B5.1.  Lengthy descriptions divided into more than one record

It may be desirable to divide the description of a collection into more than one bibliographic record due to factors such as complexity or length of the description or system limitations on record length.  The description may be divided in whatever way is most sensible.  For example, the collection may be organized in logical groupings, each of which can be represented in a single record (e.g., pamphlets concerning tobacco consumption, pamphlets encouraging smoking, and pamphlets discouraging smoking).  Alternatively, a new record may be started at a logical breaking point, such as with every twentieth item, based on chronology, etc.

When multiple bibliographic records are created for one collection, most data elements will be the same across all records, according to the guidelines discussed above, with the following exceptions:

245 field:  Title statement

Indicate in subfield $n which part of the collection is being represented in the record.

260 field:  Publication, distribution, etc. (Imprint)

If the collection is divided based on chronology, include the appropriate range of dates in each record.

300 field:  Physical description

Indicate in the extent statement in the subfield $a of each record the number of items represented in the record out of the total number of items in the collection, using terminology appropriate to the material being described.

300  __  $a Items 1-40 of 80 in 1 bound volume

300  __  $a Items 41-80 of 80 in 1 bound volume

5XX fields:  Notes

With the exception of the 505 contents note (see below), give the same 5XX fields in each record.  In addition, make a note in each record indicating that the collection being cataloged is represented by more than one record, and provide references to the other records.

505 field: Formatted contents note

List in a 505 note only those items described in the particular record.  Numbering within contents notes should be consecutive from one record to another.

B5.2.  Considerations when adding to collections

Sometimes items are added to collections after initial processing or cataloging has been completed.  In such cases, edit or add to the description as necessary, paying particular attention to the following elements:

Dates (260 field and fixed fields)

Extent (300 field)

Contents (505 and/or 520 field)

Subject and genre/form headings (6XX fields)

Added entries (700-75X fields)

See also:

Appendix B:  Collection-Level Records