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
Unit: Cataloging
Date last updated: 04/04/2017
Date of next review: April 2018
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.
Elements of Collection-Level Records
Further Explanation of Variable Fields
A. Elements of Collection-Level Records
Fixed fields minimum:
- 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
Variable fields:
- Geographic area code (043 field; optional)
- LC call number (050; optional, supply if needed for local CUL purposes)
- 1XX field if appropriate
- Devised title (245 field)
- Publication statement (264 field)
- Collation (300 field)
- Content/Media/Carrier, 336/337/338
- Notes (5XX fields)
- Subject headings (6XX fields)
- Added entry headings (7XX fields)
The above tags are based on Cataloging Service Bulletin no. 53.
MARC holdings record examples:
866:41:$8 0:$a 35 pieces (1978-1995)
866:41:$8 0:$a papers 1-12
Barcoding:
If a box, portfolio, or boards are made, barcode only the container.
Always note the number of pieces on the item record!
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."
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 multi-volume record; e.g., size in the 300 field, additional information in the 505 field, additional 6XX and 7XX fields)
B. Further explanation of variable fields
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.
4. Collation (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 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 (first indicator 0, 1 or 2) are made only in the case of collections of regular monographic material. For such collections, contents notes indicating author, title, illustrator (when appropriate), edition (when appropriate), and date of publication (when important) may be provided. Do not give subtitles unless very important. Each piece in the collection is assigned a volume number which is included in the contents note.
EXAMPLES:
Communist Party of the United States of America pamphlets.
[1] The American way to jobs, peace, democracy. 1954 -- [2] The constitution and by-laws of the Communist party of the United States of America. 1938 -- [3] How socialism will come to the United States. 1971 -- [4] The platform of the class struggle. 1928.
6. Subject headings (6XX fields) The assigned subject headings serve as a primary access mechanism to the majority of items represented by the collection-level record.
Italian Communist Party pamphlets.
Partito comunista italiano.
Italy–Politics and government–20th century.
Mohammad Ayub Khan pamphlets.
Ayub Khan, Mohammad, 1907-1974.
Pakistan--Politics and government.
Italian Fascist books by and about Benito Mussolini.
Mussolini, Benito, 1883-1945.
Fascism--Italy.
Italy--Politics and government--1914-1945.
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a. The cataloger may use LCSH, or FAST, or, if it is more convenient, both.
b. Subject headings assigned should be as specific as the collection warrants.
c. There is no limit to the number of subject headings that may be assigned, but a reasonable limitation should be observed.
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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 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.
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).