Multi-part functionality in PINES

Monographic and Serial Parts in PINES

In order to allow holds on specific volumes in Evergreen, PINES has implemented Monographic and Serial parts functionality for print titles. This functionality links volumes in a multi-volume monograph or serial under a label assigned to each volume. These labels are distinguished from locally assigned call numbers in that they will use the same terminology and format for all PINES libraries while the locally assigned call number can still follow local rules and standards. Parts can be assigned at the time of cataloging or retrospectively. Once parts are assigned to volumes, users will be able to place a hold on a specific volume. The OPAC holdings display will automatically add a column for the part designation.

In Holdings View and other lists, you may need to add Parts with the Column Picker (make sure to Save Columns). Once added to your columns, you will then be able to see the labels.

When placing a hold on a title with multiple parts, users will be prompted to choose a part:

Once the hold is placed, the part label is displayed:

Within My Account, the part label also displays:

To view the part in the patron record in the staff client, Part needs to be displayed:

Part labels for PINES Libraries : Format and Vocabulary

For consistency across all bibliographic records, PINES libraries will use a controlled vocabulary and format for multiple part labels. Please note that these designations may differ from local practice in the call number itself. Also note that the part label need not replace the volume designation in your local call number. For example, your local call number could be 016.92 CON v.45 but the part designation will be Vol. 45. Usage of a controlled vocabulary insures that the same label is assigned to all volumes on a bibliographic record. This enables holds to be placed across all volumes with the same label.

Assigning part labels does not change local formats for call number volume designations

Format

Enter a space after the label and before the number designation: Vol. 45.

Follow numbering conventions on your title. If Roman numerals (I, II, III) are used as the part/volume designation, use them in the part designation, if Arabic numerals (1, 2, 3), use them.

If your item is a subdivision of another part designation, separate the string by commas and a space: Vol. 12, pt. 5.

Vocabulary

Use the following abbreviations only. If your title uses a term not included in this list, contact the PINES and Collaborative Projects Manager or the PINES Cataloging Specialist so that the new term can be added.

Vocabulary
Name	Abbreviation	Name	Abbreviation
Almanac	Alman.	Issue	Iss.
Appendix	App.	New Series	New Ser.
Addendum	Add.	Number	No.
Annual/Annual Collection	Annual	Parts	Pt.
Biography	Bio.	Primary Sources	Prim. Source
Book	Bk.	Publication	Pub.
Bulletin	Bull.	Schedule	Sched.
Chapter	Ch.	Season	Season
Division	Div.	Section	Sec.
Edition	Ed.	Series	Ser.
Episode	Ep.	Subsection	Subsec.
Fiscal Year	FY	Supplement	Suppl.
Index	Index	Volumes	Vol.

Dates

Dates should be entered as close to how they are indicated on the item as possible, yet still be within these standards.

If the piece has January 2, ’15, enter as Jan. 2, 2015 or Jan. 2, 1915 etc., depending on which is the correct year.

A range of dates should be entered as Jan. 2, 2015-Jan. 25, 2015 or Jan. 2, 2015-Feb. 12, 2015.

Years

Enter as four digits: 2015, 1998, 1892, etc.

Ranges of years are entered with full digits: 1991-1993, 1999-2010, etc.

If years are in Roman numerals on the item, use Roman numerals in the parts designation.

Months

Use the following abbreviations:

Months
Name	Abbreviation
January	Jan.
February	Feb.
March	Mar.
April	Apr.
May	May
June	June
July	July
August	Aug.
September	Sept.
October	Oct.
November	Nov.
December	Dec.

Managing Part Labels

Parts labels are managed under the Monograph Parts tab at the bibliographic record level. Here, they can be created, merged, and deleted.

Creating parts

If no parts have been created for a title, or you have volumes that have not had labels created for them, you will need to create them following PINES guidelines. Click on the Monograph Parts

Create needed parts by clicking on New Monograph Part. A dialog box will open for you to provide the appropriate labels for the record:

Enter the label designation and click Save:

If the dialog box does not close at save, that means that a label with the same name exists for the bibliographic record.

Once you are finished, the labels will be listed:

Another example:

Assigning Parts at Cataloging

Once all of your parts are labeled, you can begin adding volumes to the record or assign labels to existing volumes.

In Holdings View, in your normal process to add volumes, you will assign parts as you are adding volume and copies in the Volume and Copy Creator:

Proceed with creating your items and then Save & Exit.

Assigning Parts to Existing Volumes

To retrospectively assign part labels to existing volumes, first follow above directions to create labels for the parts, if necessary. Once the labels are created, go to the Holdings View tab and select the volumes for parts designation. From the Actions menu, Select Edit > Call numbers and items.

Select the appropriate label for your volume from the drop down menu:

Once you are done, click on Save & Exit.

Editing Parts

If you or someone else made an error in the label designation, you can edit it in Monograph Parts. Double click on the label to be edited. A dialog box will open. Make the needed changes and then Save. The change will propagate to all volumes assigned that label.

Merging Parts

If different part labels have been created for the same part, you can merge them so that all the volumes have the same label. In the Holdings View Tab, click on the labels to be merged, then click on the Merge Selected button. Select the correct label (prevailing item) and the merge will occur.

The change will propagate to all volumes assigned those labels.

Deleting labels

If incorrect labels exist with no attached volumes, you can delete them from the list. Choose the incorrect, empty, label and click on the Delete Selected button. The label deletes with no warning dialog.