Multivolume call numbers

Multivolume call numbers raise several issues that affect library users across the entire consortium, and thus are one case where each library does not have complete control over the contents of the call number field for its material.

Background

Polaris uses the volume field as a way to group items for patron holds, so all libraries need to use this field consistently. If one library is using the field in their item, all other libraries need to use the field for items attached to the same bibliographic record. For items that migrated from Symphony, the information that was in the subfield z of the call number was transferred to the volume field of the Polaris call number.

See Call number analytics for periodicals for those resources, which use a different field to designate issues of a title.

Any variation in the text of the volume field of call numbers on the same bibliographic record (space/no space, punctuation, extra text, etc.) will cause the system to assume that the call numbers represent different volumes. However, case does not matter in this field. For example:

V. 1 and v. 1 are a match

Vol. 1 and vol. 1 are a match

Vol 1 and Vol. 1 do not match (punctuation)

Vol.1 and Vol. 1 do not match (space)

Vol. 1 and v. 1 do not match (different text)

If library staff discover that other libraries' item records have volumes that do not match the dominant pattern, the individual can correct the volume designation in the item records for the other libraries. If library staff are overlaying an on-order record for a multivolume set record with a final record, staff can add the v. 1 to the volume field for all libraries if there is no doubt that it could be a different volume. Please do not change text in the suffix field that is supposed to stay in the suffix of records that belong to other libraries. After correcting the volume field, please contact the library to inform them that the change has been made. Department email addresses can be found on the Technical Services Department Information page. For additional information on communicating issues to libraries, see Effective communication protocols.

General principles

• For situations not covered here, use your best judgment.

• Do not use the volume field for call numbers on a single-volume monographic record. For these, if you would like to include volume-level data as part of the call number (e.g. a travel guide's year of publication), use the suffix or another field.

• Identify editions, parts, volumes, years, etc. as succinctly as possible.

• Use the abbreviations found in RDA Appendix B.7, along with a few others. Examples:

For	Use
edition	ed.
episode	ep.
number	no.
part	pt.
supplement	suppl.
tomo	t.
tome	t.
volume	v.
vol.	v.

• Insert a single space between the abbreviation's period and the number/designation.

• Use Arabic numerals, regardless of how they may be presented on the item.

• Be consistent with existing copies. When adding the first copy of a new volume, conform to the pattern of existing volumes on the same bibliographic record. When adding a copy of a volume that another library has already added, copy the existing volume exactly, even if it doesn't completely conform to these rules. If you feel the volume should be changed, contact the holding library/libraries to work out a solution.

• Use set for copies circulated as a set if any other copies on the same title record are circulated individually. If all existing copies are circulated as sets and your library wishes to circulate the individual parts separately, add set in the volume field for all of the existing call numbers.
  • If all of the existing copies are circulated as sets and all of them have volume set, or one or more call numbers have set and one or more others have no volume at all, please remove the volume set from all libraries' call numbers.

Print materials

• For serials, generally use years in the volume field even if the item uses another designation (e.g. 8th edition). For other serial issues not covered here, see the serials pages.

Years

• For one year, use four digits (e.g. 2004). Do not include any words following the year (e.g. use 2002, not 2002 ed.).

• For a span of years, use two four digit years with a slash and no spaces between (e.g. 2002/2003).

• If the year is not prominent on the item, use the year of publication or copyright. If the item has multiple dates, use the later date.

• If two different volumes of a title would have the same date, then for the two affected volumes only, add edition or other identifying information in a parenthetical qualifier (e.g. 1999 (5th ed.), 1999 (6th ed.)).

Months

• These guidelines only apply to titles not checked in using the Serials Check-In Record. For titles with Serial Holdings Records and checked in via Serials, see Call number analytics for periodicals.

• Months should be abbreviated with the first three letters, all capitalized: JAN, FEB, MAR, APR, MAY, JUN, JUL, AUG, SEP, OCT, NOV, DEC (e.g. JAN 2002).

• Seasons (except Fall) should be abbreviated with the first three letters, all capitalized: SPR, SUM, FALL, WIN (e.g. FALL 2002).

• For combined seasons or months, use a slash with no spaces between (e.g. SPR/SUM 2012, JAN/FEB 2015).

Audiovisual materials

• Identify parts using enumeration found on the items (e.g., 1, tape 1, disc 1, v. 1, pt. A, phase 1, journey 1).

• For numbering in the form "part 1 of 3" use pt. 1

• For multiple parts circulated together, use the singular form and insert a hyphen with no spaces between the numbers to indicate the range (e.g. disc 1-3, v. 1-2).

• For items without individual designations but in different formats/SMDs, a 505 for the parts is generally not necessary. Use the format/SMD, in lowercase letters if appropriate. Also see Blu-ray + DVD combo packs for those resources. Examples:

300  1 audio disc ;‡c4 3/4 in. +‡e1 videodisc (78 min. : sound, color ; 4 3/4 in.)
Call number volumes:
  set        for both discs circulated together when some libraries split the set
  CD         for the CD circulating alone
  DVD        for the DVD circulating alone

300  144 pages :‡bcolor illustrations ;‡c28 cm +‡e1 videodisc (20 min. : sound, color ; 4 3/4 in.)
Call number volumes:
  set        for the book & DVD circulated together when some libraries split the set
  book       for the book circulating alone
  DVD        for the DVD circulating alone

Lost parts

Be sure to update the call number's volume field if accompanying material changes (e.g. is lost, broken, stolen). It can also be helpful to explain the change in a note. Providing specific information regarding accompanying material in the item record facilitates interlibrary loan requests and helps patrons and staff identify and select resources.

Volumes in On Order Item Records

Staff are required to add a volume number to the on order item record at the time of order if:

• The item is part of a multivolume set and linked to a multivolume set bibliographic record.
• The volume number is identifiable on the vendor's website or in the bibliographic record.

Staff are not required to research the information if it is not clearly available.

The following issues should be considered when adding a volume to item records at the time it is ordered:

• Staff should review the format of the other item records to match that format in order to facilitate holds. For example, if volume 2 is being ordered and volume 1 appears as v. 1 in an item record, volume 2 should be v. 2.
• If the format of the volume is still unknown and not in other item records, the format in the on order item record does not need to correctly reflect how it will appear on the item.
• When the item arrives at the library, staff need to update the item record to correct the volume according to the guidelines on this page.
• If staff need to correct the volume in the item record, please check the holds queue for holds placed on the volume in its previous format. Transfer the hold to the same bibliographic record for the multivolume set and select the volume that the hold should be placed on.