Monographs
General policies
Monographs for the Beinecke Library that receive original cataloging are cataloged according to the latest full national standards for descriptive cataloging. For imprints published through 1800 the national standard is Descriptive Cataloging of Rare Materials (Books), known as DCRM(B). For imprints published after 1800 the national standard is Resource Description and Access (RDA), in accordance with the Library of Congress-Program for Cooperative Cataloging Policy Statements (LC-PCC PS). The latest editions of DCRM(B) and RDA are available through Cataloger’s Desktop. For instructions on recording dates in the 264 fields of RDA records, see Transcription of Dates in the 264 Fields. For the previous practice of recording dates in the 260 field according to AACR2 and the LCRIs, see Transcription of Dates in the 260 Field. For the guidelines for when to create separate records for different printings of the same edition, see Printings within an Edition.
Occasionally the rules in DCRM(B) are followed for post-1800 imprints when a fuller description is needed or this is more efficient according to the cataloger’s judgment. DCRM(B) can be used for original cataloging of all single-sheet publications (see 1G, 5D4, etc.)
Catalogers should pay close attention to the accession and dealers’ slips that accompany uncataloged material, these slips often contain special information for distinguishing issues or editions, pertinent bibliographical citations, and notes, access points, and/or classing instructions. In addition, local notes and special tracings are regularly added to the bibliographic record.
DCRM(B) optional rules
General Rules
0F2.2 Romanization
Optional rule currently is not feasible because no transcription is done in non-roman scripts (except limited amount of Hebrew). Matter will be addressed if/when use of non-roman scripts is adopted.
0G3.1 Punctuation in the source
Do not use the alternative, unless one is importing good copy that transcribes all punctuation.
0G4.1 Spacing within words and numbers
Do not use the alternative.
0G7.3 Blank spaces for initial letters
If an initial letter is executed in manuscript, always make the optional local note (example 1). If an initial letter is not executed in manuscript, do not make the optional local note (example 2).
Title and Statement of Responsibility
1A2.2 Omission of pious invocations, etc.
“Dedications” has been dropped from the list of things to omit without using the mark of omission. Now dedications may be omitted (using the mark of omission) or transcribed. It is appropriate to transcribe a dedication if the curator wants the dedicatee brought out or if the dedication is grammatically linked to other transcribed information. If transcribing the dedication, it is appropriate to trace the dedicatee when the curator requests it. Transcribe or omit on a case to case basis. Trace on a case to case basis.
1D4 Abridgment of other title information
Abridge or not on a case by case basis.
1E14.3 Abridgement of phrases about notes, appendixes, etc.
Abridge or not on a case by case basis.
Edition Area
2B3. Words such as “impression” or “printing”
2B3.2. In books from the machine-press era, omit statements such as “impression” or “printing” from the transcription without using the mark of omission. Local notes may be made about these statements, if considered important.
Alternative rule: Transcribe statements containing words such as “impression” or “printing” in the edition area. Indicate the source of the statement, if other than the title page, in a note. If the decision has been made to catalog to the impression, this rule will be used.
2B4. Edition statements with special characters or a numeric emphasis
2B4.2. If an edition statement consists of one or more letters or numbers without accompanying words, or only words that convey numbers and signals a substantially unchanged impression of an edition, omit it from the transcription without using the mark of omission. Local notes may be made about such statements, if considered important.
Alternative rule:
Transcribe or supply such statements in the edition area, using square brackets as needed. Indicate the source of the statement, if other than the title page, in a note.If the decision has been made to catalog to the impression, this rule will be used.
2B9. Edition statements in more than one language or script
2B9.2. Optionally, if it is considered that the parallel statements are too numerous to list exhaustively, and that some may be omitted without significant loss of identification, omit parallel statements after the first using the mark of omission. Transcribe the omitted statement(s) in a note, if considered important. This option will be left to cataloger’s judgment.
2D. Statement relating to a named revision of an edition
2D2. Do not transcribe a statement relating to a reissue of an edition if it represents a substantially unchanged impression of that edition. Omit the impression statement without using the mark of omission. Local notes may be made about such statements, if considered important.
Alternative rule:
Transcribe a statement relating to a reissue of an edition, even if it represents a substantially unchanged impression of that edition, in the edition area. Indicate the source of the statement, if other than the title page, in a note. If the decision has been made to catalog to the impression, this rule will be used.
Publication, distribution, etc., area
4B6. Two or more places of publication, distribution, etc.
4B6.2. Catalogers may omit all place names after the third, using the mark of omission, but must supply the number of omitted places in square brackets.
4B13. Place names in more than one language or script
4B13.2 Catalogers may omit all parallel statements after the first using the mark of omission.
4C. Name of publisher, distributor, etc.
4C2. Catalogers may omit addresses and insignificant information in the middle or at the end of the statement using the mark of omission.
4C6.2. Catalogers may omit names after the third using the mark of omission. Include the number of omitted names and places in square brackets.
4C11. Publisher, distribution, etc., statement in more than one language or script
4C11.2. Catalogers may omit parallel statements after the first using the mark of omission.
4G. Date of manufacture
When we make separate records for each printing, the alternative rule will be followed.
Physical Description
5B5.3. Do not include in the statement of extent pages containing only advertisements that do not fall into any of these categories. Record them in a local note, if considered important (see 7B19.1). Optionally, make a separate description for the advertisements.
RBC will note advertising matter that is not part of the pagination in a local note, as has been RBC policy.
5B8.2.Optionally, if determining the total number of pages or leaves of an unnumbered volume might damage an item in fragile condition, give one of the designations used for publications issued in more than one physical unit (see 5B15.1) followed by “unpaged” or “unfoliated.”
RBC will follow this option.
5B9.3. Record folded leaves as leaves or pages of plates. Make a note to indicate any folded letterpress leaves, if considered important.
RBC will follow the option.
5B14.2. For a publication consisting of a single sheet folded into multiple panels, include in parentheses a count of the number of physical panels on one side of the sheet when unfolded. Include both blank panels and panels containing text or illustrations in the count. Enclose the number in square brackets. Provide details of the sheet’s layout (including the numbering of the panels) in a note, if considered important.
RBC will follow the option, and will include the dimensions of the sheet.
Example: A folded sheet with 6 panels on each side; 46 x 31 cm folded to 23 x 11 cm.
5B18. Optionally, if the pagination of a publication in more than one physical unit is not continuous, record the pagination of each unit either in parentheses after the number of units or in a note.
RBC will not follow this option.
5B19.If a publication in more than one physical unit contains leaves or pages of plates, do not record them in the statement of extent. Note the presence of the plates in a note, if considered important.
RBC will not follow this option.
5C1.4. Optionally, treat significant title-page illustrations as illustrations rather than ornaments. Make a note to indicate any title-page illustration so treated, if considered important (see 7B10).
RBC will follow this option.
5C1.5. Optionally, add the graphic process or technique in parentheses, preferably using a term found in a standard thesaurus. Give more detailed descriptions of the illustrations in a note, if considered important.
RBC will follow this option.
5C2.1. Optionally, specify particular types of illustrations. Use in alphabetical order one or more such terms as the following: coats of arms, diagrams, facsims., forms, geneal. tables, maps, music, plans, ports. (use for single or group portraits), samples.
RBC will follow this option.
5C3.3. If both the text and illustrations are printed in a single color, do not describe the illustrations as “col.” Make a note to indicate the color of the ink, if considered important.
RBC will follow this option.
Example: Printed in green throughout.
5D1.3. For hand-press publications, add the bibliographical format of the publication in parentheses following the size statement whenever the format can be determined. Optionally, give the format also for machine-press publications. Give the format in abbreviated form (fol., 4to, 8vo, 12mo, etc.). Use “full-sheet” for publications made up of unfolded sheets.
RBC will not follow this option for machine-press publications.
5E1.2. Optionally, give the physical description of accompanying material in parentheses following its name.
RBC will follow this option.
Series Area
6A2.5. If a series statement is not present in the publication, but reference sources provide evidence that the book was issued as part of a publisher’s series, do not supply a series statement in the series area. Rather, provide the series information in a note, if considered important.
RBC will follow this option.
6C2. Optionally, if it is considered that the parallel series titles are too numerous to list exhaustively, and that some may be omitted without significant loss of identification, omit parallel series titles after the first using the mark of omission. Transcribe the omitted title(s), together with any associated information, in a note, if considered important.
RBC will follow this option.
Note Area
Required notes are made as directed by the rules and policies stated in the Beinecke Cataloging Manual. Other notes are made if considered important according to cataloger’s judgment or at the request of curators.
Notes
Form of notes
Order of notes
Notes not used in the cataloging record
Form of notes
Copy specific notes are made to record important information pertaining to individual copies but not to all copies. This information is often noted on the accessions slips accompanying the copies. Information about provenance evidence, imperfections, and bindings (including bound- with information) pertaining to the copy in hand but not to all copies is recorded in copy specific notes.
Restriction on access notes (506) precede copy specific notes (590). All other notes follow. Restriction on access notes (506) and copy specific notes (590) always begin with BEIN [call no.]: Line-breaks in call numbers are indicated by spaces.
If the copy specific information is not extensive, a single 590 note per copy suffices. For clarity’s sake, several copy specific notes for the same copy may be made, each beginning with BEIN [call no.]. This is the case with incunabula, for which separate notes are usually made to record provenance, hand illumination, and binding information. In general note the copy specific information in the order given below.
If there are several copies in the same record, the order of 590 notes generally follows the order of copies on the copy holdings screen. Other notes are given in the order and form specified in DCRM(B) 7B.
Order of notes
- Restricted
- Restriction on access (506)
- Copy Specific Notes
- Bibliographical variants (590 in combination with 500)
- Imperfections (590)
- Copy number of limited edition (590)
- Original wrappers, Paperbound, Spiral-bound or Stapled (590)
- Dust jacket (590)
- Belly band (590)
- Uncut [i.e. untrimmed; not to be confused with unopened] (590)
- Provenance (590)
- Binding information (590)
- Bound-with notes(590)
- In case with notes (590)
- Manuscript material in printed works (590)
- Material shelved separately (590)
- Accompanying material (590)
- General Notes
- Bibliographical variants (500 sometimes in combination with 590)
- Limited edition notes (500 sometimes in combination with 590)
- Signatures (500)
- Issued in case (500)
- Added engraved title page (500)
- Illustrated title page (500)
- Citations of standard bibliographies (510)
- Advertising matter (500 or 590)
- Local Processing Notes
- Local processing notes (‡x in MFHD)
Notes not used in the cataloging record
The following are generally not noted unless required to distinguish variants or bring out important aspects of the work or copy.
- Unopened. (590)
- Head and tail pieces, initials, decorative work. (500)
- Title pages in red and black. (500)
- Title vignette; if not a part of the illustrative matter. (500)
- Variations in binding. (This note is usually made when an additional copy or copies are added). (590)
Access Points
- Name and Title Access Points (1xx, 246, 7xx)
- All name and title access points required by the latest national standards (DCRM(B) and RDA are made. Additional name access points may be made to bring out contributors and contents of the item which are deemed important to the collections being cataloged. Generous title access and access for illustrators, editors, and translators is made.
- Library of Congress Subject Headings (6xx)
- For items receiving full-level cataloging, subject headings are assigned according to the latest edition of LC Subject Headings and the LC Subject Headings Manual. Certain materials (such as French government documents and some other tracts or broadsides) may receive minimal level cataloging or core level cataloging for which full subject headings are not assigned, but for which description is according to DCRM(B) or RDA.
Local Tracings
In addition to all applicable standard LC subject headings, local tracings for provenance, chronology, binding and imprint are made when called for by local policies.
Form and Genre Headings (655)
Certain form and genre terms are always added when called for by local practice . Other applicable standard form and genre terms may be added on a case by case basis when this does not slow down cataloging productivity and are generally retained if present in copy.
Series Added Entries. (4xx, 8xx)
Series added entries are made according to latest Yale cataloging policies. Current policy is to follow LC tracing decisions. If the series is traced in the same form as it appears in the item and does not need to be distinguished from other series with the same form, no authority record is necessary.