Difference between revisions of "Multiple records vs. single records for series and sets"

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Generally, if a set/series/multivolume monograph can be described sufficiently by a single bibliographic record, use that record.  Otherwise, use multiple bibliographic records.  When using multiple records, ensure that access points that cover all parts are consistent across each record.
[[Category:Local practices]]
 
[[Category:Books]]
== Single Record Preferred ==
[[Category:Videorecordings]]
 
[[Category:Sound recordings]]
If the work is published as a set (e.g. kits, multivolume encyclopedias), prefer cataloging on a single record, with [[Multivolume call numbers|call number analytics]] to identify the parts, unless a condition requiring multiple records applies.
[[Category:Electronic resources]]
 
[[Category:Series]]
Specific conditions that require single-record treatment:
The decision of whether use '''multiple records vs. a single record for series and sets''' can be difficult for catalogers to make.  The following guidelines have been created both to clarify matters and to standardize these decisions for our shared catalog.
 
<ol>
<li>Each part is numbered but does not have its own volume title.</li>
<li>The content of each part is sequential and cannot easily be understood on its own.</li>
 
<li>Each part is numbered and all of the parts taken together form a single unit when complete. (e.g. The Yu-Gi-Oh! series of graphic novels each has a prominent volume number, and a volume name that only appears on the title page and back cover. All volumes are by the same author/illustrator. Each volume starts with "previously in…" and ends with "to be continued.")</li>
 
<ul>
<li>Exception: Fiction series (especially trilogies) do not count as "a single unit" if each volume does not end in a "to be continued" cliffhanger or does not begin ''in media res''.</li>
</ul>
 
</ol>


Note that the term ''series'' in the following guidelines is used as shorthand to refer to any related items that are published separately, whether or not any of them contains a formal series statement. It thus includes series, multi-volume monographs, and any other similar materials.
''Note'': The presence of an index volume or a disc of "bonus features" or the like is a good indication that a set should be cataloged on a single set record regardless of any other conditions, but does not require it, as the "extra" volume could often also be cataloged separately if desired (e.g. a 4-disc set of Indiana Jones movies, the fourth being bonus features for the set).


These guidelines only cover the aspect of grouping materials together for cataloging. They do not cover whether or not series & sets should be classified separately or together, nor whether series & sets should be circulated separately or as a single unit, except that with CCS' implementation of [[Symphony]] it is essentially impossible to circulate as a single unit a set of items that are cataloged on separate records.
== Multiple Records Preferred ==


If a set or series is cataloged using multiple records, follow the guidelines for [[Series|tagging the set/series title]].  In general, this means that the series title or set title should be in a 4XX field, and the individual volume title should be the main title in the 245 field.<ref name="AACR2R21_30L">AACR2R 21.30L</ref><ref name="LCRI1_6">LCRI 1.6</ref><ref name="LCRI21_30L">LCRI 21.30L</ref>  See [[Series title vs. main title]] for more information.
If the work is published in discrete parts that can be purchased separately, prefer cataloging on multiple records unless a condition requiring a single record applies.


__TOC__
Specific conditions that require multiple-records treatment:
== Single Records Preferred (Sets) ==
If an item is sold as a set (such as when packaged as a single unit like a kit or when all parts are released at once like an encyclopedia)<ref group="example" name="world_book">The World Book Encyclopedia is typically purchased all at once as a set.  Each volume is numbered, and a single volume cannot stand alone.  '''(Single record)'''</ref><ref group="example" name="sopranos1">The first season of The Sopranos television show is released as a DVD set.  '''(Single record)'''</ref><ref group="example" name="sopranos2">The second season of The Sopranos is released as a DVD set.  '''(Single record)''' ''(Do not attach it to the first season set record; treat the various seasons collectively as a series rather than one large set.)''</ref> '''prefer cataloging it on a single record),  <u>UNLESS</u>''':<ref name="scrapmin200703">[http://www.ccs.nsls.lib.il.us/ccs/minutes/scrap/2007/2007-02-03.PDF SCRAP minutes, February/March 2007]</ref>


<ol>
<ol>
<li>There is a significant change in the responsible persons or organizations between parts, requiring different name headings if the items were cataloged separately<ref group="example" name="person_scope">A set with parts that were originally released as separate movies, and there is nothing significant tying them together--only a common actor, director, character, or theme.  '''(Multiple records)'''</ref><ref group="example">The Ultimate Spider-man series of graphic novels have volume numbering and volume names.  The spine only has the series title and the volume number.  Over the course of the series, there have been four authors and many more illustrators.  '''(Multiple records)'''</ref><ref group="example" name="james_bond">The "Ultimate editions" of the James Bond films come three movies to a box.  Within that box, each movie is packaged in its own case. The movies were originally released separately and have different directors, cast, and crew, and other than the case, there is nothing tying the discs together.  '''(Multiple records)'''</ref><ref group="example" name="sandman">The Sandman series of graphic novels are all numbered and all have individual titles.  All volumes are by the same author. Each volume has different artists. There is a story thread that continues through all ten volumes, but each volume also stands alone as its own story.  '''(Multiple records)'''</ref></li>
  <ul>
  <li>Different authors</li>
  <li>Different illustrators</li>
  <li>Different performers (cast, narrators, musicians)</li>
  <li>Different technicians (director, cinematographer)</li>
  <li>''Serials typically do not include name headings, thus serials that change editors or illustrators do not qualify unless the main entry is by name rather than by title''</li>
  </ul>
<li>There is a significant difference in the scope between parts, requiring different subject headings if the items are cataloged separately, and each part can stand alone.<ref group="example" name="person_scope"/><ref group="example" name="baby-sitters">The Baby-sitters Club series ran for 130 volumes. Each part has a volume number and a volume name. All volumes are by the same author.  Some volumes make references to occurrences in earlier volumes.  The volumes have different themes. '''(Multiple records)'''</ref></li>
  <ul>
  <li>This happens most frequently with science and geography sets, e.g. vol. 1, Volcanoes; vol. 2, Tsunamis; vol. 3; Earthquakes; or vol. 1, England; vol. 2, France; vol. 3, Germany</li>
  </ul>
<li>There is any other significant change between parts that would require a different access point or edition statement<ref group="example" name="sopranos2"/><ref group="example" name="sin_city1">The original version of the Sin City series of graphic novels are all by the same author/illustrator.  They are not numbered. Each can have different edition statements, where the third volume may be the "2nd ed." of that volume but the fourth volume may be the "3rd ed." of that volume. '''(Multiple records)'''</ref></li>
<li>The parts are packaged separately in such a way that the parts could stand alone, even if those separate packages are delivered in a single case or box<ref group="example" name="james_bond"/><ref group="example" name="sandman"/></li>
</ol>


'''Note 1.''' The presence of an index volume or a disc of "bonus features" or the like is a good indication that a set should be treated as a set regardless of any other conditions, but does not require it, as the "extra" volume can also be cataloged separately if necessary.<ref group="example">A set with parts that were originally released as separate movies, but there is something significant tying them together--a disc of bonus features common to all parts, more than one movie per disc, etc. '''(Single record)'''</ref><ref group="example">The Adventures of Indiana Jones set comes in a box with four DVDs, each in its own case.  The movies were originally released separately and have different directors, cast, and crew. The fourth disc is a disc of bonus features related to all three movies. '''(Single record)'''</ref>
<li>There is a significant difference in the responsible persons or organizations between parts, requiring different authorized access points. (e.g. The Sandman series of graphic novels are all numbered and all have individual titles, but each volume has different artists.)</li>
 
<li>There is a significant difference in scope between parts, requiring different subject access points, and each part can stand alone. (e.g. a science set with vol. 1 "Volcanoes", vol. 2 "Tsunamis", vol. 3 "Earthquakes")</li>


'''Note 2.''' If a record is originally released as a set and then rereleased in parts as a series, but the content (number of discs, actual content, etc.) is otherwise the same, prefer to treat the rerelease the same way as the original unless any of conditions 1-3 are true.<ref group="example" name="sin_city2">The original version of the Sin City series of graphic novels were all by the same author/illustrator and were not numbered. Later, all of the Sin City volumes are reprinted as a numbered series with a common cover theme, all as the "2nd ed."  '''(Multiple records)'''</ref>
<li>There is any other significant difference between parts that would require a different access point or edition statement. (e.g. The original version of the Sin City series of graphic novels are not numbered, and each may have different edition statements.)</li>


== Multiple Records Preferred (Series, Multi-volume material) ==
If an item is published as a series (exists in discrete parts that are not all released at once and which can be purchased separately),<ref group="example" name="sopranos2"/><ref group="example" name="omg1">The Oh My Goddess! graphic novel series was originally published as unnumbered volumes, each volume of which has its own title.  The books all read left-to-right.  (SERIES.)</ref> '''prefer cataloging each part on a separate record <u>UNLESS</u>''':<ref name="scrapmin200703" />
<ol start="5">
<li>Each part is numbered but does not have its own volume title<ref group="example" name="sin_city1" /><ref group="example" name="omg3">The Oh My Goddess! graphic novel series was previously published as both unnumbered and numbered volumes, each volume of which has its own title and reads left-to-right. Starting with volume 21, the Oh My Goddess! graphic novels series changes to be a numbered series that lacks individual volume titles and reads right-to-left.  The publisher then starts reprinting volumes 1-20 in this format.  '''(Single record)''' ''(But the original left-to-right records stay as a SERIES)''</ref></li>
<li>The content of each part is sequential and cannot easily be understood on its own<ref group="example" name="world_book"/><ref group="example" name="rurouni_kenshin">The Rurouni Kenshin television show originally ran for 95 episodes.  It is released on 22 DVDs, each with its own title and containing 4-5 episodes. There is no volume number on each disc, but the episodes on each disc are numbered sequentially from the start of the series.  Also, the series subtitle changed twice over the course of the original episodes, and each disc has the subtitle relevant to the episodes on it.  '''(Single record)'''</ref></li>
<li>Each part is numbered and all of the parts taken together form a single unit when complete (e.g. a single story or a single biography)<ref group="example" name="sin_city1" /><ref group="example" name="omg3"/><ref group="example" name="rurouni_kenshin"/><ref group="example">The Yu-Gi-Oh! series of graphic novels each has a prominent volume number, and a volume name that only appears on the title page and back cover.  All volumes are by the same author/illustrator. Each volume starts with "previously in…" and ends with "to be continued."  '''(Single record)''' ''(In actuality, Yu-Gi-Oh! has three set records, because the series name changed twice and the volume numbering started over with #1 each time.)''</ref><ref group="example">Stephen Ambrose wrote a two-volume biography of Dwight Eisenhower.  '''(Single record)'''</ref></li>
  <ul>
  <li>Exception: Fiction series with small changes to the status quo over the course of the series, such as The Hardy Boys, The Boxcar Children, and so forth, do not count as "a single story."<ref group="example" name="baby-sitters"/></li>
  <li>Exception: Fiction series (especially trilogies) do not count as "a single story" if each volume does not end in a "to be continued" cliffhanger or does not begin in media res.</li>
  </ul>
<li>Each part is numbered and the parts reprint material originally published as a serial.<ref group="example" name="rurouni_kenshin"/></li>
</ol>
</ol>


'''Note 3.''' If an item is originally released as a series and is then rereleased as a set but the content is otherwise exactly the same, prefer to treat the rerelease the same way as the original unless any of the above are true.<ref group="example" name="sin_city2"/><ref group="example" name="omg2">The Oh My Goddess! graphic novel series was originally published as unnumbered volumes, each volume of which has its own title. Starting with volume 14, The Oh My Goddess! graphic novel series changes to be a numbered series, each volume of which still has its own title.  The publisher then starts reprinting volumes 1-13 with volume numbers.  The books all read left-to-right.  '''(Multiple records)'''</ref>
== Single or Multiple Records, But Not Both ==


'''Note 4.''' If there are significant differences in access points, subject headings, or editions between parts, then ignore the above and catalog each part separately.<ref group="example" name="sin_city1"/>
In the CCS database, there must be only one treatment for identical material&mdash;either all libraries' holdings on a single multivolume record or all libraries' holdings split up across multiple records, but never both at once. If such "duplicate" records have been created, choose the appropriate treatment (single record or multiple records) and merge or split the records accordingly.


== Exceptions ==
==Serial vs. Monograph==
The above rules are the general case. They cannot possibly cover every possible variation and publishers come up with new variations every day. Therefore, there will always be case-by-case exceptions.  These can be dealt with at SCRAP meetings, via CATS-L, or at catalogers’ meetings.


If the parts of a set or series would circulate locally as a single item, with a single barcode, but are currently cataloged on separate records, contact the other libraries involved and together decide whether you all will split up the parts of the set and circulate them separately or whether you will merge the records into a single multi-volume record with [[Call number analytic|call number analytics]].  (In general, a single record is preferred in these cases, but the final judgment is left up to the libraries involved.)
For travel guides, test preparation books, tax preparation books & law guides, use monograph records for newly added volumes.<ref>CAMM, November 14, 2018</ref> For other types of materials that may be cataloged either as serials or monographs, use your best judgment to determine which is appropriate.


There must only be one treatment in the database for totally identical material&emdash;either all libraries' holdings on one record or libraries' holdings split up across multiple records, but never both at once.<ref name="scrapmin200703" /><ref name="catmin200706">[http://www.ccs.nsls.lib.il.us/ccs/minutes/cat/2007/catmin070411.PDF Catalogers' minutes, June 2007]</ref> If such "duplicate" records have been created, please choose the format that is appropriate (single record or multiple records) and merge or split the records accordingly.
If your library acquires a volume that another library has already added on a serial record, do one of these two things:
 
* Add your library's item for that same volume to the serial record.  (Include a designation in the call number volume field, following the pattern established in the other item records.)
== Examples ==
OR
<references group="example"/>
* Move all libraries' items for that same volume to a separate monograph record for the volume. (Make sure the resulting item records do not have years in call number volume fields, either yourself or by contacting the affected libraries.)


==References==
==References==
<references />
<references />
[[Category:Books]]
[[Category:Videorecordings]]
[[Category:Sound recordings]]
[[Category:Series]]
[[Category:Local practices]]

Latest revision as of 16:44, 8 December 2020

Generally, if a set/series/multivolume monograph can be described sufficiently by a single bibliographic record, use that record. Otherwise, use multiple bibliographic records. When using multiple records, ensure that access points that cover all parts are consistent across each record.

Single Record Preferred

If the work is published as a set (e.g. kits, multivolume encyclopedias), prefer cataloging on a single record, with call number analytics to identify the parts, unless a condition requiring multiple records applies.

Specific conditions that require single-record treatment:

  1. Each part is numbered but does not have its own volume title.
  2. The content of each part is sequential and cannot easily be understood on its own.
  3. Each part is numbered and all of the parts taken together form a single unit when complete. (e.g. The Yu-Gi-Oh! series of graphic novels each has a prominent volume number, and a volume name that only appears on the title page and back cover. All volumes are by the same author/illustrator. Each volume starts with "previously in…" and ends with "to be continued.")
    • Exception: Fiction series (especially trilogies) do not count as "a single unit" if each volume does not end in a "to be continued" cliffhanger or does not begin in media res.

Note: The presence of an index volume or a disc of "bonus features" or the like is a good indication that a set should be cataloged on a single set record regardless of any other conditions, but does not require it, as the "extra" volume could often also be cataloged separately if desired (e.g. a 4-disc set of Indiana Jones movies, the fourth being bonus features for the set).

Multiple Records Preferred

If the work is published in discrete parts that can be purchased separately, prefer cataloging on multiple records unless a condition requiring a single record applies.

Specific conditions that require multiple-records treatment:

  1. There is a significant difference in the responsible persons or organizations between parts, requiring different authorized access points. (e.g. The Sandman series of graphic novels are all numbered and all have individual titles, but each volume has different artists.)
  2. There is a significant difference in scope between parts, requiring different subject access points, and each part can stand alone. (e.g. a science set with vol. 1 "Volcanoes", vol. 2 "Tsunamis", vol. 3 "Earthquakes")
  3. There is any other significant difference between parts that would require a different access point or edition statement. (e.g. The original version of the Sin City series of graphic novels are not numbered, and each may have different edition statements.)

Single or Multiple Records, But Not Both

In the CCS database, there must be only one treatment for identical material—either all libraries' holdings on a single multivolume record or all libraries' holdings split up across multiple records, but never both at once. If such "duplicate" records have been created, choose the appropriate treatment (single record or multiple records) and merge or split the records accordingly.

Serial vs. Monograph

For travel guides, test preparation books, tax preparation books & law guides, use monograph records for newly added volumes.[1] For other types of materials that may be cataloged either as serials or monographs, use your best judgment to determine which is appropriate.

If your library acquires a volume that another library has already added on a serial record, do one of these two things:

  • Add your library's item for that same volume to the serial record. (Include a designation in the call number volume field, following the pattern established in the other item records.)

OR

  • Move all libraries' items for that same volume to a separate monograph record for the volume. (Make sure the resulting item records do not have years in call number volume fields, either yourself or by contacting the affected libraries.)

References

  1. ↑ CAMM, November 14, 2018
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