Analytics

General Description
Each volume of an analyzed set or series has, in addition to the set or series record, a record for the monographic title.

Identifying Analytics Records
Analyzed sets or series can be identified by the phrase

INDIVIDUAL VOLS. OF THIS TITLE ALSO CATALOGED SEPARATELY which appears either in the MHLD statement or in a TECHSTAFF note line (VOL/COPY screen). If the analytics statement only appears in a TECHSTAFF note line, it should be input in sub-field z of the 852 field of the MHLD statement.

852 _ _ |cSTACKS|t1|zINDIVIDUAL VOLS. OF THIS TITLE ALSO CATALOGED SEPARATELY Cataloging the Monographic Title
The record for the monographic title has two catalog values that are determined by the set or series record.

The "base" call number
The copy number

We are responsible for maintaining the 505 field and MHLD only for titles in the MARC (i.e. BOOKS) format. [Exception: "INDIVIDUAL VOLS. OF THIS TITLE ALSO CATALOGED SEPARATELY" should be input in MHLD for records in the serials format if lacking.]

Analyzed sets or series ordered by Monograph ordering should have the following information in the 940 field and a comment line in the additional notes area of the order:

ANALS CAPTION: V. where "v." is the caption that we should use in sub-field z of the call number. (The Serials Unit supplies this information on the flags in each book. It is important to transcribe the call # they supply us EXACTLY as written. Call #s you immediately know are incorrect or incomplete should be forwarded back to Serials.)

Analytics for Science Branches
Some science branches shelve some of their analytics by title instead of call number. In order to produce the correct Socrates display, these items need to have a different home location and type. If properly processed, the Serials department will include a "Shelved by Title" flag in the piece.

Please add this step to your procedure when creating items for analyzed series for ENG, BIOLOGY (FAL), CHMCHMENG (SWAIN), MATH-CS, or PHYSICS:

Analytics and Copy Numbers
Before creating the monographic item, look at the first cataloged call segment of the series record. If it is shelved by title instead of call number, the type will be PERI1 or PERI2 instead of STKS and the home location will be SERIALS instead of STACKS. When you create the item record, use the item type and home location found on the series record.

The copy # assigned to an analyzed set/series should be assigned to each volume in that series.
Once an analyzed set or series has been cataloged and assigned a copy number, that copy number is assigned to all analytics received for that location. [e.g. We have five copies of the title 'Gli anni del cinema italiano.' The 5th copy for SSRC is analyzed. When we receive v.22 for SSRC and create an ANALS record for the monographic title, the copy # will be '5' even though it is the only copy on that mono record.

The copy # (if greater than 1) is always indicated on the MSO flag following the call #.
This is not part of the call #. It is the copy # that should be specifically assigned to the ANALS record for the book in hand. As always, books without a copy # designation on its flag are assumed to be copy 1.

The copy # for an analyzed set/series with multiple analyzed copies is the lowest copy # for that library that does not have the volume in hand.
Occasionally, you will need to determine what copy# to assign to a volume received on standing order for a particular library. If that library has only 1 copy of the set/series, assign it that copy #. If the library has multiple copies of the set/series, assign it the lowest copy# for that library that does not have the particular volume in hand. [i.e. consult the set MHLD and/or the anals record.]

Last modified: July 7, 2006