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  Collection-Level Cataloging (LTS Procedure #1)

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 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."

If a selector suggests the grouping, he or she may suggest a title, which may be changed by the cataloger when processing the collection.

Contacts: Chew Chiat Naun

Unit: Cataloging

Date last updated: 04/14/2015

Date of next review: April 2016

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

Variable fields
  1. Geographic area code (043 field)
  2. Call number
  3. (1XX field) if appropriate
  4. Devised title (245 field)
  5. Publication statement (264 field, 1st 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 For unpublished resources give a production statement (RDA 2.7 - 264 1st indicator 0).
  6. 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.
  7. Content/Medium/Carrier
    • 336: RDA content type from Add $2 rdacontent
    • 337: RDA media type from Add $2 rdamedia
    • 338: RDA carrier type from Add $2 rdacarrier
  8. Notes (5XX fields)
  9. Subject headings (6XX fields)
  10. Added entry headings (7XX fields)
Bibliographic Level = c
Encoding Level = 7
Place of publication
Publication Status; Date 1(yyyy); Date 2(yyyy)
Contents 1, etc.

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

MARC holdings record
For example,
866:41:$8 0:$a 35 pieces (1978-1995)
866:41:$8 0:$a papers 1-12
Barcode only the box. Add number of pieces to 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)

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 relaitonship 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.

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 1=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)
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 are provided. Each piece in the collection is assigned a volume number which is included in the contents note.

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.
Communist Party of India publications
[1] CAG report on Bofors deal and Lok Sabha resignations. 1989 -- [2] Chile: popular unity against fascism. 1973 -- [3] CPI in Parliament against emergency excesses. 1977.
Do not give subtitles unless very important.
  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.
Italy--Politics and government--1914-1945.
  a. Headings from the Library's automated name and subject authority files are to be used in conjunction with Subject Cataloging  Manual:Subject Headings.

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.

  7.  Added entry headings (7XX fields)

  a. 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.
  b. 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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