Processing Added Volumes

I. Processing added volumes received in normal serial processing

Occasionally a monographic series will have a multi-volume subtitle. This subtitle may be a serial or monograph. For example, Energetics of Biological Macromolecules (AHC2275) is a monographic subtitle of Methods in Enzymology (AAV3821). Index to Plant Chromosome Numbers (ABE8497) is a serial subtitle of Monographs in Systematic Botany (AAT2096).

You'll recognize a volume of a monographic subtitle because when you perform the standard title search the title will come up, but the specific volume you have in hand will not have an item record and will not be in the volume holdings of the subtitle record. It may or may not appear in the volume holdings of the main series record, but with slightly different numeration. (For instance, the volume holdings may show v.380 as having been received, but the piece you have in hand is v.380 no.2. The v.380 that was received earlier is probably v.380 no.1.)

If you recognize that an item has a multi-volume subtitle follow these steps:

1. Receive and pay for the volume on the main series unless notes indicate otherwise. Add it to the volume holdings.

2. Add it to the volume holdings on the subtitle record.

3. Create an item record for the volume on the subtitle record.

4. In the new item record type the subject (fund) number from the main series record in the item cat1 field.

5. In the new item record type "SERIES-SO" in the item cat2 field.

6. Change the current location to BAKER-HOLD.

If the subtitle is a serial it can be placed on the Marking truck. If it's a monograph it should be flagged "Added volume" and placed on the Copy Cataloging truck (next to the SSOs).

II. Processing added volumes received from Verification

Verification occasionally receives a serial piece, either as a gift or a direct purchase made by a library. These are referred to as "added volumes". They may be placed on the Added Volume shelf in the Mailroom, or they may be given directly to a serial receiver.

If you have an added volume from Verification in hand, follow the following steps:

1. Check to see if the title has already been cataloged. If it has then simply add it to the volume holdings and route it to the appropriate location. Note: periodicals should not get item records, but should be date stamped. Other serials should be barcoded, have item records, and get the ownership stamp.

2. If the title has not been cataloged check the "SrTp" field in the Fixed Fields of the bibliographic record. There will either be a "p" in this field or it will be blank.

a. If the SrTp field is blank then attach barcodes and create individual item records for each piece. Stamp with the ownership stamp.

b. If the SrTp field has a "p" then create only one item record. Do not attach any barcodes to the piece(s) in hand. Paperclip the barcodes in the front of the piece with the paperwork from Verification. Date stamp the piece(s).

c. In the item cat 1 field of the item record(s) add the subject code. This should be on the paperwork from Verification.

d. Charge the item(s) to the appropriate cataloger and route them.

CW09102004