Depending on the nature of each multi-volume monograph publication, two different approaches may be taken to catalog them. This post is developed for student workers to easily understand the cataloging process. A formal guideline for local practice of Cataloging Analytics is also available.
Here we have a four volume set. Note, it has a collective title “中华商业文化史论” or “Zhong hua shang ye wen hua shi lun”, as we see printed on the spine of each volume, but each volume has a different and standing-alone title, i.e.
- 中华商业文化探源 Zhonghua shang ye wen hua tan yuan
- 变异的传统商业文化 Bian yi de chuan tong shang ye wen hua
- 中西商业文化大碰撞 Zhong Xi shang ye wen hua da peng zhuang
- 中国商业实践的本质跨越 Zhongguo shang ye shi jian de ben zhi kua yue
Cataloging approaches for this case: (1) Create one bib record, taking the collective title (Zhong hua shang ye wen hua shi lun), then add Content note (505) and Analytic titles (740) on the bib record; treat each volume as an Item. (2) Create separate bib records for each volume title, and treat “Zhong hua shang ye wen hua shi lun” as the series title (490+830).
We also need to take into account how the multi volume set is ordered. A multi-volume set can be ordered at separate times or on one order. So, possibilities of cataloging procedures can be –
- 1st approach i.e. making one bib for all: (1) if ordered separately, move all order records under one bib, overlay that bib and attach item records, then delete the rest bibs; (2) if all on one order, overlay the bib holding the order.
- 2nd approach i.e. making separate bibs: (1) if ordered separately, overlay each bib and attach item under each of them; (2) if all on one order, overlay the 1st bib with volume 1 record, and then bring in new bibs for the rest of volumes.
Let’s now take a closer look on how these two methods work.
Method 1. One bib for all volumes
Step 1 Set up the bib record. On Connexion, locate (or create) the record describing the four volume as a whole (OCLC #713489217).
In our local system, the title maybe ordered separately or as one order. Here we will illustrate the first case in which four brief bibs were generated with order records attached to each of them —
Step 2 Overlay and attach item records. We will export the OCLC bib in step 1 and overlay it with the local bib made for volume 1 (Bib 1 in picture) and attach four item records, one for each of the four volumes.
Step 3 Transfer order records and remove empty bib records. We will need to transfer the order records under the other three brief bibs to this just overlaid bib — this bib is now used for the 4-volume set as a whole. And as the final step, we will delete the three brief bibs initially made for the other three volumes during ordering process. We can now do this because we have established a bib record for this 4-volume title, and transferred and grouped all order records under it.
Image on the right shows how it looks like on Millennium.
(If the four volumes were received on one order under one bib, then simply overlay that bib and attach items)
Method 2. Separate bib records for each volume
When each volume (or part) in a multi-volume monograph set has a different title and stands alone, making separate bib records may be a better approach. Sometimes, a set can be treated with either method, like the example we just used above. Now, we will explore the second method.
There are again two situations in the local system: (1) Each volume (or part) was received individually and separate place holding bibs were generated; (2) The set was ordered as a whole under only one place-holding bib.
If it is in the first situation, we will locate (or create) each bib record for each title, overlay the corresponding local bib and attach item under each.
If it is in the second situation, we will overlay the local bib with the full bib record made for the first title, attach item under it; and then, locate and bring in new bib records for the rest of the three titles with item attached under each. The last three will be new bib records for the local system, under which there will be no order record because the order record is attached to the first bib.