DO NOT use in records for series numbering, reading levels, local notes, copy information, etc. This information can be entered in the suffix or copy field.
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.
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.
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).
The following are the only approved uses and the required format for the volume field in records for non-circulating non-fiction materials:
For Volume, enter: v. [Arabic numeral]
Examples
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]
Examples
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]
Example
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]
Example
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:
Example
On piece: Volume 5 6th edition, 2012
In item record, enter: v. 5, 2012
For Book, enter: bk. [Arabic numeral]
Examples
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.
Example
On piece: First edition
In item record, enter: 1st ed.
For edition and year, enter: YYYY, [ordinal number] ed.
Example
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)
Example
On piece: MMXII
In item record, enter: 2012
Rev. 10-2024