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Orbis Cataloging Manual
MULTIPART MONOGRAPHS
These are guidelines. It is understood that some titles will not be covered or not be covered adequately by them. Catalogers should use judgment (and creativity) in applying the guidelines and report unusual cases to the Chief Cataloging Librarian. As examples and patterns accumulate, the guidelines will be updated from time to time.
A Volume Holdings Record (VHLD) is created with each multipart monograph record, even if holdings are complete at the time of cataloging.
Exception: Retrospective conversion when holdings are not readily available (or when conversion is not done locally)
MICROFORM
1. If a microform set is a reproduction of a single work and the set is complete;
do not record bibliographic volumes in VHLD
record bibliographic volumes in the 300 field
record reels in field 533
If the microform set is incomplete, record bibliographic volumes in VHLD)
EXAMPLES:
100 10 Trudeau, G. B., d 1948-
245 10 Doonesbury in the 80s |h [microform] / |c Garry Trudeau.
300 3 v. ; |c 30 cm.
533 Microfilm. |b New Haven : |c Yale University Photographic Services, |d 1991. |e 1 reel ; 35 mm.
NO VHLD
245 00 Encyclopedia of Irish saints |h [microform].
300 10 v. ; |c 29 cm.
533 Microfilm. |b New Haven : |c Yale University Photographic Services, |d 1991. |e reels ; 35 mm.
VH 001 v.1-v.8
2. If a microform set is a collection of reproductions, record the number of physical items (e.g. reels, fiche) in VHLD
EXAMPLES:
NOTE: in both examples physical items are numbered
245 00 Africana library |h [microform].
300 microfilm reels ; |c 35 mm.
VH 001 1-30
245 00 50 museum catalogs |h [microform].
300 100 microfiches
VH 001 no.1-no.100
NOTE: if multiple titles are reproduced locally on a single reel, do not treat as a collection. Each title should be cataloged separately, with the same call number and location used in copy holdings. In that case, volume holdings will only be appropriate for an individual title if the original title was itself a multipart monograph.
3. If a microform set is original, record the number of physical items in VHLD whether the set is complete or incomplete
EXAMPLES:
NOTE: in both examples physical items are unnumbered.
110 20 P. T. Barnum Museum.
245 10 Catalog of the P.T. Barnum Museum, Bridgeport, Conn. |h [microform].
300 microfiches
VH 001 [1]-[1233]
245 00 Profiles of the rich and famous |h [microform].
300 25 microfiches
VH 001 [1]-[25]
NOTE: for large microform sets, especially microfiche, the caption and numbering used in the guide may be more useful for adding and from the user perspective than the caption and numbering used on the piece (e.g. the header). If the guide is more helpful than the piece, use the guide to create the volume holdings. For an example, see Orbis id AEE1685.
COMPRESSION
For ease of comprehension for all users, as well as to simplify the adding process, it is preferable to compress holdings data on the Volume Holdings Record. However, with multipart monographs it is recognized that there may be situations when compression cannot be performed or might cause significant workflow problems. Catalogers have the option of recording holdings data in non-compressed form in some cases, e.g.,
Records downloaded from RLIN, where earlier holdings were not recorded using modified ANSI standards and conversion to modified ANSI standards would be difficult or require re-examination of the earlier volumes
Holdings for locations that do not use item records, e.g. Beinecke (in the absence of item records, the detailed breakdown of the physical items owned can only be captured in a non-compressed volume holdings statement)
For volumes issued in parts intended to be bound when the volume is complete (e.g. fascicles, lieferungen), part-level detail must be eliminated when the volume is complete:
EXAMPLE: Each volume in the set will be complete in 12 fascicles; v. 2 is not yet complete:
VH 001 v.1;
VH 002 v.2:fasc.1-v.2:fasc.4,
VH 003 v.3
NOT: VH 001 v.1:fasc.1-v.1:fasc.12;
VH 002 v.2:fasc.1-v.2:fasc.4,
VH 003 v.3:fasc.1-v.3:fasc.12
For sets with volumes in parts not intended to be bound when the volume is complete, it is not required that holdings for the set be compressed and part-level detail be eliminated when the set is completed. If such a set has complicated or irregular part numbering, misapplication of holdings compression may run the risk of suggesting that the library has volumes it may not actually own. However, a set with uncomplicated numbering should be compressed, and even for a set with complicated numbering a compressed display is still preferred upon completion.
NEW VOLUME HOLDINGS STATEMENT
When volumes are added, a new volume holdings statement is used under the following circumstances:
WHEN A GAP OCCURS. The line preceding the new volume holdings statement should end with a comma.
EXAMPLE:
VH 001 Bd.1-Bd.5,
VH 002 Bd.7
WHEN A CHANGE IN ENUMERATION OCCURS. A change in enumeration can be any non-gap change in the numbering scheme of the bibliographic volumes as issued or a change in the display of the numbering in the volume holdings (including even a change in volume number). The line preceding the new holdings statement should end with a semicolon, the notation for a non-gap break.
EXAMPLE:
VH 001 v.1:1-4:2; [data from RLIN download]
VH 002 t.5 [first volume added on Orbis]
Comment: The semicolon at the end of VH 001 does not denote a change in the numbering scheme of the volumes issued, but simply a change in how the volumes are being displayed. In this case converting the downloaded RLIN holdings information to modified ANSI standards would probably require examination of the volumes, so the RLIN data is left as found with the addition of the semicolon, and a new line denotes the change in enumeration display to modified ANSI standards. (Since the pre-Orbis volumes may not have item records, the part detail captured to some degree in the pre-ANSI volume holdings statement VH 001 would also be lost if the holdings were compressed in modified ANSI form. In most cases, the part detail for the volume added on Orbis and displayed in compressed form in VH 002 will be recorded in the ENUM/CHRON field of the item record, e.g. ENUM/CHRON 5:1 and ENUM/CHRON 5:2)
EXAMPLE:
VH 001 v.1;
VH 002 v.2:pt.1-v.2:pt.2;
VH 003 v.3
Comment: The semicolons at the ends of VH 001 and VH 003 denote changes in the numbering schemes of the volumes issued in this example.
EXAMPLE:
VH 001 v.1:pt.1-v.1:pt.2;
VH 002 v.2:pt.1-v.2:pt.2;
VH 003 v.3:pt.1-v.3:pt.2
Comment: No change in the numbering scheme from volume to volume, but cataloger chose to display each volume in a separate volume holdings statement rather than to compress. Here the change in enumeration is represented by the change in volume number. Because the holdings are continuous, the nongap break at the end of each statement is denoted by the semicolon.
WHEN IT IS UNCLEAR WHETHER THERE IS A GAP OR CHANGE IN NUMBERING BETWEEN PARTS. The line preceding the new volume holdings statement should end with a semicolon; the holdings may be continuous at this point, and a comma, signifying a gap, would be misleading here.
EXAMPLE:
VH 001 v.1:pt.1-v.1:pt.2;
VH 002 v.2:pt.1-v.2:pt.4;
VH 003 v.3:pt.1-v.3:pt.3
Comment: In the absence of publisher information, cataloger may be unsure whether v.1:pt.3-v.1:pt.4 and v.3:pt.4 may be wanting or may not exist. Compression (VHLD 001 v.1-v.3) may cause ambiguity if v.1:pt.3 is received.
EXAMPLE: When volumes and parts are issued without captions, compression may cause ambiguity; for purposes of clarity separate volume holdings statements may be preferable.
Compressed form (ambiguous):
VH 001 1:1,
VH 002 2-3:1,
VH 003 3:3-4:1,
VH 004 5
Separate volume holdings statements for clarification:
VH 001 1:1,
VH 002 2;
VH 003 3:1,
VH 004 3:3;
VH 005 4:1,
VH 006 5
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Last Revised: 27 July 1995
Contact:
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