Collection-Level Cataloging

Collection Level Records
(Approved for use April 4, 2001)

Introduction to Collection-Level Cataloging

Introduction to collection level cataloging
Collection-level cataloging involves the creation of a single bibliographic record for materials randomly accumulated over time or for materials acquired as a group. These collections are usually formed by or around a person, family, corporate body, or subject, and may be from a common source. This material may be individual volumes, bound together or housed in pamphlet boxes or gaylords. Collection level records may be created for material classed either together or separately. For example: XXXX

There are five locally defined categories for creating collection level catalog records. Generally Beinecke Technical Services will provide instructions. However a cataloger may create a collection level record if they think it is appropriate. The material in these collections may have no organization or may be arranged by author, title, subject, date of publication, or other organizing element.

Analytics as discussed elsewhere in this manual are generally not applied to this type of material. For collections that are analyzed add the appropriate note to the notes field of the copy statement.

Historic note: Previously, Beinecke Library referred to these collections "Pamphlet boxes."

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Category 1 - Not analyzed

Scope
Pamphlet Boxes that receive Category 1 cataloging are the most common type of pamphlet box in Beinecke. Category 1 pamphlet boxes consist of pamphlets, clippings, exhibition catalogs, periodicals, and other types of ephemeral material that do not require contents notes or title tracings and do not warrant separate bibliographic records for individual pieces. Once the record for the box is created, Beinecke Technical Services can add material directly to the box without sending it to the Rare Book Team.

Call number and marking.
Apply an appropriate call number based on the collection for which the collection-level record is being prepared. Make certain each item is marked with the appropriate call number. Pamphlet boxes for the General Collection receive a serial call number.

Elements. The elements of a cataloging record for a Category 1 pamphlet box are:

**Fixed fields**
Other fixed fields are system generated, or contain default values.

*Leader:*
Bibliographic Level	c
Encoding Level	7

008:

Place of Publication	xx
Language	"blank"
Publication Status	n
Date 1 (yyyy)	"blank"
Date 2(yyyy)	"blank"

**Variable fields**
043:	Do not make.
1XX:	Make if appropriate.
245	The title of each record is constructed by the cataloger. This title begins with the substantive elements of the collection, is in English, and is enclosed in square brackets. [Periodicals with contributions by Ezra Pound]. [Minor publications of the Grabhorn Press]. [Clippings, pamphlets, and periodicals by and about Samuel Coleridge].
260	Do not make.
300	Use v. in ‡a since the number of boxes could change. Do not give ill. or size.
5XX	In general do not create notes.
6XX	Assign subject headings as specific as the collection warrants. E.g. [Pamphlets by and about Nathaniel Hawthorne] 1. Hawthorne, Nathaniel, 1804-1864.
655	Do not make.
7XX	Make if appropriate.

Example

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Category 2 - Partially analyzed

Scope
Category 2 pamphlet boxes consist of pamphlets, clippings, exhibition catalogs, periodicals, and other types of ephemeral material that do not require contents notes or title tracings. However in Category 2 pamphlet boxes, some items receive individual catalog records. Once the record for the box is created, Beinecke Technical Services can add material directly to the box without sending it to the Rare Book Team. Items requiring a separate catalog record are sent to the Rare Book Team.

Call number and marking.
Apply an appropriate call number based on the collection for which the collection-level record is being prepared. Make certain each item is marked with the appropriate call number; add an item number when instructed. Pamphlet boxes for the General Collection receive a serial call number.

Elements. The elements of a cataloging record for a Category 2 pamphlet box are:

**Fixed fields**
Other fixed fields are system generated, or contain default values.

*Leader:*
Bibliographic Level	c
Encoding Level	7

008:

Place of Publication	xx
Language	"blank"
Publication Status	n
Date 1 (yyyy)	"blank"
Date 2(yyyy)	"blank"

**Variable fields**
043	Do not make.
1XX	Make if appropriate.
245	The title of each record is constructed by the cataloger. This title begins with the substantive elements of the collection, is in English, and is enclosed in square brackets. [Periodicals with contributions by Ezra Pound]. [Minor publications of the Grabhorn Press]. [Clippings, pamphlets, and periodicals by and about Samuel Coleridge].
260	Do not make.
300	Use v. in ‡a since the number of boxes could change. Do not give ill. or size.
5XX	In general do not create notes.
6XX	Assign subject headings as specific as the collection warrants. E.g. [Pamphlets by and about Nathaniel Hawthorne]. 1. Hawthorne, Nathaniel, 1804-1864.
655	Do not make.
7XX	Make if appropriate.

**MFHD**
852 ‡x nonpublic note field	Add the note: partially analzyed

Example

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Category 3 - Full level collection level cataloging

Scope
On very rare occasions a pamphlet box will receive full collection level cataloging. This category is primarily used for narrowly focused collections of limited size, to which few if any additional items will be added. In these situations material is usually subject oriented, and the record includes a contents note and/or title tracing for each item in the collection; Technical Services provides instructions. Material added to these collections is sent to the Rare Book Team.

Call number and marking.
Apply an appropriate call number based on the collection for which the collection-level record is being prepared. Make certain each item is marked with the appropriate call number. The item may or may not be numbered by Technical Services and is not included in the catalog record. Numbering is required if individual pieces have provenance that needs to be recorded.

Elements. The elements of a cataloging record for a Category 3 pamphlet box are:

**Fixed fields**
Other fixed fields are system generated, or contain default values.

*Leader:*
Bibliographic Level	c
Encoding Level	"blank"

008:

Place of Publication	If all items were published in a single country (or state, province, etc.) the code for that country is given. If the items were published in multiple countries, the code "vp" is given.
Language	Give the language code for the primary language of the collection. If no language is primary, give the language that files first in English alphabetic order.
Publication Status	Give either s (single date of publication) or m (multiple dates of publication).
Date 1 (yyyy)	Provide the single or first date from the 260 field.
Date 2(yyyy)	If the 260 field shows inclusive dates, give the second date in DT/2.

**Variable fields**
043	Give if appropriate.
1XX	Make as appropriate.
245	The title of each record is constructed by the cataloger. This title begins with the substantive elements of the collection, is in English, and is enclosed in square brackets. [Periodicals with contributions by Ezra Pound]. [Minor publications by the Grabhorn Press]. [Clippings, pamphlets, and periodicals by and about Samuel Coleridge].
260	In most cases only the ‡c will be recorded. Give either a single or inclusive date. (e.g. 1984; 1935-1975)
300	Extent: give the number of items in the collection. Illustrations: generally do not make. Size: Give the range of the items in the collection. (e.g. 19-30 cm.)
5XX	Give pertinent notes when important for the collection. Formal contents notes are generally made only when name/title added entries are not made. When making analytical added entries without a contents note, make the following 500 note: Analytical added entries made for individual titles. Make appropriate contents notes. Full contents include author, title, illustrator, edition, and the date of publication.
6XX	Assign subject headings as specific as the collection warrants.
655	Apply appropriate form/genre headings.
7XX	If a contents note is not made, add an analytical author-title added entry heading for each volume in a collection of regular monographic material. Add a subfield f (date) if the pieces have different publication dates. Format the date in the subfield f as it would be formatted in monographic cataloging, with square brackets and question marks as appropriate.

**MFHD**
852 ‡x nonpublic note	Add the note: analytical a.e.

Example

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Category 4 - Fully analyzed

Category 4 Pamphlet boxes consist of pamphlets, clippings, exhibition catalogs, periodicals, and other types of ephemeral material that are classed under one call number. In addition to the collection level record, separate catalog records are created for each item. Items for these boxes are sent to the Rare Book Team for the creation of bibliographic records. Examples of this type are the collection of speeches in the Western Americana Collection relating to the annexation of Texas to the United States in 1836 (Zc52 836ao) or the publications of the Johnsonians (Im J637 +1)

Call number and marking.
Apply an appropriate call number based on the collection for which the collection-level record is being prepared. Make certain each item is marked with the appropriate call number; add an item number when instructed. Pamphlet boxes for the General Collection receive a serial call number.

Elements. The elements of a cataloging record for a Category 4 pamphlet box are:

**Fixed fields**
Other fixed fields are system generated, or contain default values.

*Leader:*
Bibliographic Level	c
Encoding Level	7

008:

Place of Publication	xx
Language	"blank"
Publication Status	n
Date 1 (yyyy)	"blank"
Date 2(yyyy)	"blank"

**Variable fields**
043	Do not make.
1XX	Make if appropriate.
245	The title of each record is constructed by the cataloger. This title begins with the substantive elements of the collection, is in English, and is enclosed in square brackets. [Periodicals with contributions by Ezra Pound]. [Minor publications by the Grabhorn Press]. [Clippings, pamphlets, and periodicals by and about Samuel Coleridge].
260	Do not make.
300	Use v. in ‡a since the number of boxes could change. Do not give ill. or size.
5XX	In general do not create notes.
6XX	Assign subject headings as specific as the collection warrants. E.g. [Pamphlets by and about Nathaniel Hawthorne]. 1. Hawthorne, Nathaniel, 1804-1864.
655	Do not make.
7XX	Make if appropriate.

**MFHD**
852 ‡x nonpublic note	Add the note: fully analyzed

Example

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Category 5 - CLOSED PAMPHLET BOXES

Scope
Occasionally a pamphlet box is created to which nothing is added. Usually this type of pamphlet box contains material from a single source. The individual items in this type of pamphlet box may be described in a contents note, author/title added entries, a finding aid, or not at all.

Call number and marking.
Apply an appropriate call number based on the collection for which the collection-level record is being prepared. Make certain each item is marked with the appropriate call number. Each item may or may not be numbered by Technical Services and is not included in the catalog record.

Elements. The elements of a cataloging record for a Category 5 pamphlet box are:

**Fixed fields**
Other fixed fields are system generated, or contain default values.

*Leader:*
Bibliographic Level	c
Encoding Level	7

008:

Place of Publication	If all items were published in a single country (or state, province, etc.) the code for that country is given. If the items were published in multiple countries, the code "vp" is given.
Language	Give the language code for the primary language of the collection. If no language is primary, give the language that files first in English alphabetic order.
Publication Status	Give either s (single date of publication) or m (multiple dates of publication).
Date 1 (yyyy)	Provide the single or first date from the 260 field.
Date 2(yyyy)	If the 260 field shows inclusive dates, give the second date in DT/2.

**Variable fields**
043	Give if appropriate.
1XX	Make if appropriate.
245	The title of each record is constructed by the cataloger. This title begins with the substantive elements of the collection, is in English, and is enclosed in square brackets. [Periodicals with contributions by Ezra Pound]. [Minor publications by the Grabhorn Press]. [Clippings, pamphlets, and periodicals by and about Samuel Coleridge].
260	In most cases, because of the diversity of the material, only the ‡c will be recorded. Give a single or inclusive date if possible. (e.g. 1984; 1935-1975)
300	Extent: if appropriate give the number of items in the collection Illustrations: generally do not make. Size: Give the range of the items in the collection. (e.g. 19-30 cm.)
5XX	A contents note that includes each item in the collection may be made. Make as full as appropriate.
6XX	Assign subject headings as specific as the collection warrants.
655	Generally do not make.
7XX	Generally do not make.