The Ohio State University

Document: Procedures for Binding Analytics
Date:1995-97
Prepared by:Task Force on Processing Analytics*
Includes:

• Procedures for Binding Analytics (With All Volumes Already Cataloged)
• Procedures for Cataloging Analytics to be Bound (With All or Some Volumes not yet Cataloged)
• Procedures for Binding Multiple Analyzed Serial Volumes (With All or Some Analytic Records Lacking)

Problem: Individual volumes 1, 2, 3... of a serial/series title have analytic records but the decision has been made to bind them together as one volume.

It is assumed that all volumes have full monographic records on OSCAR; if not, all of the volumes to be bound together should be sent to Copy Cataloging for cataloging. A To-be-bound-analytics streamer should accompany each volume. Change item record status to "a" and make appropriate staff item record note, as desired.

When the completely cataloged pieces are returned and before analytics are sent to Bindery to be bound together, check to make certain that the item record and links with the serial and other bibliographic records are correct; i.e., the item record for Vol. 1 should be linked to the serial bib record, there should be no other item records, and bib records for analytic volumes 2, 3... should be linked to the item record for Vol. 1.

Any of the following procedures may be necessary but should have been accomplished by the Cataloging Dept.:

1. Deleting item records for Vols. 2, 3...
        [This can be done by the location library.]

   Under CIRCULATION subsystem:      Mark for deletion the item records for volumes 2, 3... Choose A> ADDITIONAL circulation functions Choose U> UPDATE Key in your initials and password. Under UPDATE: Choose ITEM record Type in item record no. (.i____________ to be marked for deletion; or, type or wand in barcode. Update ICODE1 to 999 in each item record.

2. Unlinking the item records for volumes 2, 3....      [Currently, this must be done by Cataloging.]

   Unlink the item records for volumes 2, 3.... from the serial bibliographic record by: Calling up each item record (for volumes 2, 3... and Deleting the ALSO LINKED TO line.

3. It is important to make certain that a link exists between the item record for volume 1 and the serial bib record. If there is not, create a link as follows: using a) Circulation subsystem, b) Additional Circulation Functions, and c) Update Record. Locate individual analytic bib record, write down no. for attached item record, select X(Link to addl bib rec) to link item record, and type in serial bib record no. at the prompt.

4. Linking the item record for volume 1 to the bibliographic records for volumes 2, 3...
   1. Call up bib records for volumes 2, 3...
   2. Write down the bib record nos. (.b-----------)
   3. Under UPDATE existing records, call up item record for volume 1
   4. Choose X> Link to addl bib rec; type in the .b no.
   5. Choose "yes" when asked if you wish to link these records
   6. Repeat b through e for volume 3....

      Thus, there is now one item record for the "multi-analytic" bound volume and it is linked to the bibliographic record for the serial title. Be certain that this is the only one of the item records so linked.

5. The volume information in the new "combined" item record should be edited to correspond to the newly bound volume; i.e., v. 1-3. Check date in the 945 field to see that it corresponds with dates of the bound analytics.

6. Edit the "combined" item record per Bindery Preparation instructions for serials and forward the volumes to Bindery Preparation.
   1. Change Status to "b"
   2. Create Staff Note: To Bindery Prep (with date sent).
   3. Send the physical items along with an item-record printout.
   4. for "first-time bound" titles, include the labeling information from the serial record.

Problem: Individual volumes 1, 2, 3... of a serial/series title have analytic records but the decision has been made to bind them together as one volume. Not all volumes have full monographic records on OSCAR,

All volumes to be bound together will be sent to Copy Cataloging and will be kept together throughout the process. These will be identified by a To-be-bound Analytic streamer.

All analytic cataloging will be conducted on OCLC Passport for Windows.

1. Search for copy for each uncataloged volume. If copy is found, edit and export the bibliographic record(s) to OSCAR. Do not create item records for any volumes other than the first volume of the group to be bound (if it does not already have an item record on OSCAR).

   Before analytic volumes are returned to the location library (if all have been cataloged) or forwarded to Original Cataloging (if some lack OSCAR records and copy cannot be found on OCLC), it is necessary to adjust the item records and links with the serial bibliographic record.

2. In OSCAR, link the bibliographic records for those volumes just cataloged to the item record for the first volume. Mark for deletion any other item records (for Vols. 2, 3...).

3. If the first volume has a full bibliographic record on OSCAR, be certain that the item record for it is linked to the serial bibliographic record; if it is not, create such a link. Also be certain that there are no other item records (for other volumes in the analytics to be bound) linked to the serial bib record.

4. If any of the volumes require original cataloging, forward all volumes to the Original Cataloging Section with print-outs of the records created in Copy Cataloging; otherwise, return to location.

Problem: Individual volumes 1, 2, 3... of a serial/series title have may have some analytic records but not all, and the decision has been made to bind them together as one volume.

If all volumes have full monographic records on OSCAR, follow "Procedures for Binding Multiple Analyzed Serial Volumes (With All Volumes Already Cataloged)."

If not, all of the volumes to be bound together should be sent to Copy Cataloging for cataloging. A To-be-bound-analytics streamer should accompany each volume. Change item record status to "a" and make appropriate staff item record note, as desired.

Tie the volumes together and insert an ANALYTIC BINDERY STREAMER in each volume. Include location, analytic serial bib #, name of sender, and phone number.

Send all volumes to Copy Cataloging Division, 040S Main Library.

When the completely cataloged pieces are returned and before analytics are sent to Bindery to be bound together, check to make certain that the item record and links with the serial and other bibliographic records are correct; i.e., the item record for Vol. 1 should be linked to the serial bib record, there should be no other item records, and bib records for analytic volumes 2, 3... should be linked to the item record for Vol. 1.

Any of the following procedures may be necessary but should have been accomplished by the Cataloging Dept.:

1. Deleting item records for Vols. 2, 3...

   Under CIRCULATION subsystem:            Mark for deletion the item records for volumes 2, 3... Choose A> ADDITIONAL circulation functions Choose U> UPDATE Key in your initials and password. Under UPDATE: Choose ITEM record Type in item record no. (.i____________ to be marked for deletion; or, type or wand in barcode. Update ICODE1 to 999 in each item record.

2. Unlinking the item records for volumes 2, 3....

         Unlink the item records for volumes 2, 3.... from the serial bibliographic record by:

   1. Calling up each item record (for volumes 2, 3... and
   2. Deleting the ALSO LINKED TO line.

3. It is important to make certain that a link exists between the item record for volume 1 and the serial bib record. If there is not, create a link as follows: using a) Circulation subsystem, b) Additional Circulation Functions, and c) Update Record. Locate individual analytic bib record, write down no. for attached item record, select X to Link item record, and type in serial bib record no at the prompt.

4. If there is no item record for the analytic bib record for Vol. 1, create one. Include volume information in the new "combined" item record to correspond to the newly bound volume; i.e., v. 1-3. Check date in 945 field to see that it corresponds with dates of the bound analytics.

5. Linking the item record for volume 1 to the bibliographic records for volumes 2, 3...
   1. Call up bib records for volumes 2, 3...
   2. Write down the bib record nos. (.b-----------)
   3. Under UPDATE existing records, call up item record for volume 1
   4. Choose X> Link to addl bib rec; type in the .b no.
   5. Choose "yes" when asked if you wish to link these records
   6. Repeat b through e for volume 3....

      Thus, there is now one item record for the "multi-analytic" bound volume and it is linked to the bibliographic record for the serial title. Be certain that this is the only one of the item records so linked.

6. Edit the "combined" item record per Bindery Preparation instructions for serials and forward the volumes to Bindery Preparation.
   1. Change Status to "b"
   2. Create Staff Note: To Bindery Prep (with date sent).
   3. Be sure to remove the "sent to Cataloging" staff note.)
   4. Send the physical items along with an item-record printout.
   5. for "first-time bound" titles, include the labeling information from the serial record.

*Note: This practice has been developed and documented by the Task Force on Processing Analytics (1995-97). Members included Jim Murphy (chair), Cataloging Department; Mary Scott, Science & Engineering Library; Cyndi Preston, Undergraduate Library; Ruey Rodman, Cataloging Department; Mary Lou Trejo, Bindery Preparation Division; Dona Straley, Language & Area Studies; and Tim Preston, Circulation Department.

Added to TS web site 12/12/01.