Under review for FOLIO. Direct questions to Ann Kardos

(Aleph Workflow-Information Resources Management)
(Working Draft, 6/29/11)

In this case multiple monographic titles are bound together in a single physical volume. Each title will have its own bibliographic record, usually of “equal” hierarchical rank. “With notes” may be found in the 501 fields of the bound-together bibs.

1. A single item will represent the volume containing the two (or more) titles. Attach the item to the bib. record for the first title in the volume. Wand in the barcode from the volume.
2. Enter a LKR field in the bib. record(s) for the second (and third and so on) title(s) contained in the volume. Delete any items and ADM records from these second+ bibs. NOTE: Do not delete items representing additional pieces attached to the record, e.g. a Special Collections copy, or a copy which has been assigned a different call number.
3. We use ITM links for bound-withs. The LKR field will consist of:
   • subfield a ITM
   • subfield b ADM number of the bib. record you’re linking to, i.e. the first title bound in the volume.
   • subfield l ADM to which the bib. record for the first title belongs: UMA50, DEP50, etc.
4. If desired, you may “open form” by placing your cursor anywhere on the LKR field and right-clicking or clicking Edit Actions. This will bring up a form with spaces that may be filled, as follows:
   • Link type - UP/PAR/ANA/ITM (a) [enter “ITM”]
   • Sysno of the linked doc record (b) [enter the ADM# of the bib. where the item is found.]
   • Library where record is linked (l) [for an ITM link, enter the ADM of the bib. where the item is found, i.e. UMA50, DEP50, and so on.]
5. Add an HOL record with the volume number under the series.
6. If only one item is involved, these three subfields are the only ones required.
7. Check the OPAC view, to be sure the link has worked. The linked item will not show up in the staff-mode view of the bib. containing the LKR field. Hit Control-O for the public view, and check for the item under CLICK HERE FOR CALL NUMBERS AND ITEM AVAILABILITY.

Illustration of LKR field with ITM link:

	LKR	$a ITM
                $b 317629 (ADM # of record where item is attached)
                $l UMA50
                $v 13
                $y 1834-35

In this case a single bound volume will contain serial issues from a chronological period covering one or more title changes for that serial. Each title change will have its own bib. record, with 780 (earlier title) and/or 785 (later title) fields indicating the title changes.

1. Determine whether volume contains a title change. Look at the 362 in the bib. record for the first title in the vol., and compare it to the piece in hand.
   • Example: New England Farmer, OCLC#7656388. The 362 field reads as follows: $a Vol. 1, no. 1 (Aug. 3, 1822)-v. 13, no. 29 (Jan. 28, 1835). Bound volume 13 (which contains more than 29 nos.) changes titles in the middle.
2. Find the earlier or later title contained in the bound volume, by checking the 780 (earlier title) or 785 (later title) in the bib. record.
   • Example: The 785 (later title) of New England Farmer reads as follows: $t New England farmer, and gardener’s journal $w (OCoLC)9208579. Search the record by the OCLC number in $w. If no OCLC number is present, search by title.
   • The 362 field of New England farmer, and gardener’s journal reads: $a Vol. 13, no. 30 (Feb. 4, 1835)-v. 17, no. 29 (Jan. 23, 1839). NOTE: This record also indicates that vol. 13 splits in the middle. If you were looking at this record first, you would have to search the earlier title from the OCLC number in the 780.
3. Enter a LKR field in the bib. record of the later title(s) contained in the volume.
4. We use ITM links for serial title changes. The LKR field will consist of:
   • subfield a ITM
   • subfield b ADM number of the bib. record you’re linking to, i.e. the first title bound in the volume.
   • subfield l ADM to which the bib. record for the first title belongs: UMA50, DEP50, etc.
   • subfield v Item identification (by Emum. Level 1). Since serial bib. records often contain more than one item, the LKR field needs to specify exactly which item contains the title change. Enter the value from the “first level enumeration” found in the 5. Serials Levels tab under the Items List, for the correct item.
   • subfield y Item identification (by Chron. Level 1). A LKR field can include either or both $v and $y, as long as these values uniquely identify the item. If needed, other levels can be added per the following (found under Tag Information for a bib. LKR field):

$$y - analytic link - year link

       $$v - analytic link - volume link
       $$p - analytic link - part link
       $$i - analytic link - issue link
       $$k - analytic link - pages
  

1. If desired, you may “open form” by placing your cursor anywhere on the LKR field and right-clicking or clicking Edit Actions. This will bring up a form with spaces that may be filled, as follows:
   • Link type - UP/PAR/ANA/ITM (a) [enter “ITM”]
   • Sysno of the linked doc record (b) [enter the ADM# of the bib. where the item is found.]
   • Library where record is linked (l) [for an ITM link, enter the ADM of the bib. where the item is found, i.e. UMA50, DEP50, and so on.]
   • Year link - chronology level i (y) [enter value from Chron. Level 1]
   • Volume link - enumeration level a (v) [enter value from Enum. Level 1] [and so on, for $$p, $$i and $$k above].

We most often use ANA links for analyzed series, or “Ser Anals.“ These consist of volumes grouped under the same title (as in a serial), with numbers or dates distinguishing them, but which also have distinctive titles per volume or issue cataloged as separate monographic records. The overall series title will be represented by a cover record (either an OCLC serial record or a brief cover record created by Acquisitions), to which all the items for the volumes will be attached. The separate monographic records will be connected to the appropriate items with ANA-links. ANA links are a much easier way to handle large sets in which several titles have been routinely bound together, than “bound-with” cross-linking.

NOTE:  Occasionally a record for a large monographic set with smaller analyzed parts (Contin Anal), also may be ANA-linked.

Example: Bulletin of the University of Wisconsin. Economics and political science series.

1. Cover Record. An advantage to using OCLC serial records is that LHR’s (local holdings records) can be created; also title changes will be reflected. Attach all items to the cover record.
2. The HOL record for the cover bib. will include:
   • 866 displaying holdings of the overall series.
   • 952z note stating: Individual vols. may also be searched by author, title or series title.
3. Preparation of Monographic Records:
   • Enter the series in the correct form (per OCLC authority file) with proper volume information. (NOTE: Many old-fashioned bibs. will have 810’s, and varying forms of the series title.) Correcting the series entries will tie the monographic titles together in a browse search under title or series.
   • Add an HOL record with the volume number under the series. This can be done either in the LC Class number or a subfield h under the Depository sublibrary and collection. It also can be entered in an 866 or 952 field. Adding the HOL supplies the “LOCATION” line in the OPAC view.
   • Delete any item records from the monographic bibs. NOTE: Do not delete items representing additional pieces which should be attached to the monographic record, e.g. a copy which has been assigned a different call number. (It's also a good idea to delete the ADM from these monographic bibs.) Add an ANA link into the bib. as follows:

	LKR	$a ANA
                $b 4831039 (bib. # of cover record)
                $l FCL01
                $v 8  (Needs to match the value entered in Enum. Level.1 under Serial Levels of the appropriate item.)

NOTE:  An ITM LKR field includes the ADM # under $b, and ADM library under $l, e.g. UMA50 instead of FCL01.

• Updating a bib. record with an ANA link will automatically add a subfield m (title of the mono.) and a subfield n (title of the series). These are UP and DOWN links, which allow a list of “related” titles to be seen in the OPAC view, under the serial record. If we ever get this feature to work correctly, we'll be able to sort the list of titles by author, title, year and so forth.

⇒FINAL STEP: Check to make sure the link is working with Control-O (OPAC view)⇐