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Entering enumeration of periodicals, annuals, multipart sets, etc.

Home > Policies and Procedures > Entering enumeration of periodicals, annuals, multipart sets, etc.
It is very important that information in the Volume field of the item record be entered consistently in order for the holds process to work efficiently and equitably.

Item records attached to a bibliographic record for a serial or multi-part item contain information in the Volume field to identify the part, volume, issue number, etc. In these instances, when a patron places a hold, Polaris will ask the patron to select a particular part, volume, issue, etc. The system is designed to group together all items for that particular part or volume from any library and fill a hold from any available item within that group. However, Polaris will group these items together only if data in the Volume field in the item record has been entered consistently.

This policy applies only to item records created through the cataloging module for circulating items where an item record for an individual part is attached to a bibliographic record for a set (i.e., a multivolume set of poetry, or an encyclopedia that is circulated)

 

 

For Volume, enter: v. [Arabic numeral]

On piece: Volume one

In item record, enter: v. 1

 

On piece: Volume IV

In item record, enter: v. 4

 

On piece: Vol. 2

In item record, enter: v. 2

 

For Volume and part, enter: v. [Arabic numeral], pt. [Arabic numeral, or letter]

On piece: Volume one Part 2

In item record, enter: v. 1, pt. 2

 

On piece: Volume V, Part A

In item record, enter: v. 5, pt. A

 

For Volume and letter or range of letters, enter: v. [Arabic numeral]/[letter or range of letters]

On piece: Volume 2 D-F

In item record, enter: v. 2/D-F

 

For Volume and range of years, enter: v. [Arabic numeral]/[years]

On piece: Volume 4 1940-1950

In item record, enter: v. 4/1940-1950

 

For Volume, edition, and year, where edition is not considered important, enter volume and year only:

On piece: Volume 5 6th edition, 2012

In item record, enter: v. 5, 2012

 

For Book, enter: bk. [Arabic numeral]

On piece: Book One

In item record, enter: bk. 1

 

On piece: Book VI

In item record, enter: bk. 6

 

On piece: Book 2

In item record, enter: bk. 2

 

For Edition, enter: [Ordinal number] ed.

On piece: First edition

In item record, enter: 1st ed.

 

For edition and year, enter: YYYY, [ordinal number] ed.

On piece: 19th edition, 2014

In item record, enter: 2014, 19th ed.

 

For year alone, enter: YYYY (Enter as Arabic numerals—do not enter Roman numerals)

On piece: MMXII

In item record, enter: 2012

 

Important! Case doesn’t matter (V. and v. will line up together); however, internal spacing does (v.1 and v. 1 will not line up together).
Note: Do not enter series numbering in the Volume field of the item record (i.e., book 212 of the Goosebumps series). Use the Suffix field of the item record for this information if desired. It will display at the end of the call number.

 

This policy does not apply to item records created through the serials module for periodicals. The serials module is set up to automatically enter consistent issue information.

Do not use in records for multipart DVDs or Blu-rays (i.e., a record for the entire season of a televisions series). Discs that are circulated separately must be attached to a record for the individual disc, and the Volume field is left blank.