Multivolume call numbers

The rules on this page have been approved in concept by the SCRAP committee, but the exact wording is still being adjusted. Please use these rules. Please send any feedback to SCRAP.

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

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 |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.

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.

• 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 have been ordered cannot be determined.

• 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. 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).

• 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 for months are: JAN, FEB, MAR, APR, MAY, JUN, JUL, AUG, SEP, OCT, NOV, DEC (e.g. |zJAN 2002).

• All seasons except Fall should use three-letter abbreviations, 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).

• 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, ©2002, you can use either ‡z2003 or 12th ed.‡z2003 after your call number).
  • Note: Before 2002, the preferred format was ‡z1999 (6th ed.).

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

Audio-visual materials

• 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 pt. 1

• 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 or only publishers' numbers, contact SCRAP.