POLICY NO. 23
ENUMERATION AND CHRONOLOGY IN ITEM RECORDS
(11-19-2003)

ENUMERATION AND CHRONOLOGY POLICY:

Information that displays in the catalog concerning our volumes comes from the check in records, the holding record (8xx fields), or our item records. The check in records reflect volumes that have been received, the holding record reflects our accumulated volume ranges and the item record reflects individual statuses such as Charged, At bindery, Lost, or Temporarily shelved at King Storage.

History: In our previous online cataloging systems the enumeration/chronology information needed to be entered in a concise one line input [v.1, no.2; 1965]. The item records in Voyager now provide fields to enter information about the enumeration and chronology.

Rationale: The closer we follow the standards for the MaRC Holdings format, the more consistent the display will be in the online catalog and our reports. The format for our holdings records are covered in the national standard ANSI/NISO Z39.71-1999.

v.1:no.2(1965)
Bd.131(1995)-Bd.137(2001)
v.257(1987)-v.289(2003)

We establish patterns for our check in records which, while they do not always exactly match the holdings format, do follow the format when possible.

Bd. 138 (2002)
(2003 Aug. 27)

POLICY:

In the Enum field enter the primary enumeration of the piece with no spaces. If additional hierarchical enumerations exist, continue with a colon ( : ) followed by the secondary enumeration. Continue until the enumeration is fully expressed. If the year is the primary enumeration enter it in the Enum field (followed by the secondary enumeration if applicable) and leave the Chron field blank.

Enum: v.1:no.2

Enum: Bd.138

Enum: v.289:pt.2

Enum: 1999:no.1

In the Chron field enter the chronology enclosed by parentheses.

Chron: (1965)

Chron: (2002)

Chron: (2003:Mar.)

More Examples

The source for abbreviations will be the Caption Dictionary established by BPPAG for MARC holdings enumeration. This caption dictionary can be added to as needed by bringing the new abbreviations to BPPAG for consideration.

IMPLEMENTATION:

All items which are new to the libraries will be established using the Enum and Chron fields of the item record.

Item records already in the catalog will be changed when time and staffing permits. For example, during check in of new pieces, reclassification projects, or other maintenance work where staff is already working with the records.

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)
14. "Boundwiths": multiple bibliographic records representing one physical piece (2-08-2001)
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)

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