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

Diagram of a serial analyzed title and its secondary records

Diagram of a monographic multivolume analyzed set and its secondary records

Diagram of an analyzed title with secondary records that are bound together

Diagram of an analyzed title with secondary records that belong to a multi-volume subset

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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How to identify an item record's "home base"

Item records for secondary works should reside on the holdings of the primary work. Sometimes, you will find that migrated items reside on the secondary holdings.

Because of the analytics linkage and FOLIO's display settings, the item record will display on both holdings records, and it will not be immediately obvious which holdings record is its true home base. You can determine this from the item record display.

- Click item record barcode
- Check instance title at the top of the display
- The instance listed there is the true home base of the item record

Example: Item record attached to primary holdings

View of item record on secondary title's holdings

When item record is opened from secondary title's instance, it still displays the primary title as its home base

Screenshot of item record showing primary title at top of screen

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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 and 505 fields as appropriate.
Make additions to the holdings statement in the holdings record.
- Historically, holdings were maintained in the 866/67 MARC fields as well as in the FOLIO holdings record. As of late 2024, this is no longer the policy. Textual holdings statements only need to be maintained in the FOLIO holdings record.

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

Make appropriate edits to the principal serial bib record, in keeping with serials cataloging guidelines.
Update the holdings statement in 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)
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
Create a holdings record only, no item
- The item record for the secondary work will be created on the principal work's holdings record
- 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.
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 secondary record's 505 and holdings statement 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)

Migration to FOLIO resulted in duplicate holdings records on many serial titles, including analyzed serial titles.

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
Open remaining holdings records and transfer any important information (holdings statements, former identifiers, notes, 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)
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. See How to determine above
  2. Use FOLIO move commands as needed
2. If needed, 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
Once item records have been attached to the PRINCIPAL holdings, and all item linkages updated, delete extraneous holdings

*As of February 2025, FOLIO appears to automatically update the analytic linkages based on item record movement to a new holdings; this was not happening consistently in the past, however, so for the present, linkages should still be checked each time.

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Policies

Textual holdings statements are maintained in all FOLIO holdings records for analyzed titles.
- Generally, LHRs are not maintained for analyzed serial titles.
Analytic treatment is not generally initiated for new titles; it is only done for legacy titles for which this pattern was established.
Analyzed titles will usually be on a standing order.

Contact	Autumn Faulkner
Team	CMS
Updated	September 2024
Created	August 2024

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