Item and Checkin Record Guidelines for Multivolume Sets

Created August 20, 2007 by Christine Megowan.

In the case of multivolume sets, it is helpful to keep track of the actual number of items associated with a bibliographic record by using item records that can then be used to generate shelflists for shelf-reading projects and for security purposes. However, having multiple item records to reflect a single bibliographic entity clutters the display of the catalog record in ROGER, so it was decided that any item records after the first will be suppressed.

When cataloging a multivolume set, take the following steps:

1. Create an item record for every volume that the library owns, but suppress all but the first item record from public view. Do not include a volume number in the first item record.

2. If MSCL does not own a complete set, create a checkin record to reflect the library's holdings.

Note: do NOT follow this procedure for serials. Serials receive a checkin record regardless of whether the library holds the complete run, and do not recieve additional item records.