Cataloging Procedures Manual

Chapter IV: Rare Book Cataloging

Catalogers place bookplates inside back cover.
Catalogers put completed items on “to be marked” book truck.
Students paste in all appropriate bookplates, write out and lay in call number strips, write call numbers on pamphlet envelopes.
Students take books to designated “new book shelves” in stacks.

When students are not on staff:

Catalogers paste in all appropriate bookplates.
Catalogers write call number on call number strip and lay strip in book, write call numbers on pamphlet envelopes.
Catalogers place books on designated book truck.
Catalogers take books to designated “new book shelves” in
stacks.

II. General Procedures

Catalog new materials according to established guidelines for type of material following AACR2 and Descriptive Cataloging of Rare Books, Library of Congress subject headings and Library of Congress classification numbers. Most of these sources are now online at Cataloger's Desktop: http://desktop.loc.gov/ . Most often used sites may be accessed directly: Library of Congress Catalog Online: http://catalog.loc.gov/ ; Classification Web: http://classificationweb.net/Auto/ ; ALA-LC Romanization tables: http://www.loc.gov/catdir/cpso/roman.html . Local University of Virginia practices are described in Cataloging Services' “Cataloging Procedures Manual” at http://www.lib.virginia.edu/cataloging/manual/ . Local practices for cataloging rare books are described below.

COPY CATALOGING

Take a book from the “in-process” Edit shelf, and retrieve the existing VIRGO record.

Verify that the existing record is a match for the piece in hand. If the record matches, proceed with editing the Bibliographic Record. Variant states, issues or printings of an edition are usually added to the record for the edition, with explanatory notes.

(SPECIAL COLLECTIONS materials are now generally cataloged on the same VIRGO records with copies in other UVa libraries. Exceptions are: Darden; Health-Sciences; Law. In some circumstances, cataloger may choose to do a separate record for a particular title.)

If the record does not match, search VIRGO for another record. If a matching record is found in VIRGO, transfer all relevant holdings information (590's; 940's and order records) to the new record. If no other holdings are connected to the first record, delete the record. If other holdings are attached, delete the copy or the call as appropriate. Proceed with editing the matching Bibliographic Record.

If a matching record is not found in VIRGO, search OCLC. If a matching record is found in OCLC, and the first VIRGO record has no other holdings attached, overlay the existing record, and put the new OCLC number in the Title Control field. If the first VIRGO record has other holdings attached, download the OCLC record as a new record. Transfer all relevant holdings information (590's; 940's and order records) from the first record and remove the copy/call from the first record. Proceed with editing the new Bibliographic Record.

If no matching records are found, catalog as an original record.

BIBLIOGRAPHIC TAB

Examine fixed fields, and correct, as necessary, for the type of material in hand.

Examine variable fields (Any field not specifically mentioned can be left as is.)

Field 001: Should match the Title Control number:

Field 010 (Library of Congress card number): Input if not present and if available from item.

Field 020 (ISBN): If not present, and if available from the book, input, without hyphens. NOTE: A record with an ISBN is not a match for a book published before ISBN's were instituted.

Field 035 (System control numbers): Transfer OCLC numbers to 001 field and to TITLE CONTROL field and delete all 035 fields.

Fields 050/090/099: CALL NUMBERS: Carefully examine existing call numbers in OCLC records to be sure the numbers are correct for your particular item. Although Library of Congress, or Library of Congress type, call numbers are now used for most collections, items acquired for any specifically named collection might need a unique call number. Also, other libraries may have assigned a collection-specific number that might not be applicable for the item-in-hand. Library of Congress classification schedules can be found on-line at: http://classificationweb.net/Auto/

Field 050 (Library of Congress call number, assigned by Library of Congress): Use this call number unless local practice dictates otherwise. IF CIP, the date may be changed and obvious errors corrected. Put locally assigned numbers which differ in any way in the 090 or 099 fields as appropriate. If the date of publication of a monographic publication is not present in the 050 field, enter the call number in the 090 field and add the date. Later printings should have the date of the printing, when known, rather than the date of the edition.
EXAMPLES:
050 – BX123|b.M45 1840
050 -- E470.2|b.W36 2002
050 – F234.A3|bC6 1930

(If ViU has a later printing, use same record, leave the 050 and add 090 with printing date. 050=050 – PS1305|b.A1 1875 . We have 1876 printing, add an 090 – PS1305|b.A1 1876. (See also Section on Editions, Advance Copies, Printings and States, p. 11.)

Field 050 4 (Member assigned or local Library of Congress type call number): Alter as needed, and add date of publication if not present. Optionally change code to 090.

Field 090 (Member assigned or local Library of Congress type call number): Input or change as needed. Add date of publication if not present. Formatted the same as an 050 number.

Field 099 (Local free-text call number, non Library of Congress scheme): Used for McGregor, Taylor and Typ collections, for broadsides, posters, non-print media and for any expanded (more than 2 cutter numbers) call numbers.
EXAMPLES:
099 – A|a1710|a.M3
099—Broadside|a1845|a.W56
099—F229|a.C28|aZ92|a.A65|aB7|a1801

Fields 1XX (Main entry): All second indicator values are obsolete and should be deleted. Pre-AACR2 access points may be revised to reflect AACR2 choice of headings at the option of the cataloger. Check that the form of heading matches other forms for that entity.

Field 130 (Uniform title main entry): First indicator is a filing indicator. Examine and correct. All second indicator values are obsolete and should be deleted.

Field 240 (Uniform title): Input original title for translations if identifiable.

Field 245 (Title and statement of responsibility): 1 st indicator should be 0 if title is main entry, 1 if it is not; 2 nd indicator is a filing indicator and should be examined and corrected. Transcribe title exactly. Do not abbreviate. Indicate omissions by ellipses. Use judgment as to what constitutes title and subtitle information. Add statement(s) of responsibility if not present in the record. (Note: Sometimes the easiest way to do this is change record to AACR2 standards.). If statements of responsibility are taken from areas of the book other than the title page, add as a 500 note.

Field 250 (Edition statement): Examine for accuracy based on piece in hand. Do not abbreviate edition statements taken from recto of title page. Edition statements taken from other areas of the book can be abbreviated and should be bracketed if record is pre-AACR2. Presence or absence of edition statement in online record may signify a different edition.

Field 260 (Imprint): Examine all subfields for completeness, correctness and form. Update pre-AACR2 format if 245 field is updated. First named place should match the piece in hand. For pre-1900 imprints, expand the 260 field to include all places and publishers, giving the full name of the publishers as they appear in the imprint. Examine and correct dates, keeping in mind what constitutes a new record and a different edition.

Questionable publication dates: When the date of publication is unknown, an estimated date must be provided. Possibilities are:
[18--] – Century known.
[18--?] – Century uncertain
[between 1800 and 1820]
[ca. 1820]
[1820?]
NOTE: ACCEPT RECORD, BUT DO NOT USE OR ACCEPT THE OPEN CENTURY DATES WHEN THE AUTHOR WAS NOT BORN AT THAT TIME, OR WHEN YOU KNOW THE FIRST EDITON OF A WORK WAS NOT PUBLISHED UNTIL LATER.

Field 300 (Physical description): Examine and correct, accounting for all printed pages. Supply for CIP copy. Remember that variations in pagination, illustrations or size may indicate a different edition.

Field 4XX (Series): Generally trace all true series statements.

Field 500 (General notes that apply to all copies of the item): Examine and correct any errors, and add new notes if appropriate. Delete incorrectly coded copy specific notes of the inputting library and unverified bibliographic citations.

Field 501 (With note): A note which is not appropriate to the work in hand may signify a different edition. Notes describing items bound together locally should be deleted, or, if applicable, put in the 590 field.

Field 502 (Thesis note): Examine and correct content, if necessary. A note which is not appropriate to the work in hand may signify a different edition.

Field 504 (Bibliography note): Examine and correct content, if necessary. If not present, add in this form: Includes bibliographical references (p. 300-305) or: Includes bibliographical references (p. 300-305) and index.

Field 505 (Contents note): If present, examine and correct transcription errors. Add contents for multi-volume works with distinctive titles. Other contents notes may be added at the discretion of the cataloger.

Field 510 (Bibliographic citations): Bibliographies, either subject or author, should always be cited in a catalog record when the bibliography has been consulted in cataloging. In copy cataloging, matching citations (i.e. title, imprint & pagination the same as on the record) to Shaw-Shoemaker, Wolff, Sadleir, Wright, Wegelin, Sabin, Wing and Evans which are present in copy may be kept without verification. Other bibliographical citations should be verified or deleted from the record in copy-cataloging. Enter citations using the form or pattern found in: Standard citation forms for rare book cataloging (available on the web at Cataloger's Desktop)

Most commonly consulted bibliographies include:

Bibliography of American Literature (BAL)
Foxon, D.F. English verse 1701-1750
Griffith, R.H. Alexander Pope: A bibliography.
National index of American imprints through 1800 (Shipton & Mooney short-title Evans)
Southeastern broadsides before 1876
Wright, L. H. American fiction, 1774-1850-[1876-1900]

Field 520 (Summary, abstract or annotation): May be added if appropriate. Verify existing information and correct any typographical errors.

Field 533 (Photo-reproduction): Examine and correct if necessary. Use another record if not appropriate to the work in hand.

Field 590 (Local notes): Preface notes with SPECIAL COLLECTIONS: Types of information for this field include: imperfections; binding description; provenance; name of particular collection; donor's name; fund code; related manuscript collection. If multiple copies are call numbers are involved, create a different 590 field for each copy or call number. If copy-specific notes are present for a copy in another University of Virginia Library, add the name of that library before the note. (See also Section on Provenance, p. 9; Specific procedures for Collections, and List of Funds)

Examples:

(Single call, single copy)
SPECIAL COLLECTIONS: Original blindstamped green cloth, with gilt spine title. Armorial bookplate of T. M. Rotch. Gift of Jane Rotch.
SPECIAL COLLECTIONS: Original red and yellow cloth, with illustrated lining papers; dust jacket. From the library of Frank L. Hereford, Jr., President of the University of Virginia. With a long presentation inscr. to Hereford from the author, dated May 16, 1977, and the author's bookplate. Hereford gift, 1999.
SPECIAL COLLECTIONS: Original pictorial wrappers. From Papers of Charles Wright, MSS 11437.

(Single call, multiple copies)
SPECIAL COLLECTIONS: Copy 1: Original green wrappers. Bookplate of Isabel Mercein Tunstall Library of Poetry.
SPECIAL COLLECTIONS: Copy 2: Original green wrappers. Clifton Waller Barrett Library, Eudora Welty Collection. Gift of C.W. Barrett.
SPECIAL COLLECTIONS: Copy 3: Original blue-green boards; dust jacket. Gift of Irby Cauthen, 1978.

(Multiple calls, single copies)
SPECIAL COLLECTIONS: A 1730 .M3: Original wrappers. Tracy W. McGregor Library, American History Collection.
SPECIAL COLLECTIONS: M 1720 .P3 no. 5: Fifth title in volume with spine title “Pamphlets.” Search by call number to retrieve all titles in the volume. Tracy W. McGregor Library, Mather Collection.

(Multiple calls, multiple copies)
SPECIAL COLLECTIONS: LD5689 .A3 1879 Copy 1: Original green wrappers. Bookplate of the University of Kentucky Library. Gift of Robert Lewis Parrish.
SPECIAL COLLECTIONS: LD5689 .A3 1879 Copy 2: Original salmon wrappers.
SPECIAL COLLECTIONS: AB v.20: In a volume of miscellaneous pamphlets.
SPECIAL COLLECTIONS: F221 v.6, 93, 96: In bound volumes of miscellaneous Virginia pamphlets.

Form of collection name or fund code to use in local notes:
Clifton Waller Barrett Library, Robert Frost Collection. President's Fund, 2004/2005.
Clifton Waller Barrett Library, Zane Grey Collection. President's Fund, 1999/2000.
Jorge Luis Borges Collection.
Bruccoli Great War Collection. Gift of Matthew Bruccoli.
Tracy W. McGregor Library, American History Collection (A call no.)
Tracy W. McGregor Library, English Literature Collection (E call no.)
Tracy W. McGregor Library, Mather Collection (M call no.)
Marion duPont Scott Sporting Collection. Scott Fund, 2003/2004.
Henry Fielding and his Contemporaries Collection. Ribble Fund, 2001/2002.
Albert H. Small Declaration of Independence Collection. Gift of Albert H. Small.
William Faulkner Collection.

Field 6XX (Subject headings): Watch for, and correct, obviously old headings. Correct transcription errors. Use established authority practice for verifying or adding headings. Add new headings if appropriate.

Field 690 (Local subject headings): Do not use.

Field 7XX (Added entries): Follow guidelines for 1XX fields.

Make 710 tracings for the following local collections:
Albert H. Small Declaration of Independence Collection (University of Virginia)
Brenda Forman Collection of Pop-up and Movable Books (University of Virginia)
Joseph M. Bruccoli Great War Collection (University of Virginia)

Field 752 (Hierarchical place name): Always add this field if the spelling of the place name in the imprint differs from the established heading for that place. Additionally, add a 752 field for Virginia and West Virginia imprints through 1865; U.S. imprints through 1800; British imprints through 1783; others through 1700. Additionally, add a 752 for all Confederate imprints, using Confederate States of America as the country, which means a Virginia imprint would have two 752 fields. Use three levels of hierarchy for U.S. places. . For non U.S. imprints, use only two levels of hierarchy.
752 – United States|bVirginia|dCharlottesville
752 – Confederate States of America|bVirginia|dCharlottesville
752 – England|dLondon
752 – Scotland|dGlasgow
752 – Netherlands|dAmsterdam

Field 773 (In-analytic entry): Format according to OCLC guidelines, putting page numbers and size in the 300 field, not the 773 field.

Field 8XX (Series traced differently)

Field 911 (Local processing notes): This field is not keyword searchable.

Field 940 (Local processing notes): This field is keyword searchable. Types of information include: Gift notes that connect record to the master record for the gift; Purchase order notes that connect items which were part of a group purchase; Re-cataloging notes that record the old call number.

Field 946 (Location/Restriction notes): Add notes about any special locations here and in Comments field of VOL/COPY record.

Field 949 (Processing info): This field was generated when the catalog migrated from NOTIS to SIRSI. Remove field if editing and completely updating existing records.

CONTROL TAB

Title control #: prefer OCLC no., VIRGO id no. or ISBN, in that order. When overlaying a record with a new one, this field is not overlaid and must be changed manually.

Record format: Check that it is appropriate for material. If not, the record may not be a match.

Created by: User ID

Date Cataloged: Today

(Note: When cataloging an added copy or added call, do not change the existing format, ID or date cataloged.

VOL/COPY TAB

CALL NUMBER FORMATS:
LIBRARY OF CONGRESS or LIBRARY OF CONGRESS TYPE CALL NUMBERS (LC):
BX123 .M45 1840
E470.2 .W36 2002
F234 .A3 C6 1930
PS3511 .A86 Z4 .B12 C3 1975 (This one actually coded 099 in Bib Record)
LOCAL CALL NUMBERS:
Broadside 1815 .B76 (ALPHANUM)
Broadside .B76 Z99 1940 (ALPHANUM)
A 1715 .B6 (ALPHANUM)
Newspaper Virginia Charlottesville (ASIS)

Item ID: System generated.

TYPE: Choose Type appropriate to your material. Not all types have had parameters set for use by SPECIAL COLLECTIONS. The types currently used by Special Collections are: Rarebook; Broadside (single sheet publications); Poster (single sheet publications, usually more visual)

HOME/CURRENT LOCATION: Choose the proper location for the particular collection and size.

Most SPECIAL COLLECTIONS locations are prefaced by SC-, and follow this pattern.
Examples are for general collection material. Codes for McGregor begin SC-MCGR; Barrett SC-BARR; Scott SC-SCOTT; Tatum SC-TATUM.
SC-STKS (12-31 cm., general collection stacks)
SC-STKS-F (Folio bks, 32-48 cm. tall or more than 25 cm. wide, general collection stacks)
SC-STKS-FF (Flat Folio bks., 48 x 85 cm., general collection stacks)
SC-STKS-M (Miniature, 1-11 cm., general collection stacks)
SC-STKS-X (Vault, general collection, 12-31 cm.)
SC-STKS-XZ (General collection, Vault Show & Tell Shelf, any size)
DEC-IND-RM (Declaration of Independence Room, Permanent Exhibit)
SC-STKS-EF (All elephant folios, regardless of collection. Currently used to identify anything shelved out of order.)

Broadside sizes (Chosen size may change after housing):
Legal size folders (38 x 22 cm.): SC-STKS or applicable collection code
Flat boxes (39 x 50 cm. ): SC-STKS-F or applicable collection code
Larger in Broadside Cabinets: SC-STKS-FF or applicable collection code

ITEM TYPE I: Choose appropriate type from: ADD; CLASSIFY; CONVERSION; CONV-ADD; CONVERSION; CONV-ORIG; DLC; MEMBERCOPY; NON-OCLC; ORIGINAL; RECAT. (Items from the backlog will often have an ITEM TYPE 1 of A-NOTIS. Be sure to update this). IF adding a call or a copy, be sure to change this field for the new call or copy to the appropriate ITEM TYPE.

MARC HLDG TAB

Used only for serials, periodicals and multi-volume monographic sets.
Code fixed fields and enter holdings according to guidelines.
Additionally, always add call number and, if appropriate, the copy number in 852 field, using the following guidelines:
LC type call numbers: 852 0- |cLOCATION|hPS3511.A86|iS6 1942|tCopy 1
ALPHANUM/ASIS nos.: 852 8- |cLOCATION|hA 1735|i.B6|tCopy 1

FINAL CHECK

Double-check each tab to be sure that all information has been updated, that HOME LOCATION and CURRENT LOCATION match, and that all in-process notes have been removed from STAFF NOTE field and from the 946 field of the Bibliographic Record.

Cataloging is now completed.

ORIGINAL CATALOGING

Catalog items according to current AACR2, Descriptive Cataloging of Rare Books, or rules for particular format; incorporate the guidelines for specific fields given above. Items may be cataloged directly on VIRGO or in OCLC and downloaded into VIRGO. At the cataloger's discretion, some items may be cataloged in VIRGO and identified as NON-OCLC, so records will not be transferred to OCLC. Always re-search book in VIRGO and OCLC before creating a new record. If adding 500 notes or tracings for copy-specific information (e.g. a book from Jefferson's library), take care to add the |5ViU that identifies that information as unique to our copy.

INSERTS FOUND IN BOOKS

Inserts are kept or discarded according to instructions from the selector, or in the absence of any instructions, according to the judgment of the cataloger.

OPTIONS INCLUDE:
Placing donor or book related item(s) in the INSERT FILE under the call number of the book with a brief description of the inserts in the local note field. (Photocopy newspaper clippings, file copy, discard original)
Mylaring the insert and leaving it in the book (Only if instructed)
Cataloging items of particular interest individually.
Transferring items to Manuscripts, on consultation with manuscripts cataloger.
Tossing unrelated items of no research value.

SHELF PREPARATION

Write call number in pencil on appropriate bookplate; lay all relevant bookplates inside back cover.

If there is no place to paste a bookplate in the item, pencil the call number lightly inside back cover, on last printed page, or (if a periodical), in upper left corner of front cover. Do not leave loose bookplates in the item.

Place fragile items in envelopes, with acid-free inserts for especially vulnerable items. .

Put completed items on marking truck for student to paste in all bookplates, write call number strips, or write call numbers on envelopes. Students will search each item in VIRGO by call number to verify transcription of the number and to see that all pre-cataloging notes or codes have been updated.

PROVENANCE

Past ownership of books is tracked in various ways.

Subscribers' lists are mentioned in 500 notes. Example: 500 List of subscribers, p. 4-9.

Bookplates, author's inscriptions, signatures of significant individuals or particular family members, and donor's names are always mentioned in a 590 note. When formulating these notes it is important to be as complete and consistent as possible, to facilitate keyword retrieval.

The author's family copies are always designated as such.
Example: 590 SPECIAL COLLECTIONS: Family copy (Mother): Presentation inscription from the author to her Mother, dated January 1932.

For historical or literary figures, ownership is traced through a locally created subject heading in addition to the 590 note.
Examples:
590 SPECIAL COLLECTIONS: From the library of Julien Green, with his signature, 1943.
600 10 Green, Julien,|d1900-|xLibrary|xPersonal copy.

590 SPECIAL COLLECTIONS: From the library of Landon Carter of Sabine Hall, with his notes, and his name written on title page. Gift of Rev. T. Dabney Wellford.
600 10 Carter, Landon,|d1710-1778|xLibrary|xPersonal copy.

EDITIONS, ADVANCE COPIES, PRINTINGS, STATES AND COPIES

Rare book catalogers try to distinguish all bibliographic variants of a title. OCLC, however, only wants to distinguish true editions. Generally, existing OCLC records for a particular edition are accepted and edited for different states or later printings of that edition. New OCLC records are created only for new editions. For books published in English, all edition statements are accepted as true editions. Edition statements found in books in other languages may be printing statements.

When cataloging advance copies and variant printings or states, search VIRGO for records for the first publication of that particular edition. If the description matches, add a call for the variant printing. Use the date of the printing in the call number. If the later printing date is the same year as the 1 st printing, add a work letter to the call number. When information in the catalog record is unclear, compare the new printing with the existing printings. Presence or absence of prefaces, new introductions, illustrations, plates, or integral advertisements could mean a different edition, even though the item calls itself a printing. Always add a 590 note, describing the different bibliographic states or printings.
Examples:
590 SPECIAL COLLECTIONS: PS3093 .T3 1889: Second printing, June 1889.
590 SPECIAL COLLECTIONS: PN452 .R68 2001b. Advance uncorrected proof copy in original wrappers. Gift of the University of Virginia Bookstore, September 2001.

If a matching record for the edition is not found in VIRGO, search OCLC. If a master record for the edition is not found, an existing record for another printing can be used. If the OCLC record is for the first printing, edit dates as follows:
Fixed field dates: Do not change.
260: leave date as is, and add the printing date in a sub-field g: Baltimore K bGenealogical Publishing Co.,|c1994|g(1997 printing)
Call number: use the date of printing in the call number. If the call number is an 050, add the different call number as an 090.

Copies: New books being added as copies are compared with existing copies, and any differences in binding noted in 590 field. New copies being added as “Calls” do not have to be compared as long as the catalog description matches. A description of the the new “Call” is noted in the 590 field.

III. Specific Procedures for Collections

ALBEMARLE LIBRARY/CHARLOTTESVILLE LYCEUM: Books which belonged to the Albemarle Library or the Charlottesville Lyceum, usually with a bookplate of one or both institutions, are cataloged as a collection, with special call number, provenance note, and tracing for the library. Titles which belonged to both are given the call number for the Albemarle Library, since it was earlier.

Albemarle Library:
Z881 .C47723Z9 .[cutters for author and title]
590: SPECIAL COLLECTIONS: From the collection of the Albemarle Library, with its bookplate [include number written on bookplate if there is one]
610::Albemarle Library (Charlottesville, Va.)

Charlottesville Lyceum:
Z881 .C47725Z9 .[cutters for author and title]
590: SPECIAL COLLECTIONS: From the collection of the Charlottesville Lyceum, with its bookplate [include number written on bookplate if there is one.]
610::Charlottesville Lyceum (Charlottesville, Va.)

LOCATION: Use generic SC-STKS locations.

BOOKPLATE: There is no special bookplate.

BARRETT: CLIFTON WALLER BARRETT LIBRARY: The Barrett Library of American literature is divided into four sections. The bulk of the collection is arranged according to the Library of Congress classification scheme for American literature. Mr. Barrett collected everything written by his literary authors, and everything is held together in the author's literary number. For instance, William Gilmore Simms' History of South Carolina is assigned his literary number rather than the LC number for South Carolina history. Works by minor literary figures, who wrote only in one medium, have been assigned a special series of LC numbers designated as the Wright Collection of American Fiction, the Wegelin Collection of American Poetry, or the Hill Collection of American Drama. These categories still exist, but current acquisitions are not added to them. Mr. Barrett has given the library many items that were not American literature and are not cataloged as part of the Barrett Collection.

VIRGO locations:
SC-BARR-ST; SC-BARR-F; SC-BARR-M; SC-BARR-FF; SC-BARR-X; SC-BARR-XF; SC-BARRXFF

CALL NUMBERS: With very few exceptions, newly acquired items are assigned Library of Congress literary call numbers, according to the LC classification system for American literature. Non-literary works by literary authors acquired for the Barrett Collection are also assigned the literary call number. If additional works are acquired by an author currently represented in Barrett Wright, Wegelin or Hill, recatalog to the proper LC number for that author.

LC Call number exceptions:

An expanded call number scheme has been created for critical works in the comprehensive Robert Frost Collection. Newly acquired critical works are assigned a 4-cutter number, using Frost's basic number, followed by Z4, then another set of cutters for author and title. Example: PS3511 .R94 Z4 .F25 R62 1965. This number is coded 099 in the bibliographic record, but LC in the Vol/Copy call number field.
Books from an author's library: Several Barrett author collections contain a component of books from that author's library. Call number schemes vary, based on the LC schedule. The guiding principle is to keep the books together, without upsetting the schedule for other items. For 20 th century authors, this generally means another expanded 4-cutter number as in the Ellen Glasgow library. For authors from an earlier period, examine the schedules and the pattern that may have been used for other authors using that same schedule. In every case, make a subject tracing for the author, with sub-divisions Library—Personal copy.
Examples:
PS2708.Z9|bS66 1900 Riley, James Whitcomb,|d1849-1916|xLibrary|xPersonal copy.
PS3523|a.I58|aZ99|a.A423|a1900 Lindsay, Vachel,|d1879-1931|xLibrary|vPersonal copy.
PS3513|a.L34|aZ42|a.P66|aS8|a1945 Glasgow, Ellen Anderson Gholson,|d1873-1945|xLibrary|xPersonal copy.
Broadsides: Barrett broadsides have, in the past, been assigned LC call numbers. In 2004, a new call number scheme was developed for Barrett Broadsides, that would identify items as broadsides, yet maintain an author collection arrangement. For works by the author: Broadside .Cutter for author collection Cutter for title Date of publication. For works about the author: Broadside .Cutter for author collection Z99 Date of publication. Add work letters to date of publication for all additional critical items published in the same year.
Examples:
Broadside|a.L55|aL42|a1930 (Broadside poem by Vachel Lindsay)
Broadside|a.L55|aZ99|a1891 (Broadside item related to Vachel Lindsay)

590: SPECIAL COLLECTIONS: Clifton Waller Barrett Library, Robert Frost Collection. Fund or donor's name.

BOOKPLATES: There is a special call number label for purchases for the Barrett Collection and a smaller Barrett label for gifts. Only titles given by Mr. Barrett have the large Barrett coat-of-arms bookplate. BARRETT should be written at top of all call number strips.

BORGES: JORGE LUIS BORGES COLLECTION: The Borges Collection was acquired through the auspices of Jared Loewenstein, and items are added to the collection, through gift and purchase, on an on-going basis. All items (other than broadsides) acquired for the collection are classified in his literary number. A descriptive catalogue of the Jorge Luis Borges collection at the University of Virginia Library, compiled by Jared Loewenstein was published by the University of Virginia Press in 1993.

CALL NUMBERS: All titles by Borges are classified following the Library of Congress schedules, as are critical and biographical works dealing primarily with Borges. Works that are only marginally or tangentially related to Borges are cataloged using an expanded LC type number. In practice, this means that the expanded number is used for those items that another Library would not classify for Borges.

Expanded call number begins with PQ7797.B635 Z999, with additional cutters for author and title, plus the date of publication.
PQ7797 |a .B635 |a Z999 |a .A87 |a T57 |a1994
The number is coded 099 in the bibliographic record, but LC in the Vol/Copy call number field.

LOCATION: Use generic SC-STKS locations.

Add 500 note explaining the relevance to Borges if necessary.

590 SPECIAL COLLECTIONS: Jorge Luis Borges Collection.
(If a newly acquired title was published in 1993 or earlier, and is the only copy in the library, add statement “Not recorded in Loewenstein.” If cataloging an item from the backlog published in 1993 or earlier, check the bibliography and add a 510 field or “Not recorded in Loewenstein” as applicable.

6xx/7xx: All items should have an appropriate tracing for Borges.

BOOKPLATES: There is no special bookplate for Borges, nor is there a need to designate the collection on the call number plate.

BRUCCOLI: JOSEPH M. BRUCCOLI GREAT WAR COLLECTION: The Collection has been an on-going gift from Matthew J. Bruccoli in memory of his father, Joseph M. Bruccoli. Ocassionaly items are given by other people, and recently the Library has been buying some items designated for the Bruccoli Collection. Add items to the Bruccoli Collection only if so instructed by the donor or the selector.

CALL NUMBERS: Generally, Library of Congress call numbers are used, although some special numbers have been used for specific genres. Fiction of the War is classed in: D639 .F5 Cutter for author.
Poetry: D639 .P58 Cutter for author.
Sheet music: D639 .S65 Cutter for composer (Housed in flat gray boxes, in special size folders for sheet music)
(In all cases, slide cutter for additional titles by the same person.)

LOCATION: Use generic SC-STKS locations.

590 notes:
SPECIAL COLLECTIONS: Bruccoli Great War Collection. Gift of Matthew Bruccoli.
590: SPECIAL COLLECTIONS: Gift of [whoever] for the Bruccoli Great War Collection.
590: SPECIAL COLLECTIONS: Purchased for the Bruccoli Great War Collection with the ... Fund, fiscal year.

6xx: Assign an appropriate subject heading for the War.
710 2 Joseph M. Bruccoli Great War Collection (University of Virginia)

BOOKPLATES: A Great War collection bookplate should be pasted in the front of each item, space permitting. A regular call number plate is used, with donor's name penciled at the bottom.

FAULKNER: WILLIAM FAULKNER COLLECTION: This collection was primarily a gift of Linton R. Massey. However, items are added to the Faulkner Collection, through gift and purchase, on an on-going basis. All items (other than broadsides) acquired for the collection are classified in Faulkner's literary number.

CALL NUMBERS: All titles by Faulkner are classified following the Library of Congress schedules. Critical and biographical Faulkner items are cataloged using an expanded LC type number.

Expanded call number begins with PS3511 .A86, with additional cutters and date of publication:
Interviews: PS3511 .A86 Z38 .Cutter for Interviewer or Place of Interview Date of publication
Critical/Biographical: PS3511 .A86 Z4 .Author Title Date
Faulkner Library: PS3511 .A86 Z42 .Author Title Date
Faulkner Friends/Relations: PS3511 .A86 Z44 .Author Title Date
Expanded numbers are coded 099 in the bibliographic record, but LC in the Vol/Copy call number field.

LOCATION: Use generic SC-STKS locations.

590: SPECIAL COLLECTIONS: Massey/Faulkner Collection. Fund name.

BOOKPLATES: There is no special bookplate for Faulkner, nor is there a need to designate the collection on the call number plate.

MCGREGOR: TRACY W. McGREGOR LIBRARY: The McGregor Library is divided into three sections: American History Collection; English Literature Collection; Mather Collection. Materials are currently acquired only for the American History Collection.

CALL NUMBERS: Call numbers are locally assigned numbers. An initial letter designates the collection: A=American History Collection; E=English Literature Collection; M=Mather Collection. McGregor Library broadsides are given a Broadside number. Within each area, materials are arranged chronologically, then alphabetically by main entry within the year.

A book by Thomas Jefferson published in 1800 would have call number:

A (American History Collection)
1800 (Date of publication)
.J45 (Cutter for main entry)
VIRGO BIB: 099 A|a1800|a.J45
VIRGO VOL/COPY: A 1800 .J45 (ALPHANUM)
VIRGO MHLD: 852 8 |cSC-MCGR-ST|hA 1800|i.C65
McGregor broadsides are assigned a regular broadside number, but a McGregor Location.

LOCATIONS:
SC-MCGR-ST; SC-MCGR-F; SC-MCGR-FF; SC-MCGR-X; SC-MCGR-XF; SC-MCGRXFF

590: SPECIAL COLLECTIONS: Tracy W. McGregor Library, American History Collection. McGregor Fund, 2004/2005.

BOOKPLATES: There is a special shelf-label for the call number, and a McGregor Library bookplate. Call number strips should have McGREG written at the top.

SABINE HALL LIBRARY: The Sabine Hall Library consists of books which belonged to Landon Carter (1710-1778), and later generations of the family who lived at Sabine Hall in Richmond, County, Virginia. The collection was given to the Library by Rev. T. Dabney Library. The collection is held together, in two groups, with call numbers and tracings.

CALL NUMBERS: An expanded LC call number was devised to hold the books together: Items from the library of Landon Carter, 1710-1778, have number: F229 .C28 Z9 .[Author title date of title]. They also have a Library—Personal copy tracing for Carter

Items from the libraries of his descendants have number:
F229 .C28 Z92 .[Author title date of title]

The call numbers are coded 099 in the bibliographic record but LC in the Vol/Copy call number field.

590 SPECIAL COLLECTIONS: From the library of the Carter/Wellford family of Sabine Hall. Gift of Rev. T. Dabney Wellford. [Note: Always note signatures of other Carter/Wellford family members.]

610 10 Sabine Hall (Richmond County, Va.) |b Library.

BOOKPLATES: There is no special bookplate. Donor's name should be penciled on call number plate following the call number.

SCOTT: MARION DUPONT SCOTT SPORTING COLLECTION : Marion duPont Scott bequeathed her collection of sporting books to the Library, and left a sum of money to be used for additions to the collection.

CALL NUMBERS: Materials in the Scott Collection are assigned Library of Congress call numbers, but held together in a special location. Scott broadsides are assigned regular broadside numbers and interfiled with other broadsides, but identified in the catalog record and on the folder as being part of the Scott Collection.

LOCATIONS:
SC-SCOTT; SC-SCOTT-F; SC-SCOTT-M; SC-SCOTTFF; SC-SCOTT-M; SC-SCOTT-X; SC-SCOTTXF

590: SPECIAL COLLECTIONS: Marion duPont Scott Sporting Collection. Scott Fund, 2004/2005.
(Note: Items from the original bequest have “From the estate of Marion duPont Scott” with “Marion duPont Scott Sporting Collection” in a 940 note.)

BOOKPLATES: There is no special bookplate for the Scott Collection. SCOTT should be written above the call number on the Special Collections bookplate and at the top of the call number strip.

TATUM: MARVIN TATUM COLLECTION OF CONTEMPORARY LITERATURE : Items in this collection were given by Marvin Tatum from ca. 1970 until his death in 2002. No new materials are being acquired for the collection at this time.

CALL NUMBERS: Materials in the Tatum Collection are assigned Library of Congress call numbers, but held together in a special location. Tatum broadsides are assigned regular broadside and poster numbers and interfiled with other broadsides or posters, but identified in the catalog record and on the folder as being part of the Tatum Collection.

LOCATIONS:
SC-TATUM; SC-TATUM-F; SC-TATUM-M; SC-TATUMFF; SC-TATUM-X; SC-TATUMXF

590: SPECIAL COLLECTIONS: Marvin Tatum Collection of Contemporary Literature. Gift of Marvin Tatum.

BOOKPLATES: There is no special bookplate for the Tatum Collection. Tatum should be written above the call number on the Special Collections bookplate and at the top of the call number strip.

TAYLOR: TAYLOR COLLECTION OF AMERICAN BEST-SELLERS : This collection was primarily a gift of Mrs. Robert C. Taylor. However, items are added to the collection, through gift and purchase, on an on-going basis.

CALL NUMBER: A special alphanumeric call number is used for the Taylor Collection:
Taylor Publication Date .Cutter for author: Taylor 1875 .C75. The number is coded 099 in the bibliographic record and Alphanum in the Vol/Copy call number field.

LOCATIONS: Use generic SC-STKS locations.

590: SPECIAL COLLECTIONS: Taylor Collection of American Best-sellers. Fund or donor's name.

BOOKPLATES: There is no special Taylor Collection bookplate used in currently acquired material, and the collection designator is part of the call number.

IV. Specific Procedures for Types of Material

BROADSIDES: Bibliographically, a “broadside” is a single-sheet publication, printed on the recto only, intended to be posted. In practice, both true broadsides and other fragile 2-4 page publications, may be given a “Broadside” number. MATERIAL TYPE Broadside is used only for true broadsides. All true broadsides should have a 655 genre tracing.

With the exception of broadsides in the Barrett Library, a broadside number is formatted as follows:

Broadside |a date of publication |a cutter for main entry:

Call number examples:
Bibliographic record: 099 Broadside|a1862|a.F45
Vol/Copy Field: Broadside 1862 .F45 (Select ALPHANUM)

McGregor Broadsides are separately housed and are designated as McGregor in the location field.

Scott and Tatum broadsides are interfiled with general broadsides, and are designated as SC-STKS in the location field.

Barrett broadsides: (Barrett broadsides were previously given the regular LC number, which created retrieval problems. A special numbering sequence was recently created to improve access, while maintaining the author collection collocation. Barrett broadsides are designated as SC-BARR in the location field

Location is based on size:
SC-STKS: Legal size folder
SC-STKS-F = Folio size (up to 15 x 19 in. or approx. 38 x 50 cm), stored in a paper folder in a flat box.
SC-STKS-FF = Flat folio size, stored in a cabinet.

Call number is penciled lightly on verso of broadside, along the bottom edge.

Cataloger houses small broadsides in legal-size folders, pencils the call number on the left of the folder tab, followed by the author's name, and a brief title.

Larger items may be taken to the preservation area un-housed, with a printout of the catalog record attached. If the cataloger chooses to house them, the call number, author, and title are written in pencil along the lower (folded) edge of the paper folder.

Uncataloged, backlogged broadsides are listed in VIRGO with a sequential provisional number, Broadside 1, etc.

CHURCHES, SCHOOLS, ETC.: SPECIAL CUTTERING SCHEME:
Goal: To keep publications by and about a particular corporate body together.

Generally, under each:
1 st cutter for place: .C4 = Charlottesville
2 nd cutter = a range of numbers for each corporate body
Within that range, group as follows:
1) Serials issued by the corporate body: Slide cutter for title.
2) Monographs issued by the corporate body: Assign one number and do not slide cutter, rather add work letters if multiple titles are published within the same year.
3) Publications about the corporate body, written and issued by other agencies: Slide cutter by author or title as appropriate.

EXAMPLE, BASED ON BAPTIST CHURCHES IN CHARLOTTESVILLE.

BX6480 = Individual Baptist Churches in the U.S., A-Z ( Sub-arranged by place or, if non-urban, by name)

BX6480 .C4 = Individual Baptist Churches in Charlottesville
Assign a range of cutter numbers for each church

BX6480 .C4 F5-59 = FIRST BAPTIST CHURCH PARK STREET
BX6480 .C4 F6-69 = FIRST BAPTIST CHURCH MAIN STREET

BX6480.C4F5-F53: Serials: slide 2 nd cutter to maintain alphabetical order by title.
BX6480.C4F6-F63: Serials: slide 2 nd cutter to maintain alphabetical order by title.

BX6480.C4F54: Monographs: Use the same cutter, and add date of publication.
     Add work letters for multiple titles published within the same year
BX6480.C4F64: Monographs: Use the same cutter, and add date of publication.
    Add work letters for multiple titles published within the same year.

BX6480.C4F55-F59: Publications about the Church by other people or agencies:
     Slide 2 nd cutter to maintain alphabetical order by author or title.
BX6480.C4F65-F69: Publications about the Church by other people or agencies:
    Slide 2 nd cutter to maintain alphabetical order by author or title.

COOKBOOKS: SPECIAL CUTTERING SCHEME:
Goal: To keep publications by and about a particular corporate body together.

Call number: TX715 etc.: cutter to compiler or to issuing organization, even if the organization is not the main entry. Distinguish multiple cookbooks issued by the same organization by date of publication only.

IN-ANALYTICS, DETACHED COPIES, OFFPRINTS, etc.: Detached copies and offprints are cataloged as independent items, and described as separate publications, with notes to describe their origin. Detached from: or Offprint from:

IN-ANALYTICS, MONOGRAPHS: Use or create a catalog record for the whole book, with appropriate notes and tracings to call attention to the specific component part. The call number is based on the component part.

IN-ANALYTICS, PERIODICALS: Use or create a catalog record for the component part.

MAPS: Unless acquired for the McGregor Library, maps are assigned an LC call number, which is penciled on the verso of the map. Non-McGregor maps which are currently arranged by Area Table number will eventually be recataloged using Library of Congress numbers.

McGregor maps are assigned an Area Table number, following the existing arrangement of McGregor maps: Area Table 753 Date Cartographer's name.
Such call numbers are coded 099/Alphanum.

NEWSPAPERS: Call number: Newspaper State City (i.e., Newspaper Virginia Charlottesville) Coded 099 in bibliographic record, ASIS in Vol./Copy call number field.

NON-PRINT MEDIA : Print materials issued with a disk in a pocket: if the disk is safe and secure, and mentioned in the cataloged record, leave it as it is. Add note to the envelope or slip that the disk in included. When the disk issued with print materials isn't securely provided for, house it separately with its own call number as follows:

Search VIRGO by the appropriate non-print call number (see list below) to find next sequential number.

Add call to record, if media is issued with something in print format or is part of a manuscript collection.

For print (non-manuscript) records, add 525 supplement note to record explaining that other media are included. Trace the title of each in a 700 a/t or a 740. Add an mhld listing each by date of issue, with |z for title if indicated. See Oxford American for example of occasionally issued cds, and Grip for probable one-time cd issue. Or add a 505 as indicated.

Media included with manuscript collections will be described in the guide, and/or by the manuscript cataloger when the record is completed. If there is more than one item on any format, give them one media number, and number them 1,2,etc.

Unboxed media may be sent to the Stacks Supervisor for housing and marking, with a printout of the matching record. Call numbers should be written in indelible marker on top left corner of jewel cases. If the media is issued with a print item or is part of a manuscript collection, put the “issued with” or “part of” number on the back of the jewel case. If the cd came in a sleeve, put it in an envelope marked with the call number. Send to stacks to be shelved in a box with the other cds.

NON-PRINT MEDIA CALL NUMBERS
(Formerly-used Abbreviations in parentheses after each number)

Disk 0001 (CD and D)
This includes compact disks for computers and compact disk players, as well as computer file disks, diskettes, floppy disks.

Film reel 0001 (F)
Photographic film, on reels, for projectors. These are shelved by size, like books: 4” diameter reel = SC-STKS-M; 5 -7” = SC-STKS; 9-11”=SC-STKS-F; Larger, SC-STKS-FF.

Microfilm 0001 (M)

Microfiche 0001 (MF)

Phonodisk 0001 (P) = Phonograph records

Slide 0001 (S)

Audiotape 0001 (T) = Reel-to-reel audio tapes

Audiocassette 0001 (T) = Audio tapes on cassettes

Videotape 0001 (V) = Magnetic film on reels

Videocassette 0001 (Vc) = Magnetic film on cassettes

POSTERS: Like broadsides, posters are single sheet publications, but are usually more pictorial. If appropriate, use VISUAL MATERIALS format rather than MARC format for original cataloging. Call numbers are formatted like broadside numbers, using “Poster” rather than “Broadside” as the entry element. For MATERIAL TYPE, choose POSTER.
There is presently only one shelving location for posters—SC-STKS-FF. Barrett & McGregor posters should be given an appropriate Broadside call number, and be interfiled with Barrett or McGregor broadsides. All posters should have a 655 Genre tracing.

SERIALS: All currently-received Special Collections serials are marked in Special Collections, a practice which will continue. Basic cataloging for new serials orders and title changes will be done by Cataloging. Special Collections will add notes as needed, and catalog gifts received directly. Order and receipt are done in seven ways:

1. Paid periodical subscriptions: Received, checked in, and claimed by Cataloging/Periodicals.

2. Standing orders and other serial subscriptions: Arrive in Acquisitions.
Titles to be checked in on a serial control record will be sent to Cataloging for check-in; these will be claimed on serial control records by Cataloging/Periodicals. Acquisitions will receive and claim titles received on order records.

3. Gifts received, checked in, and claimed by Cataloging/Periodicals.

4. Gifts received and checked in by Cataloging/Periodicals but not claimed.

Gifts arriving in Cataloging/Periodicals with a dummy serial control, without predictions or claims are added to the holdings record by Special Collections Cataloging Assistant.

Gifts arriving in Cataloging/Periodicals, not checked in or claimed, with no serial control, are added to the holdings record by Special Collections Cataloging Assistant. Dummy serial controls, which expedite this process, will be made on request. This category will be gradually phased out, and should not be added to.

Gifts sent directly to Special Collections, generally local or Virginia ephemera, come to, and are processed by the Head of Technical Services.

Gift publications that are ephemeral or irregular come directly to Special Collections.

New serial orders are placed directly through Acquisitions by the Head of Collections Services, following Acquisitions Department procedures.

SHEET MUSIC: Sheet music acquired for a specific named collection is cataloged according to the guidelines for that collection. Generic sheet music, not related to any specific collection, is classified as follows:

Bound volumes of collected sheet music are added to the existing run of bound volumes, with call number M1 .S444 v.xxx no.x-xx. The number is coded 099 in the bibliographic record and ALPHANUM in the Vol/Copy field, where it is formatted: M1 .S444 v.130 no.1

Civil War Imprints (Confederate): M1642.
Civil War Imprints (Union): M1640.
Songs about Virginia: M1658 .V8

Generic: M1 .A2 Sequential number. This number is coded 099 in the bibliographic record and ALPHANUM in the Vol/copy field, where it is formatted: M1 .A2 no.xxxx.

Table of Contents

Chapter 5

rev. 06/05

Cataloging Procedures Manual

Chapter IV: Rare Book Cataloging

Contents:

I. Basic Workflow

II. General Procedures

III. Specific Procedures for Collections

IV. Specific Procedures for Types of Material