Penn State University Libraries - Sets

• Definition
• Basis of the Description
• Chief Source of Information
• Set or Separates
• Searching for Copy
• Match Criteria
• Processing/Cataloging Guidelines
• 008 Fixed Field | 020 | 260 | 300 | 490/830 | 500 | 504 | 505 | 590 | 6XX | 7XX | 830
• Marking
• Volumes vs. Fascicles
• Mixing Editions
• Statistics
  

A set is a multipart item. The item is intended to be complete in a finite number of parts (as opposed to a serial or series which is intended to be published indefinitely). The separate parts may or may not be numbered.

Use the first part issued as the source of information. If the first part is not available, use the earliest part you have in hand. For numbered multipart monographs, the first part is the lowest numbered part. For unnumbered multipart monographs, the first part is the part with the earliest publication, distribution, etc. date. Generally, give notes for changes on later parts when considered to be important. If the description is not based on the first issue, part, or iteration, identify the issue, part, or iteration used as the basis of the description (e.g. 500 Description based on: Pt. 2, published 1998.)

The chief source of information is the title page. If not available, use the part in the item with the most complete information (cover, half title, caption title, etc.). Specify the part used for cataloging in a note if other than the title page (e.g. 500 Cover title.)

If the parts of a set have no distinctive titles, all must be cataloged under the set title. However, if each of the parts has a distinctive title, consider the following possibilities:

1. Set treatment: The publisher intends to issue a finite number of parts. The parts taken together constitute a bibliographic entity (possible clues: parts have same publisher, same authors, cohesive subject matter, would share same classification). For example:

   245 00  Econometrics.
   505 0   v. 1. Econometric modeling of producer behavior -- v. 2. Econometrics and the cost of capital -- v. 3. Economic growth in the information age.

2. Separate treatment (this is unusual, but possible): Separate volumes are not intended to be published indefinitely. Individual parts stand on their own and do not necessarily constitute a bibliographic entity when grouped together.  (clues: parts have different publishers, different authors, publication dates not contemporaneous, divergent subject matter, would be assigned different classification numbers).

   245 00 Econometrics.|nVol. 1,|pEconometric modeling of producer behavior.

   245 00 Econometrics.|nVol. 2,|pEconometrics and the cost of capital.

   245 00 Econometrics.|nVol. 3,|pEconomic growth in the information age.

3. Series treatment: The publisher intends to issue indefinitely (look for publisher’s statement of intention, assignment of an ISSN in addition to individual ISBNs, patterns emerging when viewing related copy). Distinctive titles stand on their own and deserve separate treatment (clues: descriptive elements (i.e. titles, authors, etc.) for each vol. are important and would be lost if cat as serial, divergent subject matter, vols. would be assigned different classification numbers).

   245 00 Econometric modeling of producer behavior.
   440 0   Econometrics ;|vv. 1

   245 00 Econometrics and the cost of capital.
   440 0   Econometrics ;|vv. 2

   245 00 Economic growth in the information age.
   440 0   Econometrics ;|vv. 3

4. Serial treatment: The publisher intends to issue indefinitely (see notes above under “series treatment” to determine whether publication is ongoing). Descriptive elements of each vol. are secondary in importance to those of entire run (clues: individual pieces would be assigned same subjects and classification, regular pattern of issuance, relationships to other serial titles, e.g. title change).

245 00 Econometrics.
362 0   Vol. 1-
500      Each vol. also has a distinctive title.

In addition to evaluating the items themselves, use copy and/or local precedents to help guide your decision-making.

Always start in the Cat, continue your search in OCLC, if necessary. When volumes have distinctive titles, try searching both the title common to all volumes and each volume’s distinctive title. Title searches pull both 245s and 440/830s in WorkFlows and OCLC, so there is no need to do separate bibliographic searches qualified as “series.” You may wish to check the authority file in OCLC when you find variations among copy (for example, less weight would be given to a record using series treatment if series has not been established).

Match criteria for multi-part items can be tricky. A difference in bibliographic elements could indicate a different edition, or it could be a variation among volumes within the same set (in which case the variation would be noted in a 500). In general, follow the match criteria guidelines for monographs and pay special attention to the following fields:

*See also: Mixing Editions

Once you determine that set treatment is appropriate and have identified the appropriate record for use, make the following updates as necessary:

Dat_Tp: use s (single date) if all volumes published in same year; use m (multiple dates) if volumes published over a range of years

Dates: if there are multiple dates, use Date1 to record the initial year of publication (or the earliest year of publication when volumes are published out of sequence), Date2 to record the terminal (or latest) year.

Dat_Tp: m
Dates: 1943,1945
260 London :|bGollancz,|c1943-1945.
(Multipart item, set complete, publication dates known)

 

Dat_Tp: m
Dates: uuuu,1981
260 Boston :|bMacmillan,|c-[1981]
(Multipart item for which the earliest volume is not held)

 

Dat_Tp: m
Dates: 197u,1987
260 Paris :|bHachette,|c[197-]-1987.
(Multipart item for which the publication date of the first volume is missing)

 

Dat_Tp: m
Dates: 1943,197u
260 New York :|bDover,|c1943 -[197-?]
(Multipart item for which the publication date of the last volume is probable and has missing digits)

 

Dat_Tp: m
Dates: 1966,1967
260 New York :|bMacmillan,|c1966-1967.
(Volumes published out of sequence: v. 1, 1967)

 

Dat_Tp: m
Dates: 1966,9999
260 Oxford :|bOxford University Press,|c1966-
(Set incomplete, publication date of first volume known)

Add ISBNs and/or qualifying information as necessary. Record the ISBN for the entire set (if available) first, then record additional ISBNs in volume order, list ISBN(s) for accompanying material last.

020   0379005506 (set)
020   0379005610 (v. 1)
020   0379005714 (v. 2)
020   0379005823 (user’s guide)

Update dates of publication as necessary. If the first published part is available, give the beginning date followed by a hyphen. If the resource is complete and the last published part is available, give the ending date, preceded by a hyphen. If the first and last published parts are available, give the beginning and ending publication dates, separated by a hyphen. If the publication date is the same for all parts, give only that date as the single date.

|c1988-
(First published issue available; resource still being published)

|c-1997.
(First published part not available)

|c1968-1973.
(First and last published parts available)

|c1997.
(All issues published in same year)

If the first and/or last published part is not available, do not give the beginning and/or ending date; give information about the beginning and/or ending date in a note if it can be readily ascertained (see AACR2 1.7B9, 12.7B11.1).

260  Washington, D.C. :|bSmithsonian Institution
500  Began in 1996.
(First published issue not available but information about beginning date is known; resource still being published)

260  New York :|bMacmillan,|c1996-
500  Completed publication in 2000.
(Last published part not available but information about ending date known)

260  Stockholm :|bNordic Association for Research on Latin America
500  Began in 1988; ceased in 1991.
(First and last published issues not available but information about beginning and ending dates known)

Optionally, supply the beginning and/or ending publication date in the publication, distribution, etc., area if it can be readily ascertained.

|c1997-[2000]
(Last published part not available but information about ending date known) 

|c[1988-1991]
(First and last published issues not available but information about beginning and ending dates known)

If the multipart item is not yet complete, give the specific material designation alone. When the item is complete, add the number of physical units.

v. :|bill. ;|c24 cm.
8 v. ;|c28 cm.

If the number of bibliographic volumes differs from the number of physical volumes, give the number of bibliographic volumes followed by “in” and the number of physical volumes.

8 v. in 5 :|bill., maps,|c30 cm.

If a set of volumes is continuously paged, give the pagination in parentheses after the number of volumes. Ignore separately paged sequences of preliminary matter in volumes other than the first.

2 v. (xxxxi, 999 p.)
3 v. (xx, 800 p.)
(Pages numbered: xx, 1-201; xx, 202-513; xxi, 514-800)

Optional addition. If the volumes in a multi-volume set are individually paged, give the pagination of each volume in parentheses after the number of volumes.

2 v. (xvi, 329; xx, 412 p.)

If the volumes in a multipart item differ in size, give the smallest or smaller and the largest or larger size, separated by a hyphen.

|c24-28 cm.

NOTE: “Volume” (i.e. v.) is the default term used for sets of books in the 300|a. When “volume” is not appropriate for a multi-part item, use one of the following terms.

parts: Use for bibliographic units intended to be bound several to a volume, especially if so designated by the publisher (abbreviate as: pts.).

pamphlets: Use for collections of pamphlets bound together or assembled in a portfolio for cataloging as a collection (do not abbreviate).

pieces: Use for items of varying character (e.g., pamphlets, broadsides, clippings, maps) published, or assembled for cataloging, as a collection (do not abbreviate).

case(s): Use for either boxes containing bound or unbound material or containers of fascicles (do not abbreviate).

portfolio(s): Use for containers holding loose papers, illustrative materials, etc. A portfolio usually consists of two covers joined together at the back and tied at the front, top, and/or bottom (do not abbreviate).

If the parts of a multi-part item are separately numbered within a series, give the first and the last numbers (separated by a hyphen) if the numbering is continuous. Otherwise, list all numbers, separated by commas.

|vv. 11-15
|vv. 131, 145, 152

Add notes to describe variations among volumes within a set, to indicate basis of description and/or chief source when other than the first/earliest issue and/or title page, and to record information about the set obtained from other sources. Also consider adding standard monographic notes as appropriate.

500     Description based on: Vol. 3, copyrighted 2005.
500     Completed publication in 2003.
500     Vols. 2-4 have imprint: New York : Van Nostrand.
500     Vols. 3-5 edited by William Page.
500     Errata slip tipped in v. 1.
500     “250 copies printed”--T.p. verso (vol. 4)
500     Vols. 6-7 lack series statement.
500     Vol. 2 has series: Studies in medieval thought ; v. 22.

If several volumes contain bibliographies and/or indexes, use the standard monographic note (Includes bibliographical references and indexes). If only one volume contains a bibliography and/or index, cite the volume number and page where listed.

504     Bibliography: v. 2, p. 53.

Add or update contents notes as necessary. The first indicator of the 505 indicates whether the note is complete, incomplete, or partial. A complete contents note describes all volumes published in the completed set. The incomplete contents note is lacking descriptions of some parts of the set because all parts have not been published. A partial contents note intends to list only a part of the contents of a particular item in order to bring out a special feature of the work. When recording volume designations, use the designation that appears on the piece (if more than one, use the designation that appears on the chief source). When assigning a volume designation, use the default designation appropriate to the language of the item (e.g. v. in English, Bd. in German, t. in French)

1st indicator  0 -- Complete
1st indicator  1 -- Incomplete (do not use a period at the end of 505 when incomplete)
1st indicator  2 -- Partial

When cataloging an unnumbered set, add a contents note to assign and describe the volume numbers that will be used in marking.

505 0   [v. 1.] Agriculture -- [v. 2.] Culture and communication.

When cataloging a numbered set with distinctive titles, consider adding a contents note for improved access. Include statements of responsibility if they vary on each piece.

505 0   pt. 1. The dybbuk / S. Anski -- pt. 2. God of vengeance / Sholem Asch. -- pt. 3. The Golem / H. Leivick.

505 1   III. The medieval theories -- IV. The modern theories

Add local notes to provide information about a particular volume or about the entire set that is unique to our copy of it.

590    Rare Books copy of v. 2 missing t.p.
590    Rare Books copy bound in 3 volumes.
590    PSU Archives has mixed edition set. *See also: Mixing Editions
590    PSU Archives copy of vol. 3 is 2nd ed. *See also: Mixing Editions

When adding volumes, be aware of a possible need to refer for additional subjects. Retain subjects found on copy, even if they do not pertain to the volume in hand.

Add additional access points as necessary.

When noting a series statement unique to one volume of the set in a 500, provide access for the series title using an 830.

500        Vol. 2 has series: Studies in medieval thought ; v. 22.
830    0  Studies in medieval thought ;|vv. 22.

Use the class scheme appropriate to the call number (LC, DEWEY, ASIS). Use the designation that appears on the piece (if more than one, use the designation that appears on the chief source). When assigning a volume designation, use the default designation appropriate to the language of the item (e.g. v. in English, Bd. in German, t. in French). Do not record a space between the volume designation and the volume number. Also, be sure to include a |z between the last element of the call number and the volume designation (with no spaces before or after |z). The system will recognize some volume designations and automatically supply this information, but it does not recognize all volume designations, so it is best to type this info manually.

Call number:     BF54.6.F76 2000|zBd.1
Class scheme:   LC

When cataloging a set with multiple dates, use the date of the first or earliest issue in all call numbers.

L234.S58 1931|zv.1
L234.S58 1931|zv.2
L234.S58 1931|zv.3
(Vol. 1 published in 1931, v. 2 published in 1933, v. 3 published in 1934)

If you have mixed an edition locally, you may wish to include a staff or public note in the call/copy record(s) of the odd volume(s). See also: Mixing Editions.

590    HCLA copy of v. 4 is 2nd ed.
Call number:                 G54.6.F3K24 1952|zv.4
PUBLIC:                         2nd ed.

If the set is published within a series that is classed together, enter the series numbering as the last element of the cutter, followed by the |z and the set numbering.

HD808.F3B24 no.36|zpt.1
HD808.F3B24 no.48|zpt.2
HD808.F3B24 no.62|zpt.3

A volume is a complete part of a work contained in one binding; it has its own title page (or equivalent) and often its own pagination.

A fascicle (Lieferung in German, fascicule in French, fasciculo in Spanish) is a part of a volume. Some works are issued in small installments, incomplete in themselves, and intended to be bound together upon completion of the volume. These are known as fascicles. Typically, the first fascicle of each volume contains the volume t.p. (remaining fascicles have no t.p.) and fascicles are continuously paged within the volume.

The general workflow for fascicles is to barcode them upon arrival and send them to the stacks without binding. When a cataloger notices s/he is adding the final fascicle of a volume, s/he is to retrieve earlier fascicles from the stacks, remove individual barcodes, assign a barcode to the complete volume, and send to Bindery. If Special Collections has only scattered fascicles, it is ok to add and barcode as is. If Special Collections has a complete set, but no instructions for housing/binding, you may wish to ask them about it. Rare Books staff could make a case to house each complete volume. PSU Archives and HCLA may make cases or allow binding. (Note: if you barcode individual fascicles, count each as a separate volume on your statistics. If you barcode complete volumes, count only the volume itself on your stats, not the component parts.)

Although we try not to mix editions, there are some circumstances when it will be desirable to do so. We may combine volumes of various editions when:

1. Some of the volumes, but not all, are revised.
2. The publisher supplies more than one volume on a single order and the volumes are of different editions.
3. We ordered a replacement volume and could no longer get the edition of the original.
4. It is apparent that the volumes ordered were intended to fill gaps in an existing set of a different edition.

Such combinations would be handled with local (590) notes and possibly a note in the call/copy record (as demonstrated above under 590 and Marking, respectively). Occasionally, a publisher might issue a mixed edition set (for example, a reprint edition in which differing editions of volumes were used). In such a case, the variations would be noted in 500s, as they are not copy-specific.

Count the first volume added as the “new title” or “added location” and remaining volumes as “volumes added.” For example, if adding a new 5-volume set to the Cat, count as: 1 new title and 4 volumes added.

Do not count individual fascicles (instead count whole volumes and count them as described above) unless the barcoding of the individual fascicles is intended to be permanent (i.e. we received a gift of scattered fascicles). For example:

If you are adding a new 3-volume set to the Cat, and each of the 3 volumes are issued in 4 fascicles, count as: 1 new title and 2 added volumes.
(Ignore the number of fascicles, focus on the number of volumes.)

However, if we received a gift of scattered fascicles such as:
v. 1 fasc. 2
v. 1 fasc. 3
v. 2 fasc. 1
v. 3 fasc. 1

It is OK to count the individual fascicles; count as 1 new title and 3 added volumes.