Background: Certain collected works sets in SML are analyzed (see the list in the Wiki) while others are not. This project will add to the sets that are analyzed. The goal is improve ease and efficiency of finding specific works within a given composer’s set.
This will be an ongoing project, to be fit into existing cataloging workflows as time and other priorities permit.
Preliminaries
There is a spreadsheet in a shared folder in Box listing collected works not currently analyzed. This list is not complete—it represents a starting point. However, if I missed your favorite composer or a set you think should be included in this first phase, feel free to add it to the list.
To claim a set, log in to Box, open the spreadsheet, find a set on which you want to work, and enter your initials in the Cat. initials column. This will prevent two or more catalogers working on the same set simultaneously.
Retrieve volumes from the stacks. For larger sets (e.g., Bach Neue Ausgabe, Mozart Neue Ausgabe), limit the number of volumes you take to those you expect to catalog within a day (or other unit of time). This will allow the other volumes in the set to be available for use.
Procedure
Log in to Alma and retrieve the record for the set.
Open a Word document. You are going to formulate a 773 linking field, which you will enter in each analytic record in the set. Alma uses this field to link the analytic records to the set record.
From the Alma set record, copy the title proper (245 $a) from the set record. Include any initial article.
Paste the title in your Word document, preceded by subfield $$t
$$t Neue Ausgabe sämtlicher Werke
Copy the Alma MMS ID number for the set record. Paste it into your Word document, preceded by subfield $$w
$$t Neue Ausgabe sämtlicher Werke $$w 9915340243405216
In Alma, navigate to the list of items and note how the volume designations are formatted. In the 773 field, a volume number must be entered exactly as it appears in the enumeration field of the item record. This includes any and all associated captions (e.g., Bd., Ser., v., vol.). Any variations in spacing or other elements will result in failure of the linking process.
Enter the volume designation in your Word document, preceded by subfield $$g no:
$$t Neue Ausgabe sämtlicher Werke $$w 9915340243405216 $$g no: I/1 [Note the colon following no, and the space following the colon]
Save your Word document anywhere on your computer. It will be helpful to have this file open as you work on the set.
In Connexion, search for copy for an individual volume.
Follow your usual cataloging procedures, correcting errors and/or adding missing data as necessary. Ensure access points are appropriate and up to date.
Generally, do not upgrade AACR2 records to RDA unless there is a compelling reason to do so. Use judgment.
Optionally, run the Music Toolkit macro to add medium of performance terms (field 382) and genre/form terms (field 655) if they are not already present. Be sure to check each field for any needed adjustments. You may also add field 348 for format of notated music and/or form of musical notation as needed.
Update the record.
Make any needed local edits to the record, such as removing FAST and non-English language subject fields (6XX), 776 fields, 856 fields, etc.
Export the record to Alma.
In Alma, search for the analytic record and open it in the Metadata Editor.
You will not create holdings or item records on the analytic record. (All holdings and item records will remain on the set record.)
In the analytic record, add a 773 field.
Set first indicator to 0.
Copy the data from your Word document and paste into the 773 field. Be sure to enter the correct volume number.
773 0 $$t Neue Ausgabe sämtlicher Werke $$w 9915340243405216 $$g no: I/1
If more than one volume must be linked to the set record, add a separate 773 field for each.
Example: A score with critical commentary
773 0 $$t The collected works of Josquin des Prez $$w 99245343405216 $$g no: v. 4
773 0 $$t The collected works of Josquin des Prez $$w 99245343405216 $$g no: Suppl. v. 4
Example: A score in 3 volumes
773 0 $$t Sämtlicher Werke $$w 9949150253405216 $$g no: Bd. 11a
773 0 $$t Sämtlicher Werke $$w 9949150253405216 $$g no: Bd. 11b
773 0 $$t Sämtlicher Werke $$w 9949150253405216 $$g no: Bd. 11c
A link between the analytic record and the set record will be created in an automated process that runs overnight. Check the record the next day to confirm that the link was created.
A green checkmark in the Related Record column indicates that the link was made.
The holdings of the set record should also appear in the Item Availability column of the analytic record.
Return cataloged volumes either to the re-shelving area behind Circulation or to the stacks.
When all of the currently held volumes of a set have been cataloged, enter Yes or Y in the Completed column of the spreadsheet.
Created October 30, 2023
Alan Ringwood