[DCRM-L] Recording collection information for individual books

Fri Jan 17 18:29:22 MST 2014

At UC San Diego, almost all of our Special Collections & Archives catalog records are part of a larger subject collection that we create a hook for by using a 793 added title entry. We have a select list of these 793s and we use a macro to insert them in our records to prevent typos.

Here's an example http://roger.ucsd.edu/search?/tArchive+for+New+Poetry/tarchive+for+new+poetry/1%2C3%2C29975%2CE/2exact&FF=tarchive+for+new+poetry&1%2C29973%2C

For former owner notes we use a 790 $e former owner.

For relating items removed from an archival collection and cataloged separately back to the collection they came from, we use the same 730 that was used in the collection level record for that archival collection. For example:

730 0  UCSD MSS $n ### $5 Institution code

Hope this helps!
Aislinn

Aislinn Sotelo

Head, Special Collections Technical Services | The Library | UC San Diego | * 858-534-6766 | * asotelo at ucsd.edu<mailto:asotelo at ucsd.edu>

From: dcrm-l-bounces at lib.byu.edu [mailto:dcrm-l-bounces at lib.byu.edu] On Behalf Of Zinkham, Helena
Sent: Friday, January 17, 2014 5:09 PM
To: DCRM Users' Group
Subject: Re: [DCRM-L] Recording collection information for individual books

I'm a fan of connecting library resources that are parts of a collection, so will offer several examples from the Library of Congress collections:

(1) For books, the Library of Congress establishes collection names as a corporate body added entry, with an authority record and cross references. The Third Reich Collection is an example of material gathered from several related sources. Some of the books are filed together as the Third Reich Collection; photos and other materials were separated out.
* From http://lccn.loc.gov/2003586846:   710

2_

 |a Third Reich Collection (Library of Congress)  |5 DLC

* Name Authority Record:    http://lccn.loc.gov/n91115843

(2) A collection where the books wound up in many parts of the Library--General Collections, Rare Books, Geography & Map, etc. The collection title provides the 'virtual' connection.
* From http://lccn.loc.gov/16005824:   710

2_

 |a Yudin Collection (Library of Congress)  |5 DLC

* Name authority record: http://lccn.loc.gov/n89111927
* Search for Yudin Collection: http://catalog2.loc.gov/vwebv/search?searchArg1=yudin+collection&argType1=phrase&searchCode1=GKEY&searchType=2&combine2=and&searchArg2=&argType2=all&searchCode2=GKEY&combine3=and&searchArg3=&argType3=all&searchCode3=GKEY&year=1514-2014&fromYear=&toYear=&location=all&place=all&type=all&language=all&recCount=25

(3) Another approach involves hierarchical links among the units of a collection, using MARC fields 580 and 773.  For my area, Prints & Photographs Division, this is what we usually go with.

As an example,
* The top tier--his whole archive:  Block, Herbert, 1909-2001. Herbert Block papers mm2003084974<http://catalog2.loc.gov/vwebv/search?searchArg=Herbert%20Block%20papers&searchCode=TALL&searchType=1&recCount=25>
* A subunit--his cartoon drawings: Herbert L. Block collection (Library of Congress)   LCCN: http://lccn.loc.gov/2009632507
* Single cartoon drawings "link up" to the larger cartoon drawing unit, through MARC 580 and 773 fields.
----LCCNhttp://lccn.loc.gov/2006683293
580

__

 |a Forms part of: Herbert L. Block Collection (Library of Congress).

773

0_

 |a Block, Herbert, 1909-2001.  |t Herbert L. Block collection (Library of Congress)  |w (DLC) 2009632507

We also do this with items in format-based collections assembled by the Library, such as the Panoramic Photographs File.  Panoramic photographs (Library of Congress) (DLC) 93845487<http://catalog2.loc.gov/vwebv/search?searchArg=Panoramic%20photographs%20%28Library%20of%20Congress%29&searchCode=TALL&searchType=1&recCount=25>

(4) Sometimes, for a single book transferred from a Manuscript Collection, my division will make an acquisition source note with a collection name and stop there. Your question has prompted me to think harder about a 580/773 approach for this kind of situation. The ease of linking through the LCCN, rather than establishing a collection name when one doesn't really exist.

Example: http://lccn.loc.gov/2013364939
541

__

 |c LC P&P copy transfer;  |a LC Manuscript Division, Eleanor Lord Pray papers;  |d 2013  |5 DLC

Helena Zinkham
Prints & Photographs Division
Library of Congress, Washington DC

From: dcrm-l-bounces at lib.byu.edu<mailto:dcrm-l-bounces at lib.byu.edu> [mailto:dcrm-l-bounces at lib.byu.edu] On Behalf Of Robert Maxwell
Sent: Friday, January 17, 2014 5:54 PM
To: DCRM Users' Group
Subject: Re: [DCRM-L] Recording collection information for individual books

For collections we can't use 7XX $e former owner with we devise a local note (using 590) with a name for the collection (and try to enter it in the same way each time :)). The name string used in the note needs to be fairly unique or specific so that you don't get false hits in keyword searching. An example of one we've used is "International Harp Archives." This is a collection that includes scores and archival materials from a donor, the World Harp Congress, and the American Harp Society, so there isn't one "former owner."

Bob

Robert L. Maxwell
Ancient Languages and Special Collections Cataloger
6728 Harold B. Lee Library
Brigham Young University
Provo, UT 84602
(801)422-5568

"We should set an example for all the world, rather than confine ourselves to the course which has been heretofore pursued"--Eliza R. Snow, 1842.

From: dcrm-l-bounces at lib.byu.edu<mailto:dcrm-l-bounces at lib.byu.edu> [mailto:dcrm-l-bounces at lib.byu.edu] On Behalf Of Katy E. Rawdon
Sent: Friday, January 17, 2014 3:34 PM
To: dcrm-l at lib.byu.edu<mailto:dcrm-l at lib.byu.edu>
Subject: [DCRM-L] Recording collection information for individual books

Hello all,

I would be interested in hearing how your institutions note in the bibliographic record that a book is part of a larger collection. For our collections that are tied together by provenance, we generally use a 700 with subfield e "former owner." However, we have some collections of books that are tied together as a collection for other reasons (subject, collecting area, etc.), that we would like to be able to intellectually tie together via the MARC record.

On a related note, we also have books that are part of a larger archival collection, but that we are cataloging separately for various reasons. I'd also be interested in hearing how you all record that larger collection in your records (if you do).

Best,
Katy

--
Katy Rawdon
Coordinator of Technical Services

Special Collections Research Center

Temple University Libraries

Philadelphia, PA 19122

(215) 204-5250<tel:%28215%29%20204-5250>

krawdon at temple.edu<mailto:krawdon at temple.edu>

***

The Special Collections Research Center (SCRC)<http://library.temple.edu/collections/scrc> is the principal repository for and steward of the Libraries' rare books, manuscripts, archives and University records. Our reading room is located on the ground floor of Paley Library and is open from 8:30 a.m. to 5:30 p.m., Monday through Friday.

Due to the unique, rare, valuable and often fragile nature of the items in our collection, and because they are stored in several locations in the library as well as the offsite library depository, the use of many of these materials requires scheduling an appointment ahead of time.  Special handling is also required, so we ask that you familiarize yourself with our policies<http://library.temple.edu/collections/scrc/research> designed to provide you the greatest possible access to the materials while protecting and preserving them for future use.

Send inquiries to our general e-mail<http://library.temple.edu/collections/scrc/ask>, or call us at (215) 204-8257.  You may also write us at:  SCRC, Paley Library (017-00), 1210 Polett Walk, Temple University, Philadelphia, PA 19122.  Please include your name and complete contact information, as well as your specific question.
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