Special cataloging/processing situations :

Rare books - Instructions for cataloging

1. All rare material should be cataloged according to the latest edition of AACR2, LCRI, LCSH, and classified according to the LC Classification, and USMARC Bibliographic Formats and Standards, 2nd ed. 1996 .

2. Bibliographic record should be in full level.  Follow the DCRB standards (Descriptive Cataloging of Rare Books, 2nd ed. 1991) for publications before 1700.

3. Code fixed field with “a” for AACR2, “t” for manuscript and “c” for collection where applicable. Include “b” for bibliographic references, etc.

4. Code OLAX for rare book material in tag 049.

5. Assign an LC call number. Include a year of publication, edition, series or conference number where applicable for monographs. Please check NOAALINC database for call number availability (NOAALINC available on Web at http://www.lib.noaa.gov) Perform authority work for personal, corporate, title, and series. Construct heading, as necessary, according to AACR2. Include the fullest version of the personal name in case the authorized form is not available. Create series statement and tracing for each series found on the piece. Do not use 490 0.

6. Include variants of the title with appropriate notes in tag(s) 246.

7. Create rather extensive local notes to describe the uniqueness of the cataloging material, including stamps, bookplates, ms notes, etc.

          * Use tag 590    SILVER SPRING: [The text of the note]

          * Make local added entries for personal or corporate name, title or series emanating from
             the notes, using MARC tags 790, 791, and 793.

          *Analyze “bound with” titles. See the attached examples for locally “bound with”
            situation. Trace/analyze all the “bound with” titles by creating local added entries with
            second indicator “2" (for analytical entry) when applicable.

8. When dealing with cataloging of a collection, please describe a collection in 5xx notes, including relation of the documents to the agency and the period of coverage. Catalog separately all important documents in the collection and link them to the collection by including tag 773 in each analytical record, coding each with “t” in fixed field area as a component of the collection.  Each analytical record should bear the call number for the collection in field 949, local holding area only (for local use). In 090 assign a distinctive call number with the appropriate date.

9. Pay a great deal of an attention to the subject analysis, especially when the material is related to the agency.

10. Add a 949 field to each record according to attached instructions.

11. Affix a barcode on each physical volume and secure it with a barcode cover.  Place the barcode either:

 *directly on the book, if it is commercially bound
   OR
 *on the acid-free archival slip, if the book is in an original binding.
          If using a slip, place the call number on a face side of it and barcode on its verso (see
          example)

12. Write a call number lightly in pencil on right side of title page of each volume.

13. Use archival ribbon to secure items as necessary. Do not re-wrap the volumes.

14. Use the library worksheet to record the save file number, OCLC control number, call number, initials of the cataloger and date you save the record.

15. Do not catalog those records that appear on OCLC as “Held by OLA” if they appear in NOAALINC with an LC call number. Otherwise perform copy cataloging. Compare the item in hand with the one in our catalog by matching the barcode numbers. Make a note to on the worksheet “Delete old Sirsi record” and “This is c. 1" or “This is c.2", whichever applies.
Please use a worksheet for all your additional instructions and findings.

See also:        Special cataloging/processing situations : Bound with

Articulated:  Apr. 20, 1999