CPC (Canadian Pamplet Collection) and Art Exhibition


CPC (Canadian Pamplet Collection) and Art Exhibition Catalogues Cataloguing
Guidelines : a Yorkline Update — UNDER REVISION









Created: 96/07/29
Original document prepared June 1996 by Heather A.
Fraser
Updated: 2004/10/03 Questions and comments to:
hfraser@yorku.ca
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Table of Contents



  1. Introduction

  2. General

  3. Authorities Procedures

  4. Coding Guide

  5. Data Entry Procedures in Yorkline




Introduction


The following is an outline of the elements to include and a guide to the
basic rules to apply when cataloguing the pamphlets and art exhibition
catalogues.


All these items will be entered under TITLE.



General




1. PUNCTUATION


TAG (245) Title proper = Parallel title (title in another language) : other
title information statement of responsibility ; subsequent statement(s) of
responsibility.


TAG (260) First place of publication : first publisher, date of
publication.


TAG (300) Pagination.


TAG (490) Series statement / Statement of responsibility relating to the
series ; series numbering


TAG (500) Notes.


TAG (6XX) Subjects.


TAG (7XX) Added entries.

The Chief Source of Information for pamphlets and exhibition catalogues is
the title page, or if there is no title page, the cover. If you take data for
TAGS 245 & 260 from any place other than the title page or its substitute,
enclose the information in square brackets [ ].




2. CAPITALIZATION


Capitalize the first word of the title proper and the first word of a
parallel title. If the title proper begins with an article also capitalize the
next word.

	e.g.	Catalogue of the Smithsonian Institution
The Manufacture of pulp and paper


Capitalize other words according to the grammatical rules for the language
involved.



3. TRANSCRIPTION

1) Title and statement of responsibility (245)



i) Title proper, parallel title, other title information Transcribe the
title exactly as to wording, order and spelling. The Title Proper is the one
that is most prominent or makes the most sense according to the layout on the
title page or chief source of information. If there are titles in more than one
language the Title Proper is the one that matches the language of the main
content of the item. Record the others as Parallel Titles.


Transcribe any Other Title Information following the title proper in the
language to which it applies.

Examples:



Bievenue à Asbestos, Québec = Welcome to Asbestos, province
of Québec

Better English games : a laboratory manual of better English



ii) Statement(s) of responsibility


Transcribe statements of responsibility that appear prominently in an item.
If none appears do not extract one from the content.


If more than three persons, etc. perform the same function, omit all but
the first, use marks of omission (…) and add et al.


If there is more than one statement of responsibility, record them in order
of appearance, or in the sequence that makes most sense if the order is unclear.

Examples:



Bienvenue à Asbestos, Québec / par Michel Brisbois = Welcome
to Asbestos, province of Québec / by Michel Brisbois

Better English games : a laboratory manual of better English / by Pauline
Chapman … [et al.] ; edited by John Alexander.


2) Place of publication, Publisher, Date of Publication (260)



i) Transcribe a place of publication in the language in which it appears.
Include the country, state, province if it appears in conjunction with the
place if it is considered necessary for identification, or if it is considered
necessary to distinguish the place from another place with the same name. This
information can be supplied if its does not appear on the chief source but is
considered necessary for identification. Enclose supplied information in square
brackets [ ]. Use abbreviations (Appendix B. 14 ACCR2 rev.)

Examples:


City and country information appear in the chief source of information



Riverbend, Que. : Walker Press, 1940.

Talworth, England : Abbey Imprints, 1920.
London, Ont. :
Champman Books, 1930.


City alone appears in the chief source of information



London, [England] : Morris Press, 1910.

Waco, [Tex.] : Gardere Pub. Co., 1971.



If two or more places of publication appear, give the first and the first
name in Canada.

Examples:



New York ; Toronto : McMillian Press, 1990.



If none appears but a place of publication can be easily ascertained,
supply it in the language of the chief source of information. Enclose the
supplied information in square brackets. If no place of publication can be
determined give [S.l.] (sine loco)

Examples:



[Ottawa?] : Bytown Press, 1945.

[S.l.] : Morris Pub. Co., 1893.



ii) Give the name of the publisher in the shortest form in which it can be
understood, following the place of publication. If none can be determined, give
[s.n.] (sine nomine)

Examples:



Paris : [s.n.], 1950.
Ottawa, Ont. : [s.n.], 1920.



iii) Give the date of publication as it appears in the prescribed source.

Examples:



Ottawa, Ont. : R. Taylor Co., 1982.

Kingston, Ont. : Newman Press, 1884.



If no date appears, ALWAYS supply an approximate date in square
brackets. DO NOT give the abbreviation [n.d.] if no date can be
determined.

Examples:



Ottawa, Ont. : R. Taylor Co., [1969?] probable date

Ottawa, Ont. : R. Taylor Co., [196-?] probable decade

Ottawa, Ont. : R. Taylor Co., [196 -] decade certain

Ottawa, Ont. : R. Taylor Co., [19–?] probable century

Ottawa, Ont. : R. Taylor Co., [19– ] century certain



In the DATE1 element of the fixed fields USE ZEROS in place of missing
digits.

Examples:



Ottawa, Ont. : R. Taylor Co., [196-?] DATE1 1960
Ottawa, Ont.
: R. Taylor Co., [19– ] DATE1 1900


3) Pagination (300)



Give the number of pages, leaves or columns contained in the item. If
there are pages or leaves of plates, record these after the sequence of
pagination. If the pages are unnumbered and the number is easily ascertainable,
count them and give the number in square brackets or, if not easily
ascertainable, give as in the last example.

Examples:



20 p.
20 p.
10 p. of plates
[10] p.
1 v. (various
pagings)
1 sheet
1 broadside


4) Series (490)



Record a series statement as it appears. Transcribe a statement of
responsibility appearing with a series statement only if it is necessary for
identification. Give the numbering of the series in the terms given in the item

Examples:



Map supplement / Association of Canadian Cartographers ; no. 12

Environment science research ; v. 6
Historic plaques of Ontario ; 2


5) General notes (500)



Use notes to record descriptive information considered important but not
included in the formal description.

Examples:



Cover title. > Source of title

Poems. > Contents
Text in English and French. >Language


"Exhibition held, June – October, 1983, Tate Gallery, London,
England" > Quotations from item
Authors autograph
presentation copy > Local copy information


6) Subjects (6XX)



i)

650 } Topical subject headings

651 } Geographic subject headings


Assign according to LCSH (Library of Congress Subject Headings) guidelines,
and authorities procedures as required.


ii)

600 } Personal name subjects

610 } Corporate name subjects


Assign according to authorities procedures.

7) Added entries (7XX)



700} Personal name added entry

710} Corporate name added entry


Assign according to authorities procedures.


8) Added titles (740)



Drop all initial articles unless:

– the article is a necessary part of a personal, geographic or corporate
name
– the article is considered necessary for meaning (in cataloguer’s
judgement).


Make title added entries for any titles containing symbols or numbers
BUT NOT DATES.

Examples:



245:00:101 views of Toronto

740:0 :One hundred and one views of Toronto
245:00:Quebec & Canada

740:0 :Quebec and Canada



AUTHORITIES PROCEDURES


Consult a cataloguer if you have any questions or of a conflict
arises with a heading



Step (1)


When adding headings to Yorkline it is necessary to search them in the
on-line authority file in order to determine the correct form of the heading for
use in Yorkline.


Using the Browse Authority search type, search Yorkline for an authority
record and display it. For specific information about how to do this, consult
the document entitled Authorities in Yorkline which
is available both in paper and on the Technical Services Web Page. To display
this document, simply click on the title.


Use the Established form of the heading as found. An Established heading
will have a blue asterisk to the left of the heading

If not found proceed to Step (2)



Step (2)


If an Authority record is not found, search Yorkline using an appropriate
Browse search (Author, Title, Subject, Series) to determine how the heading has
been used in the database

Use the heading as it is found

If not found proceed to Step (3)



Step (3)


For NAMES search LC authorities first and then Canadiana authorities if not
in LC


For Canadian corporate bodies, search Canadiana authorities first and then
LC if not in Canadiana


Use the form of the name as it is found.

If not found proceed to Step (4)



Step (4)


Consult other reference sources as required

If the heading cannot be verified, proceed to Step (5)



Step (5)


Establish the heading originally from the item in hand. Please consult a
cataloguer for assistance

BRIEF GUIDE TO INTERPRETING THE CONTENTS OF AN AUTHORITY RECORD



Depending upon the type of heading, the Established heading will have one
of the following labels:


Topical subject
Uniform title

Geographic subject
Personal name
Corporate name
Meeting name


A See From label contains a wrong form of the heading (4XX)
A See Also
From label contains an earlier/later or a broader/narrower form of a heading
(5XX)



Coding Guide



FIXED FIELDS


ENC_LVL
in provisional records change "9" to "7"


DATE_TP
code as "s" if a publication date is present

leave? if no date of publication present



DATE1
Give date of publication, and fill in ZEROS for any
missing digits.
Do not leave any question marks



VARIABLE FIELDS


245 (TITLE)
INDICATOR 1: 0
INDICATOR 2: 0-9 (non-filing
characters)
Subfields
|a Title statement
|b Other title
information, title in another language
|c Statement of responsibility

Examples:



245:04: The Red book of Niagara :|ba comprehensive guide to the scientific,
historical and scenic aspects of Niagara /|c by Irving P. Bishop ; edited by N.
Faber.
245:00: Wood Cree = |b les Cris des forets



260 (PLACE OF PUBLICATION, PUBLISHER, DATE)
INDICATOR 1:
INDICATOR
2:
|a Place of publication
|b Publisher
|c Date of publication

Examples:



260: : Montreal : |bFides,|c1941.
260: : [S.l. :|b s.n.],|c1930.



300 (PAGINATION)
INDICATOR 1:
INDICATOR 2:
SUBFIELDS

|a pagination or volumes

Examples:



300: :20 p.



490 (SERIES STATEMENT)
INDICATOR 1: 0
INDICATOR 2:

|a Series statement |v volume or number of series

Examples:



490:0 :Collections les matinaux ; |v6



500 (GENERAL NOTES)
INDICATOR 1:
INDICATOR 2:
SUBFIELD

|a Text of note

Examples:



500: : Cover Title.
500: : Poems.
500: : Reprint. Originally
published: Ottawa : L. Lanthier, 1900
500: : Text in English and French.



600 (PERSONAL NAME SUBJECT)
INDICATOR 1: 1
INDICATOR 2:
0
|a Name
|d Dates
|b numerals associated with name

|c titles, words associated with name
|q fuller form of name

Examples:



600:10: Provancher, Leon Abel, |d 1820-1892.



610 (CORPORATE SUBJECT)
INDICATOR 1: 2
INDICATOR 2: 0

|b subordinate parts
|n number of conference or meetings
|d date
of conference or meeting
|c place of conference or meeting

Examples:



610:20: York University (Toronto, Ont.).|bArt Gallery.
610:20: Toronto
Board of Education.



650 (TOPICAL SUBJECT HEADINGS)
651 (GEOGRAPHICAL SUBJECT
HEADINGS)

INDICATOR 1:
INDICATOR 2 0
|a Subject heading
|x
General subdivision
|y Chronological subdivision
|z Geographic

Examples:



650: 0: Canals|zOntario|zOttawa|xHistory.
650: 0: World War,
1939-1945|xCauses.
650: 0: Wood-pulp industry|zQuebec (Province)
651: 0:
Ontario|xHistory|yWar of 1812.
651: 0: Ste. Anne de Bellevue (Quebec)




700 (PERSONAL NAME ENTRY)
INDICATOR 1: 1
INDICATOR 2:
|a
name
|d dates associated with name
|b numerals associated with name

|c titles, other words associated with name

Examples:



700:1 :Shakespeare, William,|d1564-1616.



710 (CORPORATE NAME ENTRY)
INDICATOR 1: 2
INDICATOR 2:
|a
corporate name
|b subordinate parts
|n number of conference or meeting

|d date of conference or meeting
|c Place of conference or meeting

Examples:



710:2 : International Council for Bird Preservation.



740 (ALTERNATE TITLE)
INDICATOR 1: 0
INDICATOR 2:
|a
Title statement
*DROP INITIAL ARTICLES (See Transcription
section: No. 8 Added Titles
)

Examples:



740:0 :Another part of the wood.
740:0 :Cost of War.



CPC/ART EXHIBITION CATALOGUES : DATA ENTRY PROCEDURES IN YORKLINE




1) SIGNING ON


Turn on PC, enter passwords as prompted
Wait until virus scan runs and
Program Manager loads


Double click on the SIRSI icon
Sign on into Yorkline following existing
procedures and using your userid, password and pin as required


For further information, consult the document entitled
Log On and Off Yorkline (GUI) which is available both
on paper and on the Technical Services Web Page. To display this document,
simply click on the title.



2) MOVING BETWEEN OPAC AND STAFF MODE


Moving between the OPAC and staff mode is more seamless in SIRSI.
Displaying a record using the Display1 item command, or double clicking on a
index entry will produce an OPAC view of a record. Displaying a record using
the Edit item command will allow you to view the entire record in the MARC
format and also allow you to edit the record, e.g. add, delete, edit tags.



3) SIGNING OFF


Once you have finished working with Yorkline Click on the red EXIT button
Click on Okay to respond to the THIS WILL HALT THE WORKSTATION question. At
the Utility selection screen, type Exit and press Enter. This information is
also available in the document entitled Log On and Off
Yorkline (GUI)
which is available both on paper and on the Technical
Services Web Page. To display this document, simply click on the title.


BRIEF GUIDE TO SEARCHING IN YORKLINE+


There are several different ways you can search for records in Yorkline.
Searches can be done using either a "keyword" approach which will
produce a list of results in "first in / last out" order or by using a
"browse" approach which will produce results in alphabetical order.




When you wish to use a keyword approach, the best keyword search type to use
is the Keyword Combinations search. To invoke this screen, click on the
Library Catalogue icon and then click on the Keyword Combinations icon; or
simply press the F4 key. This search allows you to combine the various types of
keyword searches all on one screen. Tab to the appropriate area, or well, on the
screen, type in term(s) and press return.

keyword combinations search screen

If you wish to do a
Browse search click on the Library Catalogue icon and then click on the
Browse icon. You will then have to choose the type of index you wish to browse.


SEARCHING BY YORKLINE RECORD NUMBER


To search directly by Yorkline record number use the Display1 item
command. Type the Yorkline record number in the Control# well and Press return.

Display1 item search screen

If you wish to retrieve a record by an old Yorkline record mnumber
you must use the Keyword Combinations search. Type the old Yorkline
number in the Generalwell and Press return


TITLE SEARCHING AND ADDED COPIES


Before adding a pamphlet or an exhibition catalogue to Yorkline it will be
necessary to search each one by title in order to avoid creating DUPLICATE
BIBLIOGRAPHIC RECORDS. If your title matches an existing bibliographic record,
treat it as an ADDED COPY to that bibliographic record. Consult the document
entitled Added copies in Yorkline which is available
both in paper and on the Technical Services Web Page. To display this document,
simply click on the title.


If you are unsure as to whether or not an item is an ADDED COPY, consult
with a cataloguer.


Choose the search type you wish (Keyword Combinations or Title Browse). Type
in the title in the appropriate well and press return.



Searching hint:
It is not necessary to omit initial articles,
accents, punctuation, hyphens and symbols.


SUBJECT SEARCHING


You may wish to search the subject index when cataloguing pamphlets and
exhibition catalogues to see if a personal, corporate or topical subject heading
has been used and how it has been used. You can use either a Keyword
Combinations search (F4) or a Browse Subject search (F1) for this purpose.



Searching hint:
It is not necessary to omit, accents,
punctuation, hyphens and symbols.


SEARCHING FOR HEADINGS FOR WHICH THERE IS NO AUTHORITY RECORD


If an Authority record is not found, search Yorkline using an appropriate
Browse search (Author, Title, Subject, Series) to determine how the heading has
been used in the database. Use the heading as it is found.



UPGRADING PROVISIONAL CPC/ART EXHIBITION RECORDS TO COMPLETE CPC/ART
EXHIBITION CATALOGUE RECORDS


When searching YORKLINE by title before creating a new record for CPC or
Exhibition catalogue material, you may match with a BRIEF RECORD. Brief records
are created in Acquisitions when the item is ordered and have order/pay/receipt
records attached. They contain very basic bibliographic information and must be
upgraded following the CPC/Art Exhibition Catalogue Cataloguing Guidelines.


Identifying Provisional CPC/Art Exhibition Catalogue Records



A brief CPC/Exhibition Catalogue record has the following characteristics:


1) Has a blank in the the ENC_LVL of the FIXED FIELDS


2) Has very brief firm tags


3) Has SC-SPCOLL as a Home Location and as Current Location


EDITING TECHNIQUES

Display the record using the Edit Item command



FIXED FIELDS
TAB through FIXED FIELDS and Change:
ENC_LVL:
blank to 7
DATE_TP: s
DATE 1 code accordingly (Check the
Date 1 section of the Coding Guide contained within this
docuument)


VARIABLE FIELDS
Tab to the 1XX field and change it to a 7XX. If
it is a personal name (100), remove the asterisk that appears in front of the
name. Check the 7XX section of the coding guide that is
contained within this document to see what the indicators should be for all
tags.

Edit other existing variable fields as necessary. Check the
Variable fields section of the coding guide that
is contained within this document to see what the indicators should be.


ADDING VARIABLE FIELDS
Tab to the field either before or
after the point at which you wish to add the new tag. Click on either the Before
or After selection from the button bar at the top of the screen. An empty tag
will appear at spot you selected in the MARC record. Code the tag as
appropriate. You can either Click on GO at this point and update the record or
continue to add new tags in this manner and update after you have added (one by
one) all the new tags. Consult the Coding Guide to
determine the correct indicators to use.
CPC/Art provisional record


CREATING NEW RECORDS FOR CPC/ART EXHIBITION CATALOGUE MATERIAL


For further information, consult the document entitled
Creating an Item in Yorkline (Title) which is
available both on paper and on the Technical Services Web Page. To display this
document, simply click on the title.



1. Search by title in Yorkline to MAKE SURE that you are adding a
unique title


2. Using the Display1 item command, do a truncated search to determine what
the new CPC call number will be


3. Click on Create Item from the command pad, or, press Control and
Shift and F1


4. Make sure that TITLE has been selected as the Create Item
option, Click on Go


5. Leave barcode as Auto


6. Tab to Type, Click on the down arrow and choose Pamphlet
as the Item type


7. Click on the down arrow beside Home Location and choose
SC-SPCOLL as the location


8. Change Circulate to n for NO


9. Type in the New call number as determined in Step 2 and
following the call number conventions in the document entitled
Editing Items in Yorkline which is available both in
paper and on the Technical Services Web Page. To display this document,
simplyclick on the title.


10. Change Class Scheme to Text


11. Check that the Record Format selection is MARC for
books, click on Go


12. Type in your data for the Fixed Fields and Variable Fields
as appropriate and consulting the
Coding Guide as necessary.


13. Once you have finished, update the record and re-display it using the
Display1 item command. Check for any errors and correct them if
necessary using the Edit item command.


14. Keeping in mind that your record will only be available by call number
or by barcode number (i.e. not be searchable by title or any other variable
fields) until the following day you may wish to print out the portion of the
screen where the call number/barcode appears in case you have to access the
record again.

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