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THIS PROCEDURE IS UNDERGOING MAJOR REVISIONS AS OF 7/1/25, AND IS NOT YET FULLY UP TO DATE.

Scope: This procedure addresses the creation or revision of appropriate Holdings and Item records for "Bound-With" materials, where two or more works, issued independently, were later bound, filmed, or housed together in a single unit. The works in a bound-with are often related by publisher, place, year, or subject, but not always.  Since the physical piece will have just 1 barcode, the Bound-With information must be entered accurately in the Holdings and Item records of each title/Instance that is bound (or filmed, or contained) in the physical piece, to link them all correctly to that single barcode.  Otherwise, staff and patrons may have trouble locating the physical resource.  It is recommended that only experienced catalogers or Database Quality staff work with "bound-with" materials, unless appropriate training can be arranged.

The "Bound With" instructions for print titles assume that "with" notes will be specific to the copy in hand.  "Filmed With" situations are more nebulous and depend on whether the filming (or re-filming) is universal or copy-specific, or on whether the microfilm copy has been added to a print record. Catalogers should use judgment in determining how and when to record "filmed-with" information, based on the situation at hand. 

The "Filmed With" guidelines in this procedure cover item record creation and barcode linking only, and are aimed primarily at staff who barcode microfilm containers as part of the post-cataloging or collection management process.

(non-italic text above still being edited/absorbed/possibly relocated)

Contact:  Pedro Arroyo

Unit: Database Quality

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Date of next review: October 2025

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Basic Bound-Withs With (Print Titles)

Filmed With (Microfilm Titles)

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Item Records Without Barcodes for Bound With and Filmed With at the Annex

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Anchor
A A

I. Basic Bound-With (Print Titles):

1.  Instance and Holdings records of first

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part ("parent" records): 

A. Identify which title is first is first in the physical volume. For that title:

1. Locate, import, or create a matching Instance record.
   1. Edit the Instance with administrative notes and/or statistical codes appropriate to the transaction (inputting, maintenance, etc.).
   2. Save and close the Instance record.
2. Locate or create a Holdings record and add the appropriate Holdings Type, location, and call number* information for that first title.
   1. If the first title is part of a multi-volume or serial, make sure it is represented in the Holdings Statements Statement of the appropriate record (see below for more on Holdings Statements, Enumerations, etc.)
   2.  Add Oversize designation for the dimensions of the overall volume covers, even if the first part is smaller than the outer cover, and would not be oversize on its own. (**See also special cases below) What if it starts with a v.1 that is not oversize by itself, but is inside Oversize covers, AND we also have v. 2-4, which are not oversize?  Would they all be shelved in Oversize?  Or would there be a Holdings note for v.1 saying it's shelved in Oversize?  Would there be a separate Holdings for v.1 (Oversize), and for v. 2-4 (non Oversize)?
   3. In the Holdings Notes section, add a note, with Note type: Note, identifying the NEXT (second) part in the piece. Use the format "Bound with: [author name] (if available (last name, first)). Title of resource"(or enough of the title .  Use last-name-first and a comma for the author, and if the title is excessively long, enter enough of it to allow for a reasonable search search (see examples 1 and 2 below).  NOTE: the Holdings notes should be publicPUBLIC. Do NOT check the "staff only" box at the end of the note field.
   4. Save and close the Holdings record.
3. Alternate ApproachApproaches: We may also encounter a Bound-with resource whose Holdings note indicates that the title is the first in a volume that has a certain spine title. The term "lettered" is used to note what the spine title is (see examples 3 and 4). This approach is often seen with Rare materials in the database.  When creating new Bound-with records, LTS staff should follow step 4 above (as illustrated in the first 2 examples), but we should be aware of this second approach for "lettered" resources when maintaining or correcting records.

*{Should we have a note somewhere about the Call numbers?  Is that covered in a cataloging procedure?  They should all be the same for the titles/parts in the resource (unless they're series-class, and the numbers at the end  would be different)?, and call number is for first part, and applies to all later parts, correct?  -Separate Holdings for single issues/volumes of a serial/multi-vol. so it would share the same (main/first) call #?    We should NOT add sequence numbers to the Call numbers, correct?  (even though we may run into them?)) See also section below (Child records).

EXAMPLES: 

2.  Item Record for the first/parent title 

A. Create an item record, attached to the Holdings for the first title in the resource, as outlined above:

1. Enter the barcode number in the Barcode field.
2. This single item record will represent the entire physical volume, so be sure to record the proper enumeration and/or chronology for the bound volume in the item record ONLY if it appears on the spine or on a title page referring to the ENTIRE bound-with resource. If the first part/title IS ITSELF an individual volume or issue of a serial or multi-volume, the parent enumeration field will be left BLANK. <Discussed w. Pam, confirm w. CWM  Will also take census of call number variations among BW materials.

3.  Instance and Holdings Records for second (and subsequent) SINGLE-PART titles in a Bound-with resource ("child records")

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This technique can also be used to link holdings for analyzed portions of serials to the serial record when a separate item record is not required or desired for the monographic records for the analyzed pieces. < From the original procedure.  Does it need fleshing out?  Examples? Has it changed?  It seems like Partially Analyzed Serials DO get empty item records for the monographic records?  See Instance 1117089 as it relates to Instance 2013888, but there are also many counterexamples.  Would this be where we might insert a link to partially analyzed serial explanation page?  See also below notes.  

6.  Item Records for second or subsequent titles with Holdings Statements/Enumeration/Chronology:

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1. Create the Item record following steps 4.A.1.a-e above
2. For Volume or Part statements, add the appropriate volume/part information to the Enumeration field, AFTER the "Bound With:" note.
   Examples: If the Holdings Note says "v.1 31924XXXXXX...", we would enter it as "Bound with: v.1"in the Enumeration field of the corresponding "empty" Item record.  Other captions can be entered as appropriate to match, so if part of a bound-with is a "pt.4" of a given serial or multi-vol, the Item Enumeration field in its "empty" item record would say "Bound with: pt.4".
   1. NOTE: The phrasing can look confusing here, but in these examples, the Enumeration field note is showing that the title is inside a Bound-With resource (noun), and that it is v.1 (or pt.2, etc.) of its title. It is NOT meant to show that the part is bound with v.1 (or bound with pt.2, etc.) as a verb phrase, because this part is v.1, or pt. 2.  
3. If there are only dates in the Holdings Statement (e.g. 1999 or 1829), the date corresponding to the part in the bound-with 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.
5. 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.

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1.  Identify which title is first on the microfilm reel, either with a viewer, or from the Instance Notes, Holdings Notes (type: Reproduction), or from a call number search. If it is not clear which is the first title on the reel, choose one of the titles as the "primary" title. For that title: ← When would this be the case?   Do we leave it in? YES - e.g. first title lacks title page, or bad image/damage, or obscure/unrecognizable language or dialect?

1. Create an item record, if one is not already attached to the proper Holdings. Since this single item record will represent the entire physical reel, be sure to record the proper enumeration and chronology for the whole reel (if applicable) in the item record, NOT for the first title itself.

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• A Holdings Note (note type: Bound with item data) with the barcode of first title item record. ]; normally, 876 (for a basic bibliographic unit) would be used, but 877or 878 should be used if the material is a supplement or index. <From previous version of procedure.  Does the Holdings Note/Bound with Item data change at all for supplements or indexes?

3.  If one or more of the subsequent titles on the microfilm reel are not monographic, single-part materials, additional information may need to be added to the 87X information. For a single serial volume or issue, or a part of a multi-part title filmed with other unrelated materials, volume information should be recorded in the 87X $3 to indicate which part or parts of the title represented by that holdings record are included on the "filmed with" reel. In general, use the same format for the $3 information that has been used in the holdings for the serial or multi-part holdings string. If necessary, a note pertaining to the filmed arrangement can be added to the 87X field in a$z.

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4. For retrospective conversion only:  If Cornell has cataloged one or more titles (but has also not cataloged one or more titles) that have been filmed together in a single physical reel, select the first cataloged title as your primary title (Note: it may not be the first volume on the reel), add a MFHD to this, and to all the other cataloged titles in the volume, with appropriate ‘bound with’ notes and 876s. Ignore all the uncataloged titles on the reel. In addition, add the following staff note in the MFHD for the primary title:

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1.  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 "empty" Item record:
   1. Create the Item record following steps "a" through "e" 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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( more explanation/examples of partially analyzed serials? Not because we still do them, but because it's a type of bound-with that we may encounter, and I'm not sure if they're explained elsewhere? )

*Create separate document RE: partially analyzed serials, park it elsewhere, per Laura's suggestion.

b.  In the case of a partially analyzed serial, use the enumeration from the piece itself, when appropriate (Is this reflected in one of the original examples below?  Numbering gets very confusing very quickly (see also bib 444353).

(7/22) Different "types" of bound-with: (should we add sections for these in detail, and then further sub-divide the procedure accordingly, or just reference for now?)

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