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Special Collections & Archives General Cataloging Guidelines

This document details various local practices that apply to all special collections materials.  For information on descriptive standards and the level of cataloging used by SC&A, see Special Collections & Archives Descriptive Cataloging Levels and Codes


Separate SC&A and General Collection Records

SC&A collections items should be on a separate bibliographic record in Roger from general collections (GC) materials. The two exceptions are serials and print theses/dissertations, for which the Library follows a single record approach for SC&A and GC copies.  All SC&A copies, regardless of location should be on the same bibliographic record.  If you come across multiple SC&A bibs for the same manifestation, please combine bibliographic records.

050 LC Call Number

SC&A assigns LC call numbers to materials (with a few exceptions listed under 099)
  • Use 050_4 LC call numbers, when assigning new LC call numbers. (When creating or authenticating CONSER and BIBCO records use 050 14).
  • Create cutter to fit the SC&A shelf list.
  • Include the publication date in all call numbers, except serials.
  • If applicable add the appropriate call number suffixes
    • B/W: "Bound With" or "Housed With" items.
    • AB-1/A, etc.: Art Bins
    • VLT: Items housed in the vault
  • For analyzed monographic sets and serials classed together, add the volume number to the end of call number.  (e.g., QH345 .S644 v.5 (serial), F497.S9 B34 1918 v.2 (monographic set)),
  • Artists’ books receive a N7433.4 or N7433.3 call number.

In OCLC, do not edit and replace existing LC call numbers in the master record unless they are clearly wrong (and not a merely matter of different judgement). Also, do not add an additional LC call number to the master record, unless the call number is for different treatment, such as bibliography, series analytic, etc.  See OCLC Enhance Training for more details.  If your call number tweaks follow under the category of local edits only do the following:

  1. First make all other edits to the copy record and replace record in OCLC
  2. Make any necessary tweaks to the call number (exception: for DLC record with a DLC assigned call number (050 00) retain the 050 as is and add a 050 _4 for the local call number before the 050 00. Do not add the 050 _4 to the master record.)
  3. Run the SPC949 macro in Connexion, verifying that the macro selects the call numbers from the correct 050 for the item record, and bring the record over to Millennium. Do not re-replace the OCLC record.

099 Textual Call Number

SC&A assigned non-LC/textual call numbers to the following categories of materials.  Non-LC call numbers should be coded 099.

  • Archives and Manuscripts collections receive an RSS/MSS/SCM/SAC ##.
  • Audio recording have their own local call number schem. (See Assigning/Deciphering Call Numbers to Media in Catalog (UCSD Login Required) for more details.)
  • 16/32 mm film masters receive a FS #
  • In general map case items are assigned LC callnumbers. In select cases (such as the North Korean Propaganda Posters) items are given an call number in the format MC-### item # (e.g., MC-015 item 23)

500 General Notes Field   

Use 500 for notes that apply to all copies of a manifestation being cataloged and are appropriate for the OCLC master record.  Notes that are describe something specific to SC&A’s copy or cataloging should be 590s. UCSD does not apply |5 CU-S to 5xx for copy-specific notes (with the exception of 506s).

  • Make notes as required, especially to support tracings or to elaborate on a significant facet of a particular work.
  • 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 Special Collections 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.

506 Restriction on Access Note

For material stored off-site add the appropriate note regarding turnaround time followed by |5 CU-S.  (See Off-site Material Restriction Notes for more details). With the exception of manuscript and archives collections, these notes should be not added to the OCLC master record.

510 Citation

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

590 Local Notes

Use 590 for local notes describing something specific to SC&A’s copy or cataloging.  Notes that apply to all copies of a manifestation being cataloged and are appropriate for the OCLC master record should be 500s (or other 5xx).

Do not make copy-specific notes describing bindings inscriptions, bookplates, or other unusual or unique features unless instructed to do so by the selector. For notes pertaining to materials laid in, see "'Laid in Materials" (UCSD login required)

Provenance notes should be a separate 590.  Other local notes can be combined in a single 590.  If there are numerous copy specific features being noted, catalogers may at their discretion break up the information into multiple 590s to improve readability. 

Provenance notes (always separate 590)

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  Special collections copy formerly owned by John Smith.

590  Special Collections copy gift of Brian E. C. Schottlaender (NOTE: Use “gift of” for items that are gifts, but donor is not considered the former owner.)

590  Special collections copy has bookplate of John Doe.
590  Special collections copy signed by Mary Jones.
590  Special collections copy inscribed by Mary Smith.

Incomplete or imperfect copies notes

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  Special Collections Goodman copy lacks v. 3.

590  Special Collections copy imperfect: lacks frontispiece and title page.

Other local notes examples

590 Special Collections copy signed by the artist and numbered 23 of 50.
590 Special Collections copy with original dust jacket.

655 Genre Terms and Physical Evidence

SC&A uses a variety of genre terms from the RBMS Controlled Vocabularies as selected by the curator. Refer to Genre terms for more information.

7xx  Name Entries

Add additional access points for publishers for the following categories of materials:

  • Early print imprints
    • Eastern U.S.: before 1820.
    • Western U.S., Latin American: before 1860.
    • California: before 1875.
    • All other locations before 1800
  • Artists’ books
  • Fine press books
  • Select publishers in the Archive for New Poetry

790 (or 791) Former Owner

Make a local added entry for former owners using the relationship designator, |e former owner.  Generally, do not provide 790s for individuals (or 791 for corporate body donors) listed in the 590 as “gift of”, unless instructed to by the selector.

790 1_Lilly, Carolyn, |e former owner.

793 Local Added Title Entry

If applicable, add the appropriate title hook for print collections (see Special Collections-Collection Specific Titles). 

All electronic format records (and all print records with a link to a digitized version) should have the appropriate electronic resources title hook (see E-Resources Tracking Page).

856 Links to Electronic Versions

The only electronic version links that should be in print SC&A records are links to digitized versions of SC&A’s particular copy.  If an ОCLC copy cataloging record has links to other versions, please retain those links in the OCLC master record, but delete them after export from the Roger record. 

See “Inserting DAMS Links” (UCSD login required) for local procedures on adding links of digitized versions to print SC&A records.

Revised Dec. 2017 by Michelle Mascaro (Approved by RMPS Dec. 19, 2017)