Merlin Consortium Standards for Item Records

 

Volumes in Item Records

Approved by Consortium: August 20, 2008
When sets of materials (usually encountered as reference and films) are cataloged with separate volume fields in the item records, patrons can request an individual volume in the OPAC.  If the volume number is listed as part of the call number, the system ignores the individuality.  The volume field should never be used to routinely enter publication dates as this will have serious, negative ramifications for patron requests.

Retrospective removal of volume specifics in the call number will not be necessary, but catalogers are asked to follow this standard to add a volume field when necessary. 

Magazine records are the only exception to this standard, since having the issue in the volume field is problematic.  NWLS will manage the volume field maintenance for magazine records.

Standards for the Volume Field

  • The year should always precede volume for those items requiring both; e.g.: World Book should be entered as 1994 v.1, 1994 v.2, etc.
  • Use the full year in volume field, e.g. 1994  not 94
  • Use two full years (hyphenated) when there is a range, e.g.:  1994-1995 and not 1994 95
  • A period but no spaces after the non-capitalized v (volume); one space between year and volume. e.g.: v.2, v.45, v.562, 1993 v.10
  • A period but no spaces after the non-capitalized p (part); one space between prior designations, e.g.: p.2, p.10, 1994 v.2 p.3, v.5 p.4
  • A period but no spaces after the non-capitalized n (number); one space between prior designations, e.g.: n.4, n.65, 1888 n.5, 1976 v.54 n.7
  • No spaces after the all-capitalized SUPP (Supplement); one space between prior designations, e.g. SUPP3, 1992 v.13 SUPP3
  • WIN = winter,  SUMM = summer,  FALL = fall,  SPR = spring
  • Sequence should be year/season, e.g.  1994 WIN, 1983 SUM