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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.



When cataloging a not analyzable multipart monographic title (open-entry) follow LC-PCC PS for RDA

See separate documentation for guidelines on treatment of analyzable multipart title: ANALYTICS (MONOGRAPHC & SERIAL).

The following guidelines are to be used in those special cases when a bibliographic record for a multipart monographic title is used for different editions.  Cataloging is performed at the network level and synchronization of bibliographic information should be most important.   Most discrepancies surface when adding volumes to the set.  Added volumes should be “cataloged” (i.e. verify bibliographic information) at the network level.

Definition of an added volume: an "added volume" is a new volume to be added to an existing open-entry bibliographic record. Supplements, indexes, study guides, etc. which do not require separate cataloging received after the main volumes may be treated as added volumes or in some cases be cataloged separately.  At UC San Diego we occasionally combine volumes from different editions into a single set. Consult your supervisor with any questions.


Discrepancies relative to edition and imprint may mean that the volume in hand is a different edition from that described by the catalog record.  If notes in the record do not resolve such discrepancies, evaluate whether a new record will have to be created or notes added to the existing record.  Do not add notes or contents describing volumes we do not own.

Add if necessary, notes and other information to the record that might clarify or resolve discrepancies encountered. 

 Title information:

500 Some vols. also have special titles.

500 At head of title: ...

500 Vol. 6- has subtitle: ...

500 Title on volume 2: ... 

Statements of Responsibility:

 Add notes, if necessary, to indicate variations with statements of responsibility within a multi-volume set.

500 _ _ Beginning with v.5, issued by Mining and Lands Commissioner and published by Ontario Ministry  of Natural Resources

500 _ _ Part B-  : edited by Laszlo Lorand.

500 _ _ Vol. 2, editor: John A. Scanlan.

500 _ _ Vol. 3, containing indexes, was prepared in collaboration with W. Peeters.

 Statements of responsibility that apply to single volumes may be entered as part of the statement of responsibility in a contents note.

 505 1_ …Bd.22. Kammermusik I / herausgegeben von Dorothee Schubel …

Edition Statement:

Adjust the edition statement and/or related notes in cases where volumes of differing editions are being added to the same record. Try to be as clear as possible as to which editions are represented and add descriptive statements as appropriate. Use the "Edition varies" note whenever specific information on the editions represented is not readily available. When adding a single volume from a different edition, create a local note.

590         UCSD copy: v. 1. of set is UMI photocopy reproduced in 2000.

590          Edition varies. 

               ** If it’s very clear that publisher is issuing the volumes with different edition statements, add a 500 note to the OCLC record.

Publisher Imprint:

Adjust the imprint statement and/or related notes, as necessary, to reflect changes in publication
information. Check for, and add if necessary, notes and other indicators in the record that might
clarify or resolve discrepancies encountered regarding changes in the place of publication or

500 Publisher varies.

500 Vols. 12- published by ...

500 Imprint varies.

500 Place of publication varies: 1993-, Montpelier, Vt.

500 Publisher varies: 1992- , Droste Verlag.

500 Imprint varies: 1995- , Stuttgart : Hiersmann.

When a publication is issued out of chronological sequence (for example, vol. 1 is issued after vol. 2), input the earlier date (date of vol. 2) in the fixed field.

        DATES: 1979/9999

        260 ‡c1979-

        [vol. 2 issued in 1979, vol. 1 issued in 1980]

Physical Description:

If set is not closed, ‡a should indicate “volumes” without volume enumeration. Delete any angle brackets that you might find in the existing physical description:


1 score ( volumes) + 4 parts ( volumes)

Change “volumes” to “volumes in ___” if adding a volume that in turn is divided into more than one physical part, for example:

         5 volumes in 3

If the size of the volume being added differs from the size described in ‡c adjust ‡c to reflect
the range of sizes in the set, eg.:

             300 __volumes : ‡b illustrations ; ‡c 25-28 cm

                               [Vol. 1 = 25 cm and Vol. 2 = 28 cm]


Adjust series numbering in the 490 field, if necessary, to include the volume being added.

Adding to Established Contents Notes:

Adjust the 505 field to include the individual volume titles (and authors/editors if necessary)
of the volumes being added. Follow the established pattern when adding to a 505 note. 


Consult "OCLC Bibliographic Formats and Standards" for guidance in adding ISBN's for
multi-volume sets.

 Other Identifiers:

 For music materials, add any prominent identifiers that appear in your resource. Use field 024 for ISRCs, EANs and ISMNs, and field 028 for publisher numbers.

 Other points to consider:

  •  Is set now analyzed by LC?

If we already have many volumes it may be too time-consuming to go back and catalog them all
individually.  If we only have a few and are likely to receive more, pull all volumes and
re-catalog following LC's precedent.

  •   Call number changes

Ignore changes of the cutter only.  If LC has changed the call number, only go back and change
whole set if we own only a few volumes.

  •  Change from monograph to serial treatment

Bounce sets to the DISC section for consideration if there is precedent on OCLC for treating
the set as a serial.

  •   Subject headings

Consider whether the existing subject headings are adequate for the additional volumes also.

Closing the Set

When adding to an open-entry book set, try to determine if the set is closing with the volume
that you are adding.  If there is an indication in the volume itself or in the order record that the set has ceased, verify/change the following elements of the record:

  • Change and complete the date in the fixed field if necessary.
  • Close the imprint date in the 264.
  • Close the 300 field, if possible.
  • Change the completeness indicator in the 505 field.
  • Check the order record for a notation indicating that the set is now complete

 Note:  Only close the set if UCSD has all volumes.


Use 1-up barcodes for fascicles that are to be bound as a set once all parts are received.

Place a note in the piece informing the labeling unit that the piece should not be sent to the

When the final fascicle of a set is received:

  • Pull all fascicles from the shelves.
  • Delete all the associated item records but one and adjust the volume numbering in the
        classification to reflect the bound set.
  • Remove or cover all barcodes except the one that is to be used for the bound set.
  • Place the title page on top of the set and band all fascicles together before taking to
        Preservation Department. 

Loose-Leaf Volumes

Branches update their own loose-leaf volumes.  Send any replacement or supplementary material to them via on-campus mail.  Include a printout of the set record showing location and call number information, and publisher's instruction sheet if available.

Loose-leaf items are updated according to the publisher's instructions by the added volumes
cataloger or by a student worker. 

Revised Volumes/Pocket Parts

Follow the publisher's instructions regarding withdrawal of superseded volumes.

Sometimes it might be helpful to add a note explaining the publisher's update method, e.g.:

500 _ _Kept up to date by revised volumes, pocket parts and supplementary pamphlets.

Note:  Pocket parts for some sets are processed by Access Services.

Revised by Jim Soe Nyun & Marílú Vallejo, March 1, 2014
Approved by the Roger Metadata Policy Subgroup