Procedure for multivolume monograph (MVM) cataloging in Alma

Scope:

A multi‐volume monograph (MVM) is a monograph complete, or intended to be complete, in a finite number of separate parts. The separate parts may or may not be numbered; volumes may be issued over time or all at once.

There are holdings differences between single volume monographs and MVMs: 

MVMs require a summary holdings statement to let users know which volumes the library has, thus, MVMs will have an 866 field * (= a textual description of the holdings) in their Holdings record.

* We are not creating 866s for “shelf-ready” MVMs.

On the Acquisitions end of things, vendor behavior, thus, how our brief bib records look, is not always going to be the same:

1. Depending on the vendor, it might be that -- each MVM volume will arrive to us with its own separate bib rec., that we'd need to move onto (= relink to) the one main record already in Alma, that has all the other MVMs in the set.

2. Or, depending on the vendor, it might be that -- added MVM volumes will not have their own bib rec., but will have been attached to the existing bib for the set that's already in Alma.

In the first scenario mentioned above (#1), where catalogers will need to move records, use this procedure for relinking a Purchase Order Line (POL).

Last, sometimes Acquisitions may indeed have to be involved, but, generally, the role for relinking inventory is part of what catalogers do have authorization for (“Physical Inventory Operator”).

~    ~    ~    ~    ~    ~    ~

An Alma Item record has several fields of note for MVM cataloging:

• Enumeration and Chronology fields are part of the Item record, not the Holdings record. 
• The Chronology field in the Item record is not used for monographs. 
• The Description field in the Item record should be limited to volume number designation and volume number. It is not used for long descriptive verbiage or other such information.

~     ~     ~     ~     ~     ~     ~

Cataloger steps:

If the volume in hand is the first volume of a new set, or simply the first volume that UCB has received

1. First, as usual, search for your item in the IZ and the NZ.
2. Proceed to do all desired OCLC Connexion cataloging. Set UC holdings and export to Alma. Also, save your call number aside, for use in Step 7.h.
3. In Alma do the following usual steps: Add 035 Field in the brief Alma bib record (F8), and Save.
4. Share with Network
5. View matching record.
6. Link.
7. Then create a Holdings record in Alma: “Add inventory” to the bib record, as follows:
   
   1. While in the Bibliographic record in the MDE, click on “Add inventory”
   2. Books
   3. Making sure you’re still in your new Holdings record, choose “Editing actions”
   4. “Expand from template”
   5. Choose template “MVM Basic” from the list 
   6. You will have 3 choices, 1. Override, 2. Add missing, 3. Add all.  ~ ~ Choose “Override.”
      1. (Just note that you’ll have to change the radio button back to “Add all,” when you get to the point where you put in your initials in the bib record for statistics.)
   7. O.K.
   8. Fill in 852 field with the call number you set aside/copied earlier.
   9. Fill in the 866 field (see below for examples). Update the 866 whenever we receive a new volume.
   10. Save, and review what you’ve done
   11. Proceed to creating items (see below, Step 8).

In the Holdings record, the 866 field should record the range of ALL items (e.g., if we have v.1 to v.6, then 866 in the Holdings record should show that range, with the designation and numbers.)

Some examples of 866 fields:

866 _0 $$a t.1-5 (1977-1982)

866 _0 $$a no.1-10 (2018)

866 _0 $$a Bd.1-7:5 (1955-1957)

866 _0 $$a v.1-3, 6 (2019-2021)

866 _0 $$a I, kn.1-2; II, kn.3; III, kn.4-5; IV, kn. 6-8 (2020-2022)

866 _0 $$a cz.1-2 (fasc.1-31, A-Br) (1934-1953)

Make sure the caption* abbreviation in the 866 of the Holdings record matches the caption language of the piece itself.

Use these caption abbreviation standards: Library of Congress Cataloging and Acquisitions Appendix A: Abbreviations for captions: CONSER

And use the following abbreviations for names of months: Library of Congress Cataloging and Acquisitions Appendix B: Abbreviations for names of months: CONSER

*“caption” in this document means volume designation (for example, t. is the caption abbreviation for tom).

n.b. If there's an existing book template (which is likely, on orders), then the cataloger will override the book template with the mvm template.

8. Create an Item record. 
   
   1. In the Item record’s Description field, put in the volume number(s). Use v. to stand in for all different languages of caption abbreviations (i.e., Don’t use: kn., cz., t., no., ch., Bd., pt., etc., etc. in an Item record).
      • Also use v. in the Description field when there is no caption designation at all on the various volumes.
      • Here are the NISO standards – See section 5.5.4.2
   2. Save.
   3. Save and release the Holdings record.
   4. Don’t forget to add a 955 local extension to the bib record for your initials.

If the volume in hand is an added volume of a work already in Alma

1. Compare the volume in hand to the bib record in Alma, verifying that it belongs to the MVM set.
   • An added volume belongs bibliographically to an existing MVM with one or more volume(s) already received and cataloged. You must use an existing record in Alma if one exists (unless there’s a special reason not to, like a series title change).
   • The MVM set record in OCLC should have UCB (CUY), CBG, LLB, and/or ZAP holding library symbol(s) already attached.
2. a.1. Revise or edit an MVM bibliographic record in OCLC Connexion, not in Alma. (e.g., close complete sets, add volume information to the 505, add ISBN).
   
   1. 2. BUT!, for large, older MVM sets that have much more metadata in our UCB record than in the OCLC record, copy the better metadata — [better metadata may be lurking among the original or other versions of the bib (in the “View Related…” list in the MDE)] — and add it into the OCLC record. Enhance.
   2. Then re-export to Alma.
   3. Add a 955 local extension that includes a $$c coded MT, for Added volume.
3. Look at the Holdings record. Remember, if it's an existing single/book template (not an mvm-type of template, with an 866 etc., etc.), then the cataloger will need to override the book template with the MVM template.

4. In the holdings record

   1. Add an Item record for the new volume, using the existing items as your pattern, and then edit the Description field for the new volume number.
      • The above step (4.a) will be necessary for orders that migrated from Millennium. But for volumes received as new in the Alma system, there will often (always?) already be an Item record (and a Holdings record), e.g., on the bib (whether brief or cataloged) that was loaded from the vendor.
      • If there’s no Item record for your new vol., use Add Item to create a new item.
      • If there’s no Item record for your new vol. and no other volume Item record to guide you on how to record the Description, use the new (to us) NISO standard format for the new incoming volumes.
      • If the Item record from the vendor or ACQ is on a different, brief bib, this will require relinking the Item and/or Holdings records, depending. 
      • If an Item record from ACQ is on the same bib and same Holdings record, it will just require editing (no relinking).
      • If an existing Item record is on a different Holdings record, create a new Item record from scratch on the (possibly new) Holdings record.
        • This situation can occur when existing items have been deposited at NRLF (a common occurrence with BANC MVMs).
        • NEVER duplicate an NRLF Item record (except if you're NRLF staff). ALWAYS create a new one from scratch if all of the other items already exist as NRLF.
      • If you need to add multiple volumes to a record, create a single new item, fill in only the fields that will be the same for all copies (e.g., Material Type, Copy ID, Item Policy, Internal Note 1), then save and close the item record. Now duplicate the item record you just created as many times as you need, then edit each newly created item to match the pieces you’re adding by filling in the Description field and changing the auto-generated barcode to the real barcode on the piece.
   2. Fill in the Description field.
      • Enter v. and volume number.
   3. Edit the existing 866 textual holdings statement to correspond with the volume(s).
      • Prepare for this by noting down the call number, the volumes, and their beginning and ending years.
      • As mentioned earlier, in the section for, “If the volume in hand is the first volume of a new set…,” in the note immediately following Step 7.k. :  If there's an existing single volume book template (which is likely, on orders), then the cataloger will override the book template with the mvm template.
      • For existing records, please use your cataloger’s judgment about whether to: 1. Use the new (to us) standard format (NISO standards, linked to in an earlier section of this document) for the new incoming volumes, or, 2. Continue to use the volume designation already established, or 3. Use the new standard and go back and change all the old numbering.
        • Recommended option: Do # 2.

   Here are the caption abbreviation standards: Library of Congress Cataloging and Acquisitions Appendix A: Abbreviations for captions: CONSER

   And here are abbreviations for names of months: Library of Congress Cataloging and Acquisitions Appendix B: Abbreviations for names of months: CONSER

   ~ See Appendix in this document for link to MARC 21 Format for Holdings Data.

   Chronology :

   As mentioned on p. 2, do not fill in Chronology fields. No chronology should appear in item descriptions for monographs.

   ~     ~     ~     ~     ~

   Appendix

   Appendix

   I. General information:

   Bibliographic differences between single volume monographs and MVMs

   While there are several differing MARC tag values between MVMs and single volume monographs, none of them provide a sure‐fire way to distinguish between the two. Perhaps the most reliable is the MARC tag 300 “physical description,” specifically, subfield “a” which describes the extent of the material. For MVMs, the physical description field (MARC tag 300) will have extent (stored in subfield a) either blank (the MVM is not yet complete) or filled with some indication of the number of volumes that make up the complete set (the MVM is complete).

   e.g.   

   • MVM complete, all volumes published, extent filled in:  300 _ _ $$a [the number] volumes :$$b illustrations, maps ;$$c 29 cm   
   • MVM incomplete, all volumes not yet published, extent left blank: $$a volumes ; $$c 23 cm 

    

   MARC Holdings Basics

   MARC holdings format has control fields, such as a Leader and an 008. It has variable fields with MARC tags and indicators. It has 9XX fields that we can define for our own purposes. Here are some (but not all) of the fields to pay attention to and some important points  about them: 

   LDR 

   LDR/06 tells you what type holdings you have: 

   v = multipart item holdings 

   x = single-part item holdings 

   y = serial item holdings 

   This byte may not have been correctly populated for multipart monographs so that is a potential cleanup project post-migration.

   008 

   There are a lot of coding options for this field that we might want to use going forward (is it currently received, how did we obtain it, what’s our retention policy, etc.). A lot of these options were fixed fields in Millennium that aren’t in Alma so this could be a good way to capture that information.

   852 

   This is a very important field which all Holdings records should contain. The key data points in the 852 are: 

   852 $$b - Library code 

   852 $$c - Location code 

   852 $$h - Classification portion of call number 

   852 $$i - Item portion of call number (i.e. the cutter, year, etc.) 

   852 $$k - Call number prefix

   852 $$x - Non-public note

   852 $$z - Public note 

   It’s also very important to pay attention to the first indicator for the 852 field as it indicates what type of call number is contained in $$h/$$i and where it should be indexed. Here are the indicators: 

   852 ind1 = 0 - LC classification 

   852 ind1 = 2 - NLM classification 

   852 ind1 = 3 - SUDOC classification 

   852 ind1 = 8 - Other classification 

   853 

   UCB will use 866 instead.

   866 

   This field is for the textual holdings of the main (or basic) bibliographic unit.

   Note that the 866 is for the main (or basic) bibliographic units. Textual holdings information for supplements and indexes is contained in the 867 and 868 fields, respectively. 

   Also note that most public notes should now go in the 852 $$z and not the 866 $$z as we did in Millennium.

   MARC Holdings Records in Alma

   LDR/06 (Type of Record) = v 

   LDR/17 (Encoding Level) = u

   852 $$b (Sublocation or collection) - The library code goes here. You can use the drop-down list to select the right one. 

   852 $$c (Shelving location) - The location code goes here. You can use the drop-down list to select the right one.

   852 $$h/$$i - If you want to use the call number from the bib record, click on “Record Actions” and then “Update from bibliographic.” This will populate $$h & $$i and collapse the 852. If you want to use another call number, then type it in manually. If you want to use a local prefix with an accession number, then put the whole thing in $$h.
    

   Volume designations for physical media.

   At Berkeley, physical media have used these designations:

   • compu/d
   • video/d
   • sound/d

   a. When the resource described in the bib has been a direct electronic resource, the xxxxx/d form has been part of the call #. If it was a multi-part resource, the volume numbers would not receive a volume designation:

   • AB123.C45 2012 compu/d 1 MAIN
   • call #: AB123.C45 2012 compu/d
   • volume #: 1
   • location: MAIN

   b. When the resource described in the bib has been the primary work, and a direct electronic resource has been accompanying material, the accompanying material's volume designation was the appropriate xxxxx/d form. If this accompanying material was in multiple parts, the volume numbers would not receive a further volume designation:

   • DE678.F9 2017 compu/d 1 MAIN
   • call #: DE678.F9 2017
   • accompanying material designation:; compu/d 1
   • location: MAIN

   II. For earlier UC Berkeley MVM documentation see:

   MVM details from the Cataloging Tools and Documentation, A-Z page:

   “Distinguishing between Monographs, MVMs, and serials”

    

   III. Helpful documentation about MVM creating and editing from the UC San Diego Library, which also used Millennium, and are now in Alma:

   A. “Guidelines for creating and editing a bibliographic record for a multipart monograph (not analyzed) with varying editions and for updating bib record when added volumes are received”:

   B. MARC Holdings Overview: 

   The holdings format is where you put information about the physical pieces your library owns (e.g. the call number, the library, the location within the library, volumes held, etc.). All of this information is stored in standard fields that can be interpreted by any system that uses the format. The format primarily uses fields in the 5XX and 8XX blocks. 

   With Millennium we only had a partial implementation of the holdings format. Some data was stored in system-specific fields (the library was in the bibliographic branch, the location was in a checkin fixed field, etc.) which was completely non-standard. Additionally, we only used holdings records for continuing resources, when they should be used for all physical resources, even single-volume monographs. 

   Alma uses a more complete implementation of the holdings format with all relevant data, except for item-specific data, being stored in the Holdings records. Data such as barcodes, copy numbers, total checkouts, etc. will still be found in the item records.

   MARC 21 Format for Holdings Data

   C. UCSD’s guidelines for recording serial holdings in Alma.

   There is a lot of helpful material here that bears reading even for a non-serials cataloger.

   IV. Future project: 

   Re-key 866s that had been suppressed in Millennium a long time ago (possibly could do this from an exported file of suppressed Mill. holdings information), or to leave the display as "x of y Available" (cf. NRLF vs. MAIN holdings in 991019045959706532).”   

   ~ How Bancroft did it: “One by one, by hand, off of a list run in Millennium of all BANC records with suppressed holdings attached. Copy/paste 866 data from suppressed record to unsuppressed record. It was a team effort!”