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  THIS PROCEDURE IS UNDERGOING REVISIONS AS OF 9/21/25, AND IS NOT YET FULLY UP TO DATE.

Scope: This procedure covers the creation or revision of records for "Bound-With" materials, where two or more works, issued independently, were later bound, filmed, or housed together in a single unit. The titles inside a bound-with can be related by elements like publisher, author, year, or subject, but sometimes the relationship is less clear.  Since the physical piece will have just 1 barcode, it is critical that the "Bound-With" information be entered accurately in the Holdings and Item records of each title/instance contained in it, to link them all correctly to that single barcode.  Otherwise, staff and patrons may have trouble locating the resource.  Processing Bound-With resources can be challenging and time-consuming, so it is recommended that staff have thorough training, experience, and/or guidance when working with them.  

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. 

 Contact Contact:    Pedro Arroyo

Unit: Database Quality

Date last reviewed: 9/2/2025

Date of next review: October 2025

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Basic Bound-With Resources (Print)

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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I. Basic Bound-With Resources (Print):

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There are separate, "non-basic" categories of bound-with resources, however, such as Partially analyzed serials or Serial title-changes in bound volumes, which routinely come up for maintenance.  These types of bound-with resources have their own specific instructions, and staff should take care to refer to the most appropriate guidelines for the resource in hand.   bold words can be links, either further down, or in a separate document). 

1.  Instance and Holdings records of first title ("parent" records): 

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

1. Locate or create a matching Instance record, adding any statistical codes or codes or administrative notes as appropriate.  Save the Instance.
2. Locate or create a Holdings record for record for the Instance, adding the Holdings Type, location, and call number information for the first title. This will be the same call number used for all records associated with the Bound-With.
   1. If the first title is part of a multi-volume or serial, make sure it is represented in the Holdings Statement (see also items 5 and 6 below for titles needing Holdings Statements, Enumerations, etc.)
   2. Add Add Oversize designation according to the dimensions of the overall volume, even if the first part is smaller than the outer cover, and would not itself be oversize. (See also Oversize section below) 
   3. Add a Holdings Note, with Note type: Note, identifying  identifying the NEXT (second) part/title in the resource. Use the following format: Bound with: author  author name (last,first). Title of second part part (e.g. Bound with: Arroyo, Pedro. The Joy of Hoarding).  If the title is excessively long, enter enough of it to allow for a reasonable search (see examples). NOTE: this Holdings note should be PUBLIC. Do NOT check the "staff only" box at the end of the field.
   4. Save and close the Holdings record.
3. Ordinal Method ("Lettered" volumes):  If a Bound-With resource has a spine title (e.g. a series, or subject/theme), the CUL catalog may also show a public Holdings note indicating that the title is the first in a volume "lettered" with that spine title (see examples below). This approach adds another descriptive element to help patrons, and the call numbers often end with numbers denoting the position of each title in the Bound-With resource, similar to a series-class call number.  Many CUL Bound-With and Filmed-With resources reflect this approach instead of the one outlined above, but any NEW sets of Bound-With records should be created using the standard approach, where the Holdings Notes refer to author and title information, and the call numbers DO NOT receive sequential numbering.  If the Bound-With has a spine title, it can be entered in an additional Holdings Note optionally.

EXAMPLES: 

1. Image Modified
2. Image Modified
3. Image Modified
4. Image Modified

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 piece, 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.Discussed  If the first part/title IS ITSELF an individual volume or issue of a serial or multi-volume (but the overall resource lacks spine or t.p. enumeration), the parent enumeration field will be left BLANK (see also sections 5 and 6 below). <<Discussed w. Pam, confirm w. CWM 

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

A.  After creating or correcting the "parent" records in the resource as outlined above, identify the subsequent titles or works in the physical volume. For each one:

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

A.  After entering the volume information with the "parent" barcode in the Holdings note, we similarly add the enumeration/chronology information in the corresponding "empty" Item record: 

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II. Filmed-With (Microfilm Titles):

Filmed-With resources share many of the same characteristics and instructions as Bound-with resources, but for microfilm and microfiche materials.

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: 

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