The Bound-with Function

The "bound-with" function is used to link two or more bibliographic records representing items in one physical unit and thus containing only a single barcode. In this way all the records are linked to that barcode, allowing all the connected items to show that they are checked out, transferred to reserve, etc. The record containing the barcode is the "parent" item (normally this should be the first item in the group); other items bound-with the parent are referred to as "child" records.

This function may be used for items traditionally thought of as "bound-with", but can also be used, for example, to connect analytics with their parent item.

Before using the bound-with function, the cataloger must consider: should the item be cataloged with a single or multiple records? In some situations (such as bound pamphlets going to the stacks), a collection level record might be sufficient rather than separate records linked using the bound-with function.

Keep in mind when deciding whether to use multiple or single records: (1) in the call number browse, if the bound-with function has been used, only the parent record shows; (2) in complex situations, the bound-with display might be confusing to patrons.

Once a decision has been made to catalog a single physical item using multiple records, the Unicorn bound-with function should be used.

Creating bound-with links

A bound-with link can only be created from a call number record with copies set to NO. If a call number record is set to no copies, a special set of fields will appear in the Call Number Info box when that call number is edited.

Creating links between already existing catalog records

Currently existing records in Unicorn came from NOTIS unlinked to the item to which they are bound. Therefore they all have a call number with a copy attached to them. In order to create the link between existing records, a new call number must be added with copies set to NO and the old one subsequently removed.

1. Find and display the parent record.

2. Issue an edit item or display1 command for the call number in the parent record to which the child is to be linked. Copy the barcode (this may be a real or dummy barcode). Close the edit or display1 screen.

3. Find and display the child record. Click on the call number that is be linked.

4. Issue a create item command. Click "add Call". Enter. The child call number will be in the call number box. Unicorn will not allow you to use this call number. Revise it slightly. The beginning of the call number should be the same as the parent call number; add to the end a designation of some type (for example, "no.1," "Child 1," "fasc.1," etc.). Put NO in the copy box. Enter. Close.

5. Refresh and click on the new call number with no copies.

6. Issue an edit item command. In the Bound-with parent part of the Call Number Info box, paste in the barcode you copied in step 2. Enter. Close.

7. The bound-with link is now made. Refresh. You will see that the displayed call number is now the call number of the parent item, and a new line appears, "Bound in: ...".

8. Remove the old call number (refer this to department personnel with remove authority).

9. Make sure that both the parent and child title record contain a note recording the bound-with relationship.

Creating links from new records to an existing record

The same procedure as above is used, except when the call number record is first created, it should be created with copies NO. The steps above involving creating new and deleting old call numbers are skipped.

Editing a child record

Once the child call number has been linked to a parent record through the bound-with function, you can no longer edit it using normal methods. This is because when you click on the call number to indicate which call number you wish to edit, the edit or display1 command will assume you want to edit the parent record. A special procedure is needed to get to the child record.

1. Find and display the child record. Click on the call number for the parent record (which will say "Bound in: ..."). Issue a Display1 command. Click "bound-with" in the Options box. Enter.

2. Go to the bottom of the display screen (this will be the display screen for the parent record). You will see a box that lists the parent record with all the child records. Click on the child record you wish to edit. Issue an edit item command or display1 item command. Proceed as usual to edit. You will now be able to access the child record.

Overlay. SmartPorting over a child record

If you use the normal SmartPort procedures to overlay a record that is a child record bound to a parent record, you will overlay the parent record rather than the child record. Do not do this. Use the following procedure in this case.

1. Find and display the child record. Click on the call number for the parent record (which will say "Bound in: ..."). Issue a Display1 command. Click "bound-with" in the Options box. Enter.

2. Go to the bottom of the display screen (which will be the display screen for the parent record). You will see a box that lists the parent record with all the child records. Click on the child record you wish to overlay. Issue an edit item command or display1 item command. The child title record will appear. Proceed as usual to overlay using SmartPort. You will now be able to overlay the child record. Be cautious, though, when SmartPort informs you of the record it is about to overlay. Make sure it is the right one.

Breaking a bound-with link

There may be situations where a bound-with link needs to be broken. For example, the bound set may be taken apart and may need individual call numbers.

1. Find and display the parent record. Click on the parent call number. Issue a Display1 command. Click "bound-with" in the Options box. Enter.

2. Go to the bottom of the display screen. Look in the Bound-with box. Click on the child record you wish to unlink.

3. Issue an edit item command. Enter. Look in the Call Number Info box. Delete everything in the boxes following "Bound-with parent title:". Enter.

4. The link is now broken. You may now need to edit the call number, and will need to add a copy record to what was formerly the child call number. You may also need to edit the title record (removing references to the former binding).