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Metadata Services Multipart Item Barcoding and Item Record Creation Guidelines

Overview

Apply these guidelines to multipart items that are intended to stay in one physical container as opposed to creating a separate physical "volume" for the accompanying material. These types of items may be a bound volume with a pocket containing maps, charts, etc., or a single container such as a case, box, or folder which holds several items. In these cases we are creating only one item record for the container. Each part is described within the bib record and/or the item record.

NOTE: Each multipart item needs to be evaluated independently according to the case it is issued in. For example, an original case containing multiple items may be replaced with a new case if necessary for security or preservation reasons. When in doubt, consult your supervisor.

Bib record

Catalog piece with appropriate description of physical volume. Accompanying material can be described in the |e of the 300 field, in a separate 300 field, or in a 500 or 590 field note.

Item record

Add a MESSAGE field to alert public services staff to check for multiparts. It is important to be aware that only the MESSAGE that occurs first in the record is displayed to the public services staff. The internal tag for this field is "m" for MESSAGE. The MESSAGE may be either added to the item record after it is downloaded, or it may be created at the time of downloading using |m in the 945 field in OCLC. The MESSAGE should describe the multiparts as accurately and briefly as possible. If accompanying material is contained in a pocket, use: Check pocket for <describe a single item, e.g., map, 3-D glasses, etc.>, or Check pocket for <number of items> items. If multiple items are issued in a container, use: Check for <number of items> items.

Barcodes

For volumes with accompanying matieral in a pocket, one barcode is placed in the upper left area of the cover and one barcode is placed in the upper center of the first available leaf inside. For items issued in a container, place one barcode on the outside upper left corner of the container and one barcode on the upper center of the first leaf of the first item in the container.

For music and media materials see further guidance in the document "Labelling and Barcoding Music and Moving Image Material" (https://tpot.ucsd.edu/description/audio-and-moving-image/barlabel.html ).

Mark the piece

  1. Pencil (or use an archivally-safe pen if pencil would not be readable) a description of the contents on the first leaf of the volume or first item in container. This will help to alert public services staff to multiparts. This note should correspond to the description in the bib record and to the item MESSAGE.
  2. Pencil (or use an archivally-safe pen if pencil would not be readable) call number/identification stamp on each individual part.

Example 1: Single volume monograph with a map inserted in a pocket

Bib record:

300 295 pages : illustrations, map ; 25 cm.

500 Map inserted in pocket.

Item record:

m Check pocket for 1 map

Mark on piece: Map in pocket

Example 2: Box containing 27 separate pieces

Bib record:

300 1 case : illustrations ; 34 cm.

Item record:

m Check for 27 items

Mark on 1st piece: 27 items

Example 3: Score accompanied by 3 parts in a pocket

Bib record:

300 1 score (30 pages) + 3 parts ; 29 cm.

Item record:

m Check pocket for 3 parts

Mark on score: Score + 3 parts

For further guidance in the document "Labelling and Barcoding Music and Moving Image Material (https://tpot.ucsd.edu/description/audio-and-moving-image/barlabel.html ).

Example 4: Score accompanied by wiring diagram, time plan, and sample realization

Bib record:

300 1 score (20 pages) + wiring diagram + time plan + sample realization : illustrations ; 30 cm.

Item record:

m Check for 3 items

Mark on score: Score + wiring diagram + time plan + sample realization

For further guidance see "Labelling and Barcoding Music and Moving Image Material" (https://tpot.ucsd.edu/description/audio-and-moving-image/barlabel.html ).

Prepared by: Stella Sanchez-Wade, adapted by Shirley Higgins, Jim Soe Nyun, and Marilu Vallejo, October 11, 1990

Revised by: Hanley Cocks and Jim Soe Nyun, December 2, 2016

Approved by: Roger Metadata Policy Subgroup, December 2016