Yale University Library Catalog Department
Local Headings Task Group Report


Introduction  Collection tracings  Imprint tracings   Subject tracing of non-subject names  Chronology tracings  Non-standard subject headings  Form/genre headings  Hybrid headings

Collection tracings

Collection tracings have been assigned by various units at Yale to provide an access point through which a group of catalog records may be searched and retrieved.

Collection headings have been used primarily

a. Area tracings

Headings intended to provide access to materials of interest to area studies, distinguished by year and month cataloged. Uses a combination of formatted acronyms and dates in field 630:04 (Subject added entry--uniform title; source not specified). Complete list of area tracings used in Yale cataloging:

630:04: afr [yy mm] = Africana
630:04: ea [yy mm] = East Asian
630:04: jud [yy mm] = Judaica
630:04: la [yy mm] = Latin American
630:04: nea [yy mm] = Near Eastern
630:04: sa [yy mm] = Southeast Asian
630:04: see [yy mm] = Slavic & East European
 

b. Format-related materials (RBT)

Headings intended to group materials related by a format/area combination or era that otherwise would not be so grouped. Uses field 650:4 (Subject added entry--topical term; source not specified). List of these materials related by format used by the Rare Book Team:

650:4: Brit Tracts y [yyyy]
650:4: Euro Tracts y [yyyy]
650:4: Lat Amer Tracts y [yyyy]
650:4: Incunabula in Yale Library.
 

c. Collection names (Divinity)

The following has recently been suggested although not yet implemented for headings intended to group related materials that otherwise would not be so grouped. Proposes field 690:4 (Local subject added entry--topical term; source not specified).

690:4: World Christianity Old Day Collection 1926
690:4: World Christianity Union Collection 1997
 

d. Project tracings

Headings intended to identify catalog records created during the course of a particular project or activity. Uses field 630:04 (Subject added entry--uniform title; source not specified).

630:04: NEH British History Preservation Project - 1997
 
Present practice 630:04: [areayy mm] (Area tracings) 
650:4: [Area/format] y [yyyy] (Format-related materials) 
690:4: [Collection name yyyy] (Collection names) 
630:04: [Project name - yyyy] (Project tracings)
Examples 630:04: see97 10 (Area tracing) 
650:4: Brit Tracts y 1685 (Format-related material) 
690:4: World Christianity Old Day Collection 1926 (Collection name) 
630:04: NEH British History Preservation Project - 1997 (Project tracing)
Advantages
  • In current use
  • Can be retrieved with subject and keyword searches
Disadvantages
  • Neither subjects nor uniform titles/topical terms--do not conform to defined contents of fields 630/650/690
  • Not readily identifiable as local tracings
  • Derived into other libraries' cataloging copy through the utilities
Authority control implications
  • Fields 630/650:x4 not subjected to automated authority control processing
  • Field 690:4 subjected to automated authority control base file processing
 
 
 Alternative 1

Uses field 695:04 (Local subject added entry--uniform title; source not specified). Although these data are not usual uniform titles, they can be considered local uniform series titles, and generally are more like uniform titles than they are like other local subject added entry tracings, such as topical terms.
 
 
Alternative 1 695:04: [areayy mm] (Area tracings) 
695:04: [Area/format] y [yyyy] (Format-related materials) 
695:04: [Collection name] y [yyyy] (Collection names) 
695:04: [Project name] y [ yyyy] (Project tracings)
Examples 695:04: see97 10 (Area tracing) 
695:04: Brit Tracts y 1685 (Format-related material) 
695:04:World Christianity Old Day Collection y 1926 (Collection name) 
695:04: NEH British History Preservation Project y 1997 (Project tracing)
Advantages
  • Readily identifiable as a local tracing
  • Can be retrieved by subject and keyword searches
  • Retains same search key as current practice
  • Not derived into other libraries' cataloging copy through the utilities
  • Would require only minimal change in current practice
Disadvantages
  • Neither a subject nor a uniform title--does not conform to defined contents of field 695
  • Would require change in current practice
Authority control implications Field 695 not subjected to automated authority control processing
 
 
Alternative 2

Uses field 653 (Index term--uncontrolled). Although this field is normally used for keyword access to a document's contents, the definition of the field ("This field contains index terms that are not derived from a controlled subject heading system/thesaurus") does not prohibit its use in this manner.
 
Alternative 2 653:: [areayy mm] (Area tracings) 
653:: [Area/format yyyy] (Format-related materials) 
653:: [Collection name yyyy] (Collection names) 
653:: [Project name - yyyy] (Project tracings)
Examples 653:: see97 10 (Area tracing) 
653:: Brit Tracts 1685 (Format-related material) 
653:: World Christianity Old Day Collection 1926 (Collection name) 
653:: NEH British History Preservation Project - 1997 (Project tracing)
Advantages
  • Standard use of MARC--data may fit the field definition and purpose
  • Would require minimal change in current practice
Disadvantages
  • Not currently indexed in Orbis
  • Not readily identifiable as a local tracing
  • Derived into other libraries' cataloging copy through the utilities
  • Would require change in current practice
Authority control implications Field 653 not subjected to automated authority control processing
 

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Prepared by DJ Leslie on 16 January 1998

For comment, reply to Deborah J. Leslie
deborah.leslie@yale.edu
(203) 432-8377
(203) 432-7231 (fax)
Rare Book Catalog Librarian
Sterling Memorial Library
Yale University
PO Box 208240
New Haven, CT 06520-8240
http://www.library.yale.edu/~djleslie/collection.htm