For: All Technical Services Staff
From: Joan Swanekamp, Chief Catalog Librarian
Date: (4/15/2003 creation date/ December 5, 2007 9:22 AM revision date)
Beginning April. 14, 2003 please begin following these guidelines for recording enumeration and chronology designations in item records for serials. Where applicable, apply also to multipart items, e.g. guidelines on use of captions.
UPDATE (Nov. 1, 2005). Policy and procedure updates are in italics. Entire Additional Examples section is new.
UPDATE (Oct. 12, 2005). Examples for accompanying material updated to follow guidelines in media processing procedures.
UPDATE (Dec. 1, 2003): The section on Repeating Numbers documents a new procedure change. Note also the policy for legacy item records at the end of this document.
Policy
1. Record enumeration designations ONLY in the Voyager item record ENUM field. If the enumeration in MFHD includes captions, transcribe the caption as part of the enumeration. To save space, record only the part caption at the beginning of the range, i.e. no.99-105 NOT no.99-no.105.
If a volume with missing issues is intended to be bound in one physical part, record the enumeration designation in ENUM as if all issues were held. If the volume is not intended to be bound in one physical part, as sometimes happens with semiannuals where both parts are issued as separate bound volumes, record the part detail in ENUM.
If a volume with missing issues must be bound in more than one physical part, record enumeration designation in ENUM as if all issues were held unless the missing issue(s) is/are the first or last. Part designations should reflect the bibliographic parts (i.e the parts that could be recorded in the MFHD) rather than the physical parts representing the local binding decision.
Optionally, record missing issues in the Free Text area. (See 7. below)
NOTE: For LSF and any other location where label printing is not relevant, part detail for the enumerative designation may be recorded consistent with ANSI/NISO to the extent that the user can decide, based on the information in ENUM/CHRON, whether a particular item is the one sought.
2. When item records are linked to the analytic bibliographic records of analyzed monographic series and multipart monographs, ENUM/CHRON relating to the cover record is not recorded. However, in 852 $i, begin using a caption with the volume number if a caption is used in the MFHD of the cover record.
3. Record chronological designations ONLY in the Voyager item record CHRON field, even if the chronological designation functions as enumeration. To save space when years overlap, abbreviate the 2nd year of the range to the decade. See Rules for Marking Serials. Section: Rules for Marking by Year.
If a volume with missing issues is intended to be bound in one physical part, record chronological designation in CHRON as if all issues were held.
If a volume with missing issue(s) must be bound in more than one physical part, record chronological designation in CHRON as if all issues were held unless the missing issue(s) is/are the first or last.
Optionally, record missing issues in the Free Text area. (Notes in Free Text will display in the OPAC view if the item is charged)
NOTE: For LSF and any other location where label printing is not relevant, part detail for the chronological designation may be recorded consistent with ANSI/NISO to the extent that the user can decide, based on the information in ENUM/CHRON, whether a particular item is the one sought.
4. Record enumeration and chronological designations in the appropriate fields even if this results in both designations printing below the call number (see examples below).
5. If it is considered necessary to record alternate numbering in ENUM, record the alternate enumeration designation following <equal sign><space> to force the number to the line below the main enumerative numbering scheme. Do not use colons to separate main numbering from alternative numbering; colons should be used to designate parts. (See Marking examples)
6. When supplements and indexes are recorded in 867 and 868 respectively, record Suppl. and Index in CHRON, following the chronological designation if there. When a supplement or index is cataloged as a separate bibliographic record, Suppl. or Index should be recorded in 852 $i, and only the chronological designation would be recorded in CHRON.
7. Generally do not record data in the following Voyager item record fields: YEAR, CAPTION, FREE TEXT or SPINE.
EXCEPTION: Marx Library will record pagination in FREE TEXT field as appropriate.
If the FREE TEXT option is used, keep in mind: text entered in that field will not display in the Item Record retrieval window in the Circulation Module or the Items Found window in the Cataloging Module. The text will not display in the Status field in the OPAC display unless the item is charged. However, if the patron clicks on Place Requests in the OPAC, then logs in and selects Request Staff Search or Delivery, then text entered in ENUM, CHRON, and Free Text will display in the new window in the Select an Item slot (for serials and multiparts, it will be necessary to scroll through the list of items).
Until Catalog Management policies & procedures for ENUM/CHRON are available on the web, contact Eva Bolkovac.