Page History

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Unit: Database Quality

Date last reviewed: 7/823/2025

Date of next review: October 2025

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1. Locate, import, or create a matching Instance record, adding administrative notes or statistical codes as applicable, and Save.
   1. Locate or create the corresponding Holdings record. As with the parent record, Does the call number have to be the same as the first title/holdings? and no sequence numbers? (see above note) if the second title is smaller-than-oversize, but bound in an oversize item, should its call no. be oversize?
   2. Add a Note, with Note type: Note, saying "Bound with [Author/title information of the FIRST resource in the volume]".  
   3. Add a second Holdings Note, but with the Note Type: Bound with item data, and enter the barcode number from the piece in-hand, or from the Item record of the first title in the resource. This is the ONLY place the barcode will be recorded for second and subsequent titles in a bound-with resource.
   4. All of the titles AFTER the first (parent) title will have some version of these 2 Holdings notes (among any other notes specific to that title): one referring back to the FIRST title in the resource, and one citing the barcode on the piece as Bound-with data.
      1. For bound-with items that were processed with the alternate scheme, second or subsequent titles in the resource will simply follow the sequence in which the title appears, e.g. "no. 3 in a volume lettered...", or "no. 4", etc.

ExampleExamples:

1. Image Added
2. Image Modified

Item Records for second (or subsequent) titles in a Bound-with (i.e. "empty" item records)

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The above instructions apply mostly to printed bound-with materials where each part or 'title' in the volume resource is a single-part monograph.  In many cases, however, the parts that make up a bound-with item may be single issues of different serials, or volumes of multi-part sets, or both.  In these cases, additional information needs to be recorded in both the Holdings notes and the Enumeration and Chronology fields of the Item records related to the bound-with resource, to keep the information properly organized.  

Holdings Notes:

For a single serial volume or issue, or a part of a multi-part title bound with other unrelated materials, the volume (or issue, or other identifying information) should be recorded with the barcode as "Bound With Item Data" to indicate which part or parts of the title represented by that holdings record are included in the "bound with" volume. 

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Item Records for second (or subsequent) titles in a Bound-with (i.e. "empty" item records)

1. If  If the Holdings record has no Holdings Statement info for volumes, supplements, or indexes:   This crossed-out section now used above for "basic" instructions. Nos. 2 and below will be added to "enum/chron"
   1. Create a new item record
   2. Leave the barcode field BLANK (no barcode)
   3. The Material Type field should be set to the same type as the first title in the item (e.g. Book, Map, Microform, etc.)
   4. Type "Bound with" in the Enumeration field of the record.
   5. If the item is part of a microfilm, microfiche, microcard, or some other film type, type "Filmed with" in the Enumeration field of the item record. 
2. If the Holdings record has volume and/or date information in the Holdings Statement, it will be noted in the appropriate Enumeration and/or Chronology fields of the Item record:
   1. Create the Item record following steps "i" through "iii" above
   2. For Volume or Part statements, add the appropriate volume/part information (from the Holdings Statement) to the Enumeration field, AFTER the "Bound With:" note.
      Examples: If the Holdings Statement says "v.1", we would enter it as "Bound with: v.1"in the Enumeration field.  Other captions would appear the same way, so for a Holdings statement that says "pt.2" the Item Enumeration field would say "Bound with: pt.2", etc.  NOTE: The phrasing can look confusing here, but in these examples, the Enumeration note is showing that the title is a Bound-With resource (noun), and that it is v.1 (or pt.2, etc.). It is NOT meant to show that the title is bound with v.1 (or bound with pt.2, etc.) as a verb phrase, because it IS v.1, or pt. 2, etc.
   3. If there are only dates in the Holdings Statement (e.g. 1999 or 1829), they should be entered in the Chronology field of the empty Item record. The "Bound with:" note, including the colon, should still be in the Enumeration field, of empty item record, without anything after it.
   4. If the Holdings Statement has BOTH both volume and date information (e.g. "Bd.6 (1946)"), then the volume information should go after the "Bound with:" note in the Enumeration field (e.g. "Bound with:Bd.6"), and the date would go in the Chronology field, without the parentheses.
      NOTE: If the Bound with Item Data in the Holdings note contains the same or similar data as the Holdings Statement, use the information in the Bound With Item Data note when creating the empty item record.
3. If the Holdings Statement has Supplement or Index data, these would also transfer to the Enumeration and Chronology fields of the Item record. For example: If there is Holdings statement with "no.1-2", and a Statement for the supplement "1929", the volume caption data would be entered as "Bound with:no.1-2" in the Enumeration field, and the supplement data would appear as, "includes supplement 1929" in the Chronology field.
   1. If the Holding Statement shows dates ONLY, e.g. "1986", and the Statement for Supplements shows "1986:Dec.", the "Bound with:" note still goes in the Enumeration field of the Item record, by itself, and the Chronology field will show as "1986 (includes supplement 1986:Dec.)"
4. If there are multiple Holdings Statements for volumes, supplements and/or indexes, make sure that the data appears correctly in the public catalog, and consult with appropriate staff as applicable.

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