Bound-Withs
AKA "Multiple titles bound together in a single volume"
Introduction
Sometimes, multiple titles are bound together in a single volume.
- Those titles may have a "bibliographic" relationship (e.g., they are sequential volumes in a classed together series), or they may have another type of relationship (e.g., they are separate works by a single author), and at times titles that are unrelated are bound together (e.g., they have sequential call numbers).
- In any case, multiple titles bound together in a single volume are called "bound-with volumes” or simply "bound-withs".
Because each title in a bound-with is a separate bibliographic entity, it is cataloged individually on a distinct Bibliographic Record, thus providing essential descriptive elements for each work within the bound-with volume.
Creating a bound-with volume allows us to bibliographically "link" all titles in that bound-with volume together into one single “entity” in Alma and the Emory Library Catalog.
- Doing this means that when searching for any title in the bound-with volume, or when the bound-with volume is checked out or otherwise unavailable, every title that is linked to the Parent Record will show the same Holdings and Item Record information, and whether or not it is available.
It is essential to know that bound-withs:
- Have separate Bib Records for each title in the bound-with volume.
- Have only one Holdings Record, one Item Record, and one barcode for the entire bound-with volume, and those are on the "Parent" Record.
- Consist of one "Parent" Record and one or more "Child" Records (none of which have Holdings or Item Records).
This document does not attempt to provide comprehensive instructions, rather it provides basic information about bound-withs, as well as some examples of previous practices and current, suggested practices.
Basic Instructions
These instructions are not meant to be comprehensive but are simply a list of the basic steps used to create a bound-with volume.
- Note: For more complete explanation, examples, and suggested formatting, see the appropriate section.
Parent Record
Import (or create) the Parent Record
- This can be either a Standard Parent Record or a Local Parent Record.
- See an explanation in "There are two types of Parent Records: Local Parent Records and Standard Parent Records".
Add a 774 field for each Child Record
Note: In order to have the Child Record's title and MMS ID, that record must already be in Alma, so this step will have to be completed after all of the Child Records have been imported.
- Each 774 field contains the Child Record title and MMS ID, and provides a "down link" to each Child Record.
- See the suggested format in the MICFILM 4513 REEL 7 Local Parent Record example.
Add the appropriate 940 field(s)
- See suggested 940 fields in the MICFILM 4513 REEL 7 Local Parent Record example.
Add the Holdings Record
Add the Item Record
Child Records
Import each Child Record
Add a 773 field in each Child Record
- The 773 field contains the Parent Record title, MMS ID, and barcode, and provides an "up link" to the Parent Record.
- See the suggested format in the MICFILM 4513 REEL 7 NO. 1 Child Record example.
Add a 940 field in each Child Record
- The 940 field identifies the "ownership" of the Bib Record, in lieu of Holdings and Item Records.
- See suggested 940 fields in the MICFILM 4513 REEL 7 NO. 1 Child Record example.
There are two types of Parent Records: Local Parent Records and Standard Parent Records
Local Parent Records
Note: As of 6/12/2024 there were 5,094 Local Parent Records in Alma, 4,946 of which were created by Woodruff Library.
- These are brief, locally created Bib Records that can be thought of as a sort of "Bib Record for the cover" or a "placeholder" for the Holdings and Item Records.
- This method was initially created because of some extremely complex "Parent-Child" bound-with relationships with the League of Nations publications and works well for those, and for any titles that have a distinct "relationship", e.g., classed together series volumes.
- This method also works well when a bound-with volume is given a title that perhaps appears only on the spine of the volume, because the Local Parent Record can be given that title in the 245 field, and thus it will appear in Alma and the Library Catalog, making it easier to find that volume on the shelf.
Example of a Local Parent Record: MICFILM 4513 REEL 7
Note: This Local Parent Record shows the suggested formats for 774 and 940 fields in Parent Records.
- Note the two 774 fields, which are the "down links" to the two Child Records.
- Note the two 940 fields, one of which indicates that this is a PARENT RECORD, while the other one indicates that this is a NOEXPORT record (which in this case is a Local Parent Record).
- Note: We do not add the NOEXPORT 940 field to a Standard Parent Record.
- Note that Woodruff Library adds a 945 field in this format when a Bib Record is imported, created locally, or edited.
"Standard" (or "First Title as Parent") Parent Records
Note: As of 6/12/2024 there were 4,804 Local Parent Records in Alma, 3,949 of which were created by Woodruff Library.
- At one time, this was the more "standard" practice, and in this case, the first title in the bound-with becomes the Parent Record.
- This method works well for less complex parent-child relationships.
- One disadvantage of this method is that in the case of, for example, classed together series in a bound-with volume, standard binding practice has been to put the series title on the spine (making it visible to the person seeking that volume), but that series title will not appear in Alma or in the Library Catalog, i.e., the parent record title the person seeking is not on the spine, and thus is not visible on the shelf.
Example of a Standard Parent Record: QE75 .B9 NO.711
Note: This is a Standard Parent Record created by Woodruff Library in WorkFlows, and at the time we were not adding 774 fields to Parent Records, nor were we adding the 940 field that said PARENT RECORD, and in fact there is no indication at all that this is a Parent Record.
- This is included as an historical example only. When creating a new Standard Parent Record, it is recommended that you add the suggested 774 and 940 fields as shown in the Local Parent Record example.
Example of a Standard Parent Record: PR3359 .C5 D55 1777
Note: This is a Standard Parent Record created by Rose Library in WorkFlows, and at the time we were not adding 774 fields to Parent Records, nor were we adding 940 field that said PARENT RECORD, and the only indication that this is a Parent Record is the 590 field (i.e., it is "no. 1 of 6 works bound together", making it the Parent Record).
- This is included as an historical example only. When creating a new Standard Parent Record, it is recommended that you add the suggested 774 and 940 fields as shown in the MICFILM 4513 REEL 7 Local Parent Record example.
- Woodruff Library does not add 590 fields as in this example, but both Rose Library an Pitts Library have used them and they are fine to add, but it is not recommended that they be used in lieu of adding 774 and 940 fields.
Child Records
Example of a Child Record: MICFILM 4513 REEL 7 NO. 1
Note: This is the first Child Record from the Local Parent Record example for MICFILM 4513 REEL 7 above, and it shows the suggested formats for 773 and 940 fields in Child Records.
- If we were to use a Standard Parent Record instead of using a Local Parent Record for this reel (reel no. 7), this Bib Record (which, per both the 533 and 830 fields is for "reel no. 7, item no. 1") would be the Parent Record and instead of a 773 field, there would be a 774 field containing the title and MMS of reel no. 7, item no. 2.
Note: Only selected fields from the Child Record example are included, and some of them have been highlighted.
- The 001 and 245 fields are used to create the 774 field in the Parent Record.
- Both the 553 and 830 fields indicate that this is the first item on reel no. 7.
- The 773 field shows the suggested formatting for this field, and includes the title, MMS ID, and barcode of the Parent Record.
- The 940 field indicates the "ownership" of this Child Record, which in this case is Woodruff Library.
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Note: In Child Records, each Library should add the appropriate 940 field from the list below, and which, because there is no Holdings or Item Record on a Child Record, serve to identify the "owning" Library:
- 940__ $$a BW_HLTH
- 940__ $$a BW_MARBL
- 940__ $$a BW_THEO
- 940__ $$a BW_OXFD
- 940__ $$a BW_UNIV
- 940__ $$a LAW-BOUNDWITH
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Note: In Child Records, each Library should add the appropriate 940 field from the list below, and which, because there is no Holdings or Item Record on a Child Record, serve to identify the "owning" Library:
- Note that Woodruff Library adds a 945 field in this format when a Bib Record is imported, created locally, or edited.
Example of a Child Record: QE75 .B9 NO.711-B
Note: This is the first Child Record from the Standard Parent Record example for QE75 .B9 NO.711 above, and the 773 and 940 fields were created during the migration from WorkFlows to Aleph.
- This is included as an historical example only. When creating a new Child Record, it is recommended that you add the suggested 773 and 940 fields as shown in the MICFILM 4513 REEL 7 NO. 1 example.
Note: Only selected fields from the Child Record example are included, and some of them have been highlighted.
- The 001 and 245 fields are used to create the 774 field in the Parent Record, but for this historical example, the Parent Record for QE75 .B9 NO.711 does not have 774 fields.
- Both the 490 and 830 fields indicate that this is the Bib Record for item "711-B", and because the Bib Record for "711-A" is the Standard Parent Record, this is the first Child Record in this bound-with.
- The 773 field shows the formatting for this field as it was created during the migration from WorkFlows to Aleph, and it is not recommended.
- Note that the phrase "Bound with" as well as the Parent Record’s call number are in $$t.
- If you do a title search (using quotations) for "Bound with:" you’ll find 20,664 Bib Records (at least now you know how many Child Record were migrated from WorkFlows to Aleph).
- If you do a title search (using quotations) for "QE75 .B9 NO.711" you will find the 7 Child Records for this bound-with volume, but you won't find the Standard Parent Record because there's no title field in the Standard Parent Record which contains the call number.
- This is why using a 773 field formatted in this way is not recommended.
- Note that the phrase "Bound with" as well as the Parent Record’s call number are in $$t.
- The 940 field shows the CHILD RECORD DO NOT REMOVE OCLC HOLDINGS note formerly added "after the fact" to Child Records.
- We no longer use this note because it does not indicate the "ownership" of the Child Record, and instead, we use one of the 940 field notes for Child Records suggested above.
Updated 11/7/2024
sej
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