Collection Level Records
(Approved for use April 4, 2001)
Introduction
With the publication in 2007 of DCRM(B), standard rules for creating collection-level records for Special Collections materials first became available. Previously, collection-level records for Beinecke materials were primarily used for “Pamphlet Boxes” of ephemera deemed not to require item-level cataloging. Bibliographic records for these collections vary in depth of description and access. Some are ‘open’ collections, treated as continuing resources with a serial call number, to which material can be added directly by Beinecke Technical Services, without having to go through the Rare Book Team. Materials in “Pamphlet Boxes” also could be partially or completely analyzed.
Since 2010, collection-level records, created according to Appendix B of DCRM(B), are being used at the Beinecke to provide at least basic access to otherwise ‘hidden collections’ of materials in the backlog, where current priorities and resources do not permit immediate, item-level cataloging. Materials in these collections may include substantial monographs in addition to ephemera and individual serial issues. As with the “Pamphlet Box” records, these may vary in depth of description and extent of access provided. Again, some or all of the items in the collection could have, or be intended to receive, item-level cataloging: minimal-, core-, or full-level. Alternately, access to individual titles may be provided within the collection-level record via a 7XX field.
Historic note: Previously, Beinecke Library referred to these collections "Pamphlet boxes."
Record Creation
General Policies
Determine the depth of description and access for the collection. Once this has been determined, follow the rules provided in Appendix B of DCRM(B) for the fixed and variable fields used.
Consult with the Head of Technical Services and the appropriate curator concerning any special requirements or particular exclusions for notes or tracings for a given collection.
Decisions:| 1XX | Use the optional ‡e collector (per MS Unit practice). |
| 545 | Do not use if the collector is a well-known figure (e.g., Thornton Wilder does not require a biographical note, but a brief one for Henry Raup Wagner could be useful). |
| 600 | Do not create for the collector, unless there is material about the collector. |
| 7XX | Use the optional ‡e collector (per MS Unit practice). |
Minimal-level records
At the minimum, supply the appropriate fixed fields (see DCRM(B) Appendix B) and the following variable fields:
| 245 | |
| 260 | For a range of dates |
| 300 | Preferable for number of items or an approximate count, otherwise for number of boxes |
| 6XX | Assign at least 1 subject |
100 1 ‡a Wordsworth, William, ‡d 1770-1850. 245 1 ‡a [Miscellaneous pamphlets by about William Wordsworth] 300 ‡a v. ‡c 26 cm. 600 1 0 ‡a Wordsworth, William, ‡d 1770-1850.
Collections receiving more in-depth treatment
The following notes and fields should be