Multiple volume sets and added volumes

Multiple volume sets that are received together should be sent to the cataloger together so that all available information may be used when editing the printout.

All volumes of a set should be flagged as "Added Volume" before arriving in Resource Management. If you receive a title with a volume designation that is not flagged, check in Voyager Cataloging for a previously cataloged bibliographic record. If the item has a volume designation, it may already be cataloged. If the item is in Voyager Cataloging and other volumes have already been cataloged, flag the item with an Added Volume flag and give it to the library assistant who handles added volumes.

Multiple volume sets are cataloged using the information from the first volume published. Volumes for some sets are published out of order, so the dates and other information may be taken from a volume other than volume 1. The most prominent enumeration on the item should be used in the 505 field, MFHD, item record, and call number label.

The dates in the fixed field should be set as multiple dates (m) and open (9999) unless we are certain that the entire set has been received. (Sets can be published all in one year. This would require the dates in the fixed field to be set as single date (s).)

Editors may change as volumes are added to the set, but we do not add 700 lines for those authors as we add the new volumes.

Voyager Holding Records for Monographic sets (incomplete)

If we receive only part of a set, or are adding volumes to a set, then we will enter one closed 866 reflecting the volumes currently held:

866     0  ‡8 0 ‡a v.1-v.2

Voyager Holding Records for Monographic sets (received as a whole)

Multiple volume sets for monographs will need holdings record maintenance. Sets which arrive as a whole will be cataloged, the volumes will be written on the bottom of the printout, and the person updating the printout will add 866 information. All sets should have an 866 which appears as a closed range of volumes:

866     0  ‡8 0 ‡a v.1-v.22

OCLC Connexion Holding Records for Monographic sets

Multiple volume sets for monographs will need a holding record (LHR) created or modified in OCLC Connexion. We will use the Connexion browser (http://www.connexion.oclc.org ) to create and modify these records.

Added Volumes

A title flagged "Added Volume" or unflagged with volume designation and an existing bibliographic record in Voyager should not receive full cataloging. Add the volume to the matching bibliographic record.

Log onto Voyager Cataloging in the Non-Marcive Edit Happening Location

Each multiple volume bibliographic record in Voyager should have a 505 field containing information for each volume owned.

• Search the Title or Call number in Voyager Cataloging
  
• Use the OCLC number from the 035 field in Voyager Cataloging to search for the record in OCLC Connexion
• Update the 505 field in Voyager Cataloging using information from the bibliographic record in OCLC or the piece itself (enter only the title of volumes and not the titles of chapters for this process. More detailed contents notes are added by processing the Bibliographic Notification Service reports from OCLC)
  
• Save the bibliographic record to the database

Add the volume designation to the Holding Record:

• Click on Get Holdings
• Edit the 866 field, subfield a by adding the volume designation for the new volume
• Save changes to the database
  

Verify the Item Record information:

• Click on Get Items
  
• Verify that the Enumeration field contains the correct volume designation
• Save changes to the database

Log onto OCLC Connexion browser to create or modify an LHR:

• Open the OCLC Connexion browser on the Web at http://www.connexion.oclc.org
• Return to Voyager Cataloging
  
• Copy the OCLC number from the Voyager bibliographic record
• Return to OCLC Connexion browser
  
• Click the Search button at the upper left of the screen
• Paste the copied number into a command line search (use # as you do in the Connexion Client)
• Select Show Local Holdings if Single Record Found from the drop-down menu at the bottom of the command line search box
  
• Click the search button at the bottom of the Command Line search box
• From the Action menu at the top center of the bibliographic record display, select Create Local Holding Record
• From the Edit menu at the top left of the LHR display, select  Apply CD from list  to select a template. Monographic templates include:
• Mono complete 95 to 100 percent: use this for sets for which we own 95 to 100 percent of the volumes published to date (consecutive or gaps)
  
• Mono incomplete 50 to 94 percent: use this for sets for which we own 50 to 94 percent of the volumes published to date (consecutive or gaps)
• Mono incomplete less than 50 percent: use this for sets for which we own less than 50 percent of the volumes published to date (consecutive or gaps)
  
• Mono no estimate: use this for sets for which holdings estimates can't be determined
  
• Click on the appropriate monographic template to select
• Use the Voyager MFHD to complete the LHR form
• Copy the range of volumes in the Voyager 866 $a and paste into the Summary field of the LHR (current abbreviations only)
  
• The Leader, 007, and 008 should be preset for the type of material you are adding
• Copy the Voyager 852 $k, $h and $i and paste into the Connexion 852 $k, $h and $i (always use $ for a delimiter sign in the LHR)
• Delete the information in the first Connexion browser 853 field
• Verify that the enumeration caption in the second Connexion browser 853 field matches the enumeration caption  for the volume in hand. Edit if necessary.
• Delete the information in the first Connexion browser 863 field
• Enter the numeric information for volumes held into the second 863 field  (i.e. 1-2)
• Enter additional 863 fields as necessary for gaps in holdings. Indicate gaps by use of $w g at the end of the 863 field preceding the gap. Additional 863 fields should have an increasing $8 (1.1 for the first, 1.2 for the second, 1.3 for the third, etc.)
• From the Action menu at the bottom of the LHR, select Add record
  
• Print completed LHRs and return to the Resource Management Staff Assistant or the Catalog Librarian for proofing.
  

CWAN Added Volumes

Some CWAN items received from the serials unit are added volumes rather than books to be cataloged. These should arrive with a CWAN and an ADDED VOLUME flag in them and should be routed to the assistant who processes the added copies and volumes.

Please note that volumes may not be numbered consecutively. CWAN titles with a unique subtitle and something similar to "Part A" on the cover or title page may be a CWAN added volume regardless of flagging. These items should not be cataloged individually unless a multiple-volume record is unavailable. To process added volumes with non-consecutive numbering, see Nonconsecutive CWAN Added Volumes below.

To process these CWAN added volumes Log onto Voyager in Non-Marcive Edit.

Begin with the Item Record

• Scan the barcode.
• Re-link item to the existing holding on the bibliographic record listed in the item enumeration. (The serials assistant may have written the Holding Record number on the printout )
• Remove all information from the item enumeration EXCEPT for the piece level designation. (v.20)
• Save the Item record to the database.

Edit the Holding Record

• Click on Get Holdings
  
• Change the Holding Record 866 to reflect the new volume added.
• Save the MFHD to the Database.

Mark the book

• Copy the call number from the Holding Record 852 and 866 fields into the back of the book. (Do not use ETC. on the book, use only the volume number that matches the item.)
• Print 1 copy of  the Holding Record and into the book for the processor. (Circle the volume number added)
  

Edit the bibliographic record

• Add or edit the 505 field with the information for all volumes owned
• IF the call number contains ETC., then add a series authority entry for each volume added. (800’s, 810’s, 830’s)
• Example:
• 800 1 _ Edwards, Jonathan, ‡d 1703-1758. ‡t Works. ‡f 1957; ‡v v.18.
• 800 1 _ Edwards, Jonathan, ‡d 1703-1758. ‡t Works. ‡f 1957; ‡v v.20.

• Save the Bibliographic Record to the database   

Nonconsecutive CWAN Added Volumes (“etc.” sets)

Some analyzed titles contain sets within the title. The volumes for the smaller set may not be consecutively numbered and will require “etc.” in the call number. The volumes for the smaller set will be treated as added volumes, but they will need some edits on the bibliographic record.

Identifying these items
These items should arrive from the serials unit with a CWAN and Added Volume flag in them. Any CWAN title that has a unique subtitle and something similar to “Part A” on the cover or title page may be a CWAN added volume. These items will not need their own bibliographic record and will not need full cataloging.

Processing these items
These items should be sorted to the Library Assistant who processes other added volumes. Search the record by a title search. It will be necessary to edit the bibliographic and holding records and to re-link the item record to the existing holding record.

Bibliographic record edits:

• Make sure that the call number contains “etc.”
• Add the volume number of the item in hand to the end of the 490 1_ field
• Add the subtitle of the volume in hand to the 505 1_. Please note that these contents notes will usually remain incomplete because the volumes in the set are still being published.
• Add a separate 830 field for the item in hand.
• Save the changes to the database.

Holding record edits:

• Make sure that the call number in the 852 0_ contains “etc.”
• Add the volume number of the item in hand to the end of the 866 _0 field.
• Save the changes to the database.

Item record edits:

• Make sure that the enumeration contains only the piece level for the item in hand.
• Save the changes to the database.
• Re-link the item record to the holding mentioned above.

If there are extra bibliographic records for the set, or if you are uncertain about the record you should add the item to, please ask the Staff Assistant for assistance. The record may be an old record that needs complete recataloging before we begin adding the new item.

Delete all “extra” bibliographic records after importing the multiple volume record.

If no multiple volume record is found in Voyager or OCLC, then catalog the item on the record for the individual title.

Oversize volumes for CWAN titles or monographic sets

Some titles or sets may have volumes that are in the stacks, but the later volumes may be above 29 cm. These volumes will be added in a separate Holdings Record with a location of OVERSIZE in the subfield b.

Volumes measuring over 29 cm. for analytic sets (CWAN) that begin in the stacks will be cataloged as OVERSIZE titles. The serials cataloger will place an additional (Oversize) Holding record on the cover record reflecting the volumes in OVERSIZE.

The STACKS and OVERSIZE holding records will contain a public note (‡z) pointing to the volumes in the alternate location. The note should be one of the following:

Some volumes in Oversize.

Some volumes in Stacks.

Library of America collections

The Library of America publishes collections of plays, short stories, and other works. There are certain circumstances under which it will be necessary to replace the bibliographic record selected and imported to Voyager by Serials Management. If the item being cataloged has:                                                                                  

1. A general title such as “Collected Stories” or “Plays”  AND
2. A date span following the title

Then it may be part of a larger set and we should catalog all parts of the set together and in chronological order.

If the item you are cataloging seems to be one that fits the criteria above, search Voyager by title to assure that the multi-volume record isn’t already in the catalog. The presence of a multi-volume Voyager bibliographic record makes the item in hand an added volume and no cataloging is necessary.

If the item you are cataloging fits the criteria above and there is no Voyager bibliographic record, search OCLC for a multiple volume record. Replace the Voyager bibliographic record with the OCLC multiple volume record when one is found. 

All item records should be linked to holdings on the new bibliographic record (the number may differ from the number placed in the item enumeration).

 The (new) multiple volume record may constitute a collection of the author’s works rather than a selection of the author’s works. This may make it necessary to change the call number cutter even if it’s an 050 field on a DLC record. Please consult the LC classification schedules or ask for assistance with composing the new call number.