Workflow for new bound-withs

The new bound-withs workflow assumes that the bound-with does not have an order with a PO Line in Alma (and consequently a holdings and an item) originating in Alma. However, if there is an existing PO Line and item record for the bound-with attached to something other than the host bibliographic record, adapt this workflow by first confirming that the POL number is linked in the item record in the “PO Line” field. Then, re-link the holdings to the host record, as the PO line will update automatically to the new bib. If the original bib record is left without holdings, and is not needed as a component bib record for the bound-with set, it can be deleted at this point.

The new bound-withs workflow also assumes that the bound-with being described has no holdings or items already representing it in Alma. See the workflow on converting a bound-with to the host-and-components structure below for information on how to handle this case.

Bibliographic description

1. Gather and prepare component bibliographic records.

   1. With bound-with in hand, look up titles in Alma IZ. In a text document, keep a list of the 245 $a and the MMS ID for each title.**

   2. If not found in IZ, search preferred WorldCat utility (OCLC Connexion/WMS); create and/or export bib records for all components of the bound-with. In a text document, keep a list of the 245 $a and the MMS ID for each title. These will be needed for recording the host record’s 774 fields.

2. In Alma, create a host bibliographic record.

   1. Create a new bibliographic record using the appropriate template record: Bound-with, Filmed-with, or Housed-with. (See “Templates display configuration” under Working with Record Templates for configuring the templates listed under “New” when creating a bibliographic record.)

   2. In the new record, fill in any square bracketed text with appropriate content.

      1. For the 245:

         1. The first title given in the host record should be the 245 $a from the first title in the bound-with or filmed-with. For a housed-with, choose as the first title any prominent component in the container.

         2. For exceptionally long titles, consider truncating to a readable length. Use cataloger’s judgement.

         3. If there are only 2 titles in the set, use the phrase “and 1 other title” at the end of the host 245 $a, instead of “and 1 others.”

         4. Example: “Multi-title microfilm reel including [title of the first work] and [N] others.” becomes “Multi-title microfilm reel including Atlas of San Antonio, Texas, 1971 and 12 others.”

      2. For each 774 field:

         1. Always use indicators 0,blank.

         2. Record $t using the contents of the component record’s 245 $a, truncating only when exceptionally long and not beneficial for differentiating from the other components. Use cataloger’s judgement.

         3. Record $w using the MMS ID for that same component record.

   3. Save the host record.

Holdings

1. Add Inventory using the holdings template appropriate to the format (books template covers nearly all non-serial bound-withs, because the holdings format mainly distinguishes single vs multiple physical items, and all bound-withs are represented by a single item record).

2. Assign a call number or accession number according to the policy for the item’s library and location. Local practices may specify using the classification of the first title, a general classification representing the whole of the bound-with, or something else entirely.

3. [Placeholder: information on copy-specific notes for the bound-with, as well as the individual components].

4. Save the Holdings record.

Item

1. Add inventory: Create a new item record.

2. Record the Item type according to the physical format (book, microfilm, etc.)

3. Record the appropriate item policy for the format and location.

4. Record any enumeration, chronology, and description elements needed for proper shelflisting.

5. Assign the barcode, which will save and close the item record.

Finishing up

1. Remember to save and release any bibliographic and holdings records in the MDE.

2. Make a note to check the record on your next workday to ensure that the job has run successfully. If successful, the component records will all show “related” holdings on their bibs in Alma for the host record. You will also be able to navigate between the host and components in Quicksearch.

   1. If there are linking issues, check the subfields and indicators in the host record 774s, as well as the component record 773s for any titles affected. If none of the records are linked, but the structure is accurate, check to confirm that the MMS Build Record Relations job has run since you first saved the records with their 773s and 774s.

Workflow for converting a bound-with from multiple holdings to host-and-components

Bibliographic description

1. Gather and prepare component bibliographic records.

   1. With bound-with in hand, look up titles in Alma IZ. In a text document, keep a list of the 245 $a and the MMS ID for each title.**

   2. If not found in IZ, search preferred WorldCat utility (OCLC Connexion/WMS); create and/or export bib records for all components of the bound-with. In your text document, add the 245 $a and the MMS ID for each title to the list. These will be needed for recording the host record’s 774 fields.

2. In Alma, create a host bibliographic record.

   1. Create a new bibliographic record using the appropriate template record: Bound-with, Filmed-with, or Housed-with. (See “Templates display configuration” under Working with Record Templates for configuring the templates listed under “New” when creating a bibliographic record.)

   2. In the new record, fill in any square bracketed text with appropriate content.

      1. For the 245:

         1. The first title given in the host record should be the 245 $a from the first title in the bound-with or filmed-with. For a housed-with, choose as the first title any prominent component in the container.

         2. For exceptionally long titles, consider truncating to a readable length. Use cataloger’s judgement.

         3. If there are only 2 titles in the set, use the phrase “and 1 other title” at the end of the host 245 $a, instead of “and 1 others.”

         4. Example: “Multi-title microfilm reel with [title of 1st work] and [N] others. becomes “Multi-title microfilm reel including Atlas of San Antonio, Texas, 1971 and 12 others.”

      2. For each 774 field:

         1. Always use indicators 0,blank.

         2. Record $t using the contents of the component record’s 245 $a, truncating only when exceptionally long and not beneficial for differentiating from the other components. Use cataloger’s judgement.

         3. Record $w using the MMS ID for that same component record.

3. Save the host record.

Holdings

1. Identify the holdings record containing the bound-with item. If none of the holdings contain an active item record, select the holdings attached to the first or primary record in the bound-with set. Relink this holdings and item to the host bib.

2. Update the holdings now attached to the host record to include any item specific information recorded across multiple holdings, such as elements of the call number or copy specific notes, if not already present. If necessary, update the permanent call number to account for information previously present on separate holdings records. Local practice example: consolidating holdings summaries from several serial microfilm records onto one holdings.

3. Save the record.

4. Delete all other holdings records representing components of the bound-with in Alma. These holdings should not have items attached to them.

Item

1. If there were no item records attached to any of the bound-with holdings, follow instructions for Adding inventory to create a new item record on the host record’s holdings.

2. Record the Item type according to the physical format (book, microfilm, etc.)

3. Record the appropriate item policy for the format and location.

4. Record any enumeration, chronology, and description elements needed for proper shelf listing. In the case of multi title serial items for a continuous range of issues, record the full range without accounting for title changes in the description.

   1. Hypothetical example: A microfilm reel which contains Cameroon post 1981-1982; Cameroon post-gazette 1982-1984. Record the description field as “1981-1984"

5. Assign the barcode, which will save and close the item record.

Finishing up

1. Remember to save and release any bibliographic and holdings records in the MDE.

2. Make a note to check the record on your next workday to ensure that the job has run successfully. If successful, the component records will all show “related” holdings on their bibs in Alma for the host record. You will also be able to navigate between the host and components in Quicksearch.

   1. If there are linking issues, check the subfields and indicators in the host record 774s, as well as the component record 773s for any titles affected. If none of the records are linked, but the structure is accurate, check to confirm that the MMS Build Record Relations job has run since you first saved the records with their 773s and 774s.

**Alternate workflow for host and components setup

Depending on cataloger preference, it may be desirable to avoid using a text document when preparing the host and components of a bound-with set. An alternate workflow is given below:

1. In Alma, create a host bibliographic record.

   1. Create a new bibliographic record using the appropriate template record: Bound-with, Filmed-with, or Housed-with. (See “Templates display configuration” under Working with Record Templates for configuring the templates listed under “New” when creating a bibliographic record.)

   2. Leave open in the MDE while the component records are gathered.

   3. [Optionally, complete the 245 field and save the record before proceeding, so that a 773 can be added to each component]

2. Gather and prepare component bibliographic records.

   1. With bound-with in hand, look up titles in Alma IZ. For each title, copy the 245 $a and the MMS ID into a 774 field in the host record, following the pattern in the template. [Optionally, also record a 773 field for the host record using the pattern: 773 0_ $a (245 $a from host record) $w (host record MMS ID)].

      1. For each 774 field:

         1. Always use indicators 0,blank.

         2. Record $t using the contents of the component record’s 245 $a, truncating only when exceptionally long and not beneficial for differentiating from the other components. Use cataloger’s judgement.

         3. Record $w using the MMS ID for that same component record.

      2. Template: 774 0_ $$t [Title 1] $$w [MSS ID]

   2. For titles not found in IZ, search preferred WorldCat utility (OCLC Connexion/WMS); create and/or export bib records for all components of the bound-with. In the MDE, add the 245 $a and the MMS ID for each title in a 774 field as in step 2.a. [Optionally, also record a 773 field for the host record using the pattern: 773 0_ $a (245 $a from host record) $w (host record MMS ID)].

3. Continue according to the appropriate workflow, starting with step 2.b.

FAQs

1. How to efficiently record 773 on each component bib. Will a job be developed that generates a placeholder bib using information from the components?
   Answer (updated 10/10/2025): At this time, adding 773 to component records is not mandatory. An optional method for doing so is included in the alternate workflow above. The Bound-with Task Force is aware of the need for a long-term solution for supplying 773 to component records. As a temporary workaround, Quicksearch or LUX can be used to quickly navigate between host and component records, as two-way linking is already functional there without 773 in the component records.

2. Is it necessary to wait until the end to create the host record? Could it be created at the beginning and have 774s added as the component records are created? (This would mitigate the need for a text file of titles and MMS IDs)
   Answer: This is a suitable alternative, up to cataloger preference. See alternate workflow.

3. How are bound-withs handled in Quicksearch for requesting purposes (both circulating materials and special collections materials in Aeon)?
   Answer: The item record for the bound-with set is attached to the holdings on the Host record. Because that one holdings is “related” to all component bib records, the request button in Quicksearch, for all components and the host, will initiate a request for that same item.

4. How would this process work for bound-with or housed-with serials, if it would work at all? We didn’t use the normal bound-with procedures in Voyager because we need holdings on each serial record to indicate which issues of each title we hold.
   Answer: There are bound serials that, due to their complexity, will have conflicts with this structure, in terms of user-friendliness. The related record linking will still work for fulfillment though. The host holdings can use 86X to specify its serial contents by title, which can be further elaborated with notes (a structure that does not conform to Z39.71 holdings statement syntax, such as 866 #0 $8 0 $a Musical quarterly: 1901-1905). However, sometimes the combination of item-level information, bound-with structure, and complex enum/chron will make a host-and-components structure more trouble than it is worth, and instead using holdings for each component could be more functional, at the cost of clean inventory management.

5. If you need to reassociate a host bound-with record to a new record for one of the components (for example, one component is being recataloged and properly belongs on a different record), if the 774 in the host record is edited, will the automatic process for linking bound-with records automatically reassociate the host record with the new component record?
   Answer: Yes. Every time the "Build MMS Record Relations" job is run, it also repairs relationships based on changes in the 774, 773, etc.

Bound-with Templates in MDE

Bound-with (Book)

Filmed-with (Microform)

Housed-with (Microfiches)

Housed-with (General)

Housed-with (Manuscript)

Housed-with (Maps)

Related documentation

Legacy Yale Policies & Procedures

Note: Legacy documentation is ILS-specific and will require substantial changes. Dominique Bourassa is contact for this.

Bound-with Procedures

• Procedure (includes instructions for filmed-with microfilms)

• Example: Print titles

• Example: Preservation Microfilm

• Optional Practice (852 $z search by call number)

• Tête-bêche (Head to Tail) Print Publications

Bound-With Procedures. Appendix. Manual Procedures

Bound-With Procedures. Appendix. Unlinking Bibliographic Records

Bound-With Procedures for Serials and Multiparts

Linking Orbis Records Using Handles

Maintenance (and New Cataloging): Use of 856 in MFHD to Link Related Records in Orbis

Major changes from Voyager/Sierra practice

• In Voyager a link is created between item and bib (Record>Link to bibliographic). In Alma, the link exists between a host bib, its holdings record, and each component bib. The linking is also no longer automatic, but instead the result of a regularly scheduled job called “MMS Build Record Relations” that establishes links and resolves changes.

• Methods involving 856 links in holdings records or notes referring to shared call numbers are still valid, but in some cases, the host-and-components structure is preferable for navigation in discovery and fulfillment.

• In Sierra, linking is done at the item level. Edit>Link to additional bib record.