Analytic Cataloging Procedures for Multi-Volume Monographs

Background

These procedures are for use by catalogers in all OskiCat libraries:

• Doe/Moffitt Catalog Department (CD),
• Self Cataloging Units (SCU) which includes Affiliated Libraries,
• Subject Specialty Libraries (SSL)

However, they are written using MAIN and SSLs as contextual examples. An analytic catalog record is a bibliographic record for an individual title that is also part of a larger bibliographic entity such as a serial or a multi-volume monograph (MVM). An analytic record differs from a separate catalog record for a monographic title in a series with a series entry in that the analyzed volume shares a call number with the larger serial or MVM title and the physical item remains (i.e. is shelved as) a part of the larger entity.  In Millennium, there is a one-to-one correspondence between physical items and item records (as opposed to bibliographic records) in the system, be they volumes of serials, parts of MVMs, individual monographs, etc. Each item record must be attached to at least one bibliographic record (item records cannot exist independently), but MAY also be linked to additional bibliographic records. The result is that the single item record is displayed with each of the bibliographic records in the catalog.

The object of these procedures, then, is to create an item record for the volume, part or piece being analyzed on the bibliographic record for the set (serial, MVM; whatever) that it is a part of, and then to also link that item record to the bibliographic record for the individual (analytic) title of the volume, etc.  The result is that the item record will appear in the catalog with both the bibliographic record for the individual title and the bibliographic record for the serial or MVM. These procedures detail cataloging actions for analyzed MVMs. Procedures for analyzed monographic series are here: Analytic-Cataloging-Procedures of April 2010, procedures for sets within sets (situations where within an analyzed set (serial or MVM) the individual analytics are sets (serials or MVMs) as well) have not been written. The Library Technical Services Council has charged a committee to address the matter of sets within sets, and to issue procedures.

If at any point in these procedures a cataloger encounters a problem with the treatment of pieces in a set other than the one in hand, please contact DCU regarding the problem.(https://librarypurchasing.wufoo.com/forms/monograph?serial?maintenence?r…) Problems or questions about interpreting these procedures may also be referred to DCU, Serials Cataloging, or the Catalog Department’s Principal Cataloger.

Introduction

Local treatment decisions for monographic series have, until recently, been noted and maintained in series authority record fields 644, 645, and 646. For ease of use by the Serials Check-in staff, information from the 644 (whether and what kind of analytics should be made for individual volumes) was also stored in the UPI field in GLADIS and now in the Millennium holdings record. Series title variants and series title changes were also maintained in series authority records.

In some cases it may be of use to refer to a series authority record. For a series new to the UCB collection, the OCLC authority file may be consulted and local treatment may follow the established decisions found therein. However, for older series, it may be more helpful to consult the series authority records which contain local treatment decisions and notes. In the Millennium migration only the most recent and up-to-date series authority records were transferred from GLADIS to Millennium. As a result, many of the series authority records with local notes were not migrated. However a flat text file of these older, locally edited series authority records may be found and searched on the Technical Services Wiki:

http://sunsite3.berkeley.edu/wikis/TechServices/index.php?n=Main.SeriesA…

Local (UCB) Cataloging Practice for Series Authorities

As of June 1, 2006 UCB follows Library of Congress guidelines with regard to series practice (http://www.loc.gov/catdir/cpso/series.html). UCB no longer establishes nor maintains series authority records for new or changed series titles. Such titles will be recorded as found in tag 490 0_ .  However, for existing series, UCB will continue to follow the ongoing tracing practice as indicated in previously established authority records for series found in the UCB and OCLC authority files. These will be recorded in catalog records with tag 490 1_ and 830 _0 combinations.

Definitions & Terminology

AACR2 defines a multi-volume monograph (MVM) as “a monograph complete, or intended to be complete, in a finite number of separate parts. The separate parts may or may not be numbered; volumes may be issued over time or all at once.” A simple analyzed MVM is one where each volume in the MVM is itself a monograph with its own separate title that is also cataloged. As with the monographic series, each volume in an analyzed MVM will have two records: the set record (which is the MVM) and the analytic record (which is a monograph).

Broadly speaking, four things will need to occur when working with an analyzed MVM: (1) the set record will need to be updated; (2) an item record for the newly received volume will need to be created and attached to the set record; (3) the individual monographic title (the analytic) will need to be cataloged; and (4) the item record will need to be linked from the set record to the monographic (analytic) record.

Analyzed Multi-Volume Monographs (MVMs)

Series Authority Records

Create and/or Update the MVM (set) Record

Locate record in Millennium

Search for the MVM title carefully. Search using as little of the title as possible to retrieve the record; for example, try not to include the subtitle in your search. As appropriate, use multiple strategies to retrieve the record (search by author, conference, PO#, etc.).

1. If you find a fully cataloged record for the title: As with all MVMs, verify that the MVM title on the piece in hand (the book to be analyzed) matches the title in the MVM record. It may also match an alternate title in the record, e.g., in the 246 or 740, provided that the title change has been described, as in a 500 note. Once the title is confirmed, verify other bibliographic data, as appropriate.
2. If you still find no bib record or retrieve only a brief bib record: Catalog the item as a new MVM. As few newly received MVMs are analyzed, this situation will be exceedingly rare. Most analyzed MVMs are received in Serials Check-In, and a small number may be received in the subject-specialty libraries. Therefore, a fully cataloged record for the MVM will almost always be in Millennium already.

Update MVM Set Bibliographic Record

Update the set record as you would with other MVMs. Follow the pattern of editing that you see in the MVM record. If ISBNs, contents notes, and/or added entries have not been added (often the case for large MVM sets), do not add these fields. The records of many analyzed MVMs may have been updated less assiduously because the analytic record should contain the individual volume’s access points. Note: follow the pattern, but pay attention to cataloging rules as well.

Fields that are typically added or updated to an MVM Set bibliographic record are:

• 020 – ISBN and identifying volume information
• 505 – Contents note

Update other fields as necessary. If the piece in hand is the last volume published and the set record should be closed, update the 008, 2601, 300, and 505, as necessary. Notify the appropriate receiving unit (Periodicals Check-in, Monographic Receiving Unit, Gift and Exchange, SSL or Affiliate receiving unit) that all volumes have been received.

When updating imprint changes, add new information in additional 260 fields only if there is a compelling reason to do so. For information on using multiple 260s, see: LC/PCC Guidelines for MARC 21 Repeatable 260 Field at: http://www.loc.gov/catdir/cpso/260field.pdf

Update MVM Set Holdings Record

Holdings statement

• For central Tech. Services catalogers: Update the summary holdings field (tag 866) to include the piece in hand, e.g., with v.15 (2009) in hand: Bd.1:1-3; 2, 4-10, 15-17 (1978-2009)
• For self-cataloging units: Verify or update the holdings field in accordance with local policies and workflow.

Check Note
Background: Treatment as an analyzed MVM was typically recorded in the Gladis SLF field. All <>Gladis SLF data was migrated to the Millennium bibliographic record field 990 subfield c as the text appearing after the text “Shelved:”. In addition, Gladis SLF data that appeared in records with SUMs was also migrated to the Millennium holdings record 945. Before migration, the Check Note field in Innopac was not used consistently for analyzed MVMs. Since we are now using the Check Note to record the treatment of material as analyzed, you will need to update or add a Check Note for most analyzed MVM titles.

Please note: do NOT edit the 945 field.

In the holdings record, look at the Gladis Data field (tag 945) for the subfield that contains the old Gladis SLF note (the text of the subfield begins with “SLF:”), and update or add a Check Note if necessary as follows:

945 SLF Millennium Check Note

MVM analyzed MVM ANALYZED

<no note> SCORE ANALYZED – for MUSI only

1. Make this Check Note the first one if there are any other existing Check Notes. If an existing Check Note says just “MVM”, “SCORE”, or “MVM ANAL”, or uses different capitalization, punctuation, etc., change it to the form above.
2. There are also unanalyzed MVMs with Check Notes that read “MVM”, so make sure the MVM you are working with is analyzed before changing the Check Note.
3. If you have a piece in hand that appears to be an analyzed MVM, but there is neither a Check Note reading “MVM ANALYZED” nor a subfield with SLF in the holdings record 945, refer the piece to DCU.

Item Record in Set

Check to see whether an item record has already been created for the piece in hand. If there is a barcode on the piece, search on it.

1. If you get one item record as a search result:  Look over the item record to be sure it’s correct (see under “If there is no item record…” below for what it should look like) and make any necessary corrections, make sure the item record is linked to the holdings record, then proceed to section III. Analytic Record, below.
2. If you get multiple item records as a search result:
   • For central Tech. Services catalogers: refer the piece to DCU.
   • For self-cataloging units: resolve the problem in accordance with local practice; consult with DCU as necessary.
3. If you get no search result on the barcode, look at the set record and see whether there is already an item record attached to it matching the piece in hand.
4. If there is already an item record:
   • For central Tech. Services catalogers: refer the piece to DCU.
   • For self-cataloging units: resolve the problem in accordance with local practice; consult with DCU as necessary.
5. If there is not already an item record, proceed to section D.4. below (“If there is no item record…”).
6. If there is not a barcode on the piece, look at the summary view of the set record and see whether there is already an item record attached to it matching the piece in hand.
7. If there is already an item record:
   • For central Tech. Services catalogers: refer the piece to DCU.
   • For self-cataloging units: resolve the problem in accordance with local practice; consult with DCU as necessary.
8. If there is not already an item record, proceed to section D.4. below (“If there is no item record…”).
9. If there is no item record for the piece in hand, attach one to the set record, and link it to the holdings record.
10. From the summary view of the set record, choose an item record with the correct location and open it
11. From the Edit menu select Copy Record
12. Make sure the Item Type fixed field value is 1 Monograph – regular loan (or, for nonbook materials, whichever is the appropriate monographic Item Type value – e.g., 4 for a CD-ROM, not 14)
13. Make sure the OPAC Message fixed field value is ‘-’ (no message).
14. Verify the accuracy of any call number already written inside the piece or printed on a spine label
15. If the Call No. field in tag 090 has a second indicator of 0 (zero), change it to a blank space
16. Change the value of the Volume field to match the piece in hand
17. Make sure the Label Location field is present and correct; add one if necessary
18. Affix a barcode to the piece (if it doesn’t already have one) and add it in a Barcode field
19. Add an Internal Note (x) as follows: analytic
20. Save the record
21. From the Edit menu select Link Item to Holdings Record and link the item to the correct holdings record; thismust be done before analyzing the piece
22. Write the call number in the volume if there is not one already.

III. Analytic Record
A. Search OskiCat for Existing Analytic Bibliographic Record
Search in the Millennium client for any existing bib record for the analytic piece in hand. Try the analytic title as well as the parent set title (i.e., search for a series added-entry).

1. If you find the analytic title is a fully cataloged serial record: refer the piece to DCU
2. If you find the analytic title is a fully cataloged MVM record, follow the procedure for Sets within Sets – MVM analytic cataloging (forthcoming)
3. If you find only a brief bib record (usually with an order record attached), use this record for overlay and proceed to “Catalog the Analytic Title” below
4. If you find no record at all for the analytic title, proceed to “Catalog the Analytic Title” below
5. If you find a fully cataloged single-volume monograph bib record matching the piece in hand:
   • If the piece in hand is for a different location than the item already in OskiCat, proceed to “Link the Existing Item Record from the Set Bib Record to the Analytic Bib Record” below.
   • If the piece in hand is for the same location as the item already in OskiCat:

For central Tech. Services catalogers: refer the piece to DCU.

For self-cataloging units: resolve the problem in accordance with local practice; consult with DCU as necessary.

B. Catalog the Analytic Title

If you did not find a fully cataloged bib record for the analytic title in OskiCat, catalog the title. Proceed as you normally would for any new cataloging:

EXCEPT DO NOT use 949 _1 in the OCLC record which would create a new item record upon export, because the item record already exists within the set record.

1. Be sure the series information in the 8XX field exactly matches the heading in the OCLC authority record (if there is one; otherwise match to the main entry in the set record, including data in the 240 field, if present, e.g.: Plato. |t Works. |l German. |f 1920).
2. Be sure the numbering in 8XX subfield v conforms to the 642 field in the authority record.
3. If you are overlaying a brief bib record, don’t forget to include field 907.
4. If there is an order record for the piece in hand attached to the brief bib record, leave the order record attached to the bib record. Do not transfer the order record to the set record.
5. Update and export the record.

C. Link the Existing Item Record from the Set Bib Record to the Analytic Bib Record

Be sure the item record already exists within the set record before following these steps.

1. Search for the set record, open it, and from the summary view open the item record for the piece in hand
2. From the Edit menu choose Link to additional bib record, then choose Find Bib
3. Search for the analytic record
4. If necessary, click on the Select button to open the analytic bib
5. From the summary view, click on the Use Bib button
6. Confirm: You’ll know everything is correct if, when you open the item record from within the set record again, in the lower left-hand corner under “Also linked to record(s):” there are two bib record numbers, first the one for the set record and then the one for the analytic record.

D. Post-cataloging steps – for “CUY libraries” only

1. Indicate that the analytic cataloging is complete by writing on the t.p. verso of the piece “Cat”, date, and initials: e.g.: Cat 10/15/2009 mm
2. Add appropriate statistic(s) to your statistics sheet.
3. For central Tech. Services catalogers only: Remove the ANALYZE flag if the piece is for MAIN; leave the flag in for branch.

Then:

• If the piece is already correctly marked, put it on the Outgoing truck for MAIN or branch
• If the piece needs to be marked/re-marked, put it on the marking truck for MAIN or branch

Legacy Data

Author: Charis Takaro
Approval Group: Cataloging and Metadata Council
Update Group: Cataloging & Metadata Council
Last updated date: 10/16/14

Archived Comments

NEEDS REVISION !!!
Tue, 03/25/2014 – 13:32 — Michael Meacham
Use with caution !! This document is in great need of revision. In the migration from original AskTico to Drupal-based AskTico (or later) its content and structure have been compromised.