Prepared by: Caroline Kidman
July 14, 2000
Revised: August 17, 2001
Definition: an "added volume" is any item that can be added to an existing open-entry bibliographic
record that is not an added copy.
(For media materials that accompany monographs, see "Monographs accompanied by materials requiring
a separate item record".) 1) Compare the volume in hand to the PAC bibliographic record to verify that the title, statement
of responsibility, edition, imprint and physical description match. (Supplements, indexes, study
guides, etc. which do not require separate cataloging received after the main volumes have been
cataloged can be treated as added volumes.) See separate documentation for guidelines on the treatment of multi-volume works.
Note variations between the catalog record and the volume(s) to be added, especially the following: -fixed fields (dates) -title/subtitle -entry/authorship -edition/imprint 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.
It may be helpful to check OCLC for a revised record if many changes need to be made and overlay
the existing record when necessary. (Note: if overlaying, be careful to check Melvyl record first
to see if UCSD's copy is identified by "I" number or "O" number and proceed accordingly). If the volume in hand is not an added volume but requires separate cataloging, make sure that the
attached order record is updated to reflect this. 2) If the volume can be added to the existing record, check as follows: i) Title entry Check for, and add if necessary, notes and other information in the record that might clarify or
resolve discrepancies encountered, e.g., 500 Some vols. also have special titles. 500 At head of title: ... 500 Vol. 6- has subtitle: ... 500 Title on volume 2: ... ii) Responsibility Add notes, if necessary, to indicate variations within a multi-volume set, e.g.: 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. Note: For more examples, consult "Notes in the Catalog Record" iii) Edition - 250 (and 590 or 500) 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, constructing 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, e.g.: 590 Vol. 1. of UCSD set is UMI photocopy reproduced in 2000. iv) Imprint - 260 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
publisher, e.g.: 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 (eg. 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] v) Physical description - 300 a) If set is not closed, |a should be: v. Delete parentheses: < >. b) Convert v. to v. in … if adding a volume that in turn is divided into more than one physical
part, eg.: 5 v. in 3 c) Size varies 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.: Vol. 1 = 25 cm. Vol. 2 = 28 cm. 300 = v. :‡bill. ;‡c25-28 cm. vi) Series Adjust series numbering and tracing, if necessary, to include the volume being added.
Non-consecutively numbered series will require multiple tracings. See "Series verification" for UCSD procedures relating to series verification. vii) General Notes - 500 and 504 Adjust 500 notes to include information derived from the volume(s) being added. Consult "Notes in the Catalog Record" for guidance. viii) Adding to Established Contents notes - 505 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. Do not make added entries for editors of individual volumes noted in the 505 field. ix) Added entries - 7xx Follow the precedent in the bibliographic record and add added title entries if necessary. x) ISBN - 020 Consult "OCLC Bibliographic Formats and Standards" for guidance in adding ISBN's for
multi-volume sets. 3) Other points to consider: i) 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. ii) 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. iii) 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. iv) 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: i) Change and complete the date in the fixed field if necessary. ii) Close the imprint date in the 260. iii)Close the 300 field, if possible. iv) Change the completeness indicator in the 505 field. v) Check the order record for a notation indicating that the set is now complete Only close the set if UCSD has all volumes. FASCICLES 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
bindery. When the final fascicle of a set is received: i) Pull all fascicles from the shelves. ii) Delete all the associated item records but one and adjust the volume numbering in the
classification to reflect the bound set. iii)Remove or cover all barcodes except the one that is to be used for the bound set. iv) 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. SSH 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 superceded 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. Pocket parts for some sets are processed by Access Services.