SWIFT
Cataloging Practices Manual [CPM-405]

FORMATTING ENUM AND CHRON FIELDS IN ITEM RECORDS FOR MONOGRAPHS

This document provides instruction for the coding of the ENUM and CHRON fields for monographs only. For more detailed information about other fields within item records, see CPM-400. For instructions on coding ENUM and CHRON fields for serials, see SCARM-260.

BACKGROUND

Each item linked to the holdings of a multivolume monographic set or a monograph with supplementary material (i.e., mixed media, etc.) requires data which will distinguish it from other items linked to the same holdings record. This information is crucial to inventory control from both the public service and collection maintenance standpoints. The consistent and proper formatting of this information is essential for both newly cataloged pieces (for identification and labeling purposes, with the information available in the Hierarchy and the Item Record summary) and pieces already represented in the database (what displays to the public through the OPAC when an item is charged out).

In the 2003 migration to the Voyager system, item record information was moved to fields that best approximated what had existed in the previous system. The “fit” was not perfect and the function of the corresponding fields in Voyager did not always match the purpose for which they had been intended. Nevertheless, the emphasis in these instructions is on the proper coding of Enumeration (ENUM) and Chronology (CHRON) fields in newly created records rather than correcting records which either migrated from the old system or were created using previous procedures.

 (Note: You should not follow these instructions if you are cataloging an analytic of an a:all serial or set, but instead consult the procedures for analytics.)

PROCEDURES

In the OPAC the ENUM and CHRON fields display if the item is charged out; in the cataloging module these fields display in the Hierarchy and the Item Record summary.

  1. ENUM: The Enumeration field for monographic items is used primarily for volume information, which means that this field would be left blank for single volume monographs.

    2. Use the caption term form(s) as recorded in the 866 of the Holdings record. See CPM-503 for more information. For information about the use of specific caption terms and their abbreviations, see CPM-590.

    If a caption term is abbreviated, there should be no space between the period of the abbreviation and the volume number or letter (e.g. pt.3).  If a particular caption term is not abbreviated (e.g. Heft), separate the caption term and the volume number of letter by a space (e.g. Heft 1).

    If there is no caption term on the piece or in the 866 field of the holdings record, add the generic “v.” in the ENUM field before the volume number.

    If you are adding a volume to the set and previously-created item records use a different caption term than what is on the piece, be consistent and enter the caption term used in the older items.

    If there is more than one level of enumeration for a set, separate the levels by a colon with no spaces on either side of the colon, listing the higher level(s) of enumeration first.  For example, volume 1, part 2 (i.e. the piece is part 2 of volume 1 of the set) is indicated in the ENUM field as “v.1:pt.2”.

    If the publisher uses a date as the volume number instead of a more general number, add the date in the ENUM field and not the CHRON field.  (Except for text related to supplementary materials (See below), the CHRON field should always be blank for monographic item records.)

    Examples of various multivolume scenarios and what should be entered into the ENUM field:

    Simple single level of enumeration with caption term abbreviated:
    t.5

    Simple single level of enumeration with caption term not abbreviated:
    Heft 16

    The volume uses a date for enumeration instead of a number:
    1984

    The volume has no caption term and there were no previously-created item records:
    v.1

    Double level of enumeration, both caption terms abbreviated:
    t.56:fasc.3

    Double level of enumeration, first caption term abbreviated, second not abbreviated:
    Bd.62:Heft 1

    Double level of enumeration, first caption term not abbreviated, second abbreviated:
    Heft 13:Nr.2

    Double level of enumeration, with a year as the first level, second level abbreviated:
    1995:no.3

    Triple level of enumeration, all levels abbreviated:
    v.3:pt.2:fasc.3

  2. CHRON: Add information about the supplementary nature of an item in relation to the main work.

    3. This may include:

    Examples of text which may be entered into the CHRON field for monographs:

  3. There are instances where a non-print item is a supplement to a particular volume of a set. You should fill in both the ENUM and CHRON field in this case.

    4. Example: a CD-ROM which is a supplement to volume 3 of a 3-volume set:

    ENUM: v.3
    CHRON: CD-ROM

  4. Please see your supervisor for any situations you encounter related to the ENUM and CHRON fields in monographic item records that are not covered in this document.

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last updated on 17 September 2007 /{cls [mot]}