Appendix D: Minimal-Level Records

Appendix D: Minimal-Level Records

The elements of description provided in DCRB constitute a full set of information for describing rare materials. This appendix sets out a less full level of description containing those element recommended as a minimum for effective description of early printed books and other rare materials.

Libraries base their choice of a level of description on the purpose of the catalog or catalogs for which an entry is constructed. In selecting DCRB for describing rare materials, libraries make the decision that a more detailed, transcription-oriented description is warranted.

Libraries most often turn to minimal-level cataloging for rare materials in response to a need to create machine-readable records for large backlogs of uncataloged or manually cataloged materials with the least amount of time and effort possible. These guidelines are provided in response to such needs; their purpose is not to promote the use of DCRB minimal-level cataloging, but rather to provide a usable standard for those institutions wishing to adopt it.

A minimal-level cataloging policy is best kept simple. Complex rules for omitting or shortening a variety of record elements would require catalogers to devote time to learning these new rules, thereby eliminating a portion of the intended gains in time and expense. In addition, tampering with the full description provided by DCRB areas 0-6 and 8 would negate the very purpose of using DCRB for description of rare materials. The conclusion then is that eliminating notes accomplishes much of the purpose of minimal-level cataloging because it saves considerable time while not unduly limiting access. Bibliographic records following this approach will, in most cases, still identify the books being described and distinguished them from similar editions or issues.

1. Follow the rules in DCRB areas 0-6 and 8. In general, abridge the description wherever possible as allowed by the rules. Do not make the mandatory notes found in areas 0-6, such as those called for in rules 2A2, 2C2, 4A4, etc. For the notes called for in rules 7A-7C19, do not make them routinely but only when especially necessary.

2. Optionally, libraries may add any additional elements in accordance with institutional policy, and may wish in particular to consider adding one or more of the following, each of which would significantly enhance the value of minimal-level DCRB records for identifying rare materials.

references to published descriptions in standard bibliographies (rule 7C14 ), particularly when the source cited provides more detailed information than the minimal-level catalog record;

the mandatory notes called for in DCRB (rules 2C2 , 4A2 , etc.);

one or more copy-specific notes describing provenance, copy numbering, imperfections, binding, or any other information that will allow the bibliographic record to describe the particular copy in hand with sufficient precision to indicate the institution’s ownership of that particular copy;

optional note regarding transposition of elements in areas 1-4 of the description (rules 2B7 , 2C3 , etc.);

optional notes based on reliable dealers’ descriptions accompanying the item being described.

3. Minimal-level cataloging policies often eliminate or simplify additional areas of the catalog record such as subject headings, classification, or other access points. Users of DCRB may also wish to streamline these areas according to local needs, taking into consideration the effect that such policies will have on special files for printers, binders, bindings, genres, provenance, and the like.