Collection-level records for Tamiment vertical files

Collection-level records have been made for most of the organization files (OFs) in the Tamiment Library. Samples of these records can be seen by searching under the title "Publications relating to ..."

The files will be prepared by Tamiment staff, with the organization indicated. The "organizations" may be corporate bodies, periodicals, persons, etc.

Search the organization's heading in BobCat. If the heading appears in BobCat, use the heading as it appears there. If the heading does not appear in BobCat, do a search for the heading in NAF and use it as it appears in NAF. If the heading is a periodical, search also in BobCat or RLIN for a serial record and use the heading (including uniform title if appropriate). If the heading does not appear in BobCat or NAF and it is not a periodical, establish the heading according to AACR2.

A cataloging workform called "COLLECTION" has the skeleton of the appropriate OF record. Before cataloging an OF, you should set your default cataloging workform to COLLECTION.

To build a new bib record, type "n" in the blank command line. The COLLECTION cataloging workform should appear (if it does not, exit and reset your default workform).

The Leader should be ok with "nac7a 2" for a monographic minimal-level collection record. In the 008, the main values to worry about are the date code and date(s). If a single date, use "s" and the date. If a range of dates, use "m" and the range. If the file is active, use "9999" as the closing date. Give place of publication in coded form (nyu = New York City or State; dcu = District of Columbia; enk = England; if you want to browse the codes, enter an invalid code like "xxx" and say "yes" to browse). You will need to put a zero in the Index and Literary form lines. Otherwise, the 008 need not be filled in.

In the 245, repeat the heading name following "Publications relating to" — generally use the entire heading as it appears in the 6XX and 7XX. Do not include an article before the heading name. Names of persons should be inverted from heading order to natural order, e.g., 245 Publications relating to Eslanda Goode Robeson; 600 Robeson, Eslanda Goode, 1896-1965

The 300 field will say only "pieces" — no count of pieces or more detailed description such as illustrations or size. If there is some physical peculiarity that seems worthy of note, it is probably better to include it in the note about contents (e.g., Collection includes large folded color poster).

The 260 $a should be the headquarters place of the organization, $b repeats the organization name, and $c gives the date or range of dates. If there is a reasonable chance that the file will grow, leave the dates open. If any of this information is unknown or vague, use best judgment but do not fret about it as long as the user is given context for the file. If the file is for a person and there is no particular place context, give only $c date(s) in 260.

The 500 field will begin with "Collection includes" and then the contents will be described. Include a description of the mix of genres of material (e.g., meeting flyers, newsletters, correspondence, membership mailings, pamphlet titles, etc.)

Add a 6XX for the heading. Use the appropriate tag for corporate body (610), conference name (611), periodical (630), or person (600). Remember that you can use the hotkey and can retrieve a heading already in BobCat into the 6XX.

Add a 7XX for the heading. The repetition of the heading in the 7XX will cause it to be indexed both as subject or author. If there are distinctive titles in the collection, include a 740 02 for each as appropriate.

Generally, no added entries are made other than the 6XX and 7XX for the organization and 740s for analyzable pamphlet titles. If there is some person, concept, etc. that is really important to the file, a 6XX may be added for the topic. Similarly, a 7XX may be added if another person or corporate body is really important to the file.

The workform includes 852 for holdings information. If using the bib 852, the $b, $c, $e with NYU, Bobst, Tamiment should be changed to three $b's. The workform also includes a 953 for the circ code. The appropriate subfield for the circ code is $u and the code is "btam". If the 852 and 953 are not being used to create the holdings, these skeletal fields should be deleted.

For examples of completed OF records, do a search in BobCat under the title "publications relating to ..."