Adding Volumes

Monograph titles which are published as a set of volumes frequently issue such volumes separately over a number of months or years. At times, the numbered volumes are published out of sequence.

Receiving volumes This section is covered in the wiki document monographic_continuations].

Updating bibliographic records in Aleph

The holdings record for each title is called up via the ADM number in Aleph, then the bibliographic record is checked against the book in hand.

  • Any variations in the title, author or editor(s) and/or publisher should be noted in a 500 field note. Also include any other useful information specific to the volume in hand.
 Examples: 500 __ Vol. 3-4 have title: Mary Wollstonecraft Shelley (add a 246 field for changed titles)
           500 __ Vol. 4, 6-7 edited by Mary A. Quinn; v. 8 edited by Donald H. Reiman and Michael O'Neill.
           500 __ Editors vary (Useful for very large sets spanning years or decades)
           500 __ Vol. 1-10 published by CLSI Publications, Stanford, California ; 
                      vol. 11- published by Oxford University Press, Oxford, England.
           500 __ Publishers vary (Again, useful for very large sets)
           500 __ Vol. 16 mistakenly has "Vol. 13" on title page.
           500 __ Publication began in 1999 with vol. 3.
           500 __ Complete in 7 volumes.
  • Change the 264 subfield |c to reflect the latest publication date, surrounded by angle brackets (example: 1999-<2012 >).
  • Change the 300 field to reflect the number of volumes held (example: v. <1-3, 7-8> or <6 v. in 8>). In the case of complicated volume numbering, however, just “volumes” will suffice.
  • Check for any additions or changes in series. Add as appropriate. In some cases, if there are multiple series numbers, it is useful to have a separate 830 field for each number.

Example: 490 1_ English Place-Name Society ; v. 62-63, 70, 76 and 830 _0 English Place-Name Society ; v. 62-63,

             830 _0 English Place-Name Society v. 70. 
  • If present, edit the 505 field to include the subtitle of the latest volume. It is not absolutely necessary to use an enhanced record with subfields |t, |g and |r.
  • If necessary, add the latest author/editor's name in a 700 field.
  • If available, add the ISBN in an 020 field.
  • Add a 910 field with your initials in caps, the date, and “recat,” e.g. “SEP 12/03/2015 recat”

Adding a New Item Record

  • Call up the UMA50 Item records list
  • Occasionally a volume already has a barcode linked to a sparse item record, or there is an unlinked item record for the volume in hand. If so, update this item record. If no item record at all, highlight the last volume item record then click on “Duplicate”
  • Scan in barcode
  • Change Item Process Status to 'PC'
  • Change Enum. Level1.(A) to appropriate volume number (i.e., 19)
  • Change/add Enum. Level2(B) if needed (i.e., v. 19 pt. A gets just 'A' in this field)
  • Change volume information in Descrption field (i.e., v.19 or v.19 pt.A)
  • Update
  • Find the price of the volume on the inserted invoice. Go to the “General Information” tab in the item record and type the price into the appropriate field.

Editing the Holdings Record

  • Click on HOL Links tab
  • Click on Edit
  • Check for an 866 field. If present, update the volume numbering to match what is in the Items List (i.e., 1-3, 5-19 or 1-14, 15:A-B, 16-20). Note that an 866 field is not mandatory; the display in OPAC useful when the volumes are published out of sequence or when there are a high number of volumes available. In these cases, the 866 field provides a quick summary of what the library owns without forcing the patron to scroll down and search for individual volumes.
  • Check the routing slip for any Notifications or Holds. If present, arrange slip so that this note is visible when the slip is in the volume. If it is an ISEL volume, leave the routing slip in. Otherwise, discard slip.
* Place volume on Processing truck in IRM. 

Closing a volume record

Most titles end publication at one time or another, with or without completing the series. The Acquisitions team will pass on any such information to the A/V cataloger, but sometimes there is no formal notification from the publisher so it is necessary to check each latest volume itself via the book jacket (if present) and/or the forewords or introduction in the volume.

  • Change the 260 field by taking out the <> surrounding the last date of publication i.e., 1990-<2015> to 1990-2015.
  • Change the 300 field from v. <1-4> to 4 volumes.

*However if there is a gap in the number of volumes that we have (v. <1-3, 5> change it to the known total of published volumes (5 volumes). People will see in OPAC which volumes we do have.

  • If there is a missing volume, make a 500 note to this effect (i.e., “Library lacks vol. 14”).
  • If the series ceased publication without being complete, make a 500 note to this effect (“No more published”). If, however, there is only one volume the 500 field should read: “Vol. I. No more published.” or “Book one, Lacson as a newspaperman. No more published.”
  • If present, change the 505 field indicator from 1 to 0. Change the 505 1 field to 505 0.

Call Numbers & Availability note

If a series is published under several titles which the library catalogs separately, a basic bib record for the series title is created in Aleph. A note is put in the item record field under General Information(2), OPAC Note: Search by author, title, or series title for individual volumes. The library's holdings are noted in an 866 field in the Holdings record.

If the volume in hand is a Contin (multi-volume set) within a Ser Anal or numbered series, do not create a separate Holdings Record for each volume (i.e., DA645 .A4 v.80, DA645 .A4 v.82). Instead, enter the plain call number without the series enumeration in the HOL, and enter the volume enumeration in the description field of each item. Be sure to add the value to Serial Levels, Enum. Level.1(A)(Vol.)! Holdings for a multi-volume monographic bib may be added in an 866 field in the HOL.

Unique volumes

Some titles have unique numbering situations. Case in point: Flora of Tropical East Africa (Bk Sys No. 33152650), which has been in publication since 1952. Volume numbers for this work are based on the Bentham and Hooker sequence used in the Kew Herbarium, which can be found in the wiki document special added volume sequences. A similar situation exists for Flora of Australia (Bk Sys No. 936676); a link to this series' published volumes can also be found on the Special Added Volume Sequences wiki page.

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