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These groupings are made by the original catalogers, sometimes in consultation with advice from the selectors. At that time 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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A. Elements of Collection-Level Records

Fixed fields minimum: 

1. Leader Bibliographic Level = c (collection)
2. Encoding Level = 7
3. 008: Place of publication
4. Publication Status (Note: "i," inclusive dates of collection, or "k," range of years of bulk of collection, are more likely than "m," multiple dates)
5. Date 1(yyyy); Date 2(yyyy)
6. Contents
   
7. Language

Variable fields:

1. Geographic area code (043 field: optional)
2. Call number
3. LC call number (050; if needed for local CUL purposes
   
4. (1XX field ) if appropriate
5. Devised title (245 field)
6. Publication statement (264 field, 1^st indicator=1) consisting of place and publisher if available or only dates of coverage. For unpublished resources give a production statement (RDA 2.7 - 264 1st indicator 0).
   
7. Collation (300 field) containing the number of pieces in the collection at the time of cataloging (if no more to be added) or an indication of illustrative matter, and the range of volumes sizes.
   
8. Content/MediumMedia/Carrier
9. 336: RDA content type from 6.9.1.3. Add $2 rdacontent
10. 337: RDA media type from 3.2.1.3. Add $2 rdamedia
338: RDA carrier type from 3.3.1.3. Add $2 rdacarrier, 336-337-338
11. Notes (5XX fields)
12. Subject headings (6XX fields)
13. Added entry headings (7XX fields)

Leader Bibliographic Level = cEncoding Level = 7

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1. )

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The above tags are based on Cataloging Service Bulletin no. 53.

MARC holdings record examples:

For example,866:41:$8 0:$a 35 pieces (1978-1995)

866:41:$8 0:$a papers 1-12

Barcoding Barcode :

If a box or boards are made, barcode only the box or boards.

Always note the . Add number of pieces to on the item record (will not circulate)Barcode each piece from boards. Create supporting item records (will circulate individually)

New pieces:

If additional pieces are later added to the title, update the MARC holdings record and do any necessary editing (as is done when adding a piece to any open-entry multivolume record; e.g., size in the 300 field, additional information in the 505 field, additional 6XX and 7XX fields)

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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 relaitonship relationship designator if appropriate.

2. Devised title (245 field). The title of each record is to be constructed by the cataloger. 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, give a statement (RDA 2.7 - 264 field indicator 1use 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.

4. Collation (300 field) containing the number of pieces in the collection at the time of cataloging
(if no more to be added) or v., an indication of illustrative matter, and the range of volumes sizes

5. Notes (5XX fields)

  Always give a 500 note, "Title devised by cataloger."
Pertinent notes may be given when judged important for the collection.  Formal contents notes are made only in the case of collections of regular monographic material. For such collections, full contents notes indicating author, title, illustrator (when appropriate), edition (when appropriate), and date of publication (when important) are provided. Each piece in the collection is assigned a volume number which is included in the contents note.

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7. Added entry headings (7XX fields)

a. If an added entry heading is appropriate but the name is not represented in the LC Name Authority file, the RDA form of the name is constructed and used. Give relationship designators as appropriate.

b. An analytical 7XX 12 author-title heading may be provided for all or some of the volumes in a collection of regular monographic material, subject to cataloger's judgment. Obvious name and title access points should be provided for other collections. If an added entry heading is appropriate but the name is not represented in the LC Name Authority file, the RDA form of the name is constructed and used. Give relationship designators as appropriate.considered unusually important, it is possible to give both a controlled access point (7XX 12) and an uncontrolled access point (740 02) for the same title.

cb. Within collections there may be occasions when persons or corporate bodies are both the author or issuing body and the subject. Access should be provided through a subject heading (6XX) and an name entry (7xx).

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