Multiple Physical Pieces

MATERIALS IN POCKETS

Summary:

* Green flag.
* Green sticker next to barcode.
* Opac note: (ex.:+1 disc in pocket)
* Circulation note (ex.: check for disc in pocket)

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 Green "material needs pocket" flags are used to alert staff to special procedures for materials in pockets. CD's are the most common material in pockets, and an earlier version of the flag (still in use) was specifically for CDs. On this older flag, the "needs pocket" notation on the flag is no longer needed, because all materials in pockets are routed to Preservation.  

Material (such as plates or discs) housed in pockets is not intended to circulate independently, but it can be separated from the piece with which it should circulate. To keep track of what the library owns, material in pockets is recorded in both the bibliographic and the item record. The bibliographic record describes how the work was issued, and the item record shows our holdings. 

In the bibliographic record, the material may be recorded in a 500 field (e.g. 500    Three maps in pocket) or in the 300 $e (e.g. 525 p. $c ; 25 cm. $e + 1 computer disc). The language in these fields varies widely.  Generally accept the wording found on copy. Follow AACR2 for original. 

In the item record, the material is recorded in an OPAC note. The form of the note is:

   [number] [special material designator] in pocket

   "Special material designator" is the term prescribed in AACR2 for the material if it is cataloged on its own.  

EXCEPTION: we use "disc" for any kind of disc, because technology is blurring the distinction between types of discs.

Examples:

+1 disc in pocket       
+2 discs in pocket            
+1 sound cassette in pocket
+3 maps in pocket
+5 plates in pocket
+4 pts. in pocket

A circulation note "Check for [number] [type of material] in pocket" is also made and a green sticker "check for material in pocket" is placed next to the barcode to alert circulation staff. Discs are targeted as a security measure. Preservation makes special pockets, which replace the pockets which may be found in books.

EXAMPLE:

OPAC note: +1 disc in pocket
Circ. note: Check for 1 disc in pocket.

Shelf preparation staff can print out extra labels for paper material in pockets (e.g. maps and plates). To alert them to the material, fill in the blank in the "__ labels needed" line on the "Material needs pocket flag. This method can also be used to print labels for loose materials in a portfolio or case (e.g. "27 parts"). As a general principle, paper material which can be separated from the labeled item needs its own label.

 In the rare case when material in a pocket is lost prior to cataloging, the material should still be recorded in the bibliographic record, which describes the work as issued. To make it clear that the material was lost, not overlooked, make an OPAC note in the item record, e.g. "Disc missing."

In cases when the disc in pocket is larger than the book (see photo below), place a Bind flag in the book.  The Bind flag ensures that the disc will get proper housing and not risk being cracked or damaged.

ADDED LOCATIONS

(If there are questions or problems, refer to Holdings Management)

Definition: One bibliographic record is attached to holdings records for two or more locations. Multiple locations may be created the first time a bibliographic record is loaded, but more often cataloging is completed for one location, then additional holdings are added as additional libraries acquire the item in question. Added locations often have the same call numbers, but this is not required. If previous locations have been cataloged in Dewey, catalog new locations in LC.

In general, the bibliographic record is considered to be complete, and you are checking to be sure that the item in hand matches. In rare cases, you may need to edit the bibliographic record as holdings are added (e.g. to add information used by the Perkins system, but not by the professional libraries, to correct an error in the initial cataloging). Be especially cautious about any change to cataloging done at the professional libraries, and ask in case of doubt. 

Usually, there will be an item record (and maybe a holdings) for your location. Edit or add holdings and item information as you would for a single monograph. If your location is the first for the Perkins system (e.g. Law did the initial cataloging) add a CID field. If the existing location is in the Perkins system, do not add a CID field. For the purpose of the CID field, the Rubenstein Library is a different cataloging center, not part of the Perkins system.

ADDED COPIES

Definition: Additional copies to an existing location.  (If a copy is added to a new location, it is an added location.)  Location is defined as owning location. If one Perkins copy is in New and Noteworthy, and another copy is acquired for Perkins, that is copy two. The same principle applies for books on reserve, or at the LSC.  

Added copies have the same call number as the first copy, with the addition of the copy number. If a copy is still in Dewey, because it is missing or still checked out, the numbering is done as if all copies had been reclassified.  

Cataloged at the same time

In the holdings record, use control-f to open the 008 field. Change "number of copies reported" from 001 to 002 (or however many copies we have). Previously these instructions called for a $t summarizing the number of copies, but that is no longer considered necessary.

In the item records for copies other than the first fill out the copy number and the description (optionally, do this for the first copy as well).

   For an example of holdings and items records for a second copy, search barcode D03056553R

Copies to be added after cataloging has been completed

Edit the holdings and item as described above. The copy number of lost or withdrawn items is still considered taken. For example, if we had one copy, which was lost, the next copy is copy two. 

If all copies on a record have been lost and withdrawn, new copies should be referred to Holdings Management. Records will need to be unsuppressed and holdings will need to be added to OCLC manually.

Do not add a CID field when adding a copy to an already cataloged bibliographic record.

 Added copies in Dewey

Refer all added copies in Dewey to any member of the Monographic Original Cataloging Team.

SETS (INCLUDING ACCOMPANYING MATERIAL THAT CAN CIRCULATE INDEPENDENTLY)

NOTE: This document is written for staff performing original cataloging.

Definitions. Analyzed/not analyzed, classed separately/classed together 

Sets (aka multi-part items) are multi-volume monographs. To merit treatment as a set, multiple volumes must be physically separate. A work described as “2 v. in 1” is not a set.

While series go on indefinitely, sets have a projected end. Like series, sets may be either analyzed, with cataloging records for the individual parts, or unanalyzed. The decision to analyze is made by the cataloger at the time of cataloging and is a judgment of the usefulness of having records for the individual volumes. Sets whose volumes have distinctive titles and/or varying authors or editors are usually analyzed. 

As in the case of series, analyzed sets may be classed together or separately. For classed together sets, there is a cataloging record for the set as well as the individual volumes (analytics).  For classed separately sets, ONLY the analytics are cataloged. In both cases, the set titles appear in the analytic records in 4XX/8XX fields, which come under authority control.   

Prior to May 2002, all sets (with a few very rare exceptions) were classified together at Duke. Since then, we have followed the LC/PCC practice, resulting in more analyzed sets separately. Original catalogers take into account LC practice, PCC practice, along with the individual circumstance. If there is an authority record for a new set, generally follow the decision in the 646 field ("s" means classed separately, "c" as a collection, i.e. together.)

If we have already cataloged a set as classed together, additional volumes can get the same treatment.

When we started from the default of classing sets together, we sometimes ended up with layers of sets within sets, with the call number based on the largest set. With class sep sets as a default, this is generally not an issue.

In addition to the control of series tracings with authority records, there are several mechanisms to provide systematic access to sets and their parts without multiple bibliographic records. When volume titles are not distinctive enough to merit analytic records, but still might be searched, they can be recorded in a 505 contents notes (see more about contents notes below). On the other end of the scale, LC catalogs only the subsets for some enormous sets. For example, the Census of India comes out by state, and LC catalogs the state sets, not the set as a whole:

  1. Census of India, 1981. Series 1, India. (1)
  2. Census of India, 1981. Series 1, India. Paper. (1)
  3. Census of India, 1981. Series 1, India, part-II-special, report & tables
       based on 5 per cent sample data / P. Padmanabha (Registrar General & Census Commissioner for India) (1)
  4. Census of India, 1981. Series 10, Kerala. (1)
  5. Census of India, 1981. Series 10, Kerala. Paper. (1)
  6. Census of India, 1981. Series 11, Madhya Pradesh. (1)
  7. Census of India, 1981. Series 11, Madhya Pradesh. Paper. (1)

The rest of this document deals primarily with unanalyzed sets, and also with the rare classed together analyzed sets.  The analytics of classed separately sets are treated like the analytics of classed separately series.  

Holdings and items 

The most obvious difference between sets and single-volume works is that there is an item record for each physical piece, and the holdings record summarizes these items. 

Until the summer of 2016, data about the number of volumes the holdings record was recorded in 863/864/865 fields, which are designed for detailed enumeration that duplicates item information. Beginning July 2016, these fields are replaced by the 866/867/868 fields, which summarize holdings in a more user-friendly matter. In the majority of cases for sets, the summary will follow the pattern of v.1-v.10. This document focuses on these most common cases. For instructions on more complex cases, see the MARC21 documentation (https://www.loc.gov/marc/holdings) and the document “Duke University Libraries Holding Statements: ANSI/NISO Z39.71," and/or consult with serials catalogers.

An Alma template does the preliminary editing for the holdings record, changing record type x to v and inserting an 853 field with the default volume designator “v.” and an 866 field with the values v.1-v. The cataloger changes “v.” in both the 853 and the 866 to another designator if needed (see RDA appendix B for a list of abbreviations) and edits the default “1-“ as needed.  Gaps in holdings are indicated by a comma.

Examples:
Bd.1-Bd.8
t.3,t,6,t.9

For hierarchial numbering, elements are separated by a colon, for example:

Bd.1:T.1
v.1:pt.1-v.8:pt.3

Note: optionally the cataloger can use the default "v." rather than the designator used on the piece, as copy catalogers do.
In the item record, in the “general” tab, volume enumeration is recorded in two places.

In enumeration level 1 and 2, the numbering is recorded without captions. For v.1:pt.1, record a 1 in each enumeration level. If there are more than 2 levels of enumeration, use the “serials levels” tab.

The “description” box of the item record records the caption. This is used to generate spine labels. Levels are separated by colons, for example Bd.1:T.2

Note:  In the item record, we add copy number if greater than copy 1. For example, v.1 c.1,  Bd.6:T.3 c.2.  

Note:  Multiple copies are not recorded in the 866 field, only in the item records and in the fixed field of the holdings record.        
 2.1 Holdings and items for sets in classed together series 

The practice of "equivalencies" for sets in classed together series has been suspended, pending the planned discontinuation of this treatment of series. 

Physical description 

The basis of the description for sets is the title page of the first volume. If details such as editors and imprint vary in subsequent volumes, this is recorded in notes. However, be alert for differences that indicate a different edition. Volumes from different editions of a set may be combined on the same record only in exceptional cases, with the permission of the section head. Usually, we use a separate record for each edition.

Sets are cataloged as either open or closed. Closed sets are those for which we have evidence that all volumes have been published. We may have all volumes in hand or we can accept another library's cataloging of the complete set. In a closed set, the 300 field contains the number of volumes (e.g. 5 v. ; $c 24 cm.). The date in the 264 field can be either a single date or a range. Be sure that the dates and date type in the fixed field correspond to the date(s) in the description. 

If the set is not yet completely published, the 300 field is left open (e.g.     v. ;  $c 24 cm.). The dates are also left open. (264 $c 1997- ; Dat typ m; Dates 1997,9999). On LC copy, data about volumes that LC has received is recorded in <>‘s.  We delete this information. 

Duke local practice is not to make contents notes for analyzed sets, since this would repeat the information in the analytic record. Many unanalyzed sets do not have contents notes either, as the volumes do not have titles.  (Do not consider labels such as A-B to be titles, though some libraries do).  So, contents notes are made only for titles that have some subject content but are not distinctive enough to be analyzed.  

Example:

         245  10  Census of India, 1991. $n Series 4, Assam. $p Paper.   ...

         505  1    1991, 1. Provisional population totals. 

Tracings  

Sets in series will have series statements that may include more than one volume. Past local Duke practice was to make additional added entries for non-consecutive volumes, so that the index of tracings will be complete.

This is not handled well by automated authority control, which generates a new tracing from the 4XX field.  Beginning Jan. 2013, make one 830 with all of the numbers.

Examples: 

491; 1  Studi di letteratura francese ; $v 17-

830; 0  Studi di letteratura francese ; $v 17-

(open set)

490; 1. Studi bizantini e neoellenici ; $v v. 5-6

830  0 Studi bizantini e neoellenici ; $v v. 5-6

(2 vol., consecutively numbered set)

490 1 Studi / Accademia toscana di scienze e lettere La Colombaria , $ x  0065-0781; $ v 10, 36, 57, 125 

old practice:  

830  0  Studi (Accademia toscana di scienze e lettere La Colombaria) ; $$v 10
830  0  Studi (Accademia toscana di scienze e lettere La Colombaria) ; $$v 36, etc.           

new practice:

830  0 Studi (Accademia toscana di scienze e lettere La Colombaria) ; $$v 10, 36, 57, 125

For analyzed sets, there is a set tracing on the record for each analytic. Like series tracings, these should be consistent. In general, this is handled by automated authority control verification, but after working through issues of whether to analyze and classed separately, the cataloger may have more information than is the case with series. When cataloging an analyzed set and its analytics, be sure that the set tracing matches the title proper of the set, or if available the authorized access point for the set in an authority record. TBe sure to be consistent with the volume designator, as well as the rest of the entry, so that all the tracings will file in order in a browse search in the library services platform:

  9. Twain, Mark, 1835-1910. Works. 1972 ; v. 8. (1)
 10. Twain, Mark, 1835-1910. Works. 1972 ; v. 9. (1)
 11. Twain, Mark, 1835-1910. Works. 1996. (1)
 12. Twain, Mark, 1835-1910. Works. 1996 ; 1. (1)
 13. Twain, Mark, 1835-1910. Works. 1996 ; 10. (1)

Analyzed sets in series will have series tracings on both the set and the analytic copy. 

Unnumbered sets 

If an unanalyzed set has no numbering, numbers must be assigned by the cataloger. Often, LC or a member library will have done the work. If you must assign the numbers and the set is open, try to set up a pattern that can be easily followed by the catalogers adding additional volumes.

   245; 00;a X censo general de población y vivienda, 1980 : $b integración  territorial ... $
   264;   1;a México, D.F. : $b Instituto Nacional de Estadística, Geografía e Informática, $c c1985- $
   300;   ;a volumes : $b color maps ; $c 28 cm
   500;   ;a Chiefly tables. $
   505; 1 ;a [1] Estado de Aguascalientes -- [2] Estado de Baja California  ... [29] Estado de  Tlaxcala. [31]  Estado do Yucatán. [32] Zacatecas.

(The various Mexican census publications have one volume per state, unnumbered.  LC puts the volumes in alphabetical order.)

(Unnumbered, analyzed sets were classed separately at Duke even before other sets) 

Single volumes vs. sets 

Be alert for books that are cataloged on OCLC as single volumes, but are actually part of unanalyzed sets (or series). There is a lot of copy that was created in error and should not be used. Vendors routinely create records for individual volumes that are clearly parts of sets.

Set in the catalog:

100 1  Claudianus, Claudius. $
240 10 Works. $l French & Latin $
245 10 Oeuvres / $c Claudien ; texte etabli et traduit par Jean-Louis Charlet. $
264  1  Paris : $b Les Belles Lettres, $c 1991- $
300       volumes ; $c 20 cm. $
490 1   Collection des universitâes de France. Serie latine ; $v 358
830  0 Collection des universites de France $v 358

  Example of record not to use:

100 1  Claudianus, Claudius
245 10 Oeuvres. $n Tome II, 1, $p Poáemes politiques (395-398) / $c Claudien ; texte âetabli et traduit par Jean-Louis Charlet,...
264   1  Paris : $b les Belles lettres, $c 2000.
300    lxxxviii, 222 p., pagination double p. [6]-23, [32]-48, [54]-80, [87]-122 ; $c 20 cm.
490 1  Collection des universitâes de France. Serie latine ; $v 358
700 1  Charlet, Jean-Louis, editor.
830  0 Collection des universitâes de France ; $v 358

Accompanying material

If accompanying material is housed in a pocket of the work it is accompanies, it is recorded in [a] note[s] in the item record (see the section on Materials in pockets above). 

If accompanying material is housed separately and can circulate on its own, it must have a separate item record.

The rules for how to record accompanying material in the description do not take into account whether the material is in a pocket, or circulates on its own. 

RDA rules are evolving. As in AACR2 there are various options, including a separate record for the accompanying material. If accompanying material is described in the same record as the main work, it can appear in the 300 field (example: 271 p. : illustrations ; 21 cm. + 1 atlas) or in a note. Or, text and accompanying material can be considered volumes of a set, with “made-up” numbering. In recent years, there has been a trend to this method at LC.  For example:

                300  2 volumes

                505  [v.1] Text – [v.2] Plates.

A new option with RDA is to repeat the 300 field:

            300  254 pages
            300  1 workbook (85 pages)

In the past, accompanying material was always recorded in the holdings record. Beginning in July 2016, works consisting of one volume with one piece of accompanying material are considered single volumes, although they have two item records. In the example above with two 300 fields, the second item record has “workbook” in the “description” element. In the example “271 p. : illustrations ; 21 cm. + 1 atlas” it would be “atlas”. The holdings record has no 866, 853 or 854, and is coded type x.

The definition of “volume” in this context is “physical piece.”  For example, a container of 2 videodiscs with an accompanying booklet gets a type x holdings record, without an 866 or 853/4. There are two items. The item for the discs has either the default “c.1” or nothing at all in the “description” element. The item for the accompanying booklet has “booklet” in the “description” element. The number of discs is recorded in a circ note: “check for __ discs”.

If copy (especially LC copy) numbers text and accompanying material as volumes, generally leave this unedited and edit the holdings and items record to match. However, when the cataloger has the opportunity to make the decision, preference should be given to the user-friendly option.