Multivolume call numbers

Multivolume call numbers raise several issues that affect library users across the entire consortium, and thus are one case where each library does not have complete control over the contents of the call number field for its material.

Background

The SirsiDynix Symphony system uses the subfield z (‡z) of the call number field to determine whether items at different libraries are identical volumes of a multivolume set. This is called a call number analytic.

Any variation in the text of subfield z of call numbers on the same bibliographic record (upper/lower case, space/no space, periods, extra text, etc.) will cause the system to assume that the call numbers represent different volumes. For example, as far as Symphony is concerned, the following ways of inputting "volume one" are four separate "volumes":

|zv. 1

|zvol. 1

|zVol. 1

|zv. 1 (6th ed.)

The holds function of iBistro uses the |z of the call number field to determine whether a copy of the volume a patron desires is available, and the OPAC displays each unique |z when a patron attempts to place a hold.

Therefore, CCS member libraries must follow inputting standards for |z so that the OPAC is as efficient and user-friendly as it can be.

Do not use ‡z for call numbers on a single-volume monographic record. If you need to include the analytic data as part of the call number, do so without inserting ‡z.

If the system automatically inserts a ‡z when you do not want one, then either use a different classification scheme (such as ALPHANUM or ASIS), surround the analytic data with parentheses, or use an underscore instead of a space between the analytic prefix and the number (e.g. v._1). For cases where the software misidentifies a call number analytic where there is not one, such as 005.2 WIN or FIC Andrews, V., use the ALPHANUM or ASIS classifiation scheme instead of the DEWEY classification scheme, or replace the ‡z with an underscore instead of a space.

General Principles

• There are many cases which may not be covered here. Please keep the best interests of the patron in mind, and use your best cataloger’s judgment.

• Formulate |z following the rules governing the numbering of series using AACR2R abbreviations. Examples:

For	Use
edition	ed.
episode	ep.
number	no.
part	pt.
supplement	suppl.
volume	v.
vol.	v.

• There should be a single space between the abbreviation's period and the number/designation.

• Always use Arabic numerals when specifying the number of an item in a sequence (e.g. v. 1, pt. 3).

• Do not put copy numbers or any other data following the Cutter in |z. Copy numbers, years (when the year is not the volume designation), and other local information should be put in |a.

• Be consistent with existing copies. When adding the first copy of a new volume, conform to the pattern of existing volumes. When adding a copy of a volume that another library has already added, copy the existing |z exactly even if it doesn't completely conform to these rules. If you feel the |z should be changed, contact the holding library/libraries to work out a solution.

• Use ‡zset for copies circulated as a set if any other copies on the same title record are circulated individually. If all existing copies are circulated as sets and your library wishes to circulate the individual parts separately, add ‡zset to all of the existing call numbers.
  • If all of the existing copies are circulated as sets and all of them have ‡zset or for which one or more call numbers have ‡zset and one or more others have no ‡z at all, please remove the ‡zset from all libraries' call numbers.

• Use ‡zon order when adding an on-order item to a record on which other libraries have added multiple volumes, and the volume(s) which are being ordered cannot be determined.
  • If:
    • no existing call number has a ‡z,
    • there are on-order call numbers, and
    • your library wishes to circulate the individual parts separately

then add ‡zset to any full call numbers, add ‡zon order to other libraries' on-order call numbers, and notify the libraries with on-order items to check their call numbers and update the ‡z appropriately (such as to ‡zset or ‡zdisc 1-2), if they know how they will circulate it. (Otherwise they can leave it as ‡zon order.)

• Note that "|z" is treated as a space for sorting call numbers, and counts as only one character towards the 40-character limit on call number length.

Printed materials

• Identify editions, parts, volumes, years, etc. as succinctly as possible.

• If there is a serial issue that is not covered here, please refer to the serials pages.

Volumes

• See the Omnibus format page for instructions on handling multiple numbered volumes published in a single binding (e.g. "v. 21-22-23").

Years

• Use four digits to signify years (e.g. 2004). Do not include any words following the year (e.g. use 2002, not 2002 ed.).

• If an item covers a span of years, use two four digit years with a slash and no spaces between (e.g. 2002/2003).

• If the year is not prominent on the item, the date should still be used. If the item has multiple dates, use the later date. If desired, designation of edition may be added before |z (i.e., at the end of subfield a). For example, Fodor's Illinois, 12th ed., 2003, ©2002, may have either ‡z2003 or 12th ed.‡z2003 as the call number analytic.

• If two editions of a title are published with the same date (either both with the same publication/copyright year, or one with a prominent year and the other with no prominent date but a publication/copyright year that matches the analytic of the other volume), then, for the two affected volumes only, add the edition (or other identifying information) in a parenthetical qualifier to the analytic. For example, a record might have call numbers with the analytics: ‡z1998, ‡z1999 (5th ed.), ‡z1999 (6th ed.), ‡z2000
  • Note: Before 2002, the preferred format for all items in this category was ‡z1999 (6th ed.); there may still be some older materials for which every volume uses that format.

Months/Seasons

• When using the serials control module, subscription issues are automatically given call numbers with a |z followed by an automatically-generated date or volume number. For consistency, manually entered subscription issues should conform to the pattern established by the serials control module (synopsized below) for all items likely to be added by a library using the serials control module. See Call number analytics for periodicals for more details and examples.

• Months should be abbreviated with the first three letters, all capitalized. The accepted abbreviations are: JAN, FEB, MAR, APR, MAY, JUN, JUL, AUG, SEP, OCT, NOV, DEC (e.g. |zJAN 2002).

• Seasons (except Fall) should be abbreviated with the first three letters, all capitalized. The accepted abbreviations are: SPR, SUM, FALL, WIN (e.g. |zFALL 2002).

• To indicate combined seasons or months, use a forward slash (e.g. SPR/SUM, JAN/FEB).

Audio-visual materials

• Identify parts using enumeration found on the items (e.g., 1, tape 1, disc 1, v. 1, pt. A, phase 1, journey 1).

• For items in the form "part 1 of 3" use pt. 1

• If there are multiple parts packaged together, use the singular form and place a hyphen with no spaces on either side between the numbers to indicate the range (e.g. disc 1-3, v. 1-2).

• For items without individual designations and different formats/SMDs, do not add a 505 for the parts, but instead, for the call number ‡z fields of items without individual designations, use the SMD or a verbal material description, in lower-case letters when appropriate. (Note that Blu-ray + DVD combo packs have their own special rule regarding what to do when some libraries circulate a combo pack as a set and other libraries split it into its component parts.) Examples:

300    1 Blu-ray disc :‡bsd., col. ;‡c4 3/4 in. +‡e1 digital copy disc.
Call numbers:
  ‡zset        for both discs circulated together when some libraries split the set
  ‡zBlu-ray    for the Blu-ray disc circulated alone when some libraries circulate the digital copy separately
  ‡zdigital copy  for the digital copy disc circulated alone

300    2 Blu-ray discs :‡bsd., col. ;‡c4 3/4 in. +‡e1 digital copy disc.
Call numbers:
  ‡zset        for all 4 discs circulated together when some libraries split the set
  ‡zdisc 1     for the first Blu-ray disc circulated alone
  ‡zdisc 2     for the second Blu-ray disc circulated alone
  ‡zdisc 1-2   for both Blu-ray discs circulated together when some libraries circulate the digital copy separately
  ‡zdigital copy  for the digital copy disc circulated alone

300    1 sound disc :‡bdigital ;‡c4 3/4 in. +‡e1 videodisc (78 min. : sd., col. ; 4 3/4 in.)
Call numbers:
  ‡zset        for both discs circulated together when some libraries split the set
  ‡zCD         for the CD circulating alone
  ‡zDVD        for the DVD circulating alone

300    144 p. :‡bcol. ill. ;‡c28 cm. +‡e1 videodisc (20 min. : sd., col. ; 4 3/4 in.)
Call numbers:
  ‡zset        for the book & DVD circulated together when some libraries split the set
  ‡zbook       for the book circulating alone
  ‡zDVD        for the DVD circulating alone

Lost parts

It is helpful to update the call number analytics, when necessary, as accompanying material changes (e.g. is lost, broken, or stolen). It can also be helpful to explain the change in a Public or Staff note field. Providing specific information regarding accompanying material in the item/copy records facilitates interlibrary loan requests and provides helpful information for patrons and staff.