Sets: general instructions

Summary: Instructions for cataloging multi-piece works on one bib record. 

General info

A set has multiple volumes or pieces, but is considered one work and will usually have one collective title. Generally, cataloging a set involves:

• using one bibliographic record to describe the entire set

• shelving all parts together using the same call number

• creating item records for each volume in the set

A set is different from a series, though sometimes a cataloger may need to decide whether set or series treatment is more appropriate. It is not unusual to find varying treatment in OCLC (one work that has been cataloged as a set by one institution, and as a series by another).

• What is the availability of good copy? If original cataloging would be required for a different approach, is it worth the time investment?

• Consider the subject matter of the individual volumes or pieces – does it make sense for these volumes to reside under one class number?

• Do all the volumes share an overarching collective title that indicates they are part of a larger holistic work?

• It may be helpful to consult the subject specialist for their preference, if that hasn't been made clear already on an order record or streamer

• See the Series (PLACEHOLDER) and Multipart works explained pages to compare the different approaches.

A set will consist of one bibliographic record in the catalog, and numerous item records attached to that bib.
(Illustration is based on Sierra – FOLIO update forthcoming)

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diagram of bib and item record structure for a monographic set

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Captioning

• Sets have various forms of captioning (designation of volume parts or numbers). 

• Your record should reflect whatever form of captioning the set uses.

• Captions should be transcribed/spelled out in contents notes.

• Captions should be abbreviated in bib record 866 and item record volume fields

  • use approved abbreviations drawn from this RDA list 

• If no captioning is provided on the set, you may supply a caption in brackets

  • example:

    • 505 __ [Volume 1] Autumn's greatest hits – [Volume 2] Autumn's best melodies – [Volume 3] Autumn's most well-known tunes

    • 866 _0 v.1-v.3

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Cataloging a new set

See Checklist for details about cataloging new sets in FOLIO.

Find or create one bibliographic record that represents the whole set. The set bib record should include:

• All ISBNs for separate volumes as well as any ISBN for the set as a whole (020)

  • To accommodate cover image display in VuFind, order the 020s in our local record so that the first volume we hold is also the first 020 on the record.

• Collective title for set as title proper (245)

• Subtitles (if present) and volume numbers/captions detailed in a contents note (505)

  • transcribe caption as found on piece

  • example: Band 1, Tomo 1, etc. 

• Call number and subject headings appropriate to entire set

• Local holdings field (866) 

  • for example, if you are cataloging a 9-volume set, but MSUL currently only holds volumes 3, 5, and 7-9:

  • 866 _0 v.3,v.5,v.7-v.9

• Workstat for copy or original cataloging as appropriate

After export, add an item record for each individual volume. The item record should include:

• Volume caption in volume field

  • example: bd. 1

• Workstat for added item in w field

  • xxxaddimonoxxx

Write call number plus volume caption on each piece and send to the appropriate truck or CatMan shelf for usual processing.

• Example:
  DA
  680
  .S364
  2018
  v.2

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Adding new volumes to an already cataloged set

• Locate existing set record in FOLIO

• Make any necessary updates to the 020, 505, and 866 fields for contents and local holdings

• Add item record for new volume(s) with appropriate fields

• Write call number plus volume caption on the piece(s)

• Send to appropriate truck or CatMan shelf for usual processing

• See Checklist for more information about adding volumes in FOLIO

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Volumes belonging to more than one set

Occasionally, a volume belonging to one set will also belong to a separate related set or subset (see i153306932 as an example). The volume will likely have two different series titles with two corresponding sets of captions indicating this situation. In this case, the item record for the volume is cross-linked between the two set records.

• Determine the predominant set to which the item belongs

  • Usually the order of the series titles and the captioning as presented on the piece in hand is a good clue 

• Locate predominant set bib in FOLIO

  • Make necessary edits to the 020, 505, and 866 of the bib record

    • Use the appropriate caption for this set first, and include the other caption in parentheses

    • Example: v.7 (v.42)

  • Attach item record for added volume

    • Add set record's call number plus volume caption to the copy number field

    • Include both captions in the volume field

• Locate other related set record in FOLIO

  • Note bib record number for linking purposes

  • Make necessary edits to the 020, 505, and 866 of the bib record

    • Use the appropriate caption for this set first, and include the other caption in parentheses – i.e., the opposite of what you did in the predominant set record

    • Example: v. 42 (v.7)

• Return to the new item record you attached to the predominant set bib (based on Sierra - FOLIO forthcoming)

  • Edit → Link to additional bib record → Find bib

  • Locate correct bib using record number

  • Click "Use bibliographic record"

• When writing call number in piece, use the caption for the predominant set first

  • Example: 
    PQ
    2070
    2007
    v.7
    (v.42)