Cataloging for Special Collections and ESM Archives

Procedures for Collection-Level Records in OCLC and Voyager

Draft, 11/25/97

OCLC record creation

Input a new collection-level record into OCLC for each collection (Note: once we have the new Microenhancer, we will set up templates for inputting new records in various formats). Use judgement about what fields are appropriate, but use the following field list and example as a guide:

Fixed Field values:
Type: use t for manuscript language material; c or d, as appropriate, for score collections, and p for collections consisting of mixed types of materials.
Bib Level: use c (collection-level)
Ctrl: use a (archival control)
DtSt (Date/Pub Status): use i (inclusive dates), and code each date in Dates
Others: code as appropriate

006: If the Finding Aid for a collection is available as a database (as opposed to a marked-up text), include an 006 for computer files (n006 com):

007: Include if the Finding Aid is available in any electronic format: database or marked-up text. Example: 007 c $b r $d u $e n
Code $d and $f as appropriate depending on color, sound, etc.
(Note: this field should be in the bib. rather than the holdings record, unless the entire collection has been reproduced in digital form and both versions are being represented on the same bib. record).

099: Include the accession no. for the collection, e.g. 099 SC1995.6

1XX: The main entry is generally the name of the single person most associated with the collection, if there is one. If not obvious, ask Special Collections for assistance.

245: Name of the collection, as designated in Finding Aid. Follow the name, in $f, with the inclusive dates of the collection (bulk dates too, if appropriate)

246: include variant titles that might aid retrieval. Ex.: if the collection title is the John Doe collection, include a 246 30 for Doe collection.

300: extent of collection (often in linear ft.)

351: Organization scheme of collection

545: Biographical/Historical note: pull some wording out of the finding aid.

520: Summary note: again, pull wording from finding aid.

561: Provenance note, if appropriate. (Give immediate source of acquisition in 541 note)

541: Immediate source of acquisition note. For archives, typical wording is: "Transferred to the Eastman School Archives in "

506: Restrictions on access: Don't use the 506 note "No restrictions on access" - add the 506 only if there actually ARE restrictions or access.

540: Terms governing use: ALWAYS add this if there is a possibility that copyright restrictions apply, e.g. "Copyright restrictions may apply".

555: Index/Finding aid note. Indicate both paper and Web versions. Standard format: "Finding aid $b in the Special Collections Dept. and $b via the Web at [include URL]; $c ___-level control."

Subject headings:
Include appropriate headings for the person who is given main entry, e.g. "Doe, John $x Archives"
For archival papers, consider: Musicians $z New York $z Rochester $x Archives.
Use other topical headings as appropriate and as suggested by Special Collections.
Consult with Special Collections as necessary.
(Note: we will NOT use the local subject heading "650 4 Internet resources" (etc.) for collections with finding aids accessible via the Internet, although River Campus Libraries are using this for all Web-accessible materials)

710: Include a corporate name/title added entry under the name of the department, either: 710 2 Ruth T. Watanabe Special Collections. $t Special collection. OR
710 2 Eastman School Archives. $t Personal papers
(Note: earlier collections will have the added entry "Sibley Music Library. Special collections. Special collection", which reflects the previous name of the department)

856: Include for the URL of the finding aid, if appropriate. Example:
856 7 $u [URL] $z Finding aid. $2 http
Do not use $3 (Materials specified) although this would often be appropriate: Voyager cannot display it properly.

Order 3 shelflists on OCLC (for now; subject to change?): two for Special Collections, one for Tech. Services. File the Tech. Services shelflist near the beginning of the S.L. (currently back of 1st drawer). Accession numbers are currently in the following formats, and should be filed numerically:
991.2 (archival collections)
SC1995.4 (special collections)