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Tech. Services>Metadata>Cat. Policies
& Procedures
Unicorn procedure for single physical item that contains
multiple
works cataloged separately
(a.k.a. bound with)
Document history:
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Originally issued 12/8/2003 |
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Revised 9/13/2005 |
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Revised 2/21/2007
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Revised 5/31/2007 |
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Revised 8/20/07 |
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While most catalog records are for works that are in one or more
discrete physical units,
a single physical item may also contain
multiple works that are cataloged separately by the library.
Some
common examples are:
1. Analyzed serials for which multiple numbers are bound together
in a single volume.
- 2. Monographs that are locally bound together after publication.
- 3. Micro-reproductions that contain multiple titles on the
same reel.
In such cases, the item record that contains the item's barcode
number can only be attached
to one of the catalog records. Since
all the records are related to the same physical item,
they need
to be linked so that if the location of the physical item changes,
all records can be
updated
to reflect that change. This document
outlines steps to link such records and make
their relationships
explicit to both staff and machine-based processes that handle
library operations.
The record that contains the item's barcode is called the "parent"
record. The record chosen to be
the "parent" record is by convention
the record for the first title in that physical item or the first
title
on a reel of film.
The records for the other titles within
the item, which do not contain a real
barcode,
are called "child" records.
The following four fields are used to make explicit the "bound-with
/ with"
physical attribute, and
the
parent/child
relationship of these
records:
1. Assign Item Cat1 code BW-PARENT
to a parent record, and BW-CHILD to
a
child record.
2. For bound-with items, the Unicorn child record's Home and
Current Locations should be
the same
as the parent record's permanent
Home Location. Child
records should NEVER
have location INPROCESS.
EXCEPTION: When
the bound-with item is in SAL3, both the Home and
Current Locations on the
child records should always be SEE-OTHER.
In Socrates, SEE-OTHER is labelled "See related record to request
item" which alerts the
user to the fact
that there is a related
record, and that the related record needs to be
retrieved
in
order to submit a page
request for the item.
3. Add a "locator" to the call number of both parent and child
records, in subfield z. The
format
is "position
within container",
for example:
E185 .A51 1969|z2ND IN VOL (Title is bound second in the
physical piece.)
- MFILM N.S. 1234|z5TH ON REEL (Title is the fifth filmed
on the reel.)
If the title belongs to a classed together and analyzed series,
then the numbering in |z
would
be the
series number,
for example:
943 .G389|zV.25
4. On each child record, include a 590 note about the "bound
with" (for microfilm records,
use "with") aspect
of the item (including the volume number or the "locator" number of the
parent record), followed by |c and the ckey
of the parent record, followed by the designation
"(parent record's
ckey)".
For example:
| 590 |
|
Copy 1 bound with 1st in vol.|c6290236 (parent record's ckey). |
| 590 |
|
Copy 1 with 1st on reel.|c1673765 (parent record's ckey). |
| 590 |
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Copy 1 bound with no. 36.|c830143 (parent record's ckey). |
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Note: when using the 590, one should
keep in mind that if the item being described
is transferred
to another library (e.g. SAL3), the library information
in the note
will NOT
be updated automatically as there
is no internal linkage between the note
and the item
record. This is not a problem for Special Collections & University
Archives
materials
as they are rarely transferred to
another library. Even when a
Special
Collections &
University
Archives item is stored in SAL3, the record still
says
that it is in
Special Collections & University
Archives . But for other libraries,
the
590 will
contain
out of date information once the item is transferred
unless there
is manual intervention.
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In Java Workflows the Catalog Key field is located under the Control tab. |
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In Socrates, the seven digit ckey appears in the left-hand corner at the end
of the
bibliographic record labelled Catkey. |
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ckey (Catalog
key) is the unique identifier for a Unicorn record.
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When a record contains different libraries with two or
more copies having the same
copy number: |
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|
| (1) |
If call numbers are different, include the specific
call number in the 590 field: |
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|
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|
E185 .A51 v. 9, no. 2 bound with v.
9, no. 1.|c4382064 (parent record's ckey)
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Note: Do not use the copy number when the 590 field has a specific call number.
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|
| (2) |
If call numbers and copy numbers are
the same for all libraries on the record, |
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add Library designation to the 590 field:
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Stanford Auxiliary Library, SAL3 copy 1: Bound with v. 9, no. 1.|c4382064
(parent record's ckey) |
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These data elements serve the following functions:
· BW-PARENT allows the batch transfer
program to detect a parent when it is transferred,
which in turn
triggers
steps to update the child records.
· BW-CHILD serves as an explicit
identifier that the record is a child record, which could be
useful
to both staff
and machine-based processes.
· The "locator" in
the call number is a visual clue to
staff when they look at a record in
Socrates
(i.e. in opac view)
that the title belongs
to a "bound with" item.
It is also useful
to both patrons
and
staff for locating the title within the
item.
· The 590 |c allows retrieval of all child
records by either human or machine.
Examples of cataloged records:
Microfilm parent
_____________________________BIBLIOGRAPHIC
INFO_____________________________
| 001
|
|
APD2667 |
| 007 |
|
hd|bfu|||bucu |
|
040 |
|
CSt|cCSt|dOrLoB |
| 100 |
1 |
Cotton, John,|d1584-1652. |
| 245 |
10
|
Some
treasure fetched out of rubbish|h[microform]:|bor, three
short but seasonable |
| |
|
treatises
(found in an heap of scattered papers), which Providence
hath reserved |
| |
|
for
their service who desire to be instructed, from the word
of God, concerning |
|
|
|
the
imposition and use of significant ceremonies in the worship
of God. viz. ... |
| 260 |
|
London,|c1660.
|
| 300
|
|
75
p. |
| 533 |
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Microfilm.|bSan Marino, Calif. :|cHenry E. Huntington
Library and Art . |
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|
Gallery,|d1964.|e1
microfilm reel ; 35 mm.|nItem 1 on reel with 9 titles. |
|
650 |
^0 |
Christian
life. |
|
650 |
^0 |
Liturgics. |
| 740 |
0 |
Three short but seasonable treatises. |
| 596 |
|
GREEN |
____________________VOL/COPY____________________
Call Number Info
| call
number: |
MFILM N.S. 13735|z1ST ON REEL |
| class
scheme: |
ALPHANUM |
| library:
|
GREEN |
| shelving
key: |
MFILM N.S. 013735 000001ST ON REEL |
- Copy Info
| item
ID: |
001APD2667 |
type: |
NH-MICR |
| copy
number: |
1 |
home
location: |
MEDIA-MTXT |
| price:
|
$40.00 |
item cat1: |
BW-PARENT |
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|
Tax Rate: |
|
| |
|
|
|
| permanent:
|
Y |
current location: |
MEDIA-MTXT |
| circulate:
|
Y
|
number of pieces: |
1 |
| media
desk: |
|
|
|
| total
charges: |
0 |
|
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____________________________________________________________
Microfilm child
_____________________________BIBLIOGRAPHIC
INFO_____________________________
| 001
|
|
APC4757
|
|
005 |
|
19910930210454.0 |
|
007 |
|
hd-bfu---bucu |
|
040 |
|
CSt|cCSt|dOrLoB |
|
043 |
|
e-uk-en |
| 100 |
1 |
Cotton, John,|d1584-1652. |
| 245 |
10
|
Christ the fountaine of life, or, Sundry choyce sermons
on part of the fift chapter |
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|
of
the first Epistle of St. John|h[microform] /|cpreached
by that learned |
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judicious divine, and faithfull minister of Jesus Christ,
Mr. John Cotton ... |
|
260 |
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London :|bPrinted by Robert Ibbitson,|c1651. |
| 300
|
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[2], 256 p. |
|
500 |
|
"Published according to order" |
|
510 |
4 |
Wing C6417 |
| 533 |
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Microfilm.|bSan
Marino, Calif. :|cHenry E. Huntington Library and
Art Gallery,|d1964. |
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|e1microfilm reel ; 35 mm. |nItem 9 on reel with 9 titles. |
| 590 |
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Copy
1 with 1st on reel.|c2886191 (parent record's
ckey) |
|
630 |
00 |
Bible.|pN.T.|pEpistle
of John, 1st, V|xSermons. |
|
650 |
^0 |
Congregational churches|xSermons. |
|
650 |
^0 |
Sermons,
American. |
| 740 |
0 |
Sundry choyce sermons on part of the fift chapter of the
first Epistle of St. John. |
| 596 |
|
GREEN |
______________________VOL/COPY______________________
Call Number Info
| call
number: |
MFILM N.S. 13735|z9TH ON REEL |
| class
scheme: |
ALPHANUM |
| library:
|
GREEN |
| shelving
key: |
MFILM N.S. 013735 000009TH ON REEL |
- Copy Info
| item
ID: |
001APC4757 |
type: |
NH-MICR |
| copy
number: |
1 |
home
location: |
MEDIA-MTXT |
| price:
|
$40.00 |
item cat1: |
BW-CHILD |
| |
|
Tax Rate: |
|
| |
|
|
|
| permanent:
|
Y |
current location: |
MEDIA-MTXT |
| circulate:
|
Y
|
number of pieces: |
1 |
| media
desk: |
|
|
|
| total
charges: |
0 |
|
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______________________________________________________________
Serial analytic parent
_____________________________BIBLIOGRAPHIC
INFO_____________________________
| 001 |
|
AHS5355
|
| 005
|
|
19910714000000.0 |
|
020 |
|
0866021914 |
|
035 |
|
(CStRLIN)CSUG87-B87438 |
| 035
|
|
(OCoLC)16809344 |
|
040 |
|
TxCM|cCSt|dCSt|dOrLoB |
| 100
|
1 |
Ross, John M. |
| 245 |
10 |
Foreign
trade publications in United States documents :|ba selective
bibliography |
|
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/|cJohn M. Ross. |
|
260 |
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Chicago :|bCouncil of Planning Librarians,|c1987. |
| 300
|
|
19 p. ;|c28 cm. |
| 440
|
^0
|
(CPL bibliography ;|vno. 190) |
| 650
|
^0
|
Foreign
trade regulation|zUnited States|xPeriodicals|xBibliography.
|
|
650 |
^0 |
Foreign
trade and employment|zUnited States|xPeriodicals|xBibliography.
|
| 710
|
2 |
Council of Planning Librarians. |
| 596
|
|
SAL3 |
____________________VOL/COPY____________________
Call Number Info
| call
number: |
Z7164
.R33 C6|zNO.190 |
| class
scheme: |
LC
|
| library:
|
SAL3 |
| shelving
key: |
Z
007164 .R33 C6 NO.000190 |
Copy Info
| item
ID: |
36105040677556 |
type: |
STKS-MONO |
| copy
number: |
1 |
home
location: |
STACKS |
| price:
|
$40.00 |
item cat1: |
BW-PARENT |
| |
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Tax Rate: |
|
| |
|
|
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| permanent:
|
Y |
current location: |
STACKS |
| circulate:
|
Y
|
number of pieces: |
1 |
| media
desk: |
|
|
|
| total
charges: |
0 |
|
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___________________________________________________________
Serial analytic child
_____________________________BIBLIOGRAPHIC
INFO_____________________________
|
001 |
|
AHT8608 |
|
005 |
|
19910714000000.0 |
| 020
|
|
0866022023 |
|
035 |
|
(CStRLIN)CSUG88-B22582 |
| 040
|
|
CoFS|cCoFS|dNBiSU|dCSt|dOrLoB
|
| 043
|
|
n-us--- |
| 100
|
1
|
Shepard, Margaret E. |
| 245
|
10 |
Literature
review on automobile trip characteristics /|cMargaret
E. Shepard. |
| 260
|
|
Chicago, Ill. :|bCouncil of Planning Librarians,|c[1987].
|
| 300
|
|
76 p. ;|c28 cm. |
| 440 |
^0 |
CPL
bibliography ;|vno. 202) |
| 500
|
|
"October
1987." |
| 504 |
|
Bibliography:
p. 73-76 |
| 590 |
|
Copy
1 bound with no. 190.|c1673765 (parent record's ckey) |
| 650
|
^0 |
Automobile
driving|zUnited States|xBibliography. |
| 650 |
^0 |
Automobile
travel|zUnited States|xBibliography. |
| 596
|
|
SAL3
|
____________________VOL/COPY____________________
Call Number Info
| call
number: |
Z7164 .R33 C6|zNO.202 |
| class
scheme: |
LC
|
| library:
|
SAL3 |
| shelving
key: |
Z
007164 .R33 C6 NO.000202 |
Copy Info
| item
ID: |
1686283-3001 |
type: |
STKS-MONO |
| copy
number: |
1 |
home
location: |
SEE-OTHER |
| price:
|
$40.00 |
item cat1: |
BW-CHILD |
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|
Tax Rate: |
|
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|
|
|
| permanent:
|
Y |
current location: |
SEE-OTHER |
| circulate:
|
Y
|
number of pieces: |
1 |
| media
desk: |
|
|
|
| total
charges: |
0 |
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Last modified:
August 20, 2007 |
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