Enum/Chron Fields in Voyager Item Records for Serials (and Multiparts)

For: All Technical Services Staff
From: Joan Swanekamp, Chief Catalog Librarian
Date: (4/15/2003 creation date/ December 5, 2007 9:22 AM revision date)

Beginning April. 14, 2003 please begin following these guidelines for recording enumeration and chronology designations in item records for serials. Where applicable, apply also to multipart items, e.g. guidelines on use of captions.

UPDATE (Nov. 1, 2005). Policy and procedure updates are in italics. Entire Additional Examples section is new.

UPDATE (Oct. 12, 2005). Examples for accompanying material updated to follow guidelines in media processing procedures.

UPDATE (Dec. 1, 2003): The section on Repeating Numbers documents a new procedure change. Note also the policy for legacy item records at the end of this document.

POLICY:

1. Record enumeration designations ONLY in the Voyager item record ENUM field. If the enumeration in MFHD includes captions, transcribe the caption as part of the enumeration. To save space, record only the part caption at the beginning of the range, i.e. no.99-105 NOT no.99-no.105.

If a volume with missing issues is intended to be bound in one physical part, record the enumeration designation in ENUM as if all issues were held. If the volume is not intended to be bound in one physical part, as sometimes happens with semiannuals where both parts are issued as separate bound volumes, record the part detail in ENUM.

If a volume with missing issues must be bound in more than one physical part, record enumeration designation in ENUM as if all issues were held unless the missing issue(s) is/are the first or last. Part designations should reflect the bibliographic parts (i.e the parts that could be recorded in the MFHD) rather than the physical parts representing the local binding decision.

Optionally, record missing issues in the Free Text area. (See 7. below)

NOTE: For LSF and any other location where label printing is not relevant, part detail for the enumerative designation may be recorded consistent with ANSI/NISO to the extent that the user can decide, based on the information in ENUM/CHRON, whether a particular item is the one sought.

2. When item records are linked to the analytic bibliographic records of analyzed monographic series and multipart monographs, ENUM/CHRON relating to the cover record is not recorded. However, in 852 $i, begin using a caption with the volume number if a caption is used in the MFHD of the cover record.

3. Record chronological designations ONLY in the Voyager item record CHRON field, even if the chronological designation functions as enumeration. To save space when years overlap, abbreviate the 2nd year of the range to the decade. See Rules for Marking Serials. Section: Rules for Marking by Year.

If a volume with missing issues is intended to be bound in one physical part, record chronological designation in CHRON as if all issues were held.

If a volume with missing issue(s) must be bound in more than one physical part, record chronological designation in CHRON as if all issues were held unless the missing issue(s) is/are the first or last.

Optionally, record missing issues in the Free Text area. (Notes in Free Text will display in the OPAC view if the item is charged)

NOTE: For LSF and any other location where label printing is not relevant, part detail for the chronological designation may be recorded consistent with ANSI/NISO to the extent that the user can decide, based on the information in ENUM/CHRON, whether a particular item is the one sought.

4. Record enumeration and chronological designations in the appropriate fields even if this results in both designations printing below the call number (see examples below).

5. If it is considered necessary to record alternate numbering in ENUM, record the alternate enumeration designation following <equal sign><space> to force the number to the line below the main enumerative numbering scheme. Do not use colons to separate main numbering from alternative numbering; colons should be used to designate parts. (See Marking examples)

6. When supplements and indexes are recorded in 867 and 868 respectively, record Suppl. and Index in CHRON, following the chronological designation if there. When a supplement or index is cataloged as a separate bibliographic record, Suppl. or Index should be recorded in 852 $i, and only the chronological designation would be recorded in CHRON.

7. Generally do not record data in the following Voyager item record fields: YEAR, CAPTION, FREE TEXT or SPINE.

EXCEPTION: Science libraries will record pagination in FREE TEXT field as appropriate.

If the FREE TEXT option is used, keep in mind: text entered in that field will not display in the Item Record retrieval window in the Circulation Module or the Items Found window in the Cataloging Module. The text will not display in the Status field in the OPAC display unless the item is charged. However, if the patron clicks on Place Requests in the OPAC, then logs in and selects Request Staff Search or Delivery, then text entered in ENUM, CHRON, and Free Text will display in the new window in the Select an Item slot (for serials and multiparts, it will be necessary to scroll through the list of items).

Until Catalog Management policies & procedures for ENUM/CHRON are available on the web, contact Eva Bolkovac.

LABEL GENERATING PROGRAM

Note. The label printing examples are based on the SML label-printing program. The Selin label will accommodate up to 13 spaces on a line. The number of lines has been tested successfully to 11 and there seems to be no reason why additional lines could not be printed. When entering ENUM and CHRON data, provide a line break by inserting a space after the colon (or equal sign) to separate volume from part detail or main chronological designation from subordinate chronological designation whenever combined main/subordinate detail cannot fit on a single line. Always prefer keeping each level of subordinate detail on the same line. When in doubt, force a subsequent line by inserting a space. Descriptor terms like Index or Suppl. should always be forced to a separate line.

NOTE: for LSF and any other location where label-printing is not relevant, providing a line break is not necessary.

A limitation of the label printing program is that it will place ENUM/CHRON text below (LC) or (LC) Oversize when these elements are in 852 $i and $m respectively. In such cases, Preparations staff use cut and paste functionality to move the ENUM/CHRON text block into the proper position below the call number but above (LC) or (LC) Oversize. The examples in this document reflect the label output after editing by Preparations staff. Staff entering ENUM/CHRON text should follow the formatting guidelines in the previous paragraph even if the call number ends with (LC) or (LC) Oversize.

The label generating program has been updated to do the following:

a. If data is in ENUM and no data is in CHRON, label will print with ENUM data below the call number

Item record field label Item record field value Label prints as:

ENUM no.99-105 GV199.8
R62
no.99-105
(LC)

CHRON

b. If no data is in ENUM and data is in CHRON, label will print with CHRON data below the call number. (In this example, the volume represents 2 complete years, 2000 and 2001.)

Item record field label Item record field value Label prints as:

ENUM GV199.8
R62
2000-01
(LC)

CHRON 2000-01

c. If data is in both ENUM and CHRON, both ENUM and CHRON data will print below the call number, in that order. If both enumeration and chronological designations are recorded in the bibliographic record (362 or 500) or the MFHD 86x fields, record the part specific data in both of the appropriate fields, even if this results in both designations printing below the call number.

Item record field label Item record field value Label prints as:

ENUM no.99-105 GV199.8
R62
no.99-105
2000
(LC)

CHRON 2000

ADDITIONAL EXAMPLES [new]

1. Semiannual. Volume 3 is issued in 2 separate bound physical parts. Since the 2 parts are intended to stand separately on the shelf, the part number is recorded in ENUM even if part 2 is missing. In this example, the publisher did not supply chronological detail below the year.

Item record field label Item record field value Label prints as:

ENUM v.3:1
S401
.A84
v.3:1
1979
(LC)

CHRON 1979

2. Quarterly. Ano 25 is bound in one physical part; no. 1 is missing. Since the volume is bound in one physical part, the subordinate part detail is not recorded in ENUM even when subordinate parts are missing. The gaps should be recorded in MFHD and optionally in Free Text. For formatting purposes, an underscore is entered between the unabbreviated caption and the volume number, since a space would force the volume number to the subsequent line.

Item record field label Item record field value Label prints as:

ENUM ano_25
HD1876
.A37
ano_25
1965
(LC)

CHRON 1965

Optionally, in Free Text: no.1 wanting.

3. Monthly (volume with 12 subordinate parts). Vol. 96 is bound in 2 physical parts; no. 1, 8, & 11 are missing.

Item record for first physical part. Note that the numbers following the colon represent bibliographic rather than physical parts. In this example, note that the complete enumerative designation will fit on one line, but the complete chronological designation will not; a space is inserted following the year to force the month range to the following line.

Item record field label Item record field value Label prints as:

ENUM v.96:no.2-6
S22
.A7
v.96:no.2-6
2004:
Feb.-June
(LC)

CHRON 2004: Feb.-June

4. Item record for second physical part. Although no. 8 & 11 are missing, note that ENUM is not recorded as v.96 :no.7,9-10,12. Again, note that the part numbers following the colon represent bibliographic rather than physical parts.

Item record field label Item record field value Label prints as:

ENUM v.96:no.7-12
S22
.A7
v.96:no.7-12
2004:
July-Aug.
(LC)

CHRON 2004: July-Aug.

Optionally, in Free Text: no.8, 11 wanting.

5. Main enumeration with whole number as subordinate. Note that in standard serial cataloging practice, if the volume & consecutive numbers appear together on the source, and the consecutive number functions as a subordinate level of designation, the consecutive number is treated as a subordinate part rather than as an alternative numbering scheme. Issued weekly; 2 months bound in each volume. Underscore inserted in "new_ser." to prevent line break.

Item record field label Item record field value Label prints as:

ENUM new_ser.II v.437: no.7047-7054 Q1
.N37
new_ser.II
v.437:
no.7047-7054
2005:
July-Dec.
(LC)

CHRON 2005: July-Dec.

6. Main enumeration with whole number as alternative numbering (since the main number has its own subordinate numbering scheme, the consecutive numbering is treated as an alternative number). Decision made to record alternative numbering in ENUM because of citation practice. Monthly, bound twice a year.

Item record field label Item record field value Label prints as:

ENUM v.10:no.1-6= no.121-126
Q1
.S34
v.10:no.1-6=
no.121-126
2005:
Jan.-June
(LC)
Oversize

CHRON 2005: Jan.-June

7. Index recorded in 868. (852 $h N11 $i .C4X (LC) $m Oversize)

Item record field label Item record field value Label prints as:

ENUM v.31-55
N11
.C4X
v.31-55
1949-73
Index
(LC)
Oversize

CHRON 1949-73 Index

8. Supplement cataloged separately. (852 $h HF53 $i .W612 Suppl. (LC) $m Oversize)

Item record field label Item record field value Label prints as:

ENUM
HF53
.W612
Suppl.
1970
(LC)
Oversize

CHRON 1970

ACCOMPANYING MATERIAL

On the item record for accompanying material, enter the item type format code in the CHRON field to differentiate it from the primary volume. Record the item type format code in CHRON after the chronological data.

(SML) For guidelines on format code terms, refer to:

http://www.library.yale.edu/rsc/sml/media/cat.html

Item type entered in CHRON. Note that CD is used for either CD-ROMs or sound recording CDs.

Item record field label Item record field value Label prints as:

ENUM no.99-105
GV199.8
.R62
no.99-105
2000
CD
(LC)

CHRON 2000 CD

Monograph example:

Item record field label Item record field value Label prints as:

ENUM
QC21.2
.H43
2003
CD
(LC)

CHRON CD

REPEATING NUMBERS

Per AACR2 12.3C4, "if the designation consists of a year and a number that is a division of the year, give the year before the number."

CONSER example (8.5.5):

On piece:

no. 1 1990 (no. 1 repeats each year)

In record:

362 0# $a 1990, no. 1-

MFHD:

Volume 1990 incomplete; volume 1991 complete:

866 4 1 ‚8 0 ‚a 1990:no.1-1990:no.5,

866 4 1 ‚8 0 ‚a 1990:no.7-1990:no.12

866 4 1 ‚8 0 ‚a 1991

Volumes 1990 and 1991 complete (compressed):

866 4 1 ‚8 0 ‚a 1990-1991

Item record:

If volume uses chronological enumeration (i.e. year) and cannot be bound as one physical volume, part designation is based on bibliographic parts. To simplify workflow, record years functioning as enumeration in Voyager CHRON field. If the year enumeration is further subdivided by numerical part numbers, and the year must be bound in multiple physical volumes, record the numerical part numbers after the year in the Voyager CHRON field. Use a colon to separate the (volume) year from the part numbers.

EXAMPLE

MFHD:

Volume 1990 incomplete; volume 1991 complete:

866 4 1 ‚8 0 ‚a 1990:no.1-1990:no.5,

866 4 1 ‚8 0 ‚a 1990:no.7-1991:no.12

Item record:

CHRON 1990:no.1-5

CHRON 1990:no.7-12

CHRON 1991:no.1-6

CHRON 1991:no.7-12

Rationale:

enumeration in item records displays when the item is charged

physical part numbers are misleading for users and ILL when displayed

misleading for staff view when holdings are compressed

citation is likely to include part number

using bibliographic part numbers will get item records in synch with MFHD and will clarify holdings when compression is used in MFHD.

OBSOLETE FORMER PRACTICE:

If volume uses chronological enumeration (i.e. year) and cannot be bound as one physical volume, part designation is based on physical parts, i.e.:

CHRON 1990:1

CHRON 1990:2

MARKING PHYSICAL ITEMS

When marking physical items, if data is recorded in both ENUM and CHRON, transcribe the same data when marking the item. In example c. above, the t.p. verso of no. 99 would be marked:

GV199.8
R62
no.99-105
2000
(LC)

USE OF CAPTION IN 852 OF ANALYTICS

To be consistent with the change in procedure, include the caption in 852 $i before the volume number if a caption is used in the MFHD 866 of the cover record.

Cover record (monographic series):

852 0 1 ‚b ksl ‚h QC1 ‚i A48 (LC)

866 4 1 ‚8 0 ‚a no.647(2002)

Monographic series analytic record:

852 0 0 ‚b ksl ‚h QC1 ‚i A48 no.647 (LC)

Note that chronological data recorded in parentheses in the cover record MFHD is not recorded in the 852 of the analytic.

ENUM <blank>

CHRON <blank>

Cover record (multipart monograph):

852 0 1 ‚b sml ‚h HB101.H39 ‚i A6 2001 (LC)

866 4 1 ‚8 0 ‚a Bd.5-Bd.6

Multipart monograph analytic 852:

852 0 0 ‚b sml ‚h HB101.H39 ‚i A6 2001 Bd.5 (LC)

ENUM <blank>

For call numbers of analytics for classed together series (and also classed together analyzed multiparts), follow the new policy for including the caption before the volume number in 852 for all new analytics, whether the analytic is created for an existing or a new classed together set. Do not continue the legacy pattern (i.e. no caption when caption is in MFHD) for existing sets even though this may cause split files in staff and webpac displays. If the number of legacy call numbers is not large, update the legacy call numbers in Orbis 852 but do not re-label the items.

POLICY FOR LEGACY ITEM RECORDS
1. If data entered in Voyager ENUM and CHRON fields does not follow the new policy, follow the new policy on subsequent item records; do not continue the legacy pattern even though this may cause discrepancies in staff and webpac displays.
2. It is not necessary to update item records created prior to the policy change unless the information is incorrect or inadequate.

RELATED DOCUMENTS

RULES FOR MARKING SERIALS

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