[MinervaCats] Cataloging Tip

[Ellen Conway]

Dear Catalogers,


This week's Tip addresses a feature on the cataloging item record, the
volume note.

It has been pointed out to me that some item records have entered the
Minerva catalog with volume notes that are being used incorrectly or
inappropriately.  The misuse of a volume note can unnecessarily complicate
or confuse the process of requesting materials through the OPAC.



An example of a misused volume note is found in the item record of a
children's book that is part of the Magic Tree House series.  The books in
this series have individual titles and are ordered by numbers found on the
books' covers.  Each book title has its own bib record, and the series title
is correctly noted in 490 and 800 fields as follows:

                490 1  Magic tree house series ;|v#32

                800 1  Osborne, Mary Pope.|tMagic tree house series ;|v#32.

However, in this case the cataloger also entered the information "v.
32" in the volume note.  In addition, it was mentioned at the most
recent Cataloging User's Group meeting that several libraries have
used a volume note to record their copy number of "Harry Potter and
the Deathly Hallows".   Because of both of these errors, a patron
requesting one of these books through the OPAC would be forced to
select a specific copy, resulting in an unnecessary item level hold
instead of a bib level hold.

Remember that if your library has multiple copies of a specific item,
each of these copies will have its own item record, and the copy
number should be entered *only* in the designated fixed field.

If the book you are cataloging is part of a series, but each title is
treated as a monograph (MARC leader "bib levl" is "m"), volume numbers
are correctly noted only in the 440 or 490/800 fields.

 In Millennium Cataloging, the item record volume note appears in an
optional field that should be used only in very specific circumstances as
described below:



1.  If you are cataloging a multi-volume set, for example an encyclopedia
with 4 bound parts, each part is labeled with a volume number.  The
encyclopedia should be cataloged on one bib record and the 300 field should
state "4 v."  This bib record would have 4 item records attached to it, one
for each volume.  Each item record should have a volume note that states the
number in the manner it is given on the physical copy, such as "v. 1", "v.
2", or "part 3", "book 4", and etc.



2.  The same procedure applies if you are cataloging a set of
videorecordings that may or may not be circulated separately according to
your library's lending policy.  If for example you have a 4 disc set of DVDs
that you intend to lend individually, the set should be cataloged on a
single bib record with 4 attached item records, each including a volume note
stating "disc 1", or "part 2", etc.  If your library only lends the 4 discs
together, then only one item record is necessary and a volume note is not
needed, unless for the sake of clarity you wish to add one that states "4 of
4 discs" or "entire set", or something else along those lines.   The end
result of this process is somewhat the opposite of what I described
previously.  Since the lending policies of Minerva libraries do vary for
videorecordings, an item level hold may be needed to ensure that the patron
who requests through the OPAC will receive exactly what he wants.



3.  If cataloging a serial publication such as an annual reference book
(MARC leader "bib levl" is "s"), you would use a single bib record and
attach all editions on separate item records, using the volume note to
indicate the year, i.e. "2007".



In addition to the applications described above, the Minerva Cataloging
Standards committee approved an unconventional use of the volume note.  It
may be used to advise of missing material in a particular item.  For
example, if your library holds a book that was published with an
accompanying CD inserted inside the cover, but your library's copy is
missing the disc, it is recommended that your item record includes a message
in the volume note stating "XPL copy lacks CD".



The volume note of course is an essential component of periodicals records,
but I will not discuss that usage here.  If you have any questions about
using volume notes in non-periodicals, please contact me.



Thanks,

Ellen


























-- 
Ellen M. Conway
Maine InfoNet Cataloging Consultant
247-3514, cell ph. 329-5443
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