Procedure for 945 Fields in Item Records for
Non-standard Multi-part Bibliographic Entities

Approved by TSUG April 16, 1990
Prepared by: Accompanying Materials Designations in Item Records
Subcommittee (Paul Harris, Marilu Vallejo, Shelley Shaffer,
Betty Williams, Shirley Higgins, and Maggie Houlihan)

	This procedure is to be used when creating item records for
multi-part bibliographic entities that are numbered in a non-
standard way, or other than the normal volume, number, part, etc.

	The subfield values of "d", "e", and "u" are used in the
item record 945 (volume information) field on InnoPac. This
information can be input at the time an OCLC record is downloaded
into Innopac or can be added later when updating existing item
records or creating new item records. Subfield "d" is defined by
III as "repeatable volume designator," e.g. Band, Heft, etc.
Subfield "e" is defined as "repeatable volume number", e.g., 1,
4, 5, etc, and subfield "u" is defined as "repeatable free text."
It is important to note that in the 945 field, if the first value
is volume, as in v. 9, no subfield "d" needs to be input for
volume, as the system will default to "v." in the display.
However, if the 945 information places volume information in a
secondary position (e.g., pt. 1, v. l), or if the designation is
other than vol. (e.g., Band), the subfield "d" needs to be input
with the proper designation (e.g., secondary position "v." would
be input as
$d pt. $el $d v. $e 1).

	The treatment for the most common types of volume numbering
designations are already documented in our Innopac procedures.
Listed below are some of the less common, but often encountered,
numbering designations. These designations involve terms such as
study guide, index, map(s), suppl, years instead of volume
numbers, etc. To create 945 fields in item records for these
designations, treatment is selected based upon whether the volume
designation consists of one, two, or three parts.

	If the 945 field consists of one term with no volume
enumeration (e.g., Study guide, Suppl., etc.), subfield "u" is
used. If the 945 field consists of two parts, subfields "d" and
"e" are used, and if the 945 field consists of three parts,
subfields "d," "e," and "u" are used. The following examples
will illustrate this hierarchial treatment.

ONE PART HIERARCHY (use $u)
l. Words or alphabetic characters alone.
When the addition to a call number is a term, such as for
accompanying study guides, atlases, supplements, etc., the 945
field in the item record for the accompanying item will be:

$uStudy guide
or $uAtlas
or $uSuppl.
etc.

A variation on the above is when we have sets labelled with alpha
designations, such as for oceanic atlases, whose individual parts
may be labeled AT for Atlantic Ocean and IN for Indian Ocean or
monographs which may be labelled by geographic region, such as a
set on Mexico labelled CH for Chihuahua and SO for Sonora. If
the above examples contain only one term for each geographic
part, a 945 is created for each physical item using the subfield
u, such as $uAT.

2. Dates or numbers alone.
When the addition to a call number is a date (other than for
editions or other dates added as part of a classificaion number),
or a number alone, such as often occurs with individual volumes
in a monographic set that are distinguished by year rather than
volume, the 945 field for each physical item would contain the
individual year of each piece, preceeded by a subfield "u, n
rather than volume number, such as

$u1988

$u1989.

TWO PART HIERARCHY: (use $d and $e)
1. Words plus alphabetic or numeric characters.
If a single bibliographic record describes both a monograph and a
multi-volume accompanying study guide, atlas, supplement, etc.,
and the study guides or atlases are labelled Study guide 1 and
Study guide 2, etc., the 945 field in the item record for the
accompanying materials will be:

	$dStudy guide $el
for the first volume and

	$dStudy guide $e2
for the second volume, and 50 on.

Another example is when a single bibliographic record describes
both a monograph and accompanying maps that are not bound
together and are separate from the base bolume, the 945 for the
first item record will be:

	$dMap $el
and the 945 for the second map will be:

$dMap $e2.

2. Alpha characters plus numeric characters
As a variation of the above, when there is more than one volume
for each region, as described in the example above under the one
part hierarchy, item records are created for each piece with 945
information such as:

	$dCH $el
for the first volume and

	$dCH $e2
for the second volume, and so on, for pieces numbered CH 1, CH 2,
etc.

THREE PART HIERARCHY: (use $d, $e, and $u)
1. Words, designator, numbers
If the study guides, atlases, supplements, etc. listed in the
example above under the two part hierarchy are labelled

	Study guide v. 1
and

	Study guide v. 2
for example, the 945 designations would be as follows:

	$uStudy guide $dv. $el
for the item record for volume 1 and

	$uStudy guide $dv. $e2
for the second volume, and so on.

2. Alphs characters, designator, number
As a variation of the above, when there is more than one volume
for each region as described in the example above under the two
part hierarchy, and the pieces are labelled, for example, as

	CH v.1
and

	CH v.2
the 945 designations would be as follows:

	$uCH $dv. $el
for the first volume and

	$uCH $dv. $e2
and so on.

Another example is when a multi-volume set contains indexes which
cover only some of its volumes, such as a 36 volume set which
contains an index to volumes 1-18 and another index to volumes
19-36. In these cases, a subfield "u" is used, but will be
placed after subfields "d" and "e." For example, if a
designation such as pt. 1-18 Index is encountered, the 945 field
will be:

	$dpt. $el-18 $uIndex.
Note that if the designation had been v. 1-18 Index, however, the
945 field would be:

	$el-18 $uIndex
because the $d would be the default "v."

The subfield "u" can be placed wherever it is appropriate in the
945 field of the item record.