Document history: Originally issued 12/8/2003
Revised 9/13/2005
Revised 2/21/2007
Revised 5/31/2007
Revised 8/20/2007
Corrected 3/19/2013

While most catalog records are for works that are in one or more discrete physical units, a single physical item may also contain multiple works that are cataloged separately by the library.

Some common examples are:

1. Analyzed serials for which multiple numbers are bound together in a single volume.
2. Monographs that are locally bound together after publication.
3. Micro-reproductions that contain multiple titles on the same reel.

In such cases, the item record that contains the item's barcode number can only be attached to one of the catalog records. Since all the records are related to the same physical item, they need to be linked so that if the location of the physical item changes, all records can be updated to reflect that change. This document outlines steps to link such records and make their relationships explicit to both staff and machine-based processes that handle library operations.

The record that contains the item's barcode is called the "parent" record. The record chosen to be the "parent" record is by convention the record for the first title in that physical item or the first title on a reel of film. The records for the other titles within the item, which do not contain a real barcode, are called "child" records.

The following four fields are used to make explicit the "bound-with / with" physical attribute, and the parent/child relationship of these records:

1. Assign Item Cat1 code BW-PARENT to a parent record, and BW-CHILD to a child record.
2. For bound-with items, the Symphony child record's Home and Current Locations should be the same as the parent record's permanent Home Location. Child records should NEVER have location INPROCESS.
   • EXCEPTION: When the bound-with item is in SAL3, both the Home and Current Locations on the child records should always be SEE-OTHER.
   In SearchWorks, SEE-OTHER is labeled "See related record(s) to request item" which alerts the user to the fact that there is a related record, and that the related record needs to be retrieved in order to submit a page request for the item.
3. Add a "locator" to the call number of both parent and child records, in subfield |z. The format is "position within container", for example:
   • E185 .A51 1969|z2ND IN VOL (Title is bound second in the physical piece.)
     MFILM N.S. 1234|z5TH ON REEL (Title is the fifth filmed on the reel.)
   If the title belongs to a classed together and analyzed series, then the numbering in |z would be the series number, for example:
   • 943 .G389|zV.25
4. On each child record, include a 590 note about the "bound with" (for microfilm records, use "with") aspect of the item (including the volume number or the "locator" number of the parent record), followed by |c and the ckey of the parent record, followed by the designation "(parent record's ckey)". For example:
   • 590 Copy 1 bound with 1st in vol.|c6290236 (parent record's ckey).
     590 Copy 1 with 1st on reel.|c1673765 (parent record's ckey).
     590 Copy 1 bound with no. 36.|c830143 (parent record's ckey).
     Note: when using the 590, one should keep in mind that if the item being described is transferred to another library (e.g. SAL3), the library information in the note will NOT be updated automatically as there is no internal linkage between the note and the item record. This is not a problem for Special Collections & University Archives materials as they are rarely transferred to another library. Even when a Special Collections & University Archives item is stored in SAL3, the record still says that it is in Special Collections & University Archives. But for other libraries, the 590 will contain out of date information once the item is transferred unless there is manual intervention.
     • In Symphony Java Workflows the Catalog Key field is located under the Control tab.
     • In Socrates, the seven digit ckey appears in the left-hand corner at the end of the bibliographic record and is labelled Catkey.
     • In SearchWorks, the seven digit ckey appears below the bibliographic record and is labelled Catkey.
     ckey (Catalog key) is the unique identifier for a Symphony record.
     When a record contains different libraries with two or more copies having the same copy number:
     1. If call numbers are different, include the specific call number in the 590 field:
        • E185 .A51 v. 9, no. 2 bound with v. 9, no. 1.|c4382064 (parent record's ckey).
        • Note: Do not use the copy number when the 590 field has a specific call number.
     2. If call numbers and copy numbers are the same for all libraries on the record, add Library designation to the 590 field:
        • Stanford Auxiliary Library, SAL3 copy 1: Bound with v. 9, no. 1.|c4382064(parent record's ckey).

These data elements serve the following functions:

• BW-PARENT allows the batch transfer program to detect a parent when it is transferred, which in turn triggers steps to update the child records.
• BW-CHILD serves as an explicit identifier that the record is a child record, which could be useful to both staff and machine-based processes.
• The "locator" in the call number is a visual clue to staff when they look at a record in SearchWorks that the title belongs to a "bound with" item. It is also useful to both patrons and staff for locating the title within the item.
• The 590 |c allows retrieval of all child records by either human or machine.

Examples of cataloged records:

Microfilm parent

_____________________________BIBLIOGRAPHIC INFO_____________________________

______________________VOL/COPY______________________
Call Number Info

Copy Info

______________________________________________________________

Microfilm child

_____________________________BIBLIOGRAPHIC INFO_____________________________

______________________VOL/COPY______________________
Call Number Info

Copy Info

______________________________________________________________

Serial analytic parent

_____________________________BIBLIOGRAPHIC INFO_____________________________

______________________VOL/COPY______________________
Call Number Info

Copy Info

______________________________________________________________

Serial analytic child

_____________________________BIBLIOGRAPHIC INFO_____________________________

______________________VOL/COPY______________________
Call Number Info

Copy Info

CAM, Stanford University
Created: December 8, 2003
Last updated: March 19, 2013