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Collection-Wide Cataloging Guidelines !Needs Review!


Special Collections primarily uses Anglo-American Cataloging Rules (2nd ed.) (AACR2) with the Library of Congress Rule Interpretations (LCRIs) or Descriptive Cataloging of Rare Materials (Books) and (Serials).  However, in some instances the library uses other codes (generally supplements to AACR2) which are more appropriate, such as DACS for collection level records for archives and manuscripts. Listed below are types of materials the library collects and organizes with the appropriate descriptive cataloging code to use.

Type of Material Descriptive Cataloging Level and Code Used
Pre-1601 imprints Books use DCRM(B): add $e dcrmb to 040 ; serials use DCRM(S): add $e dcrms to 040
1601-1800 imprints Books use DCRM(B): add $e dcrmb to 040 ; serials use DCRM(S): add $e dcrms to 040
1801-present imprints AACR2 or follow BSR for Rare Books adapted for UCSD and add $e dcrmb to 040
Collection level recs for archives/manuscripts DACS (in lieu of AACR2 ch. 4): add $e dacs to 040
Graphic materials BSR for Graphic Materials adapted for UCSD
Cartographic materials BSR for Cartographic Materials adapted for UCSD
Sound recordings BSR for Sound Recordings adapted for UCSD
Notated music BSR for Notated Music adapted for UCSD
Moving image materials BSR for Moving Image Materials adapted for UCSD
Electronic resources BSR for Electronic Resources adapted for UCSD

The Mandeville Special Collections Library catalogs according to the BIBCO Standard Record for Rare Books, or the appropriate material type.

Apply the BIBCO Standard Record (BSR) adapted for UCSD appropriate for your format, in conjunction with other national standards such as AACR2, DCRM(B), LCRI, CSM, SHM, OCLC BSF, DACS. Additionally, apply the local policies below.

Original catalogers should use the fields indicated in the respective BSR with the exceptions listed below.

When cataloging copy, make sure the BSR required fields are present in the record, and enhance record to include all BSR fields and MSCL local practices.

Follow these guidelines regardless of collection, unless they conflict with specific instructions by the curator or with procedures for a particular collection.

050/ 090/ 099 Call numbers 

  • Include the publication date in all call numbers.
  • Always use 050_4 LC call numbers.
  • Add the appropriate call number suffixes (UCSD login required).
  • Artists’ books receive a N7433.4 or N7433.3 call number.
  • Create cutter to fit the UCSD shelflist.
  • Theses and dissertations (print) receive a 090
  • Archives and Manuscripts collections receive an RSS/MSS ### receive a 099 Call number of the non-standard kind.
  • Accept or correct 050/090 subfield code, dates, and errors such as typos.
  • Add additional 050/090 under the first for Artists’ books (N7433.3)

500 Notes Field   


  • Make notes as required, especially to support tracings or to elaborate on a significant facet of a particular work.
  • UCSD does not apply |5CU-S copy-specific notes, preferring 590 notes instead.
  • If you find copy specific notes in cataloging copy, delete them in the Roger record upon export.
  • Only record signature note when curator instructs to do so.
  • Make a brief note recording "limited edition" statements when the edition comprises 1,000 or fewer copies.  Include copy-specific numbering only in the 590 field [e.g.: 590 UCSD’s copy signed and numbered 23 of 50. (Such statements usually appear in the colophon or on a preliminary leaf.  Do not make other notes regarding colophons unless they are required to support a related tracing.

504 Bibliography Note

Apply the note "Includes bibliographical references" liberally whenever citations or lists of works cited appear in the piece.

510 Citation

See “Standard Citation Forms for Rare Book Cataloging” (Cataloger’s Desktop); move credible citations found in 500 fields to the 510 field, using correct coding.

590 Local Notes

Do not make copy-specific notes describing bindings inscriptions, bookplates, or other unusual or unique features unless instructed to do so by the selector.

Construct necessary notes pertaining to provenance following the examples below, preferring the most specific phrase for provenancial evidence and using the name form as it appears on the piece, unless it is part of a large doner collection that does not have a name on individual items.

590  UCSD's copy formerly owned by John Smith.

590  UCSD's copy has bookplate of John Doe.

590  UCSD's copy signed by Mary Jones.

590  UCSD’s copy inscribed by Mary Smith.

Construct notes for incomplete or imperfect copies following the examples below.  Do not make local notes describing condition unless it substantially affects the text.

          590  UCSD's Goodman copy lacks v. 3.

          590  UCSD's copy imperfect: lacks frontis. and t.p.

For notes pertaining to materials laid in, see "'Laid in'Materials" (UCSD login required)

655 Genre Terms and Physical Evidence

UCSD uses a variety of genre terms from the RBMS Controlled Vocabularies as selected by the curator. Refer to "Genre terms"  and "Physical evidence" <insert link>

7xx  Name Entries

See "Name entries and Relator terms" guidelines <insert link>


752  Hierarchical Place Name

UCSD rarely traces this, except for place of publication for Early Imprints. See  "Early imprints"


910  yourinitials (automatically with macro)


949  The essential export coding for bibliographic records is:

949  1  *recs-b;bn-culsp;b1-m

The essential export coding for item records is:

949     |z090|t34|so|llocation code|acall no.|bcutter date

 For multiple pieces, the following coding also applies:

 vol.: |e  [e.g., |e2]

 other units:   |d [e.g., |dBd. |e1 |dT. |e2]

 copy: |g  [e.g., |g2; never use |g1 -- when

 multiple copies exist, copy 1 remains unnumbered]

Reviewed 2012 Jun 1; needs review, some links fixed July 12, 2016 by Michelle Mascaro