A single bibliographic record may be used for resources containing multiple volumes, issues, or parts. Examples would be a set of encyclopedias, a television show on DVD processed in multiple packages, serial publications, or long audiobooks packaged in multiple cases, each element with its own separate barcode.
Use the Monograph Parts function in the Holdings Editor to apply monograph parts to these items. Monograph parts should NOT be used unless needed to differentiate between materials with different content attached to the same record. Do NOT add duplicate monograph parts if the existing monograph part names do not follow the guidelines below. The existing monograph part names should be edited in the Monograph Parts editor to conform with procedure. Cat 1 catalogers are encouraged to merge duplicate monograph parts. If a monograph part name is unclear, please contact libraries with holdings on that monograph part for clarification.
General rules for Monograph Parts #
When creating or editing a monograph part, please observe the following general rules:
| Rule | Do Use | Do Not Use |
| Do NOT use abbreviations* | VolumeDiscIssueNumber | |
| Use numerals | 1, 2, 3 | |
| Use sentence case, not all caps. | Disc 1-2Rescuers down under | |
| Use a dash, not an ampersand, to define a range of numbers. | Disc 1-2 | |
| Be specific where there’s a chance of variation in contents. | Disc 1-20Disc 21-37 | |
| If the materials have explicit part names, use them. Example: Encyclopedia’s unnumbered sixth volume containing entries beginning with E-Fah. | E-Fah |
*The exception is for serials and periodicals months should be abbreviated as described below.
Using Monograph Parts for Magazine Issues #
Adding monograph parts to magazines in order to allow patrons to place their own holds on magazine issues is optional. If you do opt to use monograph parts for magazine issues at your library, monograph part names must follow the following formatting rules:
- The year the issue was published should always be the first element of the monograph part name, including quarterly and special issues.
- Dates should be entered numerically in the order of Year, Month, Day for chronological sorting.
- Abbreviated month names should be included in parentheses after the month number to aid patrons. Abbreviations are the first three letters, with the first letter capitalized,and no period.
- Include only the first date for bi-weekly and weekly magazines that give a date range.
- Double issues of bi-weekly and weekly magazines should only use the first date and the Double issue entry
- Quarterly magazine issue names should follow the description of that magazine.
- Special issues can be named as deemed appropriate.
Format the monograph part names according to the following examples:
| Monthly magazine, January issue | 2020 01 (Jan) |
| Bimonthly magazine, January/February issue | 2020 01/02 (Jan/Feb) |
| Bi-weekly/weekly magazine, January 27 issue | 2020 01 (Jan) 27 |
| Quarterly magazine, Spring issue | 2020 Spring |
| Quarterly magazine,January/February/March issue | 2020 01/02/03 (Jan/Feb/Mar) |
| Double issue, monthly magazine | 2020 01/02 (Jan/Feb) Double issue |
| Double issue, bi-weekly/weekly magazine | 2020 01 (Jan) 27 Double issue |
| Special issue, Special Dining Issue is a bonus 13th issue of a monthly | 2020 Dining issue |
| Special issue, July issue is listed as Special Dining Issue! | 2020 07 (Jul) Dining issue |
| Special issue, bi-weekly/weekly magazine | 2020 07 (Jul) 27 Swimsuit issue |
| Bimonthly magazine, year end | 2019 12/2020 01 (Dec/Jan) |
| Bi-weekly that spans months | 2020 01 (Jan) 27 |
| Magazine issued as volumes ; no dates | Volume 365 |
| Magazine issued with volume and issue numbers ; no dates | Volume 20, Number 01 |
Note that these rules affect monograph part names only, since monograph parts are shared by all libraries. Call numbers continue to be a local decision.
Using Monograph Parts for Audiobooks #
Occasionally, some audiobooks are packaged in multiple cases due to the large number of discs included. In that case, to facilitate proper holds and transiting of the appropriate materials, monograph parts should be added for each package. If the audiobook is only ever packaged in a single container, no part should be assigned.
For consistency, proper sorting, and to avoid duplicate monograph part names, please apply the following rules and scenarios for naming monograph parts:
| Rule/Scenario | Do Use | Do Not Use |
| When discs are numbered, spell disc with a “c”, not a “k”. | Disc 1-8Disc 9-20 | |
| Use the singular form of “Disc”. | Disc 1-12Disc 13-24 | |
| For multi-title collections circulated by title on a single bibliographic record, list the individual title in the part. E.g., whole titles from The Harry Potter complete audio collectionORWhole titles from The complete Arkangel Shakespeare | Year 1, Harry Potter and the chamber of secrets Hamlet | |
| If a title is packaged in separate, named parts by the publisher and the library is using the publisher’s parts, use the provided part name and add a 500 note detailing the contents of the named part. | Volume IAND500 ‡a Volume I contains discs 1-18. Volume II contains discs 19-32. |
Using Monograph Parts for Videodiscs #
In order to facilitate a single workflow and proper holds and transiting of the appropriate materials thereby reducing hold confusion for patrons, it is critical that all videodiscs have parts associated with them. Individually issued items which are consistent on all matchpoints with the materials of the same format issued in a combo pack should be attached to the combo pack record with the appropriate part assigned. In other words, if an individually released DVD is an exact match for the DVD disc sold as part of a combo pack, catalog your holding on the combo pack record. If the individually issued items are not consistent on all matchpoints of the materials of the same format on the combo record, please enter them on separate records, assign appropriate parts, and do not attach them to the combo pack record.
For consistency, proper sorting, and to avoid duplicate monograph part names, please apply the following rules and scenarios for naming monograph parts:
| Rule | Do Use | Do Not Use |
| When discs are numbered, spell disc with a “c”, not a “k”. | Disc 1 – Blu-ray | |
| Except for “All discs”, use the singular form of “Disc”. | Disc 1-2 – DVD | |
| For videodiscs, the final portion of the part should always define format. | Season 1, All discs – DVDDisc 1-2 – Blu-ray | |
| For television series, only list the season in the part if the discs are part of a multi-season box set on a shared record. Example: Disc 1-2 from Season 4 of the complete Game of Thrones box set. Example: Disc 3-4 from the individually sold Season 2 of Star Trek | Season 4, Disc 1-2 – DVD Disc 3-4 – DVD |
| Scenario | Do Use | Do Not Use |
| Single DVD disc | DVD | |
| Single Blu-ray disc | Blu-ray | |
| Single 4K Blu-ray disc | 4K Blu-ray | |
| Single Blu-ray 3D disc | Blu-ray 3D | |
| All discs in a set split by format only. | All discs – DVDAND/ORAll discs – Blu-rayAND/ORAll discs – 4K Blu-ray | |
| All discs in multiple formats in a combo pack | Combo pack – Blu-ray/DVDORCombo pack – 4K Blu-ray/Blu-rayORCombo pack – Blu-ray 3D/Blu-ray | |
| Multiple formats AND multiple discs split by format and discs where discs are numbered. Example: An 8-disc release of a single tv series season where the show is repeated on 4 discs in two formats at a library that does not circulate full sets. | Disc 1-2 – 4K Blu-rayANDDisc 3-4 – 4K Blu-rayANDDisc 1-2 – Blu-rayANDDisc 3-4 – Blu-ray | |
| Scenario | Do Use | Do Not Use |
| Multiple formats and mixed disc counts split by format where some discs are numbered, e.g. a special edition combo pack with 2 DVDs and 1 Blu-ray. | Disc 1 – DVDANDDisc 2 – DVDANDBlu-rayORAll discs – DVDANDBlu-ray | |
| If discs are unnumbered, but belong to an ordered series, include a preface such as “Film 1” so the list will sort in order. | Film 2, Insurgent – DVD | |
| If discs in a multi-disc set are unnumbered and do not belong in an ordered series, use the disc title in the part. | Bonus content – Blu-rayAND/ORFeature film – DVDOR[Match the title of the disc] | |
| If discs in a multi-film collection have titles, are unnumbered, and do not belong in an ordered series, simply list the titles. E.g., a film from the Marilyn Monroe Collection | Some like it hot – Blu-ray | |
| For single season TV boxsets, list only the discs and format. Do not include the season. | All discs – DVDORDisc 1-2 – Blu-rayORDisc 3 – 4K Blu-ray | |
| Scenario | Do Use | Do Not Use |
| For multi-season TV collections, where the collection is broken out into separate packages, list the season and included discs before the format. | Season 1, All discs – Blu-rayORSeason 1, Disc 1-2 – Blu-rayORSeason 3, Disc 1 – DVD | |
| For multi-season TV collections, where multiple complete seasons are packaged together, list the range of seasons in each case. | Season 1-3, All discs – DVD | |
| For multi-season or multi-part TV sets with named parts breaking up seasons, list the part and provide an explanation of the contents in a 500 note. | Season 6, Part I – Blu-rayAND500 ‡a Season 6, Part I contains episodes 1-12 on 4 discs. Season 6, Part II contains episodes 13-22 on 3 discs. | |
| For multi-season TV sets with named parts breaking up seasons which are further separated, list the part, add disc numbers, and provide an explanation of the contents in a 500 note. | Season 6, Part I, Disc 1-2 – DVDAND500 ‡a Season 6, Part I contains episodes 1-12 on 4 discs. Season 6, Part II contains episodes 13-22 on 3 discs. | |
Using Monograph Parts for Items with Multiple Formats #
Occasionally, the item in hand will consist of more than one type of format. Examples of this include a book with an accompanying CD; an audiobook with a bonus DVD; a music CD with a concert DVD; and a DVD with a soundtrack music CD. If a library chooses to circulate the different components of the item separately and so assigns a barcode to each piece of the item, monograph parts should be created and assigned. In this situation, the creator of the parts should email all libraries with holdings on the record to request that they assign parts to their items, so that holds will work properly.
For consistency, proper sorting, and to avoid duplicate monograph part names, please apply the following rules and scenarios for naming monograph parts. Please note that when both formats are used in a part name, the primary format (See Items Containing Multiple Formats.) should be listed first in the part name.
| Rule/Scenario | Do Use | Do Not Use |
| DVD disc(s) with music CD | All discs – DVD/CD | |
| Blu-ray disc(s) with music CD | All discs – Blu-ray/CD | |
| DVD disc only | DVD | |
| Blu-ray disc only | Blu-ray | |
| Music CD only | CD | |
| Music CD(s) with DVD | All discs – CD/DVD | |
| Book with music CD | Book/CD | |
| Book with CD-ROM | Book/CD-ROM | |
| Book with DVD | Book/DVD | |
| Book only | Book | |
| CD-ROM only | CD-ROM |
If the item in hand is not described by any of the examples in this Procedures Guide, please create logical part names for the components of the item.