Analytics

Summary: Instructions for cataloging analyzed titles, including linking in the FOLIO database. These instructions pertain to regular analytic cataloging but also share instructions on the particular types of clean-up required after the FOLIO migration.

Terminology & background

• These materials are called analytics because each unit of an overarching principal work is "analyzed" – i.e., given individual monographic description and subject analysis, in addition to its inclusion as a unit in the principal work.

  • Example: A journal title called "Sandwiches" gets a serial bib record and is considered the principal work; each issue of this periodical is cataloged as a monograph and is considered a secondary work.
• The principal work and all its secondary works share a call number.

• Linking work is done in the catalog to maintain connections between the principal work and the secondary works (i.e., the analyzed parts).

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Diagrams of records and relationships in FOLIO

Finding the principal work in FOLIO

If you are cataloging a secondary work, it can be difficult to locate an analytic's principal work using just a series title search or call number search. Instead try:

• Inventory holdings advanced search:

  • Some or all of the principal title, keyword

  • Principal work's call number, Call number, normalized

  • "Analytic," "set anal," etc, Holdings notes 
• From a secondary work's item record:
  • Scroll to the Bound-withs and analytics section
  • You will see two linkages; one to the instance of the secondary work with its title, and one to the instance of the principal work

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Set analytics 

This term applies to single volumes of a larger monographic set which receive analytic treatment. Volumes to be added to monographic set analytics generally contain a Serials Acquisitions streamer with the Set Analyze instruction, the call number of the principal work, and location info.

1. Edit the principal work's MARC record & holdings record

• Using the provided call number, locate the principal instance record in FOLIO (see above for tips)

• In QuickMarc, make additions for your volume to the 020, 505, and 866 fields as appropriate.
• Make additions to the holdings statement in the holdings record.
  • Note that the info in the 866 and the holdings record should be exactly the same.

See the procedures for cataloging a normal monographic set for additional details about adding items to set records.

2. Perform individual monographic cataloging on the secondary work

• Bring in a bibliographic record describing the individual volume which includes:
  
  • Call number from the principal work
  • 490/8XX pair containing title of the principal work
• Create a holdings record only, no item
  •  The item record for the secondary work will be created on the principal work's holdings record
• Copy this holdings record's HRID – you will want it for the next step

3. Create and link the secondary work's item record

• Return to the principal instance's holdings
• Add an item record to this holdings record which includes: 
  • v field with appropriate volume caption
  • w field with analytic workstat: xxxanalyticxxx
  • Bound-withs and analytics link (the last field of the item record)
    
    • use the secondary work's holdings HRID for the linking

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Serial analytics

1. Make appropriate edits to the principal serial bib record, in keeping with serials cataloging guidelines. 
2. Update the holdings statement in the MARC record, the holdings record, and the OCLC LHR
   
   • watch for series title changes in standing orders → bump to Lyudmila (who can perform maintenance on the standing order)
3. Follow Steps 2-3 above.

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Analyzed sub-sets

1. Edit the principal serial or monographic set bib

• Principal work is a serial
  • Follow the general guidelines for editing & adding volumes to a serial record. More information is available in our serials documentation.
    
    
• Principal work is a monographic set:
  • Using the provided call number, locate the larger set's bib record in Sierra.
  • Make additions for your volume to the 020, 505, and 866 fields as appropriate.
    • If two numbering systems are in use (one for the principal set, one for the sub-set), use the captioning for the principal set only, unless you feel patrons need more granular information. Remember the subset's numbering will be reflected in the subset bib record.

2. Perform individual monographic cataloging on the subset

• Find or create a bibliographic record specific to your multi-volume set that includes:
  • Call number of the principal work
  • 505 contents field with titles of subset volumes, if applicable
    • If the subset uses its own numbering system, use them here, along with parallel numbers from the principal work (these may be consecutive or non-consecutive)
      
      • T.1=v.45. Volume title. t.2=v.46. Volume title. t.3=v.47. Volume title.
      • T.1=v.42. t.2=v.48. t.3=v.50.
    • If the multivolume set is considered one unit of the principal work, this is unnecessary
      • Example: no.1-3 of the subset are v.46 of the principal work
  • 490/8XX pair containing title of the principal work
  • 866 for subset's holdings
    • If the subset uses its own numbering system, use them again here, along with parallel numbers from the principal work (these may be consecutive or non-consecutive)
      
      • T.1=v.45-t.3=v.47.
      • T.1=v.42, t.2=v.48, t.3=v.50.
• Create a holdings record only, no item
  •  The item record for the secondary work will be created on the principal work's holdings record
• Copy this holdings record's HRID – you will want it for the next step

3. Create and link item records for each volume of the secondary work

• Return to the principal instance's holdings
• Add an item record for each subset volume which includes: 
  • v field with appropriate volume caption
    • if the subset forms one unit of the principal work, format like so:
      • v.46,no.1
      • v.46,no.2
      • v.46,no.3
    • if the volumes of the subset have their own numbering AND correspond to more than one unit of the principal work, use only the principal work's numbering system in the volume field
      • example:
        • volume 46 is also number 1 of a sub-set
        • volume 47 is also number 2 of this sub-set
      • in the item records, captions would be limited to v.46 and v.47
      • note that the subset's numbering is already reflected in the 505 and 866 to provide clarity to the user; this is just to keep call numbers in alignment with the principal work
  • w field with analytic workstat: xxxanalyticxxx
  • Bound-withs and analytics link (the last field of the item record)
    
    • use the secondary work's holdings HRID for the linking

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Holdings & item clean-up (FOLIO migration project)

1. On the principal instance, identify the holdings record from among the duplicates that will be the legitimate holdings record.
   
   1. This choice is the cataloger's and will depend on which holdings record will require the least amount of editing/transferring of information.
   2. Check the holdings type field of the primary holdings record; you may need to make a change
      
      1. Monographic sets should be given holdings type default
      2. Serial records should have holdings type serial
2. Open remaining holdings records and transfer any important information (holdings statements, former identifiers, etc.) back to the legit holdings record
   1. Delete any volume number that is included in the holdings call number (this is a leftover from legacy Sierra practice but it creates awkward display issues in VuFind)
3. For each item record displaying under now-extraneous holdings records:
   1. Ensure item is attached to the PRINCIPAL holdings rather than the SECONDARY holdings
      1. Use FOLIO move commands as needed
   2. Edit the item's holdings linkages in the "Boundwith/analytics" section*
      1. Add a link to the legit holdings
      2. Delete the link to either the extraneous holdings or the secondary holdings
      3. Close and save
4. Once item records have been attached to the PRINCIPAL holdings, and all item linkages updated, delete extraneous holdings

*In some cases, we have observed FOLIO automatically updating the linkages based on item record movement to a new holdings; this is not happening consistently as of September 2024, so linkages should still be checked each time.

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