Creating host bibliographic records for bound-withs in Alma

Introduction

These are interim procedures for creating Host Bibliographic Records that continue the status quo of records that were created on migration to Alma in 2021, and are not meant to represent any final decisions regarding Berkeley’s treatment of Host Bibliographic Records (described below as “host bibs”). The procedures are meant to provide guidance for catalogers to create records that can be updated in batch, along with the migrated records, as any changes are implemented in their treatment.

This procedure should be used only for cases that involve two or more titles bound together as a single physical item. It should not be used for other cases such as parent/child bibliographic relationships.

General instructions

Note: The precise order of the steps below is not prescriptive. As individual catalogers develop their own workflows, steps may be done differently.

1. Catalog all of the publications in the volume, setting holdings in Connexion and importing the bibliographic records into the Alma NZ and IZ as usual. Do not create inventory at this step; inventory will be created further along in the process.
   
   1. For each of these bibliographic records (i.e. constituent bibs), add a non-local 910 field with $$a Has related records (UCB) if not already present.

It may be helpful to open two separate Alma sessions for the following work. This can be done either by using different browsers or by opening both a regular Chrome/Firefox session and a Chrome Incognito/Firefox Private session. You can also opt to copy and paste information into Notepad, rather than have multiple Alma sessions open.

2. In the IZ, create a host bib record for the bound-with using the Host bib template.
   
   1. Open the Metadata Editor.
   2. Ensure that, in New > Placement Options, you have selected Placement of new records and templates = Local. Host bibs should only be added to the IZ, never the NZ.
   3. Click the Templates tab / MARC21 Bib / Shared / Host bib.
   4. Edit the record as follows:
      
      1. Replace the asterisks in the 245 field with the barcode for your volume.
         1. If you are adding more than one item to this new host bib, add “and others” to the end of the 245 field.
      2. Search for the first title in your volume. Copy the entire contents of the 245 field, including any initial articles, and the statement of responsibility.
         1. If the 245 contains vernacular script, copy the transliterated title information (Latin script).
      3. Paste what you have copied above into the first 774 $$t of the new host bib. Delete any subfield codes that may have been copied.
      4. Copy the IZ MMS ID for the first title in your volume (ending in 6532). Do not use the MMS ID from the NZ record (ending in 6531); if you do the link will not be made.
      5. Paste the IZ MMS ID for the first title in your volume into the first 774 $$w of the new host bib.
      6. Search for the second title in your volume. Repeat the steps of copying and pasting the 245 and IZ MMS ID of that title into the second 774 of the new host bib.
      7. If there are additional titles in your volume, repeat these steps again for all remaining titles in the volume.
         1. Add additional 774 fields to the new record as needed in order to include all titles within a volume.
      8. Add cataloger statistic code “HB” in a 955 local extension.
   5. Save the new record.
3. Add a holdings record to this new host bib using the Host bib holdings template.
   
   1. Click the Templates tab / Holdings / Shared / Host bib.
   2. Add the appropriate 852 $$b and $$c for your Library and Location, as well as the call number for the resource.
      
      1. The holdings call number should represent the “primary” constituent title. This will usually be the title that is bound first in the item, but is subject to cataloger judgment.
      2. If the call number is non-LC, select the appropriate 852 1st indicator.
   3. Include any copy-specific notes that pertain to the bound-with volume (e.g., provenance, binding description) in this holdings record.
   4. The holdings record on the host bib should not have an 866 field, even if the attached item has enumeration and/or is a serial. See additional instructions in the section below for adding holdings records to the individual serial bibs to describe the library holdings for those titles.
4. Add an item record for the volume in hand.
   
   1. Code the item record as appropriate for the item in hand. Its presence on a host bib does not affect the item coding.
5. New host bibs will be linked to the records in the 774 fields via an overnight job.

Example records

Example 1: A bound-with item containing two titles. The item record is on a host bib.

Bibliographic record

LDR 00547nam#a2200109#i#4500
001 991086030800106532
005 20230517111923.0
008 230302|########xx############000#0#####d
245 00 $$a Host bibliographic record for boundwith item barcode C070873075
774 1_ $$t La situation en Indochine : mars 1945-juin 1946. $$w 991086030800306532 $$9 unrelated
774 1_ $$t Conférence préparatoire de Dalat sur le statut de la Fédération indochinoise dans l'Union française, 1er-13 août 1946. $$w 991086030800206532 $$9 unrelated
955 __ $$a 202303 $$b tsmm $$c HB

Holdings record

LDR 00206nu##a2200085un#4500
005 20230517111850.0
008 2107110u####0###4001uu###0000000
852 0_ $$b MAIN $$c ma $$h DS550 $$i .A3

Example 2: A bound-with item containing several titles. The item record is on a host bib. Its holdings record contains copy-specific information as the constituent bibs do not have holdings records.

Bibliographic record

LDR 00843nam#a2200157#i#4500
001 991086084434106532
005 20230712160427.0
008 230712|########xx############000#0#####d
245 00 $$a Host bibliographic record for boundwith item barcode C082171993 and others
774 1_ $$t The hold-up / by Stewart Edward White. $$w 991019208729706532 $$9 unrelated
774 1_ $$t A murder at the Dôme / by Gelett Burgess. $$w 991019208609706532 $$9 unrelated
774 1_ $$t The crystal ball / by Charles Caldwell Dobie. $$w 991003640499706532 $$9 unrelated
774 1_ $$t The foghorn / $$c by Gertrude Atherton. $$w 991003640409706532 $$9 unrelated
774 1_ $$t Pepe / by James Hopper. $$w 991019208519706532 $$9 unrelated
774 1_ $$t His wife could eat no lean / by Ruth Comfort Mitchell. $$w 991003640279706532 $$9 unrelated
955 __ $$a 202307 $$b tbrb $$c HB

Holdings record

LDR 00338nu##a2200109un#4500
005 20230717145419.0
008 2307170u####0###4001uu###0000000
852 0_ $$b BANC $$c tb $$h PS571.C2 $$i B63
563 __ $$a Quarter dark blue leather and blue cloth slipcase, 2 gilt blue morocco spine labels.

Additional instructions for serials

• Do not input 853/863 fields in the holdings record that is linked to the host bib
• Create or update a holdings record on the individual serial bib record(s) even if there are no item records to be directly linked to that holdings record. That is, if all of the issues of the serial are within bound-with items, still create a holdings record on the individual serial bib record(s).
• Input holdings statements in holdings records that are linked to the individual serial bib records
  • Include all holdings for the title, from both bound-with and non-bound-with items, in the holdings statement for the individual title
• During the course of recataloging, it may be necessary to turn an existing item record into a bound-with item. To do this:
  • Create the host bib record as instructed above
  • Re-link the item record from the serial bib to the host bib
    • On the List of Items screen, check the box beside the appropriate item record and click "Relink to another bib"
    • Find the appropriate bib record in the same way as when you relink other records to a new bib
    • Choose the option to create a holdings record on the new bib
  • Edit the holdings records on the individual serial bibs as needed to show the changed holdings

Example record

Example 3: An item containing v.35-36 of a journal family, where issues from two sequential serial titles in the family are bound together. The item record is on a host bib. The constituent serial bibs related to the host bib each have serial holdings that require maintenance.

Bibliographic record

LDR 00431nam#a2200109#i#4500
001 991085972129106532
005 20230712022434.0
008 220623|########xx############000#0#####d
245 00 $$a Host bibliographic record for boundwith item barcode C049882742
774 1_ $$t Journal of optometric vision development. $$w 991072956759706532 $$9 unrelated
774 1_ $$t Optometry and vision development. $$w 991085964419506532 $$9 unrelated
955 __ $$a 20220623 $$b tsmm $$c HB

Holdings record (on host bib record; no 86x fields)

LDR 00139nu##a2200061un#4500
005 20230712022558.0
008 2206230u####0###4001uu###0000000
852 0_ $$b NRLF $$c nbbi $$h RE1 $$i .J615

Holdings record (on preceding serial title)

LDR 00206ny##a22000734n#4500
005 20230712024644.0
008 1011252u####8###4001uueng0000000
852 0_ $$b NRLF $$c nbbi $$h RE1 $$i .J615
866 41 $$a v.11:no.4(1980:Dec.)-v.35:no.3/4(2004:fall/winter)

Holdings record (on succeeding serial title)

LDR 00239ny##a22000854n#4500
005 20230712024138.0
008 1011252u####8###4001uueng0000000
852 0_ $$b NRLF $$c nbbi $$h RE1 $$i .J615
866 41 $$a v.36(2005)-v.43(2012)
867 41 $$a v.41:no.2:suppl.(2011),v.42:no.2:suppl.(2012)

Appendix A: Bib record template (Host bib)

Appendix B: Holdings record template (Host bib)