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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, sometimes in consultation with the selectors.
Contact: Sarah Ross Laura Daniels
Unit: Cataloging
Date last updated: 07/06/2017reviewed: May 2026
Date of next review: April 2018 2027
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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.
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Elements of Collection-Level Records
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- Leader, Type of Record: a for published language materials; t for manuscript (unpublished) language materials, including typescripts or mimeographs; p for mixed materials (published and unpublished materials, or print materials and any other kind of non-print format)
- Leader Bibliographic Level = c (collection)
- Encoding Level = 7
- 008: Place of publication
- Publication Status (Note: i, inclusive dates of collection, or k, range of years of bulk of collection, are more likely than m, multiple dates)
- Date 1(yyyy); Date 2(yyyy)
- Contents
- Language
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The above tags are based on Cataloging Service Bulletin no. 53.
MARC holdings Holdings record examples:
866:41:$8 0:$a Holdings statement: 35 pieces (1978-1995)866:41:$8 0:
$a Holdings statement: papers 1-12
Barcoding and item record:
If a box, portfolio, or boards are made, barcode only the container.
Always note the number of pieces on the item record! If you request that the Bindery make a box or MM case for the collection, the box or case counts as one piece in addition to all the items that make up the actual set.
The decision to keep the item as an open entry or a closed entry should be made on the the basis of the cataloger's perception of the collection as complete or "under construction." A request for boards or a box to be made by the bindery should also state this intention. "Prepare box; additional material will be included in the future," "Make boards; additional material will be included in the future."
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If additional pieces are later added to the title, update the MARC holdings Holdings record and do any necessary editing (as is done when adding a piece to any open-entry multi-volume record; e.g., size in the 300 field, additional information in the 505 field, additional 6XX and 7XX fields)
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All three elements of the publication statement may be included in collection-level records if appropriate. In most cases, however, because of the diversity of the material, only the date element ($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.
OCLC changed their uploading criteria that made earlier CUL practices less appropriate. You will see older records that differ, but for nowIn order to allow batch uploading/updating of these records into OCLC, follow these guidelines:
If the Fixed Field Type of Record is a, Language material, implying that the material is published, you must supply subfield a and b in your 264, even if just $a [Place of publication not identified] :$b [publisher not identified].
If the Field Fixed Field Type of Record is t, Manuscript language material, implying that the material is unpublished, you may use 264: 0: without subfields a and b, just c.
If the Fixed Field Field Type of Record is p, Mixed material, current policy still seems to be that you may use 264: 0: without subfields a and b, just c.
The problem with these guidelines comes when you have materials that were published, but published in various places by various publishers. CUL used to use a 264 with just a $c and still code the Type of Record as a. OCLC no longer allows us to do it that way. (On very old records, you may see a 264 $b of "various publishers," sometimes abbreviated as "v.p." That is no longer legal).accepted practice. CUL used to use a 264 with just a $c and still code the Type of Record as a.
OptionsTemporary solutions: (1) Use 264: 0: plain $c but code the Type of Record Record t. You can justify this by saying that although the individual pieces were published, you are cataloging the set and the set was not published. Or (2), do it the way you want tothat seems correct, and give the printout to Pam, Sarah or Gary to upload into OCLC by handdo not validate the record in OCLC.
4. Physical description (300 field) containing the number of pieces in the collection at the time of cataloging (if no more to be added) or "volumes"; an indication of illustrative matter; and the range of volume sizes. Use the word "volumes" if appropriate; "pieces" or "items" is also acceptable.
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Always give a 500 note, "Title devised by cataloger."
If needed, describe the contents with a note starting "Consists of ..." or "Contains ..." or "Includes ..." using a plain 500 note or a 520:2 : Example from OCLC: "Contains the professional and personal papers of Bubbles. Includes correspondence between him and family members and associates ..."
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Formal contents notes (first indicator 0, 1 or 2) are made only in the case of collections of regular monographic material. For such collections, contents notes indicating author, title, illustrator (when appropriate), edition (when appropriate), and date of publication (when important) may be provided. Do not give subtitles unless very important. In standard made-up sets, each piece in the collection is assigned a volume number which is included in the contents note. Made-up sets of less standard material may not have numbered pieces in the 505 (see Poulty Poultry example below).
EXAMPLES:
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.
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Italian Fascist books by and about Benito Mussolini.
Mussolini, Benito, 1883-1945.
Fascism--Italy.
Italy--Politics and government--1914-1945.
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a. The cataloger may use LCSH, or FAST, or , if it is more convenient, both.
b. Subject headings assigned should be as specific as the collection warrants.
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c. Within collections there may be occasions when persons or corporate bodies are both an author or issuing body and the subject. Access should be provided through a subject heading (6XX) and a name entry (7XX).