HomeNC Cardinal Cataloging Best Practice StandardsItem CatalogingMulti-Volume or Multi-Part Sets

2.6. Multi-Volume or Multi-Part Sets

Single, Set, Series, or Serial?

Sometimes it can be challenging to sort out whether connected resources need to be cataloged on the same or separate bibliographic records and whether they should be cataloged as monograph parts or volumes.

Monograph: A resource consisting of a single volume. Monographs with the same content and format should almost always be cataloged on a single bib record.

Monograph Set: A resource consisting of multiple volumes with a pre-determined ending volume/date. These should be cataloged on one bibliographic record using the Monograph Parts feature in Evergreen.

Example: Set of encyclopedias, a television series on DVD.

Monographic Series: Independent monographs often tied together by some element like subject, author, publisher, etc., and often published on an ongoing (regular or irregular) basis. While they may have a collective title, these should be cataloged on separate records with only the title of the individual resource (not the series title) in the 245 field. To be searchable, the series statement(s) must appear in the appropriate 490 and 8XX fields.

Example: Magic Tree House series by Mary Pope Osborne or A Song of Ice and Fire (Game of Thrones) series by George R. R. Martin.

Serial: A resource consisting of multiple volumes, which are released over time, usually at regular intervals,  with no set end date. These should be cataloged as volumes on one serial record.

Example: Our State magazine.

NOTE: Graphic novels should be cataloged as a series and not as a monograph set. Each book should be cataloged on a separate bib record as an independent resource.

Monograph Parts and Holds

Monograph Parts enables you to differentiate between parts of monographs or other multi-part items. This feature enables catalogers to describe items more precisely by labeling the parts of an item. For example, catalogers might identify the parts of a monograph or the discs of a DVD set. This feature also allows patrons more flexibility when placing holds on multi-part items. 

If a cataloger is dividing the materials cataloged on one bib record (e.g. a full season of Game of Thrones dvds) into smaller groups for circulation, the cataloger must use monograph parts. Patron are then able to use monograph parts to place a hold on the specific disc or set of discs they want.

Since patrons can only place title level holds within the OPAC, if a cataloger splits a season into separate volume or item records, a patron's hold might be filled by any item on the bib record. So, that season of Game of Thrones dvds on the same bibliographic record, but separated into 6 item records without using monograph parts, would mean the patron's hold could be filled by any of the discs. If the patron places a hold from home and gets disc 6 instead of disc 1, they will likely express frustration and complaints to staff.

Monograph Parts Labels

Catalogers from different library systems may choose to leave a season whole or separate them, but it is important that the labels used for the parts are the same. If catalogers use different labels for the same piece(s) of a set  — e.g. "Disc 1, 2, 3", "disc 1-3", "Disc 1-3" — the patron will only be able to choose one of these three labels. So, instead of three potential targets to fill the hold, the patron will only have one. 

These parts:

will not be grouped as potential holds with these parts:

because the labels are different. It is important to follow the same labeling convention (Appendix K) throughout the consortium, so that patrons who place monograph part holds have the highest number of potential target copies.

Monograph Part Merging

The monograph part list for a bibliographic record may, over time, diverge from the proscribed format, resulting in multiple labels for what are essentially the same item. For instance, Vol. 1 may have variants like V.1Vol 1, or  Vol. 1 (leading space). Merging parts will allow cataloging staff to collapse the variants into one value.

In the Monograph Parts display:

  1. Click the checkbox for all items you wish to merge including the one you wish to prevail when done.
  2. Click on the “Merge Selected” button. A pop-up window will list the selected items in a monospaced font, with blanks represented by a middle-dot character for more visibility.
  3. Click on the item you wish to prevail.

The undesired part labels will be deleted, and any copies that previously used those labels will now use the prevailing label

Knowledge Tags

This page was: Helpful | Not Helpful