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Basic Bound-With (Print Titles)
Filmed With (Microfilm Titles)
Item Records for second (or subsequent) titles in a Bound-with (i.e. "empty" item records)
Filmed With (Microfilm Titles)
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):
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Items 1 through 4 of the following instructions The instructions in parts 1-4 of this section primarily cover the creation or maintenance of records associated with for the most basic type of Bound-with resource, where each internal part title is a single-part, printed monograph. Items Parts 5 and 6 cover cases where the parts one or more titles in a bound-with are is either issues an issue of a serial, or volumes in a multi-volume monograph.
LTS staff may also encounter other types of bound-with resources, however, such as Partially analyzed serials(no longer created, per LTS policy, but still maintained), and , retrospective conversion records, and Serial title-changes(+ other types? . Although we're no longer required to create some of these types, they may still occasionally come up for maintenance, re-cataloging, or special projects, and it is worth being familiar with the how they were set up. ( are there other types? Is there a type related to mono series? bold words can be links, either to content further down in the procedure, or in a separate document?).
1. Instance and Holdings records of first
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title ("parent" records):
A. Identify which title is FIRST in the physical volume. For that title:
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A. If the second or subsequent part of a bound-with resource is part of a serial or multi-volume set, add that part's volume/issue number (or other identifying information) with the barcode in the Holdings Note (with note type "Bound With Item Data", as outlined in Section 3.A.2.d above). This is to show which part or parts of the title represented by that holdings record are included in the "bound with" pieceresource.
Examples:
In the following example, the second (or subsequent) part in a bound-with resource is v. 4 of a monographic or serial title. The Holdings for that monograph or serial has this "Bound with Item Data" Holdings note:
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- 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.)"
- If there are multiple Holdings Statements for volumes, supplements and/or indexes, check whether the data appears correctly in the public catalog, and consult with appropriate staff as applicable.
For retrospective conversion records: If Cornell has cataloged one or more titles but has not cataloged all titles that have been bound together (subsequent to publication) in a single physical volume, select the first cataloged title as your primary title (Note: it may not be the first title in the volume), add a holdings record to this instance, and to all the other cataloged titles in the volume, with appropriate ‘bound with’ and "Bound with item data" notes. Ignore all the uncataloged titles in the volume. In addition, add the following staff note in the holdings record for the primary title:
However, if Cornell has not cataloged any titles that have been bound together subsequent to publication in a single physical volume, create a instance and holdings record for the first title in the volume. Add the following staff note in the holdings:
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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 (e.g from damage, lack of a title page, unrecognizable language, etc.), choose one of the titles as the "primary" title. For that title:
- 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.
2. Identify the other titles on the microfilm reel. For each title:
a. Do not create item records. Delete (or relink) any that are already attached to target Holdings records.
b. To the holdings record add:
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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Anchor B B
II. Filmed-With (Microfilm Titles):
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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 (e.g from damage, lack of a title page, unrecognizable language, etc.), choose one of the titles as the "primary" title. For that title:
- 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.
2. Identify the other titles on the microfilm reel. For each title:
a. Do not create item records. Delete (or relink) any that are already attached to target Holdings records.
b. To the holdings record add:
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.
Ex.: 876 ## $3 v.3:no.1 (1855:Jan.) $p 31924084331675
Ex.: 876 ## $3 score + 3 parts $p 31924084331889 $z Each of the 4 pieces (score, violin, viola, violoncello) of the Mendelssohn have been filmed with its equivalent in the Weber.
For retrospective conversion records: If Cornell has cataloged one or more titles but has not cataloged all titles that have been bound together (subsequent to publication) in a single physical volume, select the first cataloged title as your primary title (Note: it may not be the first title in the volume), add a holdings record to this instance, and to all the other cataloged titles in the volume, with appropriate ‘bound with’ and "Bound with item data" notes. Ignore all the uncataloged titles in the volume. In addition, add the following staff note in the holdings record for the primary title:
However, if Cornell has not cataloged any titles that have been bound together subsequent to publication in a single physical volume, create a instance and holdings record for the first title in the volume. Add the following staff note in the holdings:
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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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- After the Bound with item data is entered in the Holdings notes for the second and subsequent titles, and the “parent” record (with the item that contains the barcode) is accessioned at the Annex, Automation staff will receive an email of a report generated by a scheduled job detailing the mismatch of locations between the “parent” and the other holdings with the barcode in the Holdings Note/Bound with Item Data.
- Automation staff will use this report to execute a script to flip the Holdings containing the Bound With Item Data to match the “parent” Holdings location, and create the corresponding items (without barcodes) with an enumeration of “Bound with:" or “Filmed with:” If the Bound With Item Data note also contains the enumeration of the volume or reel in which that title is contained, then that is appended to the enumeration of the “empty” item record. “Empty” items should only be created after the parent holding has been accessioned at the Annex. Otherwise this causes problems for staff there.
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Empty item record creation
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