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2. Cataloguing priorities are set by the Managers’ Group at the start of a calendar year. Curators, cataloguers, the head of public services, and the lead archivist meet to discuss, review and evaluate collections as to the range of materials included to aid in creating the cataloguing framework which identifies access and levels of description. The framework is documented on the cataloguing WIKI documented in the online procedures and may be revised once the project in underway. This framework identifies gift and provenance notes, linking notes to manuscript and other collections, item needs in terms physical description (binding, state, imperfections).

3. New donations and materials flagged for cataloging identified during the processing of manuscript collections are not to be sent directly to cataloguing. These items should be added to the SCRC cataloguing backlog with a “Checklist for SCRC Cataloging” form completed and inserted into each piece. Only new purchases and agreed upon cataloguing priorities should be routed to cataloguing. Occasional rush and priority items may be inserted into the queue when necessary as well as “small” one-time gifts (usually 10 or fewer items).

4. Gifts and restricted fund purchases: Donor and fund names are transcribed in 590 (local notes).    Research gift copies are also identified through a 590-note: Includes research material from the ... Papers at the Special Collections Research Center at Syracuse University Libraries.  No other gift note is needed.  Details and forms of notes may be found in procedures below.

5. Full-level cataloguing standards are used, unless curators request that Descriptive Cataloguing of Rare Materials (DCRM) standards be used, or, materials demand those standards in the judgment of cataloguing staff. Early upstate New York print materials and items published before 1700 generally receive DCRM treatment, with signature statements mandatory for items printed before 1600.

56. Subject access may be enhanced to highlight subjects of local interest and link an item to SCRC collections. Genre headings are added when deemed necessary by project guidelines or requested on “Checklist.” They are not removed from records containing them. Music subject analysis will be coordinated with the music specialists to bring score subject access into line with standards developed for Belfer sound recordings.

67. Unique item identifiers such as ownership and other inscriptions, stamps, bookplates, binding and bookseller tags, etc.) are generally noted.

78. OCLC records are used, when possible, with minimal changes. The range of pre-AACR2 records, as well as AACR2, RDA, RDA hybrid, DCRB (Descriptive Cataloguing of Rare Books), and DCRM records may be used with as is, with one exception. The physical description (MARC field 300) should be evaluated for clarity and completeness to insure that pagination and illustrative matter is adequately shown. Unless incorrect, information is not removed from records.

89. SCRC classifies all print materials using Library of Congress (LC) call numbers. Classification follows current standard call number practices to the extent possible; split collections will occur when call numbers change for subjects or literary authors. In 2014, SCRC managers and cataloguers agreed to abandon a number of locally-developed LC schemes used in the past to group items together and to rely on catalogue searches to collocate materials rather than physical location. Exception: exact copies will be added to the existing local call numbers. Local schemes such as that used for Browder, or, for the New York printing collection, will not be created in the future.

910. New titles are added to the general LC collection, unless donor or other considerations merit a separate, named collection.  The collection is divided among octavo (up to 28 cm), folio (29-49 cm), and flat folio (50 cm and up).  Maps, broadsides, posters, and other single-sheet items are house in the map cases; in addition, items consisting of only a few leaves, or especially fragile, may be housed in the cases for better protection.

1011. New materials are not added to the Dewey collection; related or duplicate items currently in Dewey are reclassified to LC at the time the new item is catalogued.  The New York State collection is also frozen, except for adding exact duplicates. However, both collections will remain separate for the foreseeable future.

1112. Exact duplicates will share a single bibliographic record, with local notes tied to the specific copies, and separate holdings records for each copy; previously, all copies had their own bibliographic record.  Any differences (printing, paperbound/hard bound, presence/absence of publishers' advertisements or illustrations) require 2 bibliographic records in order to fully describe each copy.

1213. Serials will be catalogued as such and enhanced as necessary to meet access needs. Additional access points and enhancements may be made when new issues are added. Cataloguers will create, or enhance records to full CONSER level on OCLC. EXCEPTIONS: serial issues acquired because of a single article will follow standards for component parts for article(s) of interest. Component parts must comprise at least a page, preferably more; smaller articles, notices, and other references of interest will be highlighted in the serial record, and if appropriate, access points provided. Theme issues will generally be catalogued as monographs to provide access to issue content.

1314. Access to names will be enhanced by creating access points for contributors to and editors of serials and other materials when appropriate. Publisher, printer, illustrator entries are added when merited, especially for older items. Generally all names in the statement of responsibility will receive access points: authors of introductions and afterwards, illustrators, translators, etc.

1415. Contents of serials, anthologies, and multi-volume sets will be highlighted when necessary to bring out and provide access to content of local interest and appropriate access points added.


  • Details concerning SCRC materials used (provided by the curator) and generally indicating pages with images and nature of materials used.
    • Eg., Images on pages 20-22, 53, 102; quotations


Procedures

New receipts: Cataloguing and processing

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