Multivolume call numbers

The rules on this page have been approved in concept by the SCRAP committee, but the exact wording is still being adjusted. Please use these rules. Please send any feedback to SCRAP.

Call Number Analytics, or Subfield z of the Call Number Field

SirsiDynix’ Unicorn® system uses no unique records for dealing with the individual parts of works that have multiple volumes, such as The Years of Lyndon Johnson (title control number o08590268) or Fodor’s Alaska (title control number o06575173). Instead, the system determines that items at different agencies are identical volumes of a multivolume set by comparing the data in subfield z (|z) of the call number record.

Any variation in the text of subfield z of call numbers on the same bibliographic record will cause the system to assume that the call numbers represent different volumes. For example, as far as Unicorn® is concerned, "volume one" input in the following ways, upper/lower case, space/no space, periods, extra text, etc. are four distinct "volumes":

|zv. 1

|zvol. 1

|zVol. 1

|zv. 1 (6th ed.)

The holds function of iBistro depends on the subfield z of the call number field to determine whether a copy of the volume a patron desires is available, and the OPAC displays each unique subfield z when a patron attempts to place a hold.

Therefore, the CCS member libraries must agree to standards of inputting subfield z so that the online public access catalogue is as efficient and user-friendly as it can be.

General Principles

• There are many cases which may not be covered here. Please keep the best interests of the patron in mind, and use your best cataloger’s judgment.

• Formulate |z following rules governing the numbering of series (AACR2 1.6G) using the abbreviation v. for volume, no. for number, pt. for part, suppl. for supplement, ep. for episode, and ed. for edition. There should be a single space between the abbreviation stop and the number.

• Always use Arabic numerals when specifying the number of an item in a sequence (e.g. v. 1, pt. 3).

• Do not put in |z copy numbers or any data following the Cutter. Copy numbers, years, and other local information should be put in |a.

• Be consistent with existing copies. If you are adding a copy with a |z that matches an existing |z, copy it exactly even if it doesn't conform to these rules. If you feel the record needs review, contact the holding library/libraries so that they can correct their call numbers.

• When adding an on-order item to a record on which other libraries have added multiple volumes, and the volume(s) which have been ordered cannot be determined, type ‘on order’ after the |z.

Printed materials

Identify editions, parts, volumes, years, etc. as succinctly as possible. Use four digits to signify years (e.g. 2004). Do not include any words following the year (e.g. use 2002, not 2002 ed.) When using the serials control module, subscription issues are automatically given call numbers with a subfield z followed by an automatically-generated date code. For consistency, manually entered items should conform to the pattern established by the serials control module (synopsized below) for all items likely to be added using the serials control module. If an item covers a span of years, use two four digit years with a slash and no spaces between (e.g. 2002/2003). Note: Before 2002, entries were made in the form 1999 (6th ed.).

• Months should be abbreviated with the first three letters all in capitals. The following abbreviations for months are acceptable for use: JAN, FEB, MAR, APR, MAY, JUN, JUL, AUG, SEP, OCT, NOV, DEC (e.g. |zJAN 2002).

• All seasons should use three-letter abbreviations all in capital letters, except Fall. The accepted abbreviations are: SPR, SUM, FALL, WIN (e.g. |zFALL 2002)

• To indicate combined seasons or months, use a forward slash (e.g. SPR/SUM, JAN/FEB).

• When the year is not prominent on the item, the date should still be used but it may be qualified with the edition following the call number before subfield z (i.e., in subfield a). If the item has different copyright and production dates, or multiple dates, the later date should be used (e.g. 973.73 FOD 12th ed.|z2003).

• If there is a serial issue that is not covered here, please refer to the serials pages.

Audio-visual materials

• Identify parts as succinctly as possible (e.g., tape 1, disc 1, v. 1).
• If you are in doubt about what to name the individual units, use what is found on the items themselves to guide you.
• If the word "volume" or its abbreviation appears on the item rather than "disc," then refer to each unit as a volume. (v. 1)
• If the word "volume" or its abbreviation does not appear on the item, then refer to each unit with the word that describes its physical format (disc or tape).
• If there are multiple parts packaged together, use the singular form and place a hyphen between the numbers with no spaces to indicate the range (e.g. disc 1-3, v. 1-2).
• Use "set" for copies circulated as a set if other copies on the title record are circulated individually by any library.
• The first library to input an item will use words found on the item to formulate the abbreviation (e.g. part, tape, volume). Other libraries to add items later will conform to that abbreviation.