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a. Create an item record, if one is not already attached to the proper MFHDholdings screen. Since this single item record will represent the entire physical volume, be sure to record the proper enumeration and chronology for the bound volume (if applicable) in the item record.
b. Add an 852 $z note in the Mfhd Holdings notes section that record that either:
Notes the NEXT title in the volume (cite full author heading and enough of the title to allow for a reasonable search)
Ex.: 852 ... $z Bound with: Bingham, John Armor, 1815-1900. Trial of the conspirators, for the assassination of President Lincoln.Or, notes the position of the title in the volume and the spine title of the volume. In the case of a partially analyzed serial, use the enumeration from the piece itself, when appropriate
Ex.: 852 ... $z No. 1 in a vol. lettered: May anti-slavery pamphlets.
Ex.: 852 ... $z No. 1 in a vol. with binder's title: Collected pamphlets, v. 6.
Ex.: 852 ... $z No. 16 in a vol. with binder's title: Working papers in Asia studies, no. 16-20.
2. Identify the subsequent titles in the physical volume. For each title:
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- If the MFHD has no 86X fields and there is no subfield 3 in the 876 field, create an empty item record, (no barcode), and only place "Bound with" in the enum portion of the empty item record if MFHD is a serial or a book. If the item is in a form of microfilm, microfiche, microcard, or some other form of film type, place "Filmed with" in the enum portion of the empty item record. The item type should be same as the parent 876 field barcode.
- If the MFHD has a single 866 field with enum and/or chron data, that data has to be transferred over to the enum and/or chron portion of the empty item record accordingly.
Example: If the 866 field had some form of enumeration, such as v.1 or pt.2, that data would be placed in the enum section behind the note "Bound with: v.1" or "Bound with: pt.2". If there is only chronology data, such as 1999 or 1829, that data would be placed in the chron section of the empty item record. The "Bound with:" note, including the colon, is still placed in the enum section of empty item record. If the 866 field has both enumeration and chronology data, such as Bd.6 (1946), then the enumeration portion is placed behind the note "Bound with:Bd.6" in the enum section and the chronology portion is placed in chron section, without the parentheses.
NOTE: If the 876 field has a subfield 3 with the same or similar data as the 866 field, use the data in the 876 subfield 3 when creating the empty item record. - If the MFHD has an 866 field and a 867/868 field, with data representing a supplement and/or index, that data would be included in the enum or chron section accordingly.
Example: If there was an 866 field with data such as no.1-2 and a 867 field with 1929, the enumeration data would go behind note "Bound with:no.1-2" and the supplement data would be placed in the chron section as such, "includes supplement 1929". If the 866 field only had chronology data such as 1986 and the 867 had supplement data such as 1986:Dec., the "Bound with:" note is still placed in the enum section of the empty records and the chronology data placed in the chron section of the empty item record in this format: 1986 (includes supplement 1986:Dec.) - If the MFHD has multiple 86X fields, please consult Peter DelaCuadra prior to creating the empty item record, as the array of data may not fit within the parameters of the spacing in the enum/chron section of the empty item record.
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Item Records Without Barcodes for Bound With and Filmed With at the AnnexAnchor D D
- After the 876 fields are created for the bound with holdings and the “parent” record with the item that contains the barcode is accessioned at the Annex, Batch Processing staff will receive an email of a report generated by a weekday- scheduled cron job detailing the mismatch of locations between the “parent” and the other holdings with the 876 barcode.
- Batch Processing staff will use this report to execute a script to flip the holdings with the 876 field to the “parent” MFHD’s location and create item without barcodes (“empty”) with an enumeration of “Bound with" or “Filmed with.” If the 876 field has a subfield 3 with the enumeration of the volume or reel in which that title is contained, then that is appended to the enumeration of the “empty” item record.
Ex. Boundwith:v.4-8
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Note: “Empty” items should only be created after the parent holding has been accessioned. Otherwise this causes problems for staff at the Annex.
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