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Technical Services Cataloging Manual

Added Volumes (Monographs) in Copy Cataloging

 

1. Definition : an added volume is any item that can be added to an existing open-entry bibliographic record that does not duplicate any item(s) already linked to that record. Open-entry records can be recognized mainly in 4 ways:

•  fixed fields codes will be: DtSt “m” ; Date 1 will be filled in and Date 2 will be “9999” or, on older records, “uuuu”
•  the date in the 260 will be open: Paris :|bBelles Lettres,|c1994-
•  300 field will lack pagination, e.g.: v. :|b.ill. ;|c 25 cm.
•  There should be a MARC holding s field showing the call no., location, and volumes held there: “STACKS -- PG3340 .A1 1994” and “t.1-t.19”.

2. Compare the volume in hand to the bibliographic record to verify that the title, statement of responsibility, edition, imprint, and physical description match. Discrepancies may mean that the volume in hand is different. There may be notes, (normally in the 500 field; unless otherwise specified all notes referred to below will be 500s ), on the bib that resolve these discrepancies, such as “Publisher varies” or “Some vols. also have special titles”. If not, search OCLC for a revised record or a record for a new edition.

a. If no new or revised records are found, refer the volume to the appropriate subject or language cataloger who will determine if a new record is needed.

b. If there is a new edition or revised bib on OCLC, consult with the subject or language cataloger before bringing it in, even if it is a DLC record. Important points that must be considered are:

•  Has DLC analysis practice changed, and do we want to follow it?
•  Has DLC changed the call number?
•  Has DLC changed the treatment from monograph to serial? ( Be careful! Bibs for the monographs will remain in OCLC, but with the encoding level changed to “ J ”. Do not use “ J ” level bibs .)
•  Have later volumes created the need for additional or different subject headings?

3. “Opening” a set record . There will be occasions when there will not be an open entry on the bib, because at the time of publication there was no indication that there would be any later volumes. In these cases the first volume is unnumbered, and problems arise when a numbered volume arrives to be added. It is important to retrieve the first volume for remarking (remember to add the volume number to the call) and to check for information that might have been missed. It is also important to search for an updated bib in OCLC to overlay. Again , always consult with a subject or language cataloger before overlaying a bib or changing the existing one. When opening a record remember to take these steps:

•  Edit the fixed fields by c hanging DtSt to “m” and adding “9999” to Date 2.
•  Open the date in the 260 (“2005.” will become “2005-“)
•  Remove pagination in the 300 (“xix, 356 p .” will become “ v. ”
•  Create a holdings record f ollowing the instructions in Holdings in Unicorn .

If the volume can be added to the existing record, proceed by checking the following fields:

4. ISBN, 020/024. Follow the guidelines in OCLC Bibliographic Formats and Standards .

Normally the ISBN for the set record is recorded first, followed by those for the individual volumes in separate 020/024s. Add as needed the ISBNs for new volumes. It is not practical to record every number in large sets, but for smaller sets (those with 10 volumes or less) it may be useful in preventing unintentional duplicates.

5. Title, 245. Add any notes (examples follow) necessary to clarify or resolve discrepancies in the title or subtitle. In some cases it might be appropriate to add a 740 title field or 700 author field with a subfield “t”. Consult with the subject cataloger before adding any extra title fields.

6. Responsibility; Added entries. This information may come from the 245 subfield “c” of the record, “at head of title”, verso of the title page, preliminary pages, the preface, the cover, or even the jacket. Add notes (examples follow) if needed to justify tracing additional authors, editors, compilers, or corporate bodies involved in the publication of volumes subsequent to the initial one(s). However , if the volume being added is one of many of a set of longstanding issue (a prolific author's complete works, for example) that has had numerous editors or compilers involved, it is not necessary or practical to trace each. In these cases it is better to provide this information in a 505 contents note (see section 12 below) or, for corporate bodies, a 500 (usually an “At head of title”) where it will be accessible to patrons through keyword searches. But, it is a good idea to trace in an added-entry 7XX field any well-known or important authors, editors, et al. especially if they have ties to Vanderbilt or Nashville (e.g. current or former faculty or students).

7. Edition, 250. Adjust the edition statement and/or related notes in cases where volumes of differing editions are to be added to the same record. Be as clear as possible as to which editions are represented, adding notes when necessary. If information is not readily available use a 500 note: Edition varies. When adding a volume from a different edition, create an appropriate note, e.g.:

Vol. 1 of set is UMI photocopy reproduced in 2000.

8. Imprint, 260. Edit the imprint statement and/or related notes as necessary to reflect changes in publication information. Date information in angle brackets (“< >”) may either be updated, or, at the cataloger's discretion, the brackets and information may be deleted. Add notes such as those listed below if needed to clarify or resolve discrepancies regarding place of publication, publisher, or date. If an existing note contains bracketed information, update this if possible. When a volume is issued out of chronological sequence, for example vol. 1 is issued after vol. 2, put the earlier date in both in the fixed field Date 1 and the 260, and add a note.

9. Physical description, 300. There normally shouldn't be pagination in subfield “a” of the 300, only “v.”; in cases when the set is complete, the v. is preceded by the number of volumes, e.g. “20 v.” If some volumes are divided into multiple parts, change to “v. in …”, e.g. “5 v. in 3” or “9 v. in 11”. If a book set has consecutively paged volumes, the pagination may be noted in parentheses following the v., e.g. 2 v. (xxx, 1065 p.). If the volumes vary in size, the subfield “c” should reflect this, e.g. “25-28 cm.” Volume information in angle brackets should be deleted since it duplicates information in the holdings statement.

10. Series, 4XX-8XX. Adjust the series numbering and tracing if needed to include the volume(s) being added. Non-consecutively numbered series will require multiple tracings and may require changing a 440 to a 490 #1 and adding the appropriate 8XX, e.g:

11. Bibliography & index, 504/500. Add a 504 or edit an existing one as needed to include information from the newly added volume(s). Include volume numbers in the field as well. However , if there are more than 2 volumes with bibliographical references and indexes, a generic note without specific volume and page information may be used. Remember that if there is only an index (or indexes), it is recorded in a 500. 504s can also be used to record specialized bibliographies or filmographies and discographies.

12. Contents Notes, 505. Edit this field to include titles and, if necessary, authors/editors of individual volume being added. Do not delete information for volumes not held by Vanderbilt. If these are acquired later we can then verify or correct this information. Do not make added entries (700s) for them except in special cases (see section 6 for guidelines) or if there are 3 or fewer to be traced . . Follow the formatting of this field as established on the bib record. If the contents note is enhanced (2 nd indicator “0”), consult OCLC Bibliographic Formats and Standards . Remember to leave space between entries for any missing volumes; in these cases the 1 st indicator will be “1.”

505 1# t.1. Teatro quechua -- t. 2. Teatro colonial, siglos XVI-XVII -- t. 3. Teatro colonial, siglo XVIII -- t. 4. Teatro Republicano, siglo XIX -- t. 5. Teatro Republicano, siglo XX (pt.1)

505 1# -- v. II. Concert works and miniatures in solo adaptation -- v. III. Concert works and miniatures: supplement –

505 0#-- v. 1. November 22-30, 1963 / edited by Max Holland -- v. 2. December 1963 / edited by Robert David Johnson and David Shreve -- v. 3. January 1964 / edited by Kent B. Germany and Robert David Johnson.

505 00 |gv.1.|tAdvanced engine simulations /|redited by Teoman Uzkan, Dennis N. Assanis --|gv.2.|tNatural gas engines /|redited by Teoman Uzkan --|gv.3.|tAdvanced engine design /|redited by Teoman Uzkan, Dennis N. Assanis.

13. Closing a set record . When it is clear that the volume being added is the final one of the set or fills in holdings gaps, and it is likely that there will be no others to add, the record should be “closed”. There may be a note on the bib, such as “Set is complete in 5 volumes.”, or there may be information on the volume in hand which may be added as a 500 note to the bib, e.g. “"This is the sixth and final volume of L&W's comprehensive history of the British Communist Party"--P. [4] of cover.

Take these steps to close the record:

Revised February 8, 2006 by B. Atack.

 


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