University Libraries Cataloging and Metadata Services

This must be treated as a preliminary procedure; it works, but as we learn more about the Bound-with Wizard, there may be different and better ways of accomplishing this. For more information, you can read the Workflows help section on Bound-withs.

New Bound-With Items

• Linking New Bound With Items

  Remember, existence precedes essence - you can only make links between existing records, so go ahead and input the records before trying to use the Bound-With Wizard. Only the first title - the Parent record - will have a call number or barcode. For the Bound-with items, or Child records, Auto-generate the call number, and DO NOT create copy records. To make life less annoying later, record the Title Key or Call Number for each Child record, since this is the most convenient way to retrieve the record when making links. Trust me - you'll be glad you did.

  You can set Behaviors so that Copy Records are NOT automatically created when you import them. Otherwise, you'll have to delete each copy record (without deleting the title) before you are allowed to make the Bound With links. This is easier than it sounds - if you want me to watch the first time you do this, let me know.

  To make the bound with links:

  1. Click the Special Cataloging Functions icon
  2. Click the Bound-With icon to open the Bound With Wizard
  3. You'll be asked to identify the Parent record; search for the Parent record by Barcode, Call Number, or Title Control Number, or use the Current Record option if appropriate. Again, the Parent record is the first title in the bound-with volume, or, more precisely, the only record with a barcode (Item ID.) All other titles linked to this item are Child records.
  4. Choose Add Child Link to add a bound with item to this parent record.
  5. Retrieve the record with Title Key or Call Number search.
  6. Select Proceed to create the link, or Close to stop the madness.
  7. Although some data is blank, you don't seem to need to add anything to the Child link. Choose OK to create the link, or Close to bail out with out creating the link (I'm sure you'll have your reasons.)
  8. Okay, you've done it - You'll have the option to Identify a new parent, Link another child to the same parent, Review what you've done, or Close the Bound With Wizard.
  9. Repeat this procedure for all subsequent Bound-With items. You can either create the records and link them one at a time, or create all the records and then link them at the same time.

  Difficulties:

  Items must belong to the same Library; you'll have to change the Library in the Maintain Titles Wizard when they don't.

  The Bound-With items do NOT seem to be retrievable by call number in The CAT; the Children are shown as Bound With items in the Holdings area, and the Call Number is given, but they do not come up in a call number search. Likewise, the parent record has no indication that there are titles bound with it other than our 591 note.

  You CAN'T designate a record with an Item ID - even a fictional Item ID - as a child. If you see the message 'Child cannot have copy,' you'll need to delete the copy in the Remove Call Numbers etc. Wizard. Be sure to select Do Not Remove Title when you remove the copy. This will be covered more fully in the "Updating Existing Record" section, coming to fine bookstores near you sometime this decade. Other than our 591, you can only see the bound-with relationship when using the Bound with Wizard.

  There are currently no specific procedures describing how to modify an exisitng Bound With item (migrated from old LIAS), but you can interpolate how to do it from this document. Let me know if you have any questions.

  There have been some difficulties with the Properties and Behaviors authorizations. Not all staff can edit existing bound withs, because copy records were created during migration; in order to delete the exisiting copy record and create a new call record without copy, changes in the Wizard setup or authorization structure may be required.

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This page is designed and maintained by the Special Collections Cataloging Team.
Comments about this page may be sent to John Hamilton.