Cataloguing Procedures for Pamphlet Collections at York University Libraries

Cataloguing Procedures for Pamphlet Collections at York University Libraries

Created: 2004/10/24 Updated: 2010/09/07 Questions and comments to:

Table of Contents

  1. Introduction
  2. General
  3. Authorities Procedures
  4. Coding Guide
  5. Assigning Call Numbers
  6. Data Entry Procedures
  7. Processing Procedures


York Libraries have a large pamphlet collection. The pamphlets are arranged in accession number order within broad collection groupings:

  • Canadian Pamphlet Collection (CPC)

    comprised of items relating to Canadian art, Canadian literature and Canadian history

  • General Pamphlet Collection (GPC)

    comprised of items relating to foreign art, foreign prose, poetry and foreign history

  • Socialist Pamphlet Collection (SPC)
  • York Pamphlet Collection (YPC)

    comprised of items relating to or published by York University

Material is placed in the pamphlet collection when it cannot easily be located in the regular stacks becuse of size or physical structure. A general guideline is that items of less than 100 pages are candidates for placement in the pamphlet collection unless they are substantial enough to sit on a shelf.


Brief records are created for material in the pamphlet collection and normally there is no subject access provided. All the descriptive data is entered into the library database using a template. All pamphlets are entered under TITLE as main entry. Some pamphlets may have full cataloguing records. This is due to the fact that the copy was imported into the database when the item was ordered and only when the item was received could it be determined that the item was a panphlet. In those cases, the full cataloguing is retained.

A template record for entering cataloguing data for the pamphlets has been created and added to the library database. It contains the basic fixed and variable fields required for pamphlet records and must be duplicated and the appropriate bibliographic information for each pamphlet transcribed into the appropriate fields in the duplicated template to match the pamphlet in hand. The blank template has been set to IN-PROCESS as an item type and SC-ARCDESK as a location. The location SC-ARCDESK automatically places the template record in the SHADOW CATALOGUE and as such it cannot be found in the OPAC (unless the user happens to do a keyword search using the title terms.

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.

TAG (245) Title proper = Parallel title (title in another language) : other title information statement of responsibility ; subsequent statement(s) of responsibility.
TAG (246) This field contains varying forms of the title associated with the item, whether they are or are not on the item. These variant titles are recorded in field 246 only if they differ substantially from the title statement in field 245 and if they contribute to the further identification of the item.
TAG (260) First place of publication : first publisher, date of publication.
TAG (300) Pagination.
TAG (500) Notes.
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 [ ] and add a 500 note to denote where the information was found.

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.


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.


Bievenue à Asbestos, Québec = Welcome to Asbestos, 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.


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) Variant title (246)

Drop all initial articles unless:

– the article is a necessary part of a personal, geographic or corporate name
Make title added entries for any titles containing symbols or numbers BUT NOT DATES.


245:00:101 views of Toronto

246:3 :One hundred and one views of Toronto

245:00:Quebec & Canada

246:3 :Quebec and Canada

245:00:Bievenue à Asbestos, Québec = Welcome to Asbestos, Québec

246:31:Welcome to Asbestos, Québec

3) 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.)


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 named in Canada.


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)


[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)


Paris : [s.n.], 1950.

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

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


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.


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.


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

Ottawa, Ont. : R. Taylor Co., [19– ] DATE1 1900

4) 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.


20 p.

20 p.

10 p. of plates

[10] p.

1 v. (various pagings)

1 sheet

1 broadside

5) General notes (500)

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


Title from cover. > 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) Added entries (7XX)

700} Personal name added entry
710} Corporate name added entry
Assign according to authorities procedures.


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

Step (1)
When adding headings 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.
Use the Established (i.e. the preferred) form of the heading as found. An Established heading will have an asterisk to the left of the heading

If not found proceed to Step (2)

Step (2)
If an Authority record is not found, search the library catalogue using an appropriate Browse search (Author, Title, Subject, Series) to determine how the heading has been used in the cataloguse
Use the heading as it is found

If not found proceed to Step (3)

Step (3)
Enter the heading as you find it on the publication. It will be verified by a cataloguer at a later date


Depending upon the type of heading, the Established heading will have one of the following labels:
Type of Heading MARC tag for Established Form MARC tag for Added Entry Use MARC tag for Subject Use
Personal name 100 700 600
Corporate Name 110 710 610
Meeting Name 111 711 611
Uniform title 130 730 630
Topical subject 150 650
Geographic subject 151 651
See From Form (contains a wrong form of the heading and SHOULD NOT be used) 400, 410, 411, 430, 450, 451
See Also From Form (contains an earlier/later or a broader/narrower form of a heading) 500, 510, 511, 430, 450, 451

Coding Guide for Descriptive Information


in provisional records change “9” to “3”

code as “s” if a publication date is present

leave”?” if no date of publication present


Give date of publication, and fill in ZEROS for any missing digits.

Do not leave any question marks

245 (TITLE)


INDICATOR 2: 0-9 (non-filing characters)


|a Title statement

|b Other title information, title in another language

|c Statement of responsibility


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




|a Place of publication

|b Publisher

|c Date of publication


260: : Montreal : |bFides,|c1941.

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





|a pagination or volumes


300: :20 p.





|a Text of note


500: : Title from cover

500: : Poems.

500: : Reprint. Originally published: Ottawa : L. Lanthier, 1900

500: : Text in English and French.




|a name

|d dates associated with name

|b numerals associated with name

|c titles, other words associated with name


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




|a corporate name

|b subordinate parts

|n number of conference or meeting

|d date of conference or meeting

|c Place of conference or meeting


710:2 : International Council for Bird Preservation.

Assigning a Call Number for an Item in the Pamphlet Collection

The pamphlet collection is divided into different classifications:

The Canadian Pamphlet Collection (CPC) is classified as:

Canadian Art ( CPC 0200 )

Canadian Literature ( CPC 0100)

Canadian History ( CPC Year of publication)

The General Pamphlet Collection is classified as:

Foreign Art ( GPC 0500)

Foreign Prose (including history) and Poetry ( GPC 0600)

Pamphlets relating to York University, or published by York University, are classed as:


There are no further subdivisions for individual collections within the York Pamphlet Collection.

Each item within a specific collection is assigned an individual number. Item numbers are assigned consecutively. To determine the last item number used in a particular collection, a truncated call number search must be performed. Procedures to perform these searches are as follow:

  1. 1. Call up the “Display 1 Item” screen by either pressing function key F2, or by clicking on the “Display 1 Item” icon of the remote control located at the right side of the screen.
  2. 2. In the “Call Number Well” type in the collection number to be searched. Truncate the item number by typing in “$”. The dollar sign denotes a truncation and Yorkline will search for item numbers that begin with the numbers provided before the dollar sign. A truncated search for a Canadian Art Exhibition catalogue would appear as follows: CPC 0200 58$
  3. 3. Since York has over 5800 Canadian Art Exhibition Catalogues in the collection, the item number would be truncated after typing in “58”. If a truncated search has an excessive number of hits in the catalogue, Yorkline’s response would be truncated and the last item number used would not display. Therefore, it is important to provide some guidance when searching for an item number.
  4. 4. When the truncated search has been performed correctly, an index screen will display. Scroll down to the bottom of the screen to determine the last item number assigned.
  5. 5. Assign the next consecutive number for the item in hand.

As a guide, the last item numbers assigned for each pamphlet collection are:

  • CPC 0100 1009
  • CPC 0200 5841
  • GPC 0500 0408
  • GPC 0600 0373
  • YPC 0127

Canadian history items should be searched by date of publication. Few years will need a truncated search.



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.

Upgrading Provisional Records to Complete Pamphlet Records

When searching YORKLINE by title before creating a new record for a pamphlet, you may match with a BRIEF RECORD. Brief records are created in Monograph 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 pamphlet cataloguing guidelines.

Identifying a provisional record for a pamphlet.

A brief pamphlet record has the following characteristics:
1) Has a blank in the the ENC_LVL of the FIXED FIELDS
2) Has only two or three MARC tags
3) Has SC-SPCOLL as a Home Location and as Current Location

Display the record using the Edit Item command


TAB through FIXED FIELDS and Change:

ENC_LVL: blank to 3


DATE 1 code accordingly (Check the Date 1 section of the Coding Guide contained within this docuument)
Delete the 1XX field if there is one by clicking on the field and then clicking on delete from the button bar at the top of the screen.
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.

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.


  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 call number will be for your item and record it.
  3. Perform a keyword search using the phrase York pamphlet template
  4. From the command box click on the Duplicate Item command and press return twice
  5. Leave new Item ID as AUTO
  6. Tab to Type, Click on the down arrow and choose Pamphlet as the Item type. Make sure the non-circulating flag has been checked.
  7. Tab to Home Location , Click on the down arrow and choose SC-SPCOLL as the location and press return. This step should automatically change the Current Location to SC-SPCOLL. If it does not, Tab to Current Location , Click on the down arrow and choose SC-SPCOLL as the current location and press return.
  8. If there is a checkmark in the box next to Circulate, click on it to toggle it OFF to indicate that the item does not circulate
  9. Tab to new call number and enter the new call number as determined in Step 2 and following the call number conventions in the document entitled Editing Items in Yorkline
  10. Tab to class scheme, Click on the down arrow and choose Text
  11. Check that the record format selection is MARC for booksTab to Class Scheme, Click on the down arrow and choose Text
  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.

7.  Processing Procedures

When the cataloguing is complete, make sure that the item type in the record is PAMPHLET and that the non-circulating flag has been set. The pamphlets are then placed in acid-free file folders and then in an archival box. The acid free folders can be obtained in Bibliographic Services. Write the call number on the folder in pencil. If the pamphlet is oversized, still place it in an acid free folder but write the call number on the front of the folder as well as on the top of the folder. Do not send through any printouts or pink location flyers. Place the completed pamphlets in an archival box. They do not have to be in order. Once the archival box is full, take it to Serials and Electronic Acquisitions and place it on the Special Collections pick up shelf in Serials and Electronic Acquisitions. Archival boxes can be obtained by contacting Julia Holland in Archives and Special Collections x88882.

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