Difference between revisions of "Multivolume call numbers"

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[[Category:Call numbers]]
 
[[Category:Continuing resources]]
[[Category:Using WorkFlows]]
'''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.
'''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.


==Call Number Analytics, or Subfield z of the Call Number Field==
==Background==
 
Polaris uses the volume field as a way to group items for patron holds, so all libraries need to use this field consistently. If one library is using the field in their item, all other libraries need to use the field for items attached to the same bibliographic record. For items that migrated from Symphony, the information that was in the subfield z of the call number was transferred to the volume field of the Polaris call number.
The [[SirsiDynix]] [[Symphony]] system uses the subfield z ({{subfield|color=black|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":
See [[Call number analytics for periodicals]] for those resources, which use a different field to designate issues of a title.


: <tt>|zv. 1<br>
Any variation in the text of the volume field of call numbers on the same bibliographic record (space/no space, punctuation, extra text, etc.) will cause the system to assume that the call numbers represent different volumes. However, case does not matter in this field. For example:
: |zvol. 1<br>
: |zVol. 1<br>
: |zv. 1 (6th ed.)</tt>


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.
: <tt>V. 1 and v. are a match <br>
: Vol. 1 and vol. 1 are a match<br>
: Vol 1 and Vol. 1 do not match (punctuation)<br>
: Vol.1 and Vol. 1 do not match (space)<br>
: Vol. 1 and v. 1 do not match (different text)</tt>


Therefore, CCS member libraries must follow inputting standards for |z so that the OPAC is as efficient and user-friendly as it can be.
If library staff discover that other libraries' item records have volumes that do not match the dominant pattern, the individual can correct the volume designation in the item records for the other libraries. After correcting this field, they must contact the library to inform them that the change has been made. Department email addresses can be found on the [https://www.ccslib.org/training/technical-services-department-information Technical Services Department Information page]. For additional information on communicating issues to libraries, see [[Effective communication protocols]].


{{reviewbox|date=August 1, 2012|text=
==General principles==
Do not use {{subfield|color=black|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 {{subfield|color=black|z}}.
* For situations not covered here, use your best judgment.


If the system automatically inserts a {{subfield|color=black|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. <code>v._1</code>).  For cases where the software misidentifies a call number analytic where there is not one, such as <code>005.2 WIN</code> or <code>FIC Andrews, V.</code>, use the ALPHANUM or ASIS classifiation scheme instead of the DEWEY classification scheme, or replace the {{subfield|color=black|z}} with an underscore instead of a space.
* Do not use the volume field for call numbers on a single-volume monographic record.  For these, if you would like to include volume-level data as part of the call number (e.g. a travel guide's year of publication), use the suffix or another field.
}}


==General Principles==
* Identify editions, parts, volumes, years, etc. as succinctly as possible.
* 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<ref name="AARC2R1_6G">AACR2R 1.6G</ref> using AACR2R abbreviations. Examples:
* Use the abbreviations found in RDA Appendix B.7, along with a few others. Examples:


{| {{table}}
{| {{table}}
Line 42: Line 38:
|-
|-
|supplement||suppl.
|supplement||suppl.
|-
|tomo||t.
|-
|tome||t.
|-
|-
|volume||v.
|volume||v.
Line 48: Line 48:
|}
|}


* There should be a single space between the abbreviation's period and the number/designation.
* Insert 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).
* Use Arabic numerals, regardless of how they may be presented on the item.


* 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 on the same bibliographic record.  When adding a copy of a volume that another library has already added, copy the existing volume exactly, even if it doesn't completely conform to these rules.  If you feel the volume should be changed, contact the holding library/libraries to work out a solution.


* 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 <code>set</code> 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 <code>set</code> in the volume field for all of the existing call numbers.
** If all of the existing copies are circulated as sets and all of them have volume <code>set</code>, or one or more call numbers have <code>set</code> and one or more others have no volume at all, please remove the volume <code>set</code> from all libraries' call numbers.


* Use <code>{{subfield|z}}set</code> 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 <code>{{subfield|z}}set</code> to all of the existing call numbers.
==Print materials==
** If all of the existing copies are circulated as sets and all of them have <code>{{subfield|z}}set</code> or for which one or more call numbers have <code>{{subfield|z}}set</code> and one or more others have no {{subfield|z}} at all, please remove the <code>{{subfield|z}}set</code> from all libraries' call numbers.
* For serials, generally use years in the volume field even if the item uses another designation (e.g. 8th edition).  For other serial issues not covered here, see the [[:Category:Serials|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"). -->


* Use <code>{{subfield|z}}on order</code> 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.  Do not add <code>{{subfield|z}}on order</code> to other libraries' call numbers.
===Years===
* For one year, use four digits (e.g. 2004).  Do not include any words following the year (e.g. use <code>2002</code>, not <code>2002 ed.</code>).


* 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.
* For a span of years, use two four digit years with a slash and no spaces between (e.g. <code>2002/2003</code>).


==Printed materials==
* If the year is not prominent on the item, use the year of publication or copyright. If the item has multiple dates, use the later date.
* Identify editions, parts, volumes, years, etc. as succinctly as possible. Use four digits to signify years (e.g. 2004).  Do not include any words following the year (e.g. use <code>2002</code>, not <code>2002 ed.</code>).


* See the [[Omnibus format]] page for instructions on handling multiple numbered volumes published in a single binding (e.g. "v. 21-22-23").
* If two different volumes of a title would have the same date, then for the two affected volumes only, add edition or other identifying information in a parenthetical qualifier (e.g. <code>1999 (5th ed.)</code>, <code>1999 (6th ed.)</code>).


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


* 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.
* These guidelines only apply to titles not checked in using the Serials Check-In Record.  For titles with Serial Holdings Records and checked in via Serials, see [[Call number analytics for periodicals]].


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


* All seasons except Fall should use three-letter abbreviations, all capitalized.  The accepted abbreviations are: SPR, SUM, FALL, WIN (e.g. <code>|zFALL 2002</code>)
* Seasons (except Fall) should be abbreviated with the first three letters, all capitalized: SPR, SUM, FALL, WIN (e.g. <code>FALL 2002</code>).


* To indicate combined seasons or months, use a forward slash (e.g. <code>SPR/SUM</code>, <code>JAN/FEB</code>).
* For combined seasons or months, use a slash with no spaces between (e.g. <code>SPR/SUM 2012</code>, <code>JAN/FEB 2015</code>).


* When the year is not prominent on the item, the date should still be used but it may be qualified with the edition following the call number before |z (i.e., at the end of subfield a). If the item has different copyright and production dates, or multiple dates, the later date should be used (e.g. for Fodor's Illinois, 12th ed., 2003, &copy;2002, you can use either <code>{{subfield|z}}2003</code> or <code>12th ed.{{subfield|z}}2003</code> after your call number).
==Audiovisual materials==
** 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: <code>{{subfield|z}}1998</code>, <code>{{subfield|z}}1999 (5th ed.)</code>, <code>{{subfield|z}}1999 (6th ed.)</code>, <code>{{subfield|z}}2000</code>
* Identify parts using enumeration found on the items (e.g., <code>1</code>, <code>tape 1</code>, <code>disc 1</code>, <code>v. 1</code>, <code>pt. A</code>, <code>phase 1</code>, <code>journey 1</code>).
** ''Note: Before 2002, the preferred format for'' all ''items in this category was <code>{{subfield|z}}1999 (6th ed.)</code>; there may still be some older materials for which every volume uses that format.''


* If there is a '''serial''' issue that is not covered here, please refer to the [[:Category:Serials|serials]] pages.
* For numbering in the form "part 1 of 3" use <code>pt. 1</code>


==Audio-visual materials==
* For multiple parts circulated together, use the singular form and insert a hyphen with no spaces between the numbers to indicate the range (e.g. <code>disc 1-3</code>, <code>v.&nbsp;1-2</code>).
* Identify parts using what is 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 <code>pt. 1</code>
* For items without individual designations but in different formats/SMDs, a 505 for the parts is generally not necessary. Use the format/SMD, in lowercase letters if appropriate.  Also see [[Blu-ray + DVD combo packs]] for those resources. Examples:


* If there are multiple parts packaged together, use the singular form and place a hyphen between the numbers with no spaces 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 &Dagger;z fields of items without individual designations, use the SMD or verbal material description, in lower-case letters.
:Examples:
{{example|indent=1|text=
{{example|indent=1|text=
300   1 Blu-ray disc :{{subfield|b}}sd., col. ;{{subfield|c}}4 3/4 in. +{{subfield|e}}1 DVD + 1 digital copy disc.
300 1 audio disc ;{{subfield|c}}4 3/4 in. +{{subfield|e}}1 videodisc (78 min. : sound, color ; 4 3/4 in.)
Call numbers:
''Call number volumes:''
   {{subfield|z}}set        for all 3 discs circulated together when some libraries split the set
   set        for both discs circulated together when some libraries split the set
   {{subfield|z}}Blu-ray    for the Blu-ray disc
   CD        for the CD circulating alone
   {{subfield|z}}DVD        for the DVD disc or the DVD + digital copy on a single disc
   DVD        for the DVD circulating alone
  {{subfield|z}}digital copy  for the digital copy disc


300   2 Blu-ray discs :{{subfield|b}}sd., col. ;{{subfield|c}}4 3/4 in. +{{subfield|e}}1 DVD + 1 digital copy disc.
300 144 pages :{{subfield|b}}color illustrations ;{{subfield|c}}28 cm +{{subfield|e}}1 videodisc (20 min. : sound, color ; 4 3/4 in.)
Call numbers:
''Call number volumes:''
   {{subfield|z}}set        for all 4 discs circulated together when some libraries split the set
   set        for the book & DVD circulated together when some libraries split the set
   {{subfield|z}}Blu-ray 1  for the first Blu-ray disc
   book      for the book circulating alone
   {{subfield|z}}Blu-ray 2  for the second Blu-ray disc
   DVD        for the DVD circulating alone
  {{subfield|z}}Blu-ray 1-2  for both Blu-ray discs circulated together
  {{subfield|z}}DVD        for the DVD disc or the DVD + digital copy on a single disc
  {{subfield|z}}digital copy  for the digital copy disc
}}
}}


==Lost parts==
==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.<ref name="catmin200108">[http://www.ccs.nsls.lib.il.us/ccs/minutes/cat/2001/catmin0108.doc Catalogers' minutes, August 1, 2001]</ref>
Be sure to update the call number's volume field if accompanying material changes (e.g. is lost, broken, stolen). It can also be helpful to explain the change in a note. Providing specific information regarding accompanying material in the item record facilitates interlibrary loan requests and helps patrons and staff identify and select resources.<ref name="catmin200108">[http://www.ccs.nsls.lib.il.us/ccs/minutes/cat/2001/catmin0108.doc Catalogers, August 1, 2001]</ref>


==References==
==References==
<references />
<references />
[[Category:Call numbers]]
[[Category:Continuing resources]]
[[Category:Serials]]
[[Category:Polaris specific topics]]

Latest revision as of 19:38, 15 February 2023

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

Polaris uses the volume field as a way to group items for patron holds, so all libraries need to use this field consistently. If one library is using the field in their item, all other libraries need to use the field for items attached to the same bibliographic record. For items that migrated from Symphony, the information that was in the subfield z of the call number was transferred to the volume field of the Polaris call number.

See Call number analytics for periodicals for those resources, which use a different field to designate issues of a title.

Any variation in the text of the volume field of call numbers on the same bibliographic record (space/no space, punctuation, extra text, etc.) will cause the system to assume that the call numbers represent different volumes. However, case does not matter in this field. For example:

V. 1 and v. are a match
Vol. 1 and vol. 1 are a match
Vol 1 and Vol. 1 do not match (punctuation)
Vol.1 and Vol. 1 do not match (space)
Vol. 1 and v. 1 do not match (different text)

If library staff discover that other libraries' item records have volumes that do not match the dominant pattern, the individual can correct the volume designation in the item records for the other libraries. After correcting this field, they must contact the library to inform them that the change has been made. Department email addresses can be found on the Technical Services Department Information page. For additional information on communicating issues to libraries, see Effective communication protocols.

General principles

  • For situations not covered here, use your best judgment.
  • Do not use the volume field for call numbers on a single-volume monographic record. For these, if you would like to include volume-level data as part of the call number (e.g. a travel guide's year of publication), use the suffix or another field.
  • Identify editions, parts, volumes, years, etc. as succinctly as possible.
  • Use the abbreviations found in RDA Appendix B.7, along with a few others. Examples:
For Use
edition ed.
episode ep.
number no.
part pt.
supplement suppl.
tomo t.
tome t.
volume v.
vol. v.
  • Insert a single space between the abbreviation's period and the number/designation.
  • Use Arabic numerals, regardless of how they may be presented on the item.
  • Be consistent with existing copies. When adding the first copy of a new volume, conform to the pattern of existing volumes on the same bibliographic record. When adding a copy of a volume that another library has already added, copy the existing volume exactly, even if it doesn't completely conform to these rules. If you feel the volume should be changed, contact the holding library/libraries to work out a solution.
  • Use set 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 set in the volume field for all of the existing call numbers.
    • If all of the existing copies are circulated as sets and all of them have volume set, or one or more call numbers have set and one or more others have no volume at all, please remove the volume set from all libraries' call numbers.

Print materials

  • For serials, generally use years in the volume field even if the item uses another designation (e.g. 8th edition). For other serial issues not covered here, see the serials pages.

Years

  • For one year, use four digits (e.g. 2004). Do not include any words following the year (e.g. use 2002, not 2002 ed.).
  • For 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, use the year of publication or copyright. If the item has multiple dates, use the later date.
  • If two different volumes of a title would have the same date, then for the two affected volumes only, add edition or other identifying information in a parenthetical qualifier (e.g. 1999 (5th ed.), 1999 (6th ed.)).

Months

  • These guidelines only apply to titles not checked in using the Serials Check-In Record. For titles with Serial Holdings Records and checked in via Serials, see Call number analytics for periodicals.
  • Months should be abbreviated with the first three letters, all capitalized: JAN, FEB, MAR, APR, MAY, JUN, JUL, AUG, SEP, OCT, NOV, DEC (e.g. JAN 2002).
  • Seasons (except Fall) should be abbreviated with the first three letters, all capitalized: SPR, SUM, FALL, WIN (e.g. FALL 2002).
  • For combined seasons or months, use a slash with no spaces between (e.g. SPR/SUM 2012, JAN/FEB 2015).

Audiovisual 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 numbering in the form "part 1 of 3" use pt. 1
  • For multiple parts circulated together, use the singular form and insert a hyphen with no spaces between the numbers to indicate the range (e.g. disc 1-3, v. 1-2).
  • For items without individual designations but in different formats/SMDs, a 505 for the parts is generally not necessary. Use the format/SMD, in lowercase letters if appropriate. Also see Blu-ray + DVD combo packs for those resources. Examples:
300  1 audio disc ;‡c4 3/4 in. +‡e1 videodisc (78 min. : sound, color ; 4 3/4 in.)
Call number volumes:
  set        for both discs circulated together when some libraries split the set
  CD         for the CD circulating alone
  DVD        for the DVD circulating alone

300  144 pages :‡bcolor illustrations ;‡c28 cm +‡e1 videodisc (20 min. : sound, color ; 4 3/4 in.)
Call number volumes:
  set        for the book & DVD circulated together when some libraries split the set
  book       for the book circulating alone
  DVD        for the DVD circulating alone

Lost parts

Be sure to update the call number's volume field if accompanying material changes (e.g. is lost, broken, stolen). It can also be helpful to explain the change in a note. Providing specific information regarding accompanying material in the item record facilitates interlibrary loan requests and helps patrons and staff identify and select resources.[1]

References

  1. ↑ Catalogers, August 1, 2001
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