Library Technical Services

Added Volumes/Copies (LTS Procedure #6)

Scope: This procedure outlines the process by which newly received volumes are added to a title which has already been cataloged.

Contact: Lois Peret Purcell

Unit: Cataloging

Date last updated: 06/06/08

Date of next review: March 2009

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Fully cataloged record already in Voyager
Core-level records
Special handling for bound together items
Olin/Uris Multivol Policy
When previous vols. reside at Annex
Adding sub-locations within the same main location

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A.  Fully Cataloged Record Already in Voyager

1. Update the bibliographic portion of the catalog record, paying particular attention to those fields most likely to be affected by the addition of a new piece--that is, the 260, 300, 4xx/8xx, and 505 fields, as well as those fixed fields which convey information about the publication date(s). If the piece in hand has an author, editor, publisher, etc. that did not appear on earlier volumes, be sure to record this information in the record whenever necessary. In addition, be sure to create any corresponding additional access points when required by AACR2. These new access points should be under authority control. Complete authority work should also be done for any record which has not been updated since 1980. Be sure to include your statistics code in the 948 field.
2. Update the holdings portion of the record, paying particular attention to the status and completeness codes in the 008 and, if the multivol is part of a series classed together, the call number. In the latter case, add new series numbers to the call number for each volume added. If there are many volumes in the call number area, record only the first number in the series, followed by "etc."
   
   Update the 866 field according to the guidelines in Holdings Records. Be sure to record the multivolume numbering in the same way as it appears on the items (i.e., the caption and number should match what appears in the 505 field, if there is one), using AACR2 abbreviations when available. If the form of numbering on the items varies, use the most common or most recent form in the MFHD record. Also, be sure to record the range of years of publication whenever the multivol is incomplete for the location in question.
3. Barcode each new volume and create corresponding item records according to the guidelines in LTS Procedure #15, "Barcodes on Monographs," (when applicable) and in Item Records. Follow LTS guidelines for recording volume enumeration in the call number (see LTS Procedure #11, "Classification and Shelflisting").
   
   Keep in mind that when a title that was previously treated as a single-volume work is subsequently recataloged as a multivol, the earlier volume will need to remarked (with vol enumeration) and the Enum. field of the corresponding item record updated.
4. Fill out a yellow "Completed Multivol Report" card when the volume(s) you are adding complete(s) the set. Place the card on the "problems for Acquisitions Services" shelf.
5. When the first and subsequent fascicles of a new volume are cataloged, write the call number with the volume and fascicle number on the front cover of the item, and send it to the stacks. These items do not need to go to Physical Processing; they can be placed on any "Return to stacks" shelf. When the last fascicle is cataloged, retrieve the earlier fascicle(s) and, if complete, send to Conservation. Do not barcode. Include note that the set is complete and should be bound together.
6. When handling serial-like or fascicle-like items with multi-level enumeration that are cataloged as monographs and are thin and paperback, do not barcode. Add a note to the subfield x field of the 852 field in the Mfhd: DO NOT BARCODE--Treat as fascicle. Such items may be bound together, and the barcoding will be completed when the pieces are in their final physical form.
   

B.  Core-Level Records (E/L = 4 or E/L = 7, with 899 "core-level")

1. Update, if necessary, those variable fields already present in the bibliographic portion of the catalog record. Do not add new variable fields except in the following circumstances:
   • a series statement appears on the item(s) in hand that did not appear on earlier volumes and, thus, does not already appear on the BIB record -- in this case add the appropriate series statement and tracing;
   • a new author and/or editor appears on the item(s) in hand who differs from those authors and/or editors of earlier volumes who are traced in the BIB record -- in this case add the appropriate note and heading for the additional author and/or editor whenever AACR2 prescribes such an addition; do not trace subsequent authors and/or editors if earlier authors/editors are not already traced in the BIB record;
   • a varying form of the title proper appears prominently on the item(s) in hand that did not appear on earlier volumes and, thus, does not already appear in the BIB record -- in this case add the appropriate note and entry for the variant title whenever AACR2 prescribes such an addition.

   Update fixed fields if necessary. If the encoding level (E/L) is "7", change it to "4". Delete 899 "core-level" notes.

2. Complete the cataloging of the added volume(s) according to the instructions given above in section A, 2-7.

C.  Special handling for bound together items at LTS Olin

When catalogers are sending items that should be bound together to Conservation for treatment, they should note the treatment in the appropriate area of the location flyer. Also, a grey "special handling" flyer should be placed in the item to alert Conservation staff of the special handling.

D.  Olin/Uris Multivol Policy

In the situation where new volumes of a multivolume set are selected for Olin and previous volumes reside in Uris, the new volumes should be cataloged for Olin, and the earlier volumes transferred to Olin. When a cataloger encounters this situation, he/she should notify the Database Quality & Physical Processing supervisor to complete the transfer. This policy pertains to reference as well as stacks materials. In the case of duplicate volumes in Uris, the duplicates will remain in Uris.

E.  Multivol policy when earlier vols. reside in Annex

F.  Adding sub-locations within the same main location:

• When there are several copies of a book going to a different sub-location within a main location, specific copy numbers should be used even if there is a variation in the call number. See exception below.
  Example 1:
  $b olin,ref $h PC713 $i .S21 1961
  $b olin,301 $t 2 $h PC713 $i .S21 1961
  $b olin,anx $t 3 $h PC713 $i .S21 1961a
  Example 2:
  $b vet,core $h QH430 $i .G45 2002
  $b vet,ref $t 2 $h QH430 $i .G45 2002
  $b vet,res $t 3 $h QH430 $i .G45 2002
• If there is a copy in one Asia loc, any subsequent copy for another Asia loc will require a copy number.
  Example:
  $b ech $h DS35 $i .L84 1982
  $b sasa $t 2 $h DS35 $i .L84 1982
  $b was $t 3 $h DS35$i .L84 1982