X-linking is the process of linking 1 item record to more than one bibliographic record so that when a volume is checked-out, the bibliographic records of all titles in that volume (analytics) appear as checked out. The item record is created on the bibliographic record of one of the following serials (titles that govdocs x-links):
  • Y 1.1/2: Serial Set
  • Treaty Series (if we ever bind)
  • Statutes at Large (ceased x-linking in 2011 because we no longer receive records for the individual laws)

Create the bound volume item record(s)

All examples below are for the Serial Set.

  • Have student workers add date due slips (tattletape not needed since volumes are going to LASR or Case Ref Documents)
  • Retrieve the bib record for the serial title (e.g. Serial Set)
  • Add a item record(s) for the volume(s) in hand. Uses record template: gdocss Govdoc serial set project
    • v volume
    • c 086 0  Y 1.1/2:SERIAL SET
    • b barcode
    • p other info (see below)
    • ITYPE = 3
    • Status = p
  • Move item record(s) to the top of the summary list
    • In the summary screen, highlight record(s)
    • Click on Move button
    • Enter 1
  • Add public notes, as listed below

Serial Set
Insert public note that includes both congress,session and document or report number. Format: congress-session:house.type. #
  • 105-1:H.doc. #-#
  • 105-2:H.rep. #-#
  • 105-1:H.misc.doc. #-#
  • 105-1:S.exec.doc. #-#
  • 105-1:S.treaty doc #-#
Treaty Series
Insert public note for range of treaty numbers and date
  • TIAS 2171-2270 (1951)

Photocopy the table of contents for the volume you want to link

Open the item record for the bound Serial Set volume

  • From the Index drop down list on Edit Functions screen, select b for barcode and wand in barcode for the bound volume
  • In the summary display, move item record to position number 1
  • Keep this window open.

Retrieve the bibliographic record to be linked to the bound volume:

  • From the Index drop down list select g for government documents (SuDocs) number
  • Type in government document number. Use the SuDocs # stem and the congress, which retrieves a list of all publications of that type in that congress.
    • Senate docs  Y 1.1/3:
    • Senate treaty docs  Y 1.1/4:
    • Senate reports  Y 1.1/5:
    • Senate executive reports  Y 1.1/6:
    • House docs  Y 1.1/7:
    • House reports  Y 1.1/8:
  • Scroll down until you can select the title you want: e.g. Y 1.1/3:110-5
  • Check title against table of contents in bound volume.
  • Check that bib record is a full bib record, not a shipping list record
  • Missing a title? Could be a serial. Check SuDocs stem without the congress.

    Create the Link

    • Delete the item record of the bib record to be linked to the bound volume:
      • click on the summary tab
      • click on the Delete button
      • Confirm the deletion
    • From the open the item record for the bound volume
    • From the Edit menu:
      • Link to additional bib record
      • Select b # listed
    • Serial Set item record will close back to summary screen
    • Close record for the individual report you just x linked Close button or <Esc>, which returns you to the screen that lists the individual titles by SuDocs #
    • Repeat until all titles in the bound volume have been linked to bound volume item record


    • When all records in the volume have been x-linked:
      • Add the item for the bound volume to a label queue <F12>
      • write (in pencil) X-linked on the inside back cover of the bound volume.
    • Move record to the bottom of the summary screen:
      • In the summary screen, highlight record
      • Click on Move button
      • Enter the largest number
      • Close bib record

    Send to LASR

    • Copy queued items (Labels for xxx) to an empty Create List (see Adding Items to a Label Queue for a more detailed explanation)
    • Rapid Update status to available
    • Add records in the created list to LASR, location lgdoc (see LASR - Transferring Records for a more detailed explanation)
    • Put volume in grey LASR bin in mail area, or, if a large number of volumes, roll truck down to new laser shelves in Borrowing Services

    Breaking links

    When breaking links, be sure to work from the item records attached to the Serial Set bib record.
    DO NOT break the link when viewing the analytic title record.