Depositing Bound-withs at SLFs

See Best Practices for Decision Pages and Tags for groups

Legend: NOT STARTED IN PROGRESS STALLED DECIDED

Recommendation

Due to the loss of access that comes with removing bound-with records from a campus’s IZ, we recommend that campuses generally refrain from depositing monographic bound-withs in SLFs.

If a campus does wish to deposit a bound-with to an SLF, they have the option to unbind the volume (assuming the binding is not important) and deposit the items separately; or; create a single record for the entire bound volume.

Impact

Reasoning

Both methods of creating bound-with records in Alma (see below under Background) require linking within the IZ. As soon as the records are removed from the IZ, the linking is broken and the records are no longer connected.

Background

A bound-with is a single physical volume that contains two or more separate, distinct works or publications bound together after they were originally printed. In library catalogs, they are often represented with separate bibliographic records for each individual work, linked in some way to a single holdings/item record.

In Alma, this can generally be done in two ways:

1. Parent record with 774 fields

• • A “parent” record is created locally. Since the record is not in OCLC, generally it is kept only in the IZ. The parent record is attached to the holdings and item record.

  • The parent record contains 774 fields for each constituent part. The 774s use an identifier in the $w (the nightly “MMS - Build Record Relations” job depends on this) and the value “unrelated” in the $9 (to trigger the “Bound with” label in Primo)

  • The records for the constituent parts can be in the NZ; they have no holdings or item records.

Example of method 1 (parent record with 774s) from UCLA’s catalog

Parent record in Primo: https://search.library.ucla.edu/permalink/01UCS_LAL/tk6osu/alma9985406923606533

Open

Parent record in Alma:

Open

Constituent record in Primo: https://search.library.ucla.edu/permalink/01UCS_LAL/tk6osu/alma9997251096206533

The “Bound with” field at the bottom is not present in the MARC record; it is generated from the parent record.

Open

Constituent record in Alma:

Open

2. Constituent records with 773 fields

   • The record for the first constituent part acts as the “parent” record--it is attached to the holdings and item record.

   • Every subsequent constituent record contains a local 773 field to link to the record for the first part. The 773 uses an identifier in the $w and the $9 “unrelated.”

   • All constituent records can be in the NZ; they have no holdings or item records.

Example of method 2 from UC San Diego's catalog

Parent record in Primo (first title in volume, has no 773 field):
https://search-library.ucsd.edu/permalink/01UCS_SDI/mls59c/alma991014534249706535

The “Bound with” field in the Details section is not present in the MARC record; it is generated from the 773 field in the subsequent record.

Open

Subsequent record in Primo (second title in volume, has 773 field):
https://search-library.ucsd.edu/permalink/01UCS_SDI/mls59c/alma991021827329706535

The 773 field in the MARC record generates the “BOUND WITH” field in the location section and the “Bound with” field in the Details section.

Open

Subsequent record in Alma:

Open

Open

 

Because both methods rely on linking from local records (method 1) or local fields (method 2), they present a problem for SLF deposit (when the SLF does not share an IZ with the depositing campus). The SLFs rely on records being in the NZ, and local fields cannot be transferred.

UC SILS documentation: https://uc-sils.atlassian.net/wiki/x/AQBWcg

Alma documentation: https://knowledge.ag-software.clarivate.com/alma/en-us/Product_Documentation/Physical_Resource_Management/Configuring_Related_Records_for_Physical_Inventory.html

OCLC documentation: https://www.oclc.org/bibformats/en/7xx/773.html, https://www.oclc.org/bibformats/en/7xx/774.html

UCLA documentation:

UCSD documentation: https://docs.google.com/document/d/1YczJ9vLQRFwVFEoTxMmrH8YTdllM-6hSYShUuuS4Wl0/edit?usp=sharing

Options Considered

Questions to consider

Ideas for Option 2:

Method 1:

• Make parent records an exception to the “all NZ records must have an OCLC number rule,” or, add the parent records to OCLC(?)

• Make sure the SLFs know they need to bring all the constituent records into the IZ.

• Ensure all linking identifiers are either NZ MMS IDs (assuming that works) or OCLC numbers--not local campus MMS IDs.

Method 2:

• Send SLF a file of MARC records to import instead of taking them from the NZ (to make sure the local 773s come through) OR

• Add 773s to OCLC record with $5 for the depositing campus before depositing in SLF. SLFs would still need to add $9 unrelated?

Other:

• Unbind your bound-withs (if the binding is not important)

• Create an original record in OCLC for the entire volume

How are campuses doing it now?

• UCSB tries to avoid sending them but are not always successful.

• UCSD also tries not to send them. Have unbound a few and did an original records for one using a 501 field.

• UCSC also does not send them

• UCR sends boundwiths to SLF but don't seem to be doing anything to records, etc

• UCM has zero allocation

What about boundwiths the campuses other than UCB and UCLA sent pre-Alma? We locally added 7XX fields to account for the additional titles but those fields will be gone now with WorldCat Updates.