College Pamphlet Cataloging Project

College Pamphlet Cataloging Project

The College Pamphlet collection consists of approximately 2,197 volumes containing approximately 24,000 titles. In 1991 it was decided to disbind the volumes since it was believed that there was a high rate of duplication within the collection and with material classed elsewhere. George Miles, assisted by William Reese, reviewed all the volumes and identified those that should not be broken up due to their provenance. They also compiled a list of the provenance that needed to be traced for both bound and disbound titles. Students disbound the appropriate volumes, marking the call number and source on each title. Contents pages and selected covers were retained. Students entered the beginning of the title (disregarding initial articles) and the volume number into an Inmagic database. The disbound titles were arranged alphabetically by title followed by the bound volumes arranged by volume number.

Students then searched the College Pamphlets in order to identify duplicates that needed comparison. After completing titles that began A-Ch, it was decided that the number of duplicates actually discarded did not warrant the time being spent on searching and comparing. Instead it was decided to recatalog the College Pamphlet collection, and complete comparisons of titles for which we have more than three copies in the College Pamphlets collection. Approximately 7800 titles had records in Orbis at the beginning of the project. The quality of these records range from full level to minimal level.

The purpose of this project is to:

Create full level cataloging records in Orbis for all titles retained.
Identify and discard duplicate titles for which we have more than three copies in College Pamphlets.
Identify and catalog titles in other bound pamphlet volumes that are not in Orbis.

Workflow

1. Pull box from end of alphabetical sequence.

2. Locate charged out copies.

3. Pull all copies of title. If more than three copies, set aside for comparison and review by curator.

4. Cataloging copy found.
The cataloging assistant will catalog the title if a full level record (Leader subfield Encoding level=blank or 1) is found in either Orbis or RLIN. (See cataloging assistant workflow document for detailed instructions). Do not use acquisition, provisional, or minimal level records (fixed field Encoding Level=7 or 9). Make a quick comparison if other copies in Beinecke are found in order to verify that they are indeed the same.

5. No cataloging copy found.
Give to the cataloger to create an original cataloging record if no acceptable full level record is found. Use the guidelines in the in the Beinecke cataloging manual to create an original cataloging record.

6. College Pamphlet call numbers in Orbis.
Follow the instructions in the Orbis cataloging manual with the addition of a fourth line for the item number based on the order in which it was cataloged.

Example:

852 7 0
‡b beingen ‡h College Pamphlets ‡i [volume number [item number] ‡2 localyale

7. Marking items.
Mark the call number on the lower right corner of the last page as indicated below. If there is insufficient space then mark the call number horizontally.

Examples:
Beinecke
Library
College
Pamphlets
[vol. number]
[item number]

Beinecke Library College Pamphlets [vol. number].[item number]

8. Printouts.
Make the following printouts of the bibliographic record:

ESTC and Wing, and send to RBT. Mark call number on each printout.
Records that need a heading made for NACO. Give to cataloger.

9. Statistics.
Mark statistics as appropriate on the College Pamphlet spreadsheet.

Orbis id. – Orbis id of record created.
Original cataloging.
Copy cataloging - Created using record imported from RLIN or deriving a microfilm record.
Added title - Copies were added to an Orbis record. Usually either to a record already in Orbis or if you have multiple College Pamphlet copies.
Recon cleanup - Record for this item existed in Orbis, usually an UPRA record.
Number of vols. cataloged – Total number of volumes cataloged.

10. Card pulling.
Use printouts to pull cards from SML and Beinecke public card catalogs. The cataloger will review cards for information that needs to be added to the Orbis record such as provenance, reclass notes, or added copies.
As of December 11, 2000 we will no longer pull cards from the Public Catalog in SML. Most of the additional information that the project added were additional SML/MUDD copies that will be converted by SML's retrospective conversion project.

11. Physical processing.
Students or cataloging assistant will:

Stamp each volume
Erase the title on top of folder and remark the call number in upper right corner of the folder
Shelve upstairs in volume number order.

12. Duplicates.
If a title is identified for discard:

Update the College Pamphlet database. In the notes field make the note: Discarded [month]/[year]

Add a ‡x indicating which copies were discarded to the 852 of the holdings record to the Orbis record for the volume(s) that were kept indicating which copies were discarded. Example: ‡x: College Pamphlets 222 & 1555 were discarded.

Note in statistics the number of volumes discarded.

Put downstairs with the other discards.

BEWARE of:

Multiple titles still bound together. Sometimes a mistake, sometimes done because of condition.
Pages left with either the preceding or the following title. (e.g. ads., half-titles, charts)

Useful sources of information.

College Pamphlet database.
The table of contents and indexes to each volume that was disbound are in the interlevel.
The two volume ms. catalog of the College Pamphlets in the Beinecke lobby.

Beinecke Rare Book and Manuscript Library, Yale University
Contact: E.C. Schroeder <edwin.schroeder@yale.edu>
Last revised: 6/4/2002
URL: http://www.library.yale.edu/BeinCatM/appendix/outline.html