X-Linking Procedures
Analyzed Sets

Overview

INNOPAC allows the same item record, complete with its current checkout information and status, to display under more than one bibliographic record; in other words, the item record is "linked" to more than one record. This allows a patron viewing the cover record for an analyzed set to see the same status information for a particular item as they would see if viewing the analytic record for that volume. In order to do this, it is necessary for the cataloger to manually "link" the item record to any bibliographic records other than the one in which it was originally created.

Because analytic records will include the volume number in the call number, and the cover record will not, it is necessary to bypass the 050/090/099 call numbers entirely by entering an item call number in each item record to be x-linked, so that it will display correctly under both records. This also means that volume fields should not be used in the item records. The copy number field can be used without problems, and should not be included in the item call number.

This will make keeping track of the order of item records difficult when viewing them from the cover record (since INNOPAC does not display item call numbers in the "summary" display). For this reason you may want to temporarily add "dummy" volume fields while x-linking as described below. If you do, be sure to remove any such "dummy" volume fields after finishing x-linking and updating records!

Note: If you are x-linking an entire set from scratch, it is much easier if you link the analytic records in volume number order (i.e., start with volume 1, then 2, 3, etc.), not necessarily the order in which they display under call number in the PAC.

Procedures

This assumes that there is already a cover record for the set, and that you have exported one or more analytic records into INNOPAC complete with item records. Check that BCODE1 in the cover record equals "m"; if not, refer the situation to the Serials Cataloger.

1. Update the cover record for the set as follows:
• Update the holdings statement.
• Update the contents note if necessary.
• If the record does not currently have a 910 field containing an "xl" code, add it. The code "xl" indicates that the record has items x-linked to it, but that this is not the "master" record for those records (i.e., they were not originally created under this record).
• Make a note of the record number (.b-------) and call number of the cover record, as well as the form of numbering.
• Note whether the cover record already has more than 4-5 item records attached, or will once you finish x-linking records to it; or
• If the cover record only had one item record attached, with no volume field (i.e., a "dummy" item record present only so that the call number would display), delete it.
• Save and exit from the cover record.


2. Update each analytic record as follows:
• If the analytic record does not already have a 910 field containing an "mx" code, add it. The code "mx" indicates a "master" record, i.e. that the item records attached to this record were originally created in it, not x-linked to it.
• Add an item call number to the item record, including all volume information. Compress the volume information in the same way as if you were creating a volume field (i.e., do not leave a space between the volume designator and the volume number, and do not include commas between parts of a multi-part volume number. If you need a period at the end of the call number (for example after the word "Suppl") you will need to include it.

To add an item call number to an item record, enter: ic[five spaces][the item call number]<Enter>

• If there are (or will be) more than 4-5 item records linked to the cover record, you may find it difficult to reorder the x-linked records when you return to the cover record, since the summary display in database maintenance mode does not show item call numbers and the "patron view" in this mode only displays a maximum of 5 items. You may want to temporarily add a "dummy" volume number to the item to make getting the items in order easier later on. If you do so, be sure that you delete these dummy volume numbers after you have finished editing the cover record (see below).
• Press "x" to begin the x-linking process, and confirm that you want to save the changes made.
• You will be prompted "What additional BIBLIOGRAPHIC record do you want to link to?" Type a period (the system will then prompt you with ".b_______") and the record number of the cover record which you are linking to.
• The cover record will display, along with a prompt such as "Link i21928101 to b12345672 ? (y/n)". Answer "y" to confirm the x-linking.
• If there is more than one item record attached to the analytic record, repeat the process as needed.

You may find it useful to write or print out a list of all existing analytic volumes, arranged in order by volume number, which you can check off as you go.

3. If you are linking items to the cover record out of numerical sequence, you will need to return to the cover record and restore the correct display order as follows:
• Call up the cover record.
• Display the summary of holdings by pressing "s".
• Correct the order of the item records as needed by using the "Z" (Move records) command. If you have a large number of item records this will be much easier if you added "dummy" volume numbers during the x-linking process as described above.
• Remove any "dummy" volume fields added before saving the record!



4. Call up the cover record in public mode and check the item listings for:
• Correct order, including any copy numbers present;
• Location;
• Consistent volume designators; and
• Status.

Return to the cover record in database maintenance mode and correct any problems found, until the cover record displays correctly in public mode.