POLICY NO. 14
BOUNDWITHS: Multiple Bibliographic Records Representing One Physical Piece
(2-08-2001)

1. This policy can be applied to any medium where there are multiple bibliographic units in the same physical piece, particularly where the physical piece is circulated. See policy on mixed media for items of different mediums covered by the same bibliographic record.

2. For some medium such as paper, exploring options of rebinding or other means of repackaging the physical items may be appropriate since online catalogs lend themselves best to the bibliographic record link to holdings link to item best.

3. There are two suggested procedures outlined in this policy: One where the holdings record and item record are always linked to the first bib record in the physical pieceand two where the holdings and item are always linked to the parent record (set or serial). There may be some serials or sets that lend themselves to a mixed or different treatment from these two alternatives. The ultimate goal of the policy is to provide the user with accurate circulation information in the clearest way possible, so as always catalogers are advised to use this policy as a guide and exercise their own judgment if the situation does not fit precisely the procedures outlined.

4. This policy applies to all materials cataloged or converted after its adoption. Cataloging records from LS2000 may continue to use the 590 fields. Cataloging records from NOTIS may continue to display an OPAC note (FOR CIRCULATION STATUS, type k=AAA1234). These records can be updated at the discretion of the cataloging center.

5. Voyager allows a single item record and single holdings record to be attached to multiple bibliographic records.

6. WARNING: Except for looking at the list of bib titles in item maintenance, people have no way to know something is Bound-with in Circulation. Overdue notices and patron charge lists print with only one title, either the first one attached or the last one. The OPAC also gives no clue to when something is boundwith or not.

Bound-withs where the placing of the holdings & item record on the first bibliographic unit of the item is appropriate

1. If the bound-with is on its own, has no subsets or subserials bound together in different volumes or is part of an analyzed serial or set where the parent record is suppressed from the OPAC, then the holdings record and item can be best placed on the first title in the physical volume.

2. All the bib records should be in Voyager before starting this. Some options:

Record all Voyager bib numbers carefully for later use.

Open all records and cascade them on the screen (Windows>Cascade) so record numbers can be seen.

Use the MFHD call number or other appropriate search to get all the titles in a title list, so that you can select them easily

3. Only the first title in the piece has a MFHD or holdings record. The call number on the holdings should list all the volumes attached.

4. Create the item record and attach it to the holdings record for the first title in the volume.

5. With the item record as the active record on the screen, select RECORD>LINK TO BIBLIOGRAPHIC.... You will get a dialog box

6. Enter the Voyager bib number for the next title in the volume and click on the OK. Repeat steps 5-6 until all titles are entered. HINT: If the Voyager bib record is in a window behind the item, the record number can easily be seen and entered off the title bar. This is where having the records open or available from a title list can help.

7. The titles are now linked to a single holdings and item record. Changes in the holdings record - location, call number, notes or holdings information - will display with each title in the OPAC. Changes in the item records status will display with each title in the OPAC.

FOR MULTIVOLUME ITEMS WHERE THERE ARE SUBSETS OR SERIALS OR THE PARENT SERIAL RECORD DISPLAYS IN THE OPAC

1. For bound-with with subsets or serials that are bound in different volumes or where the parent record is not suppressed from the OPAC, the preference may be to place all the holdings and items on the parent record so that the user can have one place to see if any volumes are not available. This avoids the use of notes and relies on the status line for the circulation information. An option could be to go only to the subset or subserial level and not involve the parent record.

2. Make sure the parent serial or set record is set to display in the OPAC.

3. Create a holdings record for the entire serial or set listing all the volumes. This is the holdings record to which the order record and check-in record should be linked.

4. Create a holdings record and item record for each bound-with volume on the parent record. The holdings record will contain information for just that physical volume.

5. Next link all the individual bib titles to the item record. All the individual bib records should be in Voyager before starting this. Some options:

Record all Voyager bib numbers carefully for later use.

Open all records and cascade them on the screen (Windows>Cascade) so record numbers can be seen.

Use the MFHD call number or other appropriate search to get all the titles in a title list, so that you can select them easily.

6. With the item record as the active record on the screen, select RECORD>LINK TO BIBLIOGRAPHIC.... You will get a dialog box

7. Enter the Voyager bib number for the next title in the volume and click on the OK. Repeat steps 5-6 until all titles are entered. HINT: If the Voyager bib record is in a window behind the item, the record number can easily be seen and entered off the title bar. This is where having the records open or available from a title list can help.

8. The titles are now linked to a single holdings and item record. Changes in the holdings record - location, call number, notes or holdings information - will display with each title in the OPAC. Changes in the item records status will display with each title in the OPAC.

SAMPLE OF PARENT RECORD IN INFOKAT

Title:	[Studi e testi (Biblioteca apostolica vaticana)] Studi e testi.
Publisher:	Roma : Tip. vaticana, 1900-
Primary Material:	Periodical
Description:	v. : ill. ; 25 cm.
Frequency:	Irregular

Database:	University of Kentucky Libraries
Location:	Young Books (4th & 5th floors)
Call Number:	AS222 .V38 S780
Status:	No information available
Library has:	86-88, 99, 118, 133, 138-140, 146-147, 150-289, 315, 340

Not Charged

Database:	University of Kentucky Libraries
Location:	Young Books (4th & 5th floors)
Call Number:	AS222.V38 S780 nos.253-256
Status:

Database:	University of Kentucky Libraries
Location:	Young Books (4th & 5th floors)
Call Number:	AS222.V38 S780 nos.251-252
Status:	Not Charged

SAMPLE OF SUBSET RECORD IN CATALOGING - RECORD RELATIONSHIP

OPAC VIEW OF SUBSET RECORD

Main Author:	Salmon, Pierre,
Title:	Les manuscrits liturgiques latins de la Biblioth eque vaticane.
Publisher:	Citta del Vaticano, Biblioteca apostolica vaticana, 1968-72.
Primary Material:	Book
Description:	5 v. 25 cm.

Database:	University of Kentucky Libraries
Location:	Young Books (4th & 5th floors)
Call Number:	AS222.V38 S780 no.251,etc.
Status:	No information available
Library has:	no.1 SHELVED AS: AS222 .V38 S780 no.251. no.2 SHELVED AS: AS222 .V38 S780 no.253. no.3 SHELVED AS: AS222 .V38 S780 no.260. no.4 SHELVED AS: AS222 .V38 S780 no.267. no.5 SHELVED AS: AS222 .V38 S780 no.270.

Database:	University of Kentucky Libraries
Location:	Young Books (4th & 5th floors)
Call Number:	AS222.V38 S780 nos.253-256
Status:	Not Charged

Database:	University of Kentucky Libraries
Location:	Young Books (4th & 5th floors)
Call Number:	AS222.V38 S780 nos.251-252
Status:	Not Charged

RELINKING TITLE IF MISTAKE IS MADE:

Highlight the title you would like to remove from the holdings and click on the OK.

Highlight the title you want removed and enter the record number for the title you want to add and then click on the OK.

Other Bibliographic Policies & Procedures

1. Call numbers for non-book materials (7-8-1999)
3. Printing date for materials (9-21-2000)
4. Copy numbers in holdings or item records (12-14-2000)
5. Minimal level cataloging (2-10-2000)
6. MFHD Records for Serials and Non-Serials Materials (rev. & combined with Policy #17, 3/31/04)
Caption Dictionary (11-7-2002)

7. Withdrawals, lost / missing, and deletions (September 2004)
9. Local notes (2-08-2001)
11. Hierarchy for cataloging sources (9-22-2000)
12. Authority control for the UK Institutional Group (1-05-1995)
13. Mixed media materials (3-29-1994)
15. Bibliographic Control & Processing Policies for Non-book Materials (3-18-2002)
18. Language Used in the Enumeration of Multi-volume Works (12-16-1996)
19. Guidelines for OPAC Display of Internet Resources (10-05-2000)
20. Storage Procedures for Updating the Catalog (6-10-2003)
21. Guidelines for the Cataloging of Internet Resources (4-03-2003)
22. Multiple Versions - Same Title in Different Formats (2-06-2002)
23. Enumeration and Chronology in Item Records (11-19-2003)

This page was last updated 6 October 2004. To comment on this document, send mail to Kate Seago at kseago@email.uky.edu.