Special Materials & Procedures
BOUNDWITHS
Special Materials & Procedures
BACKGROUND
These practices should be used to catalog items made up of independent
works that have been bound or cased together subsequent to publication.
The procedures listed here are those that are unique to this type of item;
all other cataloging procedures should be followed.
Note: Procedures for cataloging boundwiths have changed over time
and CLIO thus reflects differing practices. Do not retrospectively change
older records to the new practice except in a case of special need.
Note: This document mentions two types of item records. "Live"
item records contain a barcode number in the barcode field for non-rare
items and a blank barcode field for rare items. "Blind" item records have
blank barcode fields. For non-rare items, they contain a barcode number in
the item notes field preceded by the text: DO NOT REMOVE: and a space.
PRE-CATALOGING EXAMINATION OF TITLES
Examine and, as possible, count the titles that have been bound together.
If they are all single-volume monographs or pamphlets, follow procedures
in Situation A, outlined below. This is the basic procedure.
In this procedure, there will be a bibliographic record for each title but only a
single holdings and a single item record. Using a linking procedure in
the item record, the second and subsequent bibliographic id numbers will be
linked to the single holdings record.
If some of the titles are multi-volume monographs or serials the basic
procedure cannot be used because multi-volumes and serials need to have
their own holdings records in order to record what volume(s) we own. For
such cases, follow procedures in Situation B, outlined below.
In this procedure there will be a single holdings record and a single item
record for all the single-volume monographs and pamphlets contained in the
boundwith. In addition, each multi-volume and/or serial title will have
its own holdings record and "blind" item record.
SITUATION A - PROCEDURES
- Searching
- Search each title according to standard procedures.
- If acceptable copy is found for each title, process the item
according to procedures below. If copy is not found for one or more titles,
create a tracking record on the basis of the first item and route with any
cards and/or copy found to OSMC for cataloging.
- Bibliographic Records
- Catalog each title in OCLC or CLIO.
- For titles cataloged in OCLC, download records to CLIO. Make a note of the CLIO
bibliographic id numbers.
- For rare book titles, add a 500 note to indicate where the individual
piece is located within the volume. If applicable, this note should also
include the spine title. The note may be added in OCLC or CLIO, wherever
the cataloging is done. Examples of such notes:
500 Butler Library copy: No. 5 in a volume of 10 pamphlets. $5 NNC
500 Lehman Library copy: No. 5 in a volume of 10 pamphlets with spine
title: Miscellanea v.
17. $5 NNC
500 Rare Book copy: Bound in a volume with [first title] and other
pamphlets. $5
NNC
500 Avery Library copy: No. 5 in a bound volume of pamphlets. $5
NNC
500 Rare Book copy: Bound with Bocthor, Ellious, Abrege des
conjugaisons arabes (Paris: G. Engelmann, [1820?]). $5 NNC
- For rare book titles, additional copy-specific notes and tracings
which apply to individual titles are added to the bibliographic record for
that title only, while notes and tracings applying to the entire volume
(e.g., binding, provenance) are added to the bibliographic record for the
first title in the volume only.
- Holdings Record
- Create a holdings record for the first title in the bound-with
with a call number appropriate to the title. Do not create holdings
records for subsequent titles.
- Add the following public note at the end of the 852 field: $z
Bound with other titles; for a complete listing search by the call
number using the Call Number search. You can create this text
using the macro: shortkey + bnd
- There may be occasions when one or more of the subsequent
titles already have holdings records that are linked to order
records. In such cases, suppress these holdings records since the
boundwith will only have one holdings record. Put a 900 in the
suppressed record noting the holdings record of the boundwith.
Example: Cataloged on holdings 8496735
- If there is a copy specific note in the holdings record transfer it to
a 500 local note in the bibliographic record.
- Item Record
- For non-rare book material, barcode the volume and create a live
item record as usual with the barcode number in the barcode field. Do not
create item records for subsequent titles.
- For rare book material do not barcode the volume. Create a .live.
item record with a blank barcode field. Do not create item records for
subsequent titles.
- Find and copy the bibliographic record id for the second title in
the boundwith. See note below for copying bibliographic record ids.
- Return to the item record for the first title, go to the Record
menu and select Link to bibliographic.
- You will get a window with the text: Enter the bib id:
- Paste or type the id number for the second title in the
bound-with. This will create an 014 field in the holdings record which
will serve as the link between these titles. All titles in the bound-with
may be seen by clicking the Bib Title(s) tab in the holdings record,
through the hierarchy or by searching call number exact. Be sure these 014
fields remain in the record.
- Repeat steps C-F for each subsequent title in the boundwith.
- Search by Call Number Exact in the OPAC to make sure all titles
are represented.
- All titles in the bound-with may be seen by clicking the Bib
Title(s) tab in the holdings record, through the hierarchy or by searching
call number exact.
Note: : To copy a bibliographic record id you can select File >
Print Label. This opens a window where the Bib id is given on the third
line where it can be selected and copied. Or you can use the macro:
shortkey Alt + ` which copies the bibliographic id into the clipboard. Or
you can note it down by hand.
- Book marking--The call number for the first title should be marked
on the t.p. verso of the bound-with. Rare books should not be marked.
Instead, print a copy of the holdings record and insert it in the volume.
Example of holdings record for a
"Situation A" Boundwith
SITUATION B -- PROCEDURES
- Searching
- Search each title according to standard procedures.
- If acceptable copy is found for each title, process the item
according to procedures below. If copy is not found for one or more
titles, create a tracking record on the basis of the first item and route
with any cards and/or copy found to OSMC for cataloging.
- Bibliographic Records
- Catalog each title in OCLC or CLIO.
- For titles cataloged in OCLC, download records to CLIO. Make a
note of the CLIO bibliographic id numbers.
- For rare book titles, add a 500 note to indicate where the
individual piece is located within the volume. The note may be added in
OCLC or CLIO, wherever the cataloging is done. If applicable, this note
should also include the spine title. Examples of such notes:
500 No. 5 in a volume of 10 pamphlets. $5 NNC
500 No. 5 in a volume of 10 pamphlets with spine title: Miscellanea v. 17.
$5 NNC.
500 Bound in a volume with [first title] and other pamphlets. $5 NNC
500 Avery Library copy: No. 5 in a bound volume of pamphlets. $5 NNC
500 Rare Book copy: Bound with Bocthor, Ellious, Abre`ge. des
conjugaisons arabes (Paris: G. Engelmann, [1820?]). $5 NNC
- For rare book titles, additional copy-specific notes and tracings
which apply to individual titles are added to the bibliographic record for
that title only, while notes and tracings applying to the entire volume
(e.g., binding, provenance) are added to the bibliographic record for the
first title in the volume only.
- Holdings Record for single-volume monographs
- Create one holdings record for all single-volume monographs and
pamphlets in the boundwith according to procedures above for Situation A,
Section III, Holdings Record, steps A-C.
- If there is a copy specific note in the holdings record make it a
500 local note in the bibliographic record instead.
- Item Record--Create one "live" item record as in Situation A, Section
IV, Item Record, steps A-G.
- Holdings and item records for multi-volumes and serials in the
boundwith.
- Create a holdings record for each multi-volume and serial title in
the boundwith, coding the same holdings location. Code 866 data according
to usual procedures.
- Create one "blind" item record for each title. Enter Item type
and Enum/Chron data according to usual procedures.
- For non-rare materials, do not enter the barcode number in the
barcode field. Instead, open the note field, enter the phrase DO NOT
REMOVE: followed by a space, and then scan the barcode. This step is not
needed for rare materials.
- Search by Call Number Exact in the OPAC to make sure all titles
are represented.
- Book Marking
The call number for the first title should be marked on the t.p. verso of
the bound-with. Rare books should not be marked. Instead, print a copy of
the holdings record and insert it in the volume.
Example of holdings record for a "Situation B" Boundwith [Example coming
later.]
UNLINKING A BIBLIOGRAPHIC RECORD LINKED IN ERROR
To unlink a bibliographic record from a boundwith:
Retrieve the holdings record and go to Record > Unlink holding from
bibliographic. This will open a window called Linked bibliographic
records. From here you can choose the bib record you want to unlink.
Select it and click OK.
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Last updated: 08/16/2018 mdw