Analytics and Bound-Withs
These directions are to be used in cases where there is more than one bibliographic record for a single call number.
What’s the difference between analytic and bound-with records?
Follow procedures for analytic records when you have a single item that is part of a collection but which has its own bibliographic record (resulting in at least two bibliographic records, one for the item, and another for the collection). For an example, see: WA MSS S-3369 Box 1 Folder 2.
Follow procedures for bound-withs when you have multiple bibliographic records that share a single call number. These cases differ from analytic records in that there is NO collection level bibliographic record. For an example, see: Persian Mss +106.
These directions are to be used for manuscript material. The Rare Book Team will handle printed material, such as books, which are located in manuscript collections. In cases where the additional bibliographic record is for printed material, please refer such material to the Rare Book Team. An example of printed material located in a manuscript collection is YCAL MSS 124 Box 14 Folder 243.
The following procedure is used for single manuscripts cataloged individually but housed in a manuscript collection. A similar procedure is used for single printed items cataloged individually but housed in a manuscript collection; refer these to the Rare Book Team.
The container housing the single manuscript is barcoded along with all containers in the collection that are listed in the finding aid or catalog record. Item records for these containers are attached to the mfhd for the collection level record. The record for the single manuscript will not have an item record.
To link the catalog record for the single manuscript with the catalog record for the collection, add the following fields to the record for the single manuscript:
852 80 ‡b [location code] ‡h [call number] ‡i [call number] Box [number] Folder [number]
856 42 ‡u http://hdl.handle.net/10079/bibid/[bib id of collection-level record] ‡z Click here for circulation status.
If the item will be shelved at LSF, put an LSF code in $b, NOT a ts code. Technical services codes will not automatically flip to LSF codes for analytic records.
MFHD display in OPAC
Clicking on the link will lead to the collection level record.
580 __ ‡a Forms part of the [name of collection]. For a full description of the collection, search by call number: [call number of collection].
Example for item bound in a volume with a collective title
580 __ ‡a Bound in a volume titled Documents relating to Texas and Mexico. For a full description of the volume, search by call number: WA MSS S-1614.
The following procedures should be used to link two or more bibliographic records which share the same call number and item record (for example, materials in the same collection or bound together in a volume that are cataloged at the item level). Multiple bibliographic records linked to one mfhd and one item record are called “bound-withs” because this procedure is most often used for printed materials bound together but cataloged separately. This procedure will result in multiple bibiliographic records linked to a single mfhd and item record.
Host Record and Guest Records
Determine a “host record,” generally by choosing either the record representing the larger part of the material. If no record predominates, the host record can be chosen randomly. All other bibliographic records will be linked to the host record’s mfhd.
Only the host record should have a MFHD. If any guest record already has a mfhd, delete it.
Delete Existing MFHDS for Guest Records
Open MFHD for guest record(s). Go to “Record,” “Delete,” “Yes.”
In the MFHD for the host record enter a bound-with note in 852 ‡z
The bound-with note is generally as follows: “Bound with [# of items] other titles. To view other titles search by call number: [CALL NUMBER].”
In all bibliographic records add a local note in 500 ‡a indicating that the item is housed-with other items. The note is generally as follows: “No. [#] of [#] items [bound or housed] together.”
Alternative, if there are not very many titles bound together: “Bound with [title or titles].”
When recording extent in bound-with records, always describe the extent and/or pagination of only the individual item or title described in that record. When recording the extent of multiple titles bound together into a single volume, describe the first item as a “volume,” and all subsequent titles as “items.” For example, for a boundwidth with two titles bound together in a volume of 286 leaves, the first record should have a 300 that looks like this:
300 __ ‡a 1 volume (222 leaves)
But the second record would have a 300 like this:
300 __ ‡a 1 item (64 leaves)
Link Guest Records to Host Record
Open host item record. Write down the bib id numbers for guest records. In the host item record, select “Record” from the top tab and then “Link to bibliographic record” from the drop-down box.
In the resulting dialog box, enter the bib id number for the first guest record. Repeat as necessary for each guest record. Save to DB.
To review your work:
- select drop-down menu in host item record title box to review linked titles
- open each guest record to ensure the MFHD is present.