Scope: Collection-level cataloging involves the creation of a single bibliographic record for groups of library materials that have been intentionally brought together at the technical processing stage. These groupings are made by the original catalogers, sometimes in consultation with the selectors.
Contact: Sarah Ross Laura Daniels
Unit: Cataloging
Date last updated: 07/06/2017 August 4, 2023
Date of next review: April 2018 2024
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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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- Leader, Type of Record: a for published language materials; t for manuscript (unpublished) language materials, including typescripts or mimeographs; p for mixed materials (published and unpublished materials, or print materials and any other kind of non-print format)
- Leader Bibliographic Level = c (collection)
- Encoding Level = 7
- 008: Place of publication
- Publication Status (Note: i, inclusive dates of collection, or k, range of years of bulk of collection, are more likely than m, multiple dates)
- Date 1(yyyy); Date 2(yyyy)
- Contents
- Language
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The above tags are based on Cataloging Service Bulletin no. 53.
MARC holdings Holdings record examples:
866:41:$8 0:$a Holdings statement: 35 pieces (1978-1995)866:41:$8 0:
$a Holdings statement: papers 1-12
Barcoding and item record:
If a box, portfolio, or boards are made, barcode only the container.
Always note the number of pieces on the item record! If you request that the Bindery make a box or MM case for the collection, the box or case counts as one piece in addition to all the items that make up the actual set.
The decision to keep the item as an open entry or a closed entry should be made on the the basis of the cataloger's perception of the collection as complete or "under construction." A request for boards or a box to be made by the bindery should also state this intention. "Prepare box; additional material will be included in the future," "Make boards; additional material will be included in the future."
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If additional pieces are later added to the title, update the MARC holdings Holdings record and do any necessary editing (as is done when adding a piece to any open-entry multi-volume record; e.g., size in the 300 field, additional information in the 505 field, additional 6XX and 7XX fields)
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Anchor B B
B. Further explanation of variable fields
| B | |
| B |
1. Main entry heading (1XX field) if appropriate
Most collection-level records will be so diverse that title main entry is likely. If a creator main entry is appropriate but the name is not represented in the name authority file, the RDA form of the name is constructed and used. Give the relationship designator if appropriate.
2. Devised title (245 field). The title of each record is to be constructed by the cataloger. If the selector has suggested a title, the cataloger may change it when processing the collection. This title should begin with the substantive elements of the collection and is generally in English, e.g., Spanish Civil War pamphlets, Manam language publications. Note: NO SQUARE BRACKETS around the devised title in RDA. Always give a matching 500 note, "Title devised by cataloger."
3. Publication statement (264 field, 1st indicator) consisting of place and publisher if available, or only dates of coverage. For unpublished resources, use 264 indicator 2=0.
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].
If the Field Fixed Field Type of Record is t, Manuscript language material, implying that the material is unpublished, you may use 264: 0: without subfields a and b, just c.
If the Fixed Field Field Type of Record is p, Mixed material, current policy still seems to be that you may use 264: 0: without subfields a and b, just c.
The problem with these guidelines comes when you have materials that were published, but published in various places by various publishers. On very old records, you may see a 264 $b of "various publishers," sometimes abbreviated as "v.p." That is no longer legal. CUL used to use a 264 with just a $c and still code the Type of Record as a. OCLC no longer allows us to do it batch upload our records when they have been done that way. (On very old records, you may see a 264 $b of "various publishers," sometimes abbreviated as "v.p." That is no longer legal). Temporary solution: do it the way you want to, and give the printout to Pam, Sarah or Gary to upload into OCLC by hand
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 that seems correct, and upload 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.
5. Notes (5XX fields)
Always give a 500 note, "Title devised by cataloger."
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c. Within collections there may be occasions when persons or corporate bodies are both an author or issuing body and the subject. Access should be provided through a subject heading (6XX) and a name entry (7XX).
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