A13 Dealing with Multi-Part and Multi-Volume Works

A13 Dealing with multi-volume and multi-part works

Last updated: Sept 2016

Definitions

Multi-volume works - generally the work is divided into volumes because it is too big to be bound in one

volumes often just numbered, but may have individual titles
pagination may be continuous or separate

eg Warrell D (ed)TheOxford textbook of medicine 55th ed 2010

Wolfe S. W. (ed) Green’s operative hand surgery 7th ed 2017

Detels, R. et al (ed) Oxford textbook of public health 5th ed 2009

Multi-part works consist of several parts with

different individual titles, authors/editors, dates, subject and physical make-up
a single Uniform Title for the whole collection
distinguished from a series only by having a uniform title instead of a series statement.

eg Garmezy (1982-85) Handbook of psychiatry

Freud (1953-63) The standard edition of the complete psychological

works of Sigmund Freud

may consist of several parts or items within a single wallet (which may be different media types)
may be loaned together as a set or individually

eg National clinical guidelines for stroke 4th ed (2012)

Fish! catch the energy, release the potential (1998)

Reason for this rule

To reduce the number of hits on a Title/Author search on WebView, and provide a clear display using

“parent” records (for the uniform title of the work)
“child” records (for individual volumes/parts). The child displays as “part of” the parent

Where there is a single volume format edition as well as a multi-volume format edition, these two formats should have separate catalogue entries
For electronic multi-part works, please follow these guidelines where appropriate but see also rule D12

Ordering and receiving through SWIMS Acquisitions module

see SWIMS acquisitions instructions:

Section A

Adding copies to Multi part/volume records already on SWIMS

Retrieve the Parent record and open
Add a single copy entry for your location without a barcode* and change the Copy Status$ to Click volumes for details

[however, if loaning as a set do add the barcode on the Parent, and leave Copy Status as Available]

Click the 'Related items and control data' tab
Double click to open the first Child record and add copy with barcode as appropriate

[or no barcode* if loaning item as a single set, and change Copy status$ to Lent as a set]

Save and close

Repeat for each Child

Section B

Cataloguing new Multi-volume/part works

Parent record

Create an overall entry giving information about the whole work (parent record)

Media Sub-Type - Multi-part
ISBN - if there is one for the set of volumes/parts
Title – the uniform title for the whole work, and subtitle in subtitle field
Statement of Responsibility – where applies to the whole set
Authors/Editors – which apply to the whole set
Imprint – Publisher, Place and Date or range of dates (where multi-part)
Physical description - put the number of volumes/parts (eg 2 vol no full stop)or perhaps a phrase eg6 booklets in plastic wallet

If continuously paginated, put total number of pages in parentheses after the number of volumes

Series as appropriate
Add a Title Note as appropriate:

Please click on individual parts for details of availability

May be lent as a set or individual parts

Location information will update automatically

Copies
If the item is to be loaned as individual parts: add a single copy record without barcode* (even if your location holds several sets – or one per loan category if different). Save the record, change Copy Status$ to Click volumes for details
If the item is to be loaned as one whole add the copy/ieswith barcode to this record leaving the Copy Status as Available (also add locations and copies without barcodes* to the individual parts -see below)

Child records

Create a new catalogue record for the first individual volume/part – may be best to use the Create close copy function on the parent record (see
Put the new individual volume/part record into modify mode
click the Related Items and Control Data tab at the top of the input screen
in modify mode clickSearchunder Part of to open up a title search screen
type in the uniform title of the multi-volume/part work
select the parent you have created and insert
save at Related Titles screen

Make the following amendments to the record for the individual volume/part

oMedia Sub-Type – ensure says Multi-part

oISBN – add this if unique to volume/part

oTitle amend to following format

eg Volume 1of Oxford textbook of medicine

or, if volumes/parts have their own title add that first

eg Head and neck : Volume 1of Grabb's encycopaedia of flaps

General psychopathology : Part 1 of Handbook of psychiatry

NB:

do not use the subtitle field in the child record (as it will not show on overdues) – put enough to identify the item in the Title field only, separating using space colon space

very long titles can be shortened with … on the child record to simplify display in WebView

if the title of one part is the same as the uniform title on the parent record prefix the part title with e.g. [Core document of]….. to differentiate the child and the parent records (to prevent confusion on a WebView search). Use square brackets to indicate inserted wording if appropriate

Statement of Responsibility - omit if identical to parent record, include if different
Imprint / Series as appropriate
Physical description - if page numbering is continuous use page range eg 1451-2145p(no full stop after p). If identical pages are repeated at the beginning/end of each volume, only list them for volume 1 eg xvii
Notes - only add anything pertinent to this volume (if close copied from parent delete ‘Please click…’etc)
Location - will self populate automatically
Copies - Add barcodes if volumes/parts are to be loaned separately. If parts are to be loaned as a set, add locations and copies without barcodes* to each part, and change Copy Status$ to Lent as a set

Save and repeat for subsequent volumes/parts. [You may prefer to Close Copy volume 1 to create volume 2 as slightly less amending is necessary]

Subdivided parts

Create an overall entry for the uniform title, and records for the parts linked using the Related items button as above
Where a part is subdivided again create records for the individual sub-parts and link them to the overall entry for the part (the sub-parts can be thought of as “grandchildren” of the uniform title)
Change media subtype of parent, child and grandchild records to Multi-part
Add location and copy details with barcodes as appropriate for loan items

Example:

Rob and Smith’s operative surgery 5th ed : Genitourinary surgery (3 parts)

AccompanyingCDs

If these are to be retained in the book they should be noted as usual in the Description field only, not given child records
If they are to be loaned separately they need a separate Title record

SUMMARY OF PARENT-CHILD FORMAT

1. Create “parent” record for the set.

Multi-part media sub-type
Note and Physical description as detailed in the rule.
Add copy without barcode and change Status to “Click volumes…” / (or with barcode if to be lent as a set and Status as “Available”)

2. Create child record for first vol/part (you may wish to close copy parent and then amend).

Multi-part media sub-type
Amend title to “Volume 1 of…” or "Executive summary of… "
Do not use subtitle field

No statement of responsibility
Physical description of individual volume
Delete Note if you have close copied
Add copy WITH barcode / (or without and Status "Lent as a set")

3. Create parent-child relationship

Use “Related items and control data” tab at top of cataloguing screen, and put in to modify mode
If you are in parent record, click Search under “Contains”, then search for child record
If you are in child record, click Search under “Part of”, then search for parent record
Select relevant title with tick and 'Insert' then save

4. Create extra child records for further volumes/parts

You can close copy the first child record and then amend it - this will create the parent-child relationship automatically.

Examples

Multi-volume work example

Parent record

on Olib Web

Child records attached

Display in WebView

Multi-part work example

Parent record

Child parts attached

Display in Webview

Screenshots reproduced with the permission of OCLC (UK) Ltd