titles except the first with FOUR SPACES for missing volume (#6[a])
  • use of "[without special title]" (#7).

    Note that the volume designation is also used with the [without special title]. Note that if the set is analyzed and one of the volumes is "without special title," special procedures are followed for item records. See
    C1.A. Classed together: Partially analyzed

    Note that there is a space between the volume designation abbreviation and the volume number (LCRI 1.0C 2. Other parts of the catalog record. a) Elements that are not initials, etc.: "Leave only one space after a period.")

EXAMPLE: LCCN 95007455 //r965. Example of #6 (number of physical volumes differs from the number of bibliographic volumes). Note use of double punctuation at the end of the 505. (LCRI 1.7A1. "... end each [note] paragraph with a period or other mark of punctuation. If the mark of final punctuation is a closing bracket or parenthesis, however, add a period.")

505 1   ‡a v. 1. Antiquity : circa 2000 ante Christum-circa 200 ante Christum (2 v.) -- v. 2. The Classical period : circa 200 ante Christum-circa 200 post Christum (2 v.) -- v. 3. Roman decadence : circa 100 post Christum-circa 500 post Christum -- v. 4. The Middle Ages : circa 6th to the end of 15th century (2 v.).

EXAMPLE LCCN 93110103. First volume not available at the time of cataloging; v. 4 in 2 physical volumes.

505 1   ‡a -- v. 3. Corrosives and irritants -- v. 4. Toxic chemicals (2 v.) -- v. 5. Flammable chemicals.

EXAMPLE LCCN 75031305//r76. Note that this is an application of LCRI 1.1G3 (#6 above), where the cataloger is instructed to use semicolons to separate titles by the same person issued in one volume.

(version one without indexing subfields). Articles included in transcription.

505 0   ‡a v. 1. The book of her life ; Spiritual testimonies ; Soliloquies -- v. 2. The way of perfection ; Meditations on the song of songs ; The interior castle -- v. 3. The book of her foundations ; Minor works.

(OPTIONAL version two with indexing subfields). Articles not transcribed to facilitate "left-anchor" retrieval. Relatively generic titles were not assigned subfield t. Fields do not index if 2nd indicator 0 is not entered. LCRI 1.0 requires initial articles in notes, so this record could not be coded PCC.

505 0 0 ‡g v. 1. ‡t Book of her life ; ‡t Spiritual testimonies ; Soliloquies -- ‡g v. 2. ‡t Way of perfection ; ‡t Meditations on the song of songs ; ‡t Interior castle -- ‡g v. 3. ‡t Book of her foundations ; Minor works.

Provisional Yale decision. If the record is not coded as PCC, and the cataloger has made the optional decision to use indexing subfields, generally leave out the initial article to ensure retrieval on left-anchor title searches as long as the absence of the article does not affect the meaning of the title in the language being cataloged.

(OPTIONAL) Example using indexing subfields; initial article retained.

The series Publications of the Institute for the History of Arabic-Islamic science often combines reprints of monographs and articles in single volumes or (as in the following example) multipart sets. Standard analysis of the multipart volumes would not account for these titles; the individual volumes in a given set generally do not have collective, separate titles. Rather conveniently, the publisher generally records author names in inverted order in the table of contents, as if in anticipation of 505 subfield r. In the following example, first indicator value 2 is employed in order to justify recording only the monograph reprints rather than all of the book review titles that were also listed in the publication's TOC.

EXAMPLE Texts and studies on astrology. A 5 v. multipart in the series Publications of the Institute for the History of Arabic-Islamic science and the series Islamic mathematics and astronomy. The author's name in the statement of responsibility is inverted only because it so appears in that form on the item.

505 2 0 ‡a Monograph repr. in v. 1: ‡t Zur pseudepigraphischen Literatur, insbesondere der geheimen Wissenschaften des Mittelalters / ‡r Steinschneider, Moritz. ‡g Berlin, 1862.

The Texts and studies on astrology example uses multiple 505s. The subsequent 505s use first indicator value 8 so the CONTENTS label is only used once in the Orbis OPAC display.

Per LCRI 1.0 Initial articles, the initial article is required in the note area if we intend to code as PCC. Some member libraries enter the article (Die) in ‡g; current Yale decision (in line with OCLC Bibliographic Formats and Standards) is NOT to enter the initial article in ‡g if the initial article is transcribed; however, the article will block "left-anchor retrieval" of the title. (In such cases, consider using 700 12)

505 8 0 ‡a Monographs repr. in v. 2: ‡t Beitrèage zur Geschichte der Astrologie. I, Der griechische Astrologe Dorotheos von Sidon und der arabische Astrologe Abu ®l-òHasan ®Alåi ibn abi'r-Riégåal, genannt Albohazen / ‡r Stegemann, Viktor. ‡g Heidelberg, 1935 -- ‡t Die Fragmente des Dorotheos von Sidon / ‡r Stegemann, Viktor. ‡g Heidelberg, 1939-1943 -- ‡t Dorotheos von Sidon und das sogenannte Introductorium des Sahl ibn Biésr / ‡r Stegemann, Viktor. ‚g Prag, 1942.

Mixed editions. LC practice for mixed editions is to record edition differences in 505. With Voyager, Yale practice will be to record edition differences in MFHD 866. Refer to Multipart Monograph MFHD Guidelines. 10. Mixed editions.


MFHD.

LEADER AND 008. Yale decision is to use the default MFHD Leader and 008 values (for single part monographs) for multipart items and serials.

VOLUME NUMBERS IN 852 ‡i

When an item is part of a classed together series (or larger multipart), such that the cataloging for the item functions as an analytic of the series, the analytic volume number is recorded as part of the call number in field 852. For multiparts, record the volume number in the form <series number of first volume>,etc. whether or not the set is complete and whether or not the series volume numbers correlate consecutively to the bibliographic volume numbers. If the series uses a caption with the volume designation, include the caption.

If the first volume of the multipart is not in hand at the time of cataloging, use the series number of the earliest volume in hand. Later, revise the volume number in the call number to correspond to the series number of the first volume when the first volume is added.

Note that in all cases, the vol. number in the item record ENUM should correspond to the vol. number of the multipart, not the vol. number of the series.

EXAMPLES:

Item in hand is v. 1 of the multipart and Bd. 53 of the series:

852 0 1 ‡b sml ‡h DS123 ‡i .K55 Bd.53,etc.

Items in hand: v. 1-v.4 of the multipart and Nr. 125-Nr. 128 of the series; set is complete.

852 0 1 ‡b sml ‡h B123 ‡i .P55 Nr.125,etc.

Items in hand: v.1-v.3 of the multipart and T. 49, T. 56, and T. 88 of the series.

852 0 1 ‡b sml ‡h HD1015 ‡i .K55 T.49,etc.

Leave out ,etc. if the complete multipart represents a single volume of the series. In the following example, the multipart is complete.

852 0 1 ‡b sml ‡h DD901.K9 ‡i K84 11 ‡z Shelved by the volume number of the main series.
866 4 1 ‡8 0 ‡a Bd.1=11:1
866 4 1 ‡8 0 ‡a Bd.2=11:2

See also: Multipart Monograph MFHD Guidelines for information about recording volume holdings.


OBSOLETE former practice. Revise ‡i as new volumes are added:

1. OBSOLETE: If the multipart is complete at the time of cataloging and the series numbering is continuous, the complete series number range assigned to the analytic is recorded in the call number. When working with source copy, if the source copy describes a complete set, record the series number range in the call number even if the local set is incomplete at the time of cataloging.

852 0 1 ‡b sml ‡h DS123 ‡i .K55 53-54

2. OBSOLETE: If the multipart is incomplete at the time of cataloging and the series numbering is known to be continuous, record the volume number of the series corresponding to the first or earliest volume in hand followed by a hyphen. Revise the range if an earlier volume is received. Add the last number of the series after the hyphen when the final volume is added.

852 0 1 ‡b sml ‡h DS123 ‡i .K55 53-

3. NOW USED ALSO FOR CONDITIONS 1. AND 2.: If the multipart is incomplete at the time of cataloging and the series numbering is known to be discontinuous, or if it is not known whether the series numbering is continuous, record the volume number of the series corresponding to the first or earliest volume in hand followed by ,etc. Revise the volume number if an earlier volume in the series is received. If the series numbering is later found to be continuous, revise the notation following the guidelines in 2.

852 0 1 ‡b sml ‡h DS123 ‡i .K55 53,etc.

ITEM RECORDS

Record the volume number of the multipart in ENUM. Include captions with the volume designation; ENUM captions should be consistent with the form used for the bibliographic volumes recorded in 866.

If the multipart is itself part of a classed together set, the number in ENUM should be the volume number of the multipart, not the volume number of the classed together set.

852 0 1 ‡b sml ‡h DS123 ‡i .K55 Bd.53,etc. ‡z Shelved by the volume number of the main series.
866 4 1 ‡8 0 ‡a v.1=Bd.53
866 4 1 ‡8 0 ‡a v.2=Bd.54

ENUM: v.1
ENUM: v.2

NOT:

ENUM:Bd.53
ENUM:Bd.54

However, if the multipart is analyzed, handling of item record depends on whether the set is fully or partially analyzed. See specific instructions under: CLASSED TOGETHER ANALYZED. ITEM RECORDS and following.

MARKING. SML practice: If there is a difference between the bibliographic volume number recorded in the item record ENUM and the volume number used in the call number (as is the case with multiparts that are part of classed together monographic series), to facilitate label printing accuracy, mark call number on t.p. verso even if the barcode has been attached to the volume . Flag the volume for the attention of Preparations.


FASCICLES

SML practice. Item records are used to track fascicles to the Cataloging teams; the barcode should not be affixed to the fascicle itself. After the fascicle is recorded in the MFHD, the call number (including the part number) is written in pencil at the bottom left corner of the cover, the barcode is discharged, and the item is sent for shelving (Preparations is bypassed). The item record is deleted at this point. (Former practice was to relink to another item, which caused a number of problems.) When the part completing the volume is received in cataloging, staff retrieve the other parts and update the MFHD to indicate that the volume is complete. The parts are tied together, a single item record is associated with the volume, the volume number is entered in ENUM, and the barcoded volume is sent to Preparations for binding.

East Asia Cataloging, Divinity and other libraries. Fascicles are held in the technical services area until the volume is complete; only bound volumes are shelved. Medical Library generally does not bind; the individual parts are barcoded and sent for shelving.


B. COPY CATALOGING

B1.1. NEW TITLE: SOURCE COPY IS BASED ON THE SAME VOLUME.

Apply B1

a) If the set is complete and the cataloging is for the complete set.

b) If the set is incomplete, but the source copy describes all volumes in hand.

If either a) or b) applies, also determine if the set is analyzed. Follow the search procedures described in Section C1.A Classed-together analyzed. Copy Cataloging.

If the set is not analyzed and neither conditions a) nor b) apply, refer to B2. When multiple volumes of a set are received for cataloging, the verification should be based on the first or earliest volume in hand. Following amendments to AACR2 in 2002, LC records (and eventually many member records) will include a 500 note indicating which volume was used as the source for description. Generally the following should be the same:

____ Main entry, if not entered under title.
____ Title, including the subtitle.
____ Statement of responsibility, where the statement of responsibility applies to the set as a whole. Don't confuse with the statement of responsibility for individual volumes.
____ Edition statement
____ Place of publication
____ Publisher
____ Date of publication
____ Series (if there)*
____ ISBN for the set (if there)
____ Volume numbering (caption and formatting should be consistent with other volumes)

If the set is incomplete, LC cataloging copy will have the volumes held by LC recorded in angle brackets in the 300 field. Delete the angle-bracketed information.

If discrepancies are noted, consult with a catalog librarian.

MFHD. See guidelines for recording multiparts at: Multipart Monograph MFHD Guidelines.*

* If the multipart set is part of a classed together series, consult with a catalog librarian.

ITEM RECORDS/MARKING. Same as Original Cataloging.


B1.2. IF THE SOURCE CATALOGING FOR THE SET IS COMPLETE BUT THE LOCAL SET IS INCOMPLETE.

Every item on the B1 checklist should match with the exception of the publication date (since the adder will not necessarily have the first and last parts issued in hand). Consult with a catalog librarian if there are any discrepancies, or if any publication date on the volumes in hand is outside the range of dates recorded in the bib record 260 field.

  • Do not update the bibliographic record.
  • Leave the 008 dates and the 260 dates as is.
  • Record only the volumes actually held in field 866 of the MFHD

B2. DISCREPANCIES/EDITING

If the set in hand is not an "exact match" as described in B1, more judgment needs to be exercised, especially when the volume in hand is not the volume used to catalog the source record or when the copy cataloger is adding a volume to a record cataloged from another volume in the set. The workflow assumption is that in these situations the processing is done by a D-level copy cataloger. Because of limited staff, processing may be done by librarians at some locations. The checklists in B2 should also be used for updating the bibliographic record when new volumes are added to previously cataloged titles.

B2.1. IF CATALOGING FOR THE SET IS INCOMPLETE.

See also the standards and examples under ORIGINAL CATALOGING. Click once on the tag number to jump to the corresponding section in ORIGINAL CATALOGING.

The most common situations:

020. Leave any ISBNs already recorded as is. Adding additional 020 fields for ISBNS found on the volumes in hand is now optional. Consult with your supervisor.

260. If the volume in hand is not the same as the volume used by the cataloging source to catalog the set, the date in 260 will not be the same. Everything else in checklist B1 should still match. In addition, latest date should be recorded in angle brackets.

TYPICAL SCENARIOS:

1. Source copy has v. 1-2, with v. 1 publ. 1999, v. 2 publ. 2000, and 260 ... 1999-<2000>, BUT: the copy cataloger has 1-3, v. 3 publ. 2003.

YUL PROCEDURE: the date in angle brackets should be updated from <2000>to <2003>, i.e. 260 ... 1999-<2003>

2. Source copy same as 1. above, BUT: the Yale adder only has v. 1 (publ. 1999) in hand.

YUL PROCEDURE: leave 260 as is, i.e. 260 ... 1999-<2000>. The later date <2000> is left in 260, even though the item is not in hand.

3. Source copy same as 1. above, BUT: the Yale adder only has v. 2 (publ. 2000) in hand.

YUL PROCEDURE: leave 260 as is, i.e. 260 ... 1999-<2000>
The first publication date in 008 should remain: 1999, even though Yale does not have v. 1.

4. Same situation as 1. above, BUT: record lacks latest date in angle brackets, e.g. 260 ... 1999-

YUL PROCEDURE: update by adding <2003>, i.e. 260 ... 1999-<2003>

5. Volume to be added has a publication date earlier than the initial date used on the source copy. Update the initial date to match the item in hand; see LC examples above. Note that 008 DATE 1 must be updated as well. See also 500 bullet 2 below. Have updated record reviewed by a catalog librarian.

Note that 008 2nd date should be 9999, NOT the latest date if the set is incomplete. See also the LC TRAINING EXAMPLES above under ORIGINAL CATALOGING.

300. Do not record volume holdings in angle brackets. (LC practice not followed by Yale). Delete them from LC records.

Significant variations in size (more than 2 cm. differences) should be recorded as a range in subfield c.

362. For records following the 2002 amendments, information about the beginning or ending date may be recorded in 362 1 _when the first/last part is not available. See LC TRAINING EXAMPLES above under ORIGINAL CATALOGING. If the first/last part is actually in hand, the note should be deleted or edited as appropriate. Generally consult with a cataloging librarian in this situation.

4XX/8XX. Be alert to series statements that appear on any of the volumes in hand but that are not recorded on the bibliographic record. Conversely, be on the lookout for series that are recorded on the bibliographic record but that are not on any of the volumes in hand. CAUTION: series discrepancies may occur because the volumes are for a different edition (volumes would generally add to a different MFHD) or because some volumes of the same edition are part of a different series or the series titles has changed (volumes would add to the same MFHD). Always consult with a catalog librarian when you notice series discrepancies.

LC records use angle brackets around the series numbers in 4xx. If you have to update 4xx (to add additional volume numbers), delete the angle brackets.

Historical note: former SML practice was to trace separate added entries for each series vol. number to facilitate use of the card catalog file; edit bibliographic record to current practice if updating for other reasons. See examples above under ORIGINAL CATALOGING: 4XX/8XX.

590. If a multipart has not had an added volume in some time, it may still have a 590 <Orbis location:>Library has <v. no.> local note. First verify that the appropriate MFHD has recorded all volumes listed in 590 (other volumes may have been added in the meantime and should not be deleted); update the MFHD to record any volumes from the 590 if necessary as well as the new add. (Be sure the location in the 590 corresponds to the MFHD location!) Then delete the 590 note.

500. Description based on. <Based on the LC copy cataloging procedure.>

1. If the part in hand is later than the part cited in the Description based on note, compare it to the description. Route to a cataloging librarian if the description needs to be updated to give notes about data elements in that part that aren't the same as those in the record, or if additional added entries are needed.

2.If the part in hand is earlier,

a. If the earlier part is the first part, delete the "Description based on" note

b. If the earlier part is not the first part, update the "Description based on" note to cite the earlier part used for the description in the revised record

c. Route to a cataloging librarian if the description needs to be updated to give notes about data elements in that part that aren't the same as those in the record, or if additional added entries are needed

3. Examples of variations in description between volumes that must be accounted for in notes or other updates. Check for variations of this kind; if any are found, have the record updated by a cataloging librarian.

a. Publisher changes

b. Volume to be added is a different edition (a decision will need to be made on whether to create a new bibliographic record)

c. Change in statement of responsibility (additional authors; change in the order in which the authors appear)

d. Later volumes are in an additional series, or the initial series is dropped

e.Title or subtitle changes

4. If the only variations involve updates to 505 for the new volume(s), the temporary/permanent dates in 260, and the Description based on note (where the note is revised to account for an earlier volume, but there are otherwise no significant changes), the record does not need to be checked by a cataloging librarian. When in doubt, consult with a cataloging librarian.

505. Transcribe title and statement of responsibility of the individual volume. Do not delete titles/statements of responsibility for volumes not held from the source copy. If the source copy 505 uses subfield delimiters t, r, and g, follow the pattern already established. Do not add subfields t, r, and g if not already used in 505. Use the LCRI instructions under Original Cataloging above for transcription guidelines.

MFHD. 852 2nd indicator should be 1 whether the set is complete or incomplete (1=shelved by primary enumeration). For multiparts that are part of classed together sets, see MFHD under Original Cataloging above. For volume holdings, see the detailed guidelines at: Multipart Monograph MFHD Guidelines.

ITEM RECORDS/MARKING/FASCICLES. Same as ORIGINAL CATALOGING.


B2.2. IF THE LOCAL SET IS COMPLETE BUT THE SOURCE CATALOGING IS FOR AN INCOMPLETE SET

Use this checklist also for updating the bibliographic record when added volumes are received. See also the standards and examples under ORIGINAL CATALOGING. Click once on the tag number to jump to the corresponding section in ORIGINAL CATALOGING.

In this situation, the source copy is incomplete but the copy cataloger has all the volumes.

008 Update the 2nd date 9999 to the latest date.

020 Add 020 fields if necessary, but consult with your supervisor on unit policies since adding 020 for added volumes is now optional.

260 Record the latest date without angle brackets.

300 Record the number of volumes in subfield a. See the examples under Original Cataloging 300 above.

362 1_ Delete this field if there.

4XX/8XX Be sure all series discrepancies have been resolved. See DISCREPANCIES/EDITING 4XX/8XX and ORIGINAL CATALOGING 4XX/8XX above.

590 Delete the 590 "Library has" note if there.

500 Delete the "Description based on" note if there. If the record has a "Description based on" note, see also the instructions for 500 under IF CATALOGING FOR THE SET IS INCOMPLETE. (Remember: the description must be based on the first volume, and there may be differences between the first volume and the later volume used as the provisional source for description; significant differences will require updating by a catalog librarian.)

505 Transcribe the title and (if appropriate) the statement of responsibility of the individual volume, including subfield indicators (t,r, g) if already on the source copy. Use the LCRI instructions under Original Cataloging 505 above for transcription guidelines. The transcription for the last volume of the set should always end with a period, even if the preceding punctuation is a closed parenthesis or bracket.

MFHD. For multiparts that are part of classed together sets, see MFHD under Original Cataloging above. For volume holdings, see the detailed guidelines at: Multipart Monograph MFHD Guidelines

ITEM RECORDS/MARKING/FASCICLES. Same as Original Cataloging.


C. CLASSED TOGETHER ANALYZED

C.1. CLASSED TOGETHER ANALYZED: ORIGINAL CATALOGING

Whether to class-together analyze an original multipart is an original cataloger decision. Generally, an unnumbered set is not a good candidate for c.t. analyzed, although some exceptions have been recorded by LC. LC considers the following types to be "not distinctive," i.e. the set would not be analyzed:

1. an alphabetic or numeric division ("part 1," "part 2;" "A," "B," etc.)

2. chronological subdivisions ("from 1918 to 1935," "from 1936 to the present;" "14th century," "15th century;" "early times," "present times," etc.)

3. alphabetic subdivisions ("A-L," "M-Z")

4. geographic subdivisions ("New England," "Midwest;" "Great Britain," "Scandinavia;" etc.)

5. phrases that omit an essential piece of information found in the collective title ("teeth," "fossilized footprints," etc., when the collective title is "Dinosaur relics.")

6. general terms such as "atlas," "glossary," "index," etc.

Source: Series Training for PCC Participants; p. 133 (based on LCRI 25.6A) rev. Aug. 2002.

If the cataloger decision is to class together but not analyze, no SAR is created. (Local Yale decision)

If the decision is to class together and also analyze, the following procedures should be used.

AUTHORITY RECORD

1. On the national level SAR,

  • Record the LC call number in the 050 field (with indicators _4) if LC classification is used
  • Do not record local modifications in 050, e.g., oversize (+), Folio, (LC).
  • ‡5 DPCC should be in fields 642 and 645 unless the multipart began publication prior to 1981.
  • Yale MARC 21 organization code ("NUC code") must be entered in ‡5 of fields 050, 642, 644, 645, and 646. The Yale ‡5 code is always the last subfield
  • See also Yale Policies for Series Authority Records

2. Export the record to Orbis after the SAR has been produced.

3. Add the Voyager location code and the local call number in the 090 field in ORBIS. Note that in Voyager, only catalog librarians are authorized in the profiles to update SARs.

EXAMPLE:

010     ‡a nr 99039329
040     ‡a CtY ‡b eng ‡c CtY
050   4 ‡a B765.T52 ‡b I8 1995 ‡5 CtY
090     ‡a SML: B765 T52 I8 1995 (LC)
100 0   ‡a Thomas, ‡c Aquinas, Saint, ‡d 1225?-1274. ‡t Works. ‡l Italian. ‡f 1995
400 0   ‡a Thomas, ‡c Aquinas, Saint, ‡d 1225?-1274. ‡t Collana "Opere di San Tommaso". ‡f 1995
400 0   ‡a Thomas, ‡c Aquinas, Saint, ‡d 1225?-1274. ‡t Opere di San Tommaso. ‡f 1995
430   0 ‡a Collana "Opere di San Tommaso". ‡f 1995
430   0 ‡a Opere di San Tommaso. ‡f 1995
640 1   ‡a Vol. 1 pub. in 1995 ‡z OCLC, Dec. 14, 1999
642     ‡a 9 ‡5 DPCC ‡5 CtY
643     ‡a Bologna ‡b ESD
644     ‡a f ‡5 CtY
645     ‡a t ‡5 DPCC ‡5 CtY
646     ‡a c ‡5 CtY
670     ‡a Commento all'Etica nicomachea di Aristotele, c1998: ‡b ser. t.p. (Collana "Opere di San Tommaso")

Another example may be found on the Bibliographic Records for Monographic Series & Multipart Monographs on Standing Order page.

4. The change in LC/PCC policy re: SARs for unnumbered multipart items is unlikely to have any impact on classed together analyzed sets. See below, however, on SARs for Classed Separately multiparts.

COVER RECORD (bibliographic & MFHD):

1. Complete the cataloging for the multipart.

2. MFHD. Enter the call number, classification decision, and volume holdings using the following pattern:

852

0 1

‡b <location code> ‡h <class number> ‡i <rest of call number> ‡x anlyz

866

4 1

‡8 0 ‡a <volume holdings>

EXAMPLE:

852 0 1

‡b sml ‡h DA30 ‡i .H652 1988+ ‡m Oversize ‡x anlyz

866 4 1 ‡8 0 ‡a Bd.1-Bd.5

ANALYTIC RECORD:

1. Complete the cataloging for the analytic. Analyzed titles must have correctly formatted tracings: 4xx and/or 830 fields. Correct tracings will insure that each title is correctly listed under the multipart cover record in Web Voyage.

2. MFHD 852 must include the vol. number of the analytic. If the volume designation includes a caption in the cover record 866, include the caption in the call number of the analytic.

852 0 0 ‡b sml ‡h DA30 ‡i .H652 1988 Bd.5+ ‡m Oversize

3. Verify that volume holdings on the cover record have been updated for the analytic volume being cataloged

MFHD, MARKING. See processing instructions under Original Cataloging above.

ITEM RECORDS.

If the multipart is fully analyzed:

  • Each item record must be linked to its individual analytical title record.
  • No volume number is entered in ENUM (the label program will get the vol. number from the 852 field of the analytic).
  • No items should be linked to the multipart cover record.

See also the section on Multipart Series Standing Orders in Bibliographic Records for Monographic Series & Multipart Monographs on Standing Order.


C.1.A. CLASSED-TOGETHER: PARTIALLY ANALYZED

If the multipart is partially analyzed, i.e, any situation where one of the volumes recorded in 505 is "[without special title]":

a. On the SAR. (Only if Yale is creating the SAR; not necessary to update a previously created SAR.)

644     ‡a f ‡5 CtY ‡d analyzable parts

b. Use part anlyz instead of anlyz in 852 ‡x

852 0 1

‡b sml ‡h DA30 ‡i .H652 1988+‡m Oversize ‡x part anlyz

866 4 1 ‡8 0 ‡a Bd.1-Bd.5

c. All item records should be linked to the multipart cover record. This practice will eliminate the problem of having some items linked to individual analytical records and other items linked to the cover record. (NEW)

d. Volume number is entered in ENUM. Note that in current practice, captions are now used: ENUM Bd.5

e. In those rare cases where the multipart is itself part of a classed together series, the number in ENUM should be the volume number of the multipart, not the volume number of the classed together series. See under Classed Together Analyzed Original Cataloging. Item Records. SML practice: In these situations only, the call number should be written on the verso t.p. (the vol. number will correspond to the monographic series, not to the bibliographic vol. number) and the volume should be flagged for the attention of SML Preparations.

f. For special procedures associated with adding partially analyzed sets, see C.3. Classed together analyzed. Added volumes. #5.


C.2. CLASSED TOGETHER ANALYZED: COPY CATALOGING.

NEW TITLES:

Although most of the copy cataloging for a c.t. analyzed set can be processed by a Cataloging Assistant D, note that with the new Voyager authorization profiles, a catalog librarian will need to update the SAR with the local 090 field, even if a SAR has been created by PCC and cataloging copy is available for both the cover record and all analytics in hand.In some cases, cataloging copy will be available for the cover and the analytics, but no SAR will have been contributed to the NAF at the time of cataloging. In that case, Yale must create the SAR on OCLC. The catalog librarian should follow the guidelines for creating the SAR described above under Classed-Together Analyzed: Original Cataloging.

If source copy is found indicating that the title is treated as a classed together multipart, search also the individual title to verify whether or not the multipart is analyzed.

If searching indicates that the multipart is NOT ANALYZED, in general process as an unanalyzed multipart. (A bibliographic record for the set is found, but no bibliographic record is found for the individual volume.)

Searching results may indicate that the multipart is ANALYZED, i.e. a bibliographic record for the set (the cover record) is found and a bibliographic record is also found for an individual volume (the bibliographic record for the individual volume is called the analytic). For multiparts treated as classed-together analyzed, the call number assigned to the individual volume is the same as the call number of the set, but with the addition of a volume number.

If the cataloging is by LC,

1. Generally follow the classed together decision. Remember that a classed separately decision is likely to require original cataloging intervention for each new volume as it is received. Some exceptions are made at departmental collections for special subject areas.

2. There should be an SAR for the analyzed multipart in Orbis indicating the Yale location treatment in 090. Consult with a catalog librarian if no SAR is in Orbis or if the location treatment has not been recorded.

3. In Voyager, only catalog librarians now have the authorization to update SARs. The LC call number with any local modifications must be recorded in field 090.

4. Avoid using a trailing X if possible, since all subsequent analytics would have to get the X.

5. If the multipart set is part of a classed together series, consult with a catalog librarian

If the cataloging is not by LC, check for an SAR in Orbis or LCDB and follow the same procedure as with LC if an SAR is found. If there is a discrepancy between the classification decision on the SAR and the bibliographic record (e.g. the SAR indicates classed separately and the bibliographic record is classed together), consult with a catalog librarian.

If the cataloging is not by LC and no SAR is found, consult with a catalog librarian. A SAR must be created for all new classed-together analyzed titles.

Searching tip. Search for the SAR using the heading traced in the 8xx field of the analytic. When searching for an SAR, use the Voyager Staff Title search if the multipart uses title main entry. If the multipart is entered under the author's name, search the author's name using the Voyager Staff Name/Title search. Use of the Staff Name/Title search subarranges by title.

Otherwise, follow the copy cataloging instructions for the cover record using B1 or B2 as appropriate, and the processing instructions for the cover record, the analytic, marking, and item records under Classed-together Analyzed: Original Cataloging. Cover Record.


C.3. CLASSED TOGETHER ANALYZED: ADDED VOLUMES.

The workflow assumption is that the added volumes are processed by a D-level C&T; because of limited staff, adds are processed by librarians at some locations.

1. If the cover record and analytics have already been cataloged, check for a SAR in Orbis and LCDB. If none is found, consult with a catalog librarian authorized to create an SAR in the national file. Searching hint: many classed together analyzed sets are the "works" of a single author; the series tag is 800 with ‡t Works or some other generic term, e.g. Plays. For author/title 800s, you must use the Staff Name/Title search to find the SAR.

2. If a cover record and SAR have been created, and usable copy for the analytic is found, catalog the analytic first as a priority and only then update the bibliographic record and MFHD of the cover record to minimize user confusion. Update the bibliographic record following the checklists at B2 Discrepancies/Editing. See the special instructions for item records at CLASSED TOGETHER ANALYZED. ORIGINAL CATALOGING. ITEM RECORDS. and 5. below.

3. If a title is analyzed and no copy is found for the analytic, route to a catalog librarian. Catalog librarian should first catalog the analytic as a priority and only then update the MFHD on the cover record to minimize user confusion.

4. Volumes to be added to classed together multipart sets (including classed together analyzed sets) should not be backlogged. SML practice: multipart adds are sent to the Priority Cataloging shelves in the Cataloging Dept., not to the SML Frontlog.

5. In some cases the adding process will reveal that the multipart has changed from fully analyzed to partially analyzed, either because the earlier procedure was followed or because the volume to be added is without special title. When this occurs,

a) All item records should be relinked to the cover record
b) Volume number should be entered in ENUM
c) Revise 852 ‡x from anlyz to part anlyz. See Section C.1.A. Classed-together-Partially analyzed

Exceptions may be made if the older procedures have been followed and the set is very large; use cataloger judgment


D. CLASSED SEPARATELY.

Each volume of the set is assigned a distinct call number; no cover record is created; each volume must have a distinctive title; a separate bibliographic record is created for each volume of the set.

CLASSED SEPARATELY: ORIGINAL CATALOGING.

If the cataloger decides to treat the multipart as classed separately, an SAR must be created in the national authority file. Refer to: Class together or Class Separately? above. See also the LC example in the copy cataloging section following.

Note that LCRIs for 21.2B2 and 21.3A have been revised: "Change in LC/PCC policy: Create one record for both numbered and unnumbered multipart items. Prior to Dec. 1, 2002, separate series authority records were made for unnumbered multipart items when the title proper changed; do not change or condense any records created before Dec. 1, 2002."

Additionally, if a bibliographic record is being used to record a standing order for the set, the cataloger is responsible for updating the suppressed receipt record. See the section on Multipart Series Standing Orders in Bibliographic Records for Monographic Series & Multipart Monographs on Standing Order.

If a copy cataloger has cataloging for a c.s. multipart but no SAR has been contributed to the NAF, the designated NACO cataloger must create an authority record if the SAR needs references or if the multipart is on series standing order.


CLASSED SEPARATELY: COPY CATALOGING.

SML procedure. The first volume received for a classed separately multipart received on series standing order must be processed by a catalog librarian. The volume should be flagged, prioritized, and identified as sso by the Acquisitions Department.

SML procedure. If the analytic volume has ‡x sso in 852 and no SAR is in Orbis for the multipart series, consult with a catalog librarian.

If the analytic volume has no sso flag, check like any other series.

If the analytic volume has 852 ‡x sso and a SAR, follow the established series decision.

In the following example, if the copy cataloger has in hand The great Gatsby in the Cambridge edition of the works of F. Scott Fitzgerald series,

if The great Gatsby is flagged as a new sso, the book should be routed to a catalog librarian;

if the SAR in the example is not in Orbis (only in LCDB), and The great Gatsby has the following in 852, then the book should be routed to a catalog librarian

852 8 0

‡b sml ‡h UNCAT43004 ‡x sso

if the SAR in the example is in Orbis, and the MFHD is as above, the copy cataloger should catalog the book (using the 050 classed separately number as the basis);

if the SAR in the example is only in LCDB, but ‡x sso is not in the MFHD, the copy cataloger should catalog the book;

if no SAR is found in Orbis or LCDB, the book should be routed to a catalog librarian.

The objective is to make sure that a catalog librarian has updated the series standing order receipt record to match the form used on the SAR. The procedure is not necessary if the multipart is not being received on standing order. However, the SAR needs to be made if references are needed, generally the case with classed separately multiparts, so the series needs to be reviewed by a catalog librarian if no SAR is found.

LC Series Authority Record for a classed separately multipart:

010     ‡a n 90711497
040     ‡a DLC ‡c DLC ‡d DLC
100 1   ‡a Fitzgerald, F. Scott ‡q (Francis Scott), ‡d 1896-1940. ‡t Works. ‡f 1991
400 1   ‡a Fitzgerald, F. Scott ‡q (Francis Scott), ‡d 1896-1940. ‡t Cambridge edition of the works of F. Scott Fitzgerald. ‡f 1991
400 1   ‡a Fitzgerald, F. Scott ‡q (Francis Scott), ‡d 1896-1940. ‡t Works of F. Scott Fitzgerald. ‡f 1991
430   0 ‡a Cambridge edition of the works of F. Scott Fitzgerald. ‡f 1991
643     ‡a Cambridge, England ‡a New York, NY, USA ‡b Cambridge University Press
644     ‡a f ‡5 DLC
645     ‡a t ‡5 DLC
646     ‡a s ‡5 DLC
670     ‡a ‡a Fitzgerald, F.S. The great Gatsby, 1991: ‡b CIP ser. t.p. (The Cambridge edition of the works of F. Scott Fitzgerald)

Note that the call number in the 050 (if LC) will not have a volume number.

010     ‡a 90023655
020     ‡a 0521402301
040     ‡a DLC ‡c DLC ‡d CtY
050 0 0 ‡a PS3511.I9 ‡b G7 1991
100 1   ‡a Fitzgerald, F. Scott ‡q (Francis Scott), ‡d 1896-1940.
245 1 0 ‡a The great Gatsby / ‡c F. Scott Fitzgerald ; edited by Matthew J. Bruccoli ; textual consultant, Fredson Bowers.
260     Cambridge [England] ; ‡a New York, NY, USA : ‡b Cambridge University Press, ‡c c1991.
300     ‡a lv, 225 p. : ‡b ill. ; ‡c 23 cm.
490 1   ‡a The Cambridge edition of the works of F. Scott Fitzgerald
800 1   ‡a Fitzgerald, F. Scott ‡q (Francis Scott), ‡d 1896-1940. ‡t Works. ‡f 1991.

IMPORTANT: If no SAR is found, consult with a catalog librarian authorized to create an SAR in the national file. Searching hint: many classed separately multiparts are author/title 800s. For author/title 800s, you must use the Staff Name/Title search to find the SAR.

MFHD: 866 is not created.*

ITEM RECORD: No volume number is recorded in ENUM.*

MARKING: SML practice: not necessary to mark verso t.p. if the barcode is already attached to the book.*

*It sometimes happens that a classed separately multipart set may include one or more classed together multiparts. For example, the complete works of a prolific author may be classed separately, but one of the works may be a 2 v. set. In that case, the 2 v. set would be processed like any other classed together multipart (866, vol. no. in ENUM, call number written on t.p. verso)


RELATED DOCUMENTS

Bibliographic Records for Monographic Series & Multipart Monographs on Standing Order

Multipart MFHD Guidelines

Preliminary Bibliographic Records for Monographic Series & Multipart Monographs on Standing Order

Yale Policies for Series Authority Records

[TOC] | Cataloging at Yale | [Optional Link]