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W.E.B. Du Bois Library Cataloging Manual

ADDED VOLUMES (MONOGRAPHS)
 
 
 
 

CONTENTS

I. Introduction

II. Continuations which began in 1994 or later, or have a ‘c’ in BCode3, or are cat. to Morrill or Phys. Sci., or have a 7/1/96 or later produce date

III. Continuations which began before 1994 and lack ‘c’ in Bcode3

IV. Special Problems
   A. Added volume for one library, being put on Reserve in another library
   B. Gift books

I. Introduction

Added volumes are placed on the A/V shelf in Acquisitions by the staff of the Monographic Section. Added volumes are removed from the A/V shelf and brought down to the Cataloging Department by the Added Volumes Coordinator. All added volumes will come with routing slips on which call numbers or checkin record numbers have been written.
 

Books not originally designated A/V's but subsequently discovered to be A/V's should be returned to the Acquisitions Department.
 

A RUSH added volume comes with a red flag and is not placed on the A/V shelves. Instead, it is given directly to the Added Volumes Coordinator. This person should add the volume to the record, following the directions below, and then take the book directly to the Rush Truck in Information Processing for rush physical processing. After processing the book, and after it has gone through the rush checkout procedure, the end processor will take it to the Circulation Department, where Circulation personnel will notify whoever requested the book that it is now available. NOTE: The person adding the volume should make sure that the name and address of the requestor on the routing slip are legible, using the order record to help clarify matters, if necessary.
 

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II. Continuations which began in 1994 or later, or have a ‘c’ in BCode3, or are cat. to Morrill or Phys. Sci., or have a 7/1/96 or later produce date
 

A. Call up the checkin record on Innopac.  Compare each volume to the bibliographic record to make sure it is an added volume to the work described.  If it is not an AV to this record return it to Monographic Acquisitions Section.   B. Update bibliographic record as necessary.  Consult a Cataloger when working on complex recataloging problems.  Count updates to bibliographic records on the Statistics Sheet under Titles Recataloged.  
  1. If binding not needed, write the call number with the correct volume information on the routing slip along with your initials.   a. Place barcode on the volume being added; see Barcoding.

  b. Create a new item record to represent the volume in hand using menu choice 'n', "New item record using old info." Change the volume field to the appropriate number, the status field to 'p', add barcode field and scan in the barcode. (Exception:  for some contin AVs within ser anals, the vol. no. goes in the 090 field (cf. Guidlines for the Cataloging of Continuations))

c. Check holdings in checkin record to be sure they match attached item records.  Report discrepancies to Monographic Acquisitions Section.  Also report Mono Contins that have ceased

d. Count all new volumes on the Statistics sheet under Added Copies/Vols to Existing Records.

  e. Put volumes on “A/V to be processed shelf” in Information Processing, with the exception of scores and other nonbook formats.  These items should be taken to the end processing staff designated to process these materials.   2. If binding is needed (cf. Binding and Preservation Procedures especially for fascicles/lieferungs or Music scores.):
  a. If there is a checkin record and it contains binding information, fill out a Serials Ready for Binding Form.  Add binding information to the checkin record first if needed (cf. Serials Manual B27 Adding Bind titles and other binding information to Innopac records).  Also update the bibliographic record as necessary and do Steps II.B.1.c.-d. above.  Take the item to the Bindery Unit in Acquisitions.  Bindery Unit staff will create an item record and link the volume.

b. If there is no checkin record, look for a binding record in the Bindery Record Database (in Microsoft Access: R:\info_processing\db3).  Add a record to the Bindery Database if lacking.  Write binding information on the routing slip.  Create an item record as in Step II.B.1.b above but set item status to ‘b’ and do not barcode or link the volume. Also update the bibliographic record as needed and do Steps II.B.1.c.-d. as above.  Put the volume on the Able shelves in Information Processing.

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III. Continuations which began before 1994 and lack ‘c’ in Bcode3
 
 

In addition to the above steps in II do the following:

A. Pull shelflist card(s) for all locations for each volume.  Discard shelf list when following steps have been completed.

  B. If all copies and volumes in all locations recorded in the shelf list are represented by item records in Innopac (the item records need not actually be linked with barcode numbers to the volumes, but must match the shelf list in copy, volume, and location information), change the value of BCode3 in the bibliographic record to ‘c’.  The ‘c’ indicates that the Innopac record is now the official record of holdings for that title.

C. If not all copies and volumes in all locations are represented in Innopac, create unlinked item records in Innopac for the remaining copies and volumes in all locations in the shelflist, being sure that copy, volume, and location fields match the shelflist. Link all available volumes and create unlinked item records as needed.  Status should be ‘-‘ for "Check Shelf." Include any items marked as missing in the shelflist, but also change the status to ‘m’ for "Missing", change the value of the IMessage field to ‘m’, and add a note (tag ‘n’) to the item record, saying "MSG”, [date], [initials].  Change the value of BCode3 in the bibliographic record to ‘c’.
 

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IV. Special Problems

 A. Added volume for one library, being put on Reserve in another library.  
If an added volume is to be delivered to a reserve location which is not in the library to which the book is cataloged, fill out and send a transmittal form notifying the library to which the book is cataloged.  No transmittal form is necessary when an A/V is cataloged to the main library.  


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B. Gift books
Added volumes which are gifts to the library rather than specifically ordered have gift recommendation forms in them. These forms are filled out by bibliographers and selectors. They may show a specific location to which the book is to be cataloged. If an added volume turns out to be a D/D (for example, if a book started out as an A/V to a book in Morrill, but Morrill wants it cataloged to Main), find out if we already have a record for the title in the location to which the book will be going (in this example, Main). If we do, the book is an A/V and you can process it as usual for the appropriate location (in this example, Main).
If we do not already have a copy of that title in the location to which the book will be going, the book is not an A/V, but rather a D/D.  Give the book to the Monographic Corrections Coordinator. Include a printout of the Innopac record.  


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2/13/2001 D2
Copyright 2001 University of Massachusetts, Amherst
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