II.D.3.

SPECIAL COLLECTIONS CATALOGING PROCEDURE

UCSD ARCHIVES PUBLICATIONS

Reviewed Nov 17, 1998 by Richard Lindemann

 Archives pubs are processed in two ways:

 Rare: Titles deemed sufficiently significant to deserve check-in control and full cataloging are treated as separate bibliographic entities and are cataloged for "Rare." Titles established in "Rare" serve as precedent for adding to those holdings.

 RSS: Titles deemed sufficiently significant to retain within the UCSD Archives, but not important enough to deserve "Rare" treatment, are treated within the RSS record group paradigm for the issuing agency, usually under the series: "Publications." Titles arranged in "Publications" series are listed alphabetically, and their entry in Ariadne serves as precedent for adding future acquisitions to the "Publications" series. Select titles may also receive added entry treatment in RSS PAC bib records.

 Duplicates: duplicates are seldom retained and should never be added to the holdings without expressed instructions to do so.

 I. Receipt

A. Items coming to SPC through Acq. Dept. check-in are retrieved from check-in by the SPC Marking section supervisor for labeling, housing and shelving.

B. Items coming directly to SPC are received by the SPC Acq. Assistant and the titles are searched in PAC:

1. If precedent is found in "Rare"
 

a. for series or added vols., process for "Rare" following monograph guidelines.

b. for serials, submit check-in notification to Acq. Dept. Serials check-in; mail request to issuing agency that subsequent issues be mailed directly to Acq. Dept. Serials Check-in.

c. record acquisitions statistics for monographs, but not for serials (the latter are recorded by the Acq. Dept.).
 

 2. If precedent is found in "RSS Pubs"
  a. insinuate additional items within the established alphabetical run in "Series 999: Publications" [see below: II.B.].

b. record acquisitions statistics for all pieces, and report the total to the Archivist at fiscal year closing.
 

 3. If no precedent is found in PAC or in Ariadne, refer to Director for retention/disposition decision.
  a. if directed to add to "Rare," follow I.B.1. above.

b. if directed to add to "RSS Pubs," forward to University Archivist for processing [see below: III.B.].

c. if rejected, dispose of accordingly.
 

 C. Items encountered while processing RSS loose papers are identified by the processor and appraised by the Associate Archivist, the Archivist or the Director depending on the context. Retention options, in priority, are: catalog for "Rare;" retain in a "Publications Series" and assign an added title entry in PAC, retain in a "Publications Series" without tracing; retain with related files in other series; discard..

1. If appraisal determines that the published item should be cataloged separately, remove item from the collection and submit to SPC Acq. Assistant for adding to "Rare" [see above: I.B.1.a-c].

2. If appraisal determines that the published item should be isolated within a "Publications" series:
 

a. determine proper office of origin for the publication and search Ariadne for title. If precedent exists, add item following established practice [see above: I.B.2.].

b. if no precedent exists in Ariadne, establish the title in the appropriate RSS "Publications" series [see below: III.B; for housing guidelines, see below: II.B.].
 

 3. If appraisal determines that the published item is integral to related files but has no value on its own, retain the published item with the related files.

4. If appraisal determines that the item has no value, discard the item according to guidelines for unwanted materials.

 II. Housing A. "Rare" items are marked and housed following established procedures for books/serials labeling and housing.

B. "RSS Pubs" items are located in "Series 999: Publications."

1. Each title requires a separate folder and is labeled following the title form found in the register; ignore folder numbering that appears in the register. When subsequent folders for the same title are required, number the folders sequentially to reflect the number of folders in the title run. When possible, add items logically to the established sequence; add new titles in strict alphabetical arrangement [see below for treating title changes: II.B.3.].

2. House multiple RSS groups within the same box, expanding into subsequent boxes as needed. Label each box with the inclusive RSS nos. of the contents, including the suffix "p" to distinguish these from the other RSS boxes (e.g., RSS 1 p - RSS 20 p). When numerous titles within a single RSS record group require multiple boxes, label the boxes to convey the range of contents (e.g., RSS 33 p / A-D ; RSS 33 p / E-Z).

3. Title changes:
 

a. bring these to the attention of the Archivist so that PAC bib and Ariadne records can be modified (changed titles require additional title headings in the RSS PAC bib record and in Ariadne, as well as "related title" notes in Ariadne).

b. file new headings under the new title, adding the following to the first folder: (Supercedes: [Old title]).

c. add a dummy folder at the end of the old title run with the following heading: [Old title -- Continues as: [New title].
 

  III. Cataloging/Archival control A. "Rare" items are cataloged by the SPC Cataloging unit following established guidelines for cataloging books, serials and other formats. In every instance, include the following coding:

 

730 0 UCSD Archives.

LOC: cpx_

 

 B. "RSS Pubs" items are cataloged/controlled by the MSS/Archives unit:

1. For RSS that also include materials additional to the publication at hand:
 

a. List titles in the applicable register under the series "Publications, Box 999," arrayed alphabetically by title and sequential folder number. Assign one folder number per title, regardless of how many physical folder units actually exist (titles requiring multiple folders are labeled sequentially within a title run but do not reflect the register folder number). When new additions cause disruption to established alphabetical sequence and folder numbering, renumber as necessary to insure that titles array alphabetically.

b. When directed to do so (usually via a "Trace" streamer laid in), assign an added entry for designated titles, following AACR2rev, in the corresponding RSS record group bib record. When title changes occur, assign a separate heading for each title form [for housing/labeling title-change items, see above: II.B.3.]..

c. Construct folder headings as follows:
 

  • For series/serials: Title proper.
  • For monographic format: Title proper; OR, if author differs from the heading for the RSS corporate heading: Title proper -- author last name, first name.

d. Folder numbering should reflect the RSS number and "Box 999" but should ignore the folder number; for instructions on numbering multiple folders with the same heading, see II.B.1.
 

 2. For RSS that comprise a single "RSS Pubs" title only:

a. If an added entry tracing is warranted:
 

1) Prepare a brief catalog record for the item, including:

110 2 Corporate main entry for the office of origin.

245 10 Administrative records, |f .   [if there is a high degree of certainty that no other records besides publications will ever be accessioned for the RSS, assign the generic title "Publications" instead of "Administrative records"].

351 |cSeries;|bAlphabetical by title.

7xx x2 [AACR2rev heading for title].
 

 2) Classify according to the main entry heading, adding the suffix "|dBox|e999"

3) As subsequent materials are added to the RSS and the PAC record is revised, edit the call number to remove "|dBox|e999"
 

 b. Prepare relevant Ariadne records to reflect the series "Publications" and the folder heading for the publication title proper.

c. House following procedures outlined above [see II.B.].
 

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