Policies and procedures for ADVANCE 6.8 -- interim

If the Cutter/Item line or the Shelving Control # of the call number is longer than the space allotted in the Call number lines on the Location/Copy detail, the cutter (852 $i) or the shelving control number (852 $j) should be input in the MARC display of the Location/Copy (available from Location/Copy detail screen). You must "Accept" on the MARC display and "File" on the Location/Copy summary in order to retain the data. (If you start typing the data in the Location record and run out of room, you should retype or overtype the data in the MARC display.)

Generally speaking, copy numbers will only be used for pieces which do not get barcodes. For example, Fales and other special collections materials do not get barcodes and therefore are given copy numbers in order to attach notes to specific copies.

Mannes will be an exception and will continue to use copy numbers for most book materials.

If practice in pre-6.8 days was consistent, that practice should be retained. If the practice before 6.8 was relatively inconsistent, accession numbers should now be put in the Shelving Control #. If this use of shelving control number does not make sense for a particular type of material, present it for discussion. We think we eventually want all accession numbers like Film 4804, XCD 784, VCA 8444 in the Shelving Control # with scheme marked as 4 (852 Ind 1).

For items not classified in LCC, code the Shelving Scheme which is line 4 of the Call number on the Location display. Dewey is 1, shelving control number (aka accession number) is 4, shelving title is 5. This will eventually allow us to have call numbers of different sorts indexed independently.

Physical Format should be filled in for non-print materials. This is the last line (before the Purchase Order number) on the Pieces record, and represents the first two bytes of 007. If the two characters are filled in on the Pieces record, you can then complete the 007 on the Location/Copy detail screen. The important thing is the two bytes on the Pieces record.

Any branch or consortium location, including those that do copy cataloging, may request that a multipart item come to TSD for cataloging. If there is a Bobst item in the Holdings record, it will be necessary for any maintenance to be done by Bobst staff.

• Volumes
• Issues
• Electronic resources [?? or do we need to differentiate onsite/CD-ROM resources from remote for mulver reasons]
• Microfilms
• Microfiches
• Motion pictures
• Sound recordings
• Videorecordings

The purpose of these terms is to broadly classify materials by type, and to help differentiate items which are multiple versions on one record. We want to be as broad as we can, while enabling differentiation of versions.

Generally speaking, we will use "Volumes" unless there is a mulver reason for doing different description terminology.
(rev. 10 December 1999)

Use the whole numbering in the Location/Copy if consecutive volumes. Use the first number with "etc." if non-consecutive volumes. Use the specific number in the Parts detail.

Examples:

• Location/Copy - BR23 .A88 vol.27-29
• Parts - vol.27 and vol.28 and vol.29
• Location/Copy - BR23 .A88 vol.30,etc.
• Parts - vol.30 and vol.37 and vol.42

Please note that no space should be used between the caption (e.g. vol., t., Bd.) and the number that follows. This will sometimes result in unpleasant spacing in the opac and other displays, but that spacing evolves and "fixing" it now may mess it up later. A space should however be left before "etc."
(21 October 1999; revised 7 January 2000)

Format and medium can be coded in at least three places in Geac ADVANCE holdings.

Physical format in the Location/Copy detail is based on the first two bytes of 007 (e.g. ta for Regular print, co for Optical disc, sd for Sound disc). This data does not currently show to the user but is potentially the most useful in distinguishing multiple format items. If there are multiple formats or versions, you must be sure that the 007 is complete in the MARC holdings display available from the Location/Copy Detail. If there is an 007 on the bib record and you only fill in the two bytes in Physical format, the system will fill in the rest of the 007 with bytes from the 007 that was on the bib and which will move to holdings.

The Description in the Type of holdings detail will generally be Volumes for basic bibliographic units. For multiple versions (mainly serials), we will currently use this field to distinguish the versions.

The Caption/Label field in Enumeration in the Publication pattern detail reflects what is given in the item being cataloged as much as possible. It is also abbreviated if possible.

The simplest case of a multiformat item is a book/disc combination. A multipart holdings record should be created, with "(unit)" in the Enumeration of the Publication Pattern. If a descriptive term appears on the piece, use it in the Enumeration/Chronology on the Parts Detail. If no descriptive term appears on the piece, use a general term preceded by the number of units, e.g. 1 book, 1 booklet, 2 sound discs. As much as possible, use the specific material designation of the physical description (300 $a).

Examples of Enumeration/Chronology data in Parts:

1 book
1 sound disc
1 optical disc [for CD-ROMs]
1 disk [for computer floppies]
1 portfolio
1 score [example from MARC format]
ca. 1000 items [example from MARC format]
17 plates [for a group of plates in a separate container but with a collective barcode] "Decisions"

For items with unnumbered parts but descriptive titles, the description may be used in the Enumation/Chronology data, e.g. "text" and "plates"; "1 score" and "p-v score" [for piano-vocal score].

(An enhancement request will be written to propose that a single bib record could be linked to multiple holding records which could represent both single and multipart monographs. If this is implemented, a book/disc set can be done as two singlepart holding records with appropriate coding for physical format, etc.)

[rev. 23 November 1999; rev 20 June 2000]

Each bibliographic part (represented by a Part in the Parts Display) should appear only once in each Location/Copy. Each bibliographic part (e.g. v.1, Bd.17) should appear only once in the Parts Display. Therefore, if you have more than one copy of any part of a multi-part item, you should have a Location/Copy record for each.
(22 November 1999)

Notes that previously were put into 955 $s will generally now be entered in Public note on the Piece record. If the note is non-public, you may enter it from the Notes display off the Piece record, and mark it for non-display in the OPAC.
(23 November 1999)

A processing note that applies to all parts of a multi-part (e.g. Shelved on 5th floor, aisle P; Also available on microfilm) and which would normally be in Public note or in a non-public note only needs to be put in the Piece record for the first part. This applies to those notes that would have been in 955 before ADVANCE 6.8.
(22 November 1999)

In the past when a publisher issued a paperback version of a text in 2 volumes, we would add the paperback version to record for the basic edition. Since 6.8 does not allow single- and multi-part holdings on the same bib record, we will now treat such a version as a new edition.
(23 November 1999)

Use a single publication pattern as much as possible when the pattern is inconsistent as to the number of levels. A single pattern may be used by selecting "Unverified, all levels may not be present" (value=3) in the Caption Evalution line of the Publication Pattern Second Screen.
(29 November 1999)