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Unit: Cataloging
Date last updated: 04/05/2019
Date of next review: April 2020 2021
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Note: RMC and the Kheel Center routinely create collection-level records for collections of mixed materials (materials in a variety of formats) and sometimes for collections of print materials. In doing so, they follow the cataloging rules published and followed by the Society of American Archivists: Describing Archives: a content standard. (Chicago: SAA, 2004). Under these rules, the title in the 245 field is understood to be a made-up title devised by the cataloger, and is not given in square brackets; the collection's date or span of dates is given in the 245 field, in a $f following the title; and there are many other differences, including the routine inclusion of a number of fields not commonly used in cataloging monographs. For details, see the Manuscript Cataloging Worksheet and Details on Fields for Use in Manuscript Cataloging in the RMC Technical Services Manual.
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All three elements of the publication statement may be included in collection-level records if appropriate. In most cases, however, because of the diversity of the material, only the date element ($c) will be recorded.
a. If the collection is finite, a single date or inclusive dates are to be used following RDA 1.9.
b. If it is expected that additional materials will be added to the collection, use the same guidelines as processing any open-entry multi-volume work.
OCLC changed their uploading criteria that made earlier CUL practices less appropriate. You will see older records that differ, but for now, In order to allow batch uploading/updating of these records into OCLC, follow these guidelines:
If the Fixed Field Type of Record is a, Language material, implying that the material is published, you must supply subfield a and b in your 264, even if just $a [Place of publication not identified] :$b [publisher not identified].
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Temporary solutions: (1) Use 264: 0: plain $c but code the Type of Record t. You can justify this by saying that although the individual pieces were published, you are cataloging the set and the set was not published. Or (2), do it the way you want tothat seems correct, and give the printout to Pam, Sarah or Gary to upload into OCLC by handupload the record into OCLC manually.
4. Physical description (300 field) containing the number of pieces in the collection at the time of cataloging (if no more to be added) or "volumes"; an indication of illustrative matter; and the range of volume sizes. Use the word "volumes" if appropriate; "pieces" or "items" is also acceptable.
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