ABN Cataloguing Manual: Part D ABN cataloguing guidelines


Part D.1: Format of catalogue records

ABN offers three formats for the entry of cataloguing: the books format, the serials format, and the nonbook format. The choice of format is important for three reasons. Firstly, the different formats provide fields most suited to the cataloguing of different materials. Secondly, if an item is catalogued in two different formats there will be two records on the database, even though the content is identical. Thirdly, it is possible to select records by record type, in order to produce separate catalogues. Therefore the following guidelines are given for selecting which format to use:

1. Generally select the format which is consistent with the chapter of AACR2R used for cataloguing.

2. When cataloguing items belonging to two or more distinct classes of material, libraries may use the format which brings out the aspect of the material they wish to emphasise. For example, a map serial may be catalogued in the nonbook format or in the serials format. Similarly, an atlas may be catalogued in the book format or in the nonbook format. Libraries wishing to use a different format for an existing record may input a second record. [ABN/SC/1985/RES/8]

Part D.2: Nonbook terms in ABN cataloguing definition and application
[ABN/SC/1987/RES/15]

Introduction

A perceived need for an expansion of nonbook terms covered in Appendix D of AACR2 resulted in a draft glossary of AV terms which was discussed at the April 1987 meeting of the Standards Committee. Discussion during the meeting made it clear that a supplementary glossary was not enough. A set of guidelines on how to apply the terms to items being catalogued after determining the nature of the item was required. At present these guidelines cover terms used in Chapters 8 and 10 of AACR2R as well as instructions for 'kits'. However, other terms will be introduced as they come to the attention of the Standards Committee. Definitions listed are intended for clarification or supplementation when an AACR2R term does not exist. In the cataloguing of nonbook materials exceptions and doubts about what the item is arise every day. These guidelines are open to suggested additions or amendments by ABN participants who are encouraged to contribute their experiences. Changes and additions can be made when, in the course of everyday work, participants find the information to be inadequate or incomplete for the work in hand. Additions of new terms from other chapters of AACR2R and guidelines on their applications are most welcome at any time. These suggestions should be addressed to the ABN Office.

For a list of tools that may be useful when cataloguing nonbook materials see Part A.1.

'Book' or 'nonbook'

It is easy to identify the obvious print materials from non print materials. A book is print, a filmstrip or slide is non print. What about a book plus slides or a slide set plus notes? When one goes beyond the obvious, even to such simple examples as those above, doubt enters the mind and exceptions to the rules begin to emerge.

The following steps should guide the cataloguer to the answer for the question 'Is it nonbook?' For microforms see Part D.1.

Single items
First assess the medium. Check the GMD list in AACR2R to see if the item fits any of the terms. Then to confirm the decision, check the content of the item. Note any printed elements. Use the definitions given in this Part to assist with the final decision.

Multiple items
First assess the medium. Check the GMD list in AACR2R to see if the item fits any of the terms. Use the definitions in this Part to assist. Check the content of the item for dominance. In determining dominance, look for the following elements:

Usage can the components be used independently or are they completely interdependent?

Sources the item usually indicates dominance by labelling some parts of the item as accompanying or supporting.

Physical size and number of components projected media tend to be dominant.

Note: Do not take the publisher's description or the words in the title as an indication of the nature of the item. That is words like 'kit', 'poster', 'chart' are not necessarily an indication that the item is a kit, poster or chart.

It is necessary to use a GMD in nonbook cataloguing.

Definitions

The following is an alphabetical listing of nonbook terms with definitions and the appropriate words to be used in the GMD and SMD areas of catalogue records.

GMD, or, general material designation, is a term indicating the broad class of material to which an item belongs.

SMD, or, specific material designation, is a term indicating the special class of material (usually the class of the physical object) to which an item belongs, and is used in the physical description area of a record.

Note: SMD lists in AACR2R are not exclusive. Any specific appropriate term which fits the description of the item being catalogued is allowed.

Art original

The original two or threedimensional work of art (other than an art print (q.v.) or a photograph) created by the artist, e.g. a painting, a drawing, or sculpture, as contrasted with a reproduction of it.
GMD: art original
SMD: art original or name of object(s)

Art print

An engraving, etching, lithograph, woodcut, etc. printed from the plate prepared by the artist.
GMD: picture
SMD: art print

Art reproduction

A two or threedimensional mechanically reproduced copy of a work of art, generally as one of a commercial edition.
GMD: picture
SMD: art reproduction

Chart

An opaque sheet exhibiting information in graphic or tabular form, or by the use of contours, shapes, precut shapes or figures.
GMD: chart
SMD: chart

Note: May include the following formats:
flannel board magnetic board
flannel board set magnetic board set
graph wall chart

Use 'chart' as SMD when the above specific terms are not appropriate. Charts tend to be single sided.

See also: Picture

Diorama

A threedimensional representation of a scene created by placing objects, figures, etc, in front of a twodimensional painted background.
GMD: diorama
SMD: diorama

Exhibit

A collection of objects and related materials conveying a unified theme.
GMD: realia
SMD: exhibit

Filmloop

A short length of film, or audiotape or videotape, with the ends joined together in an endless loop that provides playback without rewinding.
GMD: filmstrip
SMD: filmstrip cartridge

Filmslip

A short filmstrip, usually in rigid format rather than rolled.
GMD: filmstrip
SMD: filmslip

Filmstrip

A length of film containing a succession of images intended for projection one at a time, with or without recorded sound.

GMD: filmstrip
SMD: filmstrip

Note: Filmstrip + script or cassette only containing narration should be catalogued as a 'filmstrip' not as a 'kit'.

Filmstrip cartridge

An enclosed container for film or magnetic tape in which the contents are spliced into an endless loop.
GMD: filmstrip
SMD: filmstrip cartridge

Flannel board

A display board covered with flannel or comparable cloth to which pictured symbols adhere.

Note: Not normally catalogued.

Flannel board set

Symbols designed for use on a flannel board, which form a chart when they are displayed. The set includes the flannel board.
GMD: chart
SMD: flannel board set.

Note: If the set does not contain a flannel board, catalogue the flannel board set using the appropriate GMD, e.g. realia, game, etc.

Flash card

A card or other opaque material printed with words, numerals or pictures and designed for rapid display.
GMD: flash card
SMD: flash card

Note: The purpose of flash cards is for drill or recognition training. They are published as sets, on card designed to be hand held. Their content is simple and dramatic, e.g. a single word, vowel combination, an additional sum, a picture for concept recognition. Sometimes there is a missing element and the answer is provided on the back.

Single items and those designated for more considered use should be catalogued as a 'picture'. Sets of flash cards displaying pictures are uncommon.

Flip chart

A set of subject integrated charts hinged at the top which can be flipped in a progressive presentation.
GMD: chart
SMD: flip chart

Game

An item or set of items designed for play according to prescribed or implicit rules and intended for recreation or instruction.
GMD: game
SMD: game, puzzle, etc.

Note: May include board games, puzzles (e.g. jigsaws, form boards, inset boards), simulations, video and electronic games.

See also: Toy.

Graph

A diagram using dots, bars, or lines to represent the interrelationship of two or more things.
GMD: chart
SMD: graph

Hologram

A threedimensional image produced by laser photography.
GMD: picture
SMD: hologram

Interactive videodisc

An item containing a videorecording and a computer file which are dependent on each other. It will be usual to treat the videodisc as the dominant component, with a GMD of videorecording. Details of the controlling system or software may be given in a system requirements note (NOG) in accordance with the format specified in AACR2 9.7B1.

Create separate records for each version of the interactive videodisc having different system requirements.

If the controlling system or software is capable of standing alone, it is permissible to create a separate bibliographic record with the GMD of computer file.
[ABN/SC/1990/RES/17]

Kit

(a) Multimedia kit
An item containing two or more categories or material, no one of which is identifiable as the predominant constituent of the item. These components may be independent (published separately and brought together for the purposes of the kit) or completely interdependent (not meaningful separately).
GMD: kit
SMD: see AACR2R rule 1.10C2 a)

Note: In determining what is a multimedia kit, the following should be considered.

A predominant component is one which, in terms of content, not size, quantity or medium, is the core component as distinct from accompanying, supplementary material, e.g., script of supportive material; slides which support a book. If, upon examination of the content of the item, a dominant component emerges, it is not a 'kit'. Catalogue it as that component plus accompanying item(s). Accompanying items may themselves consist of different media.

Examples of items not considered to be kits are:
40 slides + 1 sound cassette + 1 script
1 filmstrip + notes
30 slides + 4 transparencies + notes + index
12 photos + activity cards + teacher's guide
15 readers + 15 sound cassettes

If there is no dominant component, it is, by default, a multimedia kit. These are comparatively rare.

When cataloguing multimedia kits, it should be remembered that independent parts of a kit can also be catalogued separately on ABN.

Interdependent components are those which are meaningless by themselves. For example, cassette/book combinations rather than cassette + book.

(b) Laboratory kit

Boxed coordinated single medium materials designed to promote specific learning experiences.
GMD: kit
SMD: see AACR2R rule 1.10C2 a)

Note: These can be booklets, reading cards, activity cards (in a box single or folded) often in multiples.

There is sometimes difficulty in deciding how to catalogue an item as a laboratory kit or as a set of printed materials because laboratory kits usually contain print items. The criteria include the packaging (whether boxed) and the number of items (whether multiples). No single item in the kit would be used or catalogued separately. If the item does not conform to these criteria then it is not a laboratory kit. It may be catalogued as a set or individually, e.g. text + student book + teacher's guide, big book, small format book + teacher's notes.

Activity cards in plastic bags cause problems of definition because they are not 'boxed'. They are usually print and may be catalogued as a laboratory kit depending on the number of pieces and multiples thereof. If in doubt, catalogue as print material.

Print materials housed in folders, e.g. Hill of Content and Jackdaw series, are not kits and should be catalogued as 1 v. (various pieces) with contents in a NOG.

Magnetic board

A sheet of metal to which objects may be attached by means of magnets.

Note: Not normally catalogued.

Magnetic board set

A collection of magnetised objects that make a chart when they are placed on a magnetic board. The set includes the magnetic board.
GMD: chart
SMD: magnetic board set

Note: If the set does not contain a magnetic board, catalogue the magnetic board set using the appropriate GMD, e.g. realia, game, etc.

Microscope slide

A transparent mount (usually glass) containing a minute object to be viewed through a microscope or microprojector.
GMD: microscope slide
SMD: microscope slide

Mockup (special type of model)

A representative of a device or process that may be modified for training or analysis to emphasise a particular part of function; it usually has moveable parts that can be manipulated.
GMD: model
SMD: mockup

Model

A threedimensional representation of a real object, either of the exact size of the original or to scale.
GMD: model
SMD: model

Note: Presented as a makeup model or in kit form, the GMD 'model' is used, not 'kit'. The original object should be catalogued as 'realia'.

See also: Toy.

Photograph

A picture reproduced on a sensitised surface by photochemical action through contact or projection.
GMD: picture
SMD: photograph

Note: The term 'photograph' indicates either the picture produced directly on paper from developed film or a printed reproduction of that picture.

Photograph + notes should be catalogued as a 'photograph' not as a 'kit'.

Picture

A twodimensional visual representation accessible to the naked eye and generally on an opaque backing.
GMD: picture
SMD: picture

Note: May include the following formats:
art originalphotograph
art print postcard
art reproduction radiograph
hologramstudy print

Use 'picture' as SMD:
When the above specific terms are not appropriate, e.g. for sets containing combinations of different pictorial materials.

For single items containing combinations of pictorial materials consider the method of reproduction, layout, type and amount of information, but if a more specific SMD does not emerge, use 'picture' as a default SMD.

GMD for 'art original' and 'art reproduction' is the same as the SMD, not 'picture'.

Picture(s) + teacher's notes should be catalogued as a 'picture' not as a kit.

See also: Chart,
Study print.

Postcard

A card with a picture on one side and space for a short message and address on the other, designed to be sent through the mail without an envelope.
GMD: picture
SMD: postcard

Note: Variations include folder postcards (multiple pictures folded in series) and books of postcards (perforated along edges to allow for removal) which may be catalogued as a book or as a 'picture'.

Poster

A picture carrying a message, either visual or verbal.
GMD: picture
SMD: poster

Note: The main element is the picture which is often dramatic and may be an art reproduction, photograph etc. but is distinguished from these media by the addition of the message, either visual or verbal. The verbal message is usually short and catchy.

Puzzle

A work which presents a problem that requires solution and tests problemsolving skills.
GMD: game
SMD: puzzle, jigsaw puzzle, etc.

Radiograph

A photograph produced by the passage of radiation, such as X rays, gamma rays, or neutrons, through an opaque object.
GMD: picture
SMD: radiograph

Realia

Includes naturally occurring objects and all threedimensional items (other than models) made or modified by man (e.g. clothing, stitchery, fabrics, tools, utensils)
GMD: realia
SMD: name of object(s)

Note: A representation of a realia object should be catalogued as a 'model', not as 'realia'.

See also: Toy.

Simulation

A work which provides instructions to create a model of a real or unreal situation that requires roleplaying and interaction from the players.
GMD: game
SMD: simulation

Note: May come in various formats including computer files. Catalogue under appropriate format.

Slide

Transparent material on which there is a twodimensional image, usually held in a mount, and designed for use in a projector or viewer.
GMD: slide
SMD: slide

Note: Slide(s) + cassette only containing narration should be catalogued as a 'slide' not as a 'kit'.

Specimen

A part or aspect of some item that is a typical sample of the character of others in its same class or group.
GMD: realia
SMD: specimen

Stereograph

A pair of opaque pictures presented to give a threedimensional effect when viewed through a stereoscope.
GMD: picture
SMD: stereograph

Stereoscope slide

A pair of slides presented to give a threedimensional effect when viewed through a stereoscope viewer or projector.
GMD: slide
SMD: stereoscope

Study print

A picture, with integrated text which makes the picture significant for study purposes.
GMD: picture
SMD: study print

Note: Text is usually on the back and may take the form of factual information, teaching notes or activities e.g., Jacaranda stimulus pictures. Text may also be on the same side as the picture, as a brief or enlarged caption e.g. Macmillan wall charts, some of which are wall charts, some study prints.

Study print(s) + teacher's guide should be catalogued as a 'study print' not as a 'kit'.

See also: Picture

Technical drawing

A cross section, detail, diagram, elevation, perspective, plan, working plan, etc., made for use in an engineering or other technical context.
GMD: technical drawing
SMD: technical drawing

Toy

A material object manufactured for children or others to play with imaginatively or otherwise derive amusement from. It is often a small imitation of some familiar object.
GMD: toy
SMD: name of object(s)

Note: Consider these special characteristics when deciding to catalogue an item as a 'toy':

If the item has rules and is a box, catalogue it as a 'game', e.g., Monopoly, Rubic's cube.

If the item is a replica and may be to scale, catalogue it as a 'model', e.g. Airfix models.

If the item is a real object, consider its purpose. If for imaginative play, catalogue as a 'toy', e.g. teddy bear, shepherdess doll. If not for play, catalogue as 'realia', e.g. Dresden shepherdess doll.

Transparency

A sheet of transparent material bearing an image and designed for use with an overhead projector or a light box. It may be mounted in a frame.
GMD: transparency
SMD: transparency

Note: Transparency + script should be catalogued as a 'transparency', not as a 'kit'.

Videodisc, interactive see Interactive videodisc

Part D.3: Multipart works: style of description

In the case of multivolume works, including serials it is permissible to have records on the ABN database for both the set and for individual items that make up the set. However duplicate records for the individual physical volume are not permitted. To ensure consistency in the description of individual items in multivolume sets, the Standards Committee has decided that the following method of description should be used on ABN.

One volume

One volume of a multipart work should be catalogued under its individual author/title or title and a complete bibliographic description of the single volume should be given. Details of the complete set should be given in the series area, e.g.

Early settlement / J. Smith
365 p. ... (History of Australia ; v. 1)
not
History of Australia. Volume 1, Early settlement / ...
365 p. ...

Part is lacking title or dependent on comprehensive title

When cataloguing one part of a multipart work which lacks a title other than the comprehensive title, or has a title that is dependent upon the comprehensive title of the whole work, use the comprehensive title as the common title of the analytic followed by the numbering and/or any dependent section title, e.g.
Report on the wool market. Statistical appendices ...
not
Statistical appendices
[ABN/SC/1986/RES/22]

For more detailed information, see LC rule interpretation 13.3A.

Complete set

When cataloguing the complete set, it should be catalogued under the author/title or title of the complete set. Individual volumes may be listed in a contents note and added entries given for the individual volumes, e.g.

History of Australia
5 v.
Contents: v. 1. Early settlement ...

Other notes

Note that the provision of contents notes and added entries for the individual volumes is optional except for high level records.

ABN participants may change national agency records to conform to these guidelines.

Part D.4: Looseleaf publications intended for updating style of description

ABN has adopted the Library of Congress' practice as outlined in the publicationCataloging rules for the description of looseleaf publications by Adele Hallam¹, 1986, as the standard for cataloguing looseleaf publications intended for updating. In brief, this standard requires these publications to be treated as monographs and to be represented by one bibliographic record which is updated to reflect changes to title pages, except that the first date of publication is always used. [ABN/SC/1990/RES/5]

Major points for description of looseleaf publications that differ from, or are additional to, AACR2 (Revised) are presented here in summary².

Prescribed sources of information 
Area                              Prescribed Sources of Information
Title and statement of            Latest title page 
responsibility

Edition                           Latest title page, latest other 
preliminaries, and latest colophon

Publication, distribution,        Latest title page, latest other
etc                               preliminaries, and latest colophon

Date of publication,              Earliest title page, earliest other 
distribution, etc.                preliminaries, and earliest colophon

Physical description              The whole publication

Series                            The whole publication

Notes                             Any source

Standard number                   Any source

¹. Cataloguing rules for the description of loose leaf publications: with special emphasis on legal materials /by Adele Hallam, Library of Congress, 1986, is available from: Cataloging Distribution Service, Library of Congress, Washington, D.C. 20541.

2. Paragraphs have been numbered for ease or reference only; numbering bears no correlation to the source publication nor to AACR2(R).

General rule
The latest title page or its substitute is used as the basis for either the original preparation or the later update of the bibliographic record for the publication. Data excepted from this rule is date of publication, which should be taken from the earliestor earliest known issue of the publication.

Title and statement of responsibility area

1.1 If a replacement title page has a title proper that differs from the original or earlier ones, or if it introduces a change in other title information or statement(s) of responsibility, transcribe the latest title proper, etc., in the title and statement of responsibility area. Make an appropriate note to indicate the variations, e.g.

Canada corporations law reporter

[Note: Title history: Dominion companies law reporter (1949? 1976)]

/compiled and edited by Malcolm Evans, Martin Stanford

[Note: Compiled and edited by: Don Hill and Malcolm Evans (1977 July 1980)]

1.2 If changes are frequent and other title information can be omitted without loss of essential information, omit it altogether. Alternatively, record the other title information as given on the latest chief source and indicate the variations by a general note, e.g.

Subtitle on earlier title page(s) varies.

1.3If changes to the statement of responsibility have been numerous, omit the statement and give a note for it in specific or general terms, depending on the situation.

1.4 If the title proper/other title information includes a statement of currency of content, omit this statement from the transcription. Indicate the omission by the mark of omission. Make an appropriate note regarding the omission, e.g.

Local rules of practice ...

[Note: The title has been transcribed excluding the date of currency of content]

1.5 If other title information consists entirely of a statement of currency of content, omit the other title information, e.g.

Texas rules of civil procedure

not: Texas rules of civil procedure: including amendments through order of December 5, 1983. effective April 1, 1984.

1.6 If, in the statement of responsibility, an official title is given in conjunction with a personal name that is likely to change, omit the personal name from the statement of responsibility. Indicate the omission by the mark of omission, e.g.

[title]/compiled and printed by ..., Secretary of State.

Alternatively, omit the statement of responsibility, instead record it in a note, omitting the personal name.

Edition area

2.1 In toto replacement editions issued at frequent intervals are catalogued as serials if they meet the criteria for serials (see LCRI 12.OA)

2.2 In toto replacement editions issued at infrequent intervals have a separate bibliographic record prepared for each edition. If the edition statement found on the publication includes a statement of currency of content, omit this information from the transcription. Indicate the omission by the mark of omission. Make and appropriate note regarding the omission, e.g.

1981 ed. with ... supplement.

[Note: Edition statement has been transcribed excluding the date of currency of content]

2.3 Gradual replacement editions (e.g. a replacement title page carrying a new edition statement is received with a shipment of updates) are treated as a single bibliographic entity. For these publications, transcribe the edition statement from the latest replacement title page or its substitute. Add an appropriate explanatory note, e.g.

3rd ed.

[Note: Updated to third edition May 1990]

Alternatively, if the changes are frequent, omit the edition statement and give the information in a note, e.g.

Replacement title pages carry successive edition statements.

Publication, distribution, etc. area

3.1 The prescribed source of information for this area is the earliest title page, cover (binder), preliminaries, and colophon, in that order of preference.

3.2 Record as the date of publication the year when the work was first published. If this is not known, give the earliest copyright date in its place, if it is known.

3.3 If neither of these dates is known, record as temporary data the earliest known date of publication or copyright date (usually gleaned from the publication itself), e.g.

, 1965
(date first published)

, <c1985>
(copyright date chief source; beginning date not ascertained)

Extent of publication

4.1 Describe all looseleaf publications, active or dormant, as 1 v. (looseleaf), 2 v. (looseleaf), etc., as appropriate. If a multivolume publication consists of both numbered and unnumbered volumes, record only the numbered volumes in the extent statement. Record the unnumbered volume(s) in a note, e.g.

4 v. (looseleaf)

[Note: Includes unnumbered Index/tables volume]

4.2 If a publication consists of a mixture of looseleaf and nonlooseleaf volumes, give the extent in terms of the total of the looseleaf and the total of the nonlooseleaf volumes, e.g.

2 v. (looseleaf), 27 v. (not looseleaf)

Notes

5.1 Whenever a change in title, statement of responsibility, publisher, etc., has taken place, a note reflecting the earlier information must be given in order to identify the publication up to now listed elsewhere in catalogues or bibliographies under a different form.

Make an added entry for all earlier titles.

5.2 Also include an appropriate note indicating the currency of information at the time the record is created or updated, e.g.

Description based on: t.p. 1980, release no.9, Mar. 1985.

International Standard Book Number

6.1 Use the qualification 'looseleaf' to identify ISBNs relating to a publication issued in a binding that allows pages to be inserted or removed.

6.2 If a supplementation (updating service) has an ISBN separate from the main work, record it, adding the qualifier in terms given by the publisher, e.g.

ISBN 0409421405 (updating service: looseleaf)

6.3 If, however, the supplementation has ISBNs that vary from update to update, do not record them.

Part D.5: Unpublished material and published and unpublished copies

The ABN Standards Committee has approved the following guidelines for the treatment of unpublished material and reproductions:

Original unpublished material (may be available in several copies)
Unpublished reproductions (except microform reproductions)
Published reproductions (except microform reproductions)
On demand' items (except microform reproductions)

NOTE: For the treatment of microform reproductions, see Part B.1, 1.11 and Part B.11)

Original unpublished material (may be available in several copies)

This category may include original theses or other original typescripts reproduced by photocopy procedures but not widely available, e.g. a paper delivered at a conference deposited in an institution's library.

Coding: 
IMP       The only data element present will be the date in the 'c' subfield.
In manuscript records this date the date of writing of the item.
DAT KY    s
DATE1     Will be the date in IMP field.
CNTRY     For theses, the CNTRY code is derived from the place where the institution
granting the degree is located as named in the dissertation note (NOD)

For all other items in this category, the code 'xx' should be used.

Unpublished reproductions of published works (except microform reproductions)

This category may include such items as preservation copies, or unpublished copies produced for another institution, e.g. internal reports and certain educational videorecordings.

Describe in terms of the item in hand as specified in AACR2R 1.11 but do not include the imprint, (even though the minimum record standard requires an IMP field).

A note giving details of the original work is mandatory.

Coding:IMP

DAT KY n
DATE1
CNTRY xx

Published reproductions (except microform reproductions)

This is the most common category, and may include reprints, facsimiles, dubbed videorecordings, and sound recordings remastered into a different medium. See also Part D.6 regarding the latter.

Describe in terms of the item in hand as instructed in AACR2R 1.11.

A note giving details of the original work is mandatory, or in the case of dubbed videorecordings details regarding the permission to dub.

The appropriate GMD must be included if the reproduction is in a different medium.

Do not consider a remastered sound recording to be a reproduction when content or format (e.g. 4 track, 2 track) has not altered. Consider such a work as a 'submaster', but note this in the holdings statement only. (See Part D.6).

Coding:

IMP Give details of the reproduction in this area as instructed in AACR2R 1.11

DAT KY Use 'r' if the item has been previously published, 's' if it is a reproduction of a previously unpublished item, 'p' it is a dubbed republication of a videorecording etc.

DATE1+ Dates in these fields will depend on the code used in
DATE2 the DAT KY

'On demand' items (except microform reproductions)

These are items which are not produced in multiple copies as an edition, but are produced from a master whenever ordered. These can be either items not previously published, such as theses, or items previously published but made available on demand. Examples may include dubbed videorecordings, talking books, and braille.

In order to avoid multiple records for the same item requested by different libraries at different times, on demand items will be treated as successive reprints of an edition with an uncertain date of publication.

Describe in terms of the item in hand as instructed in AACR2R 1.11, i.e. restrict the data relating to the original to the note fields. The exception to this is the date in the IMP field. Do not use the IMP field to record the date on which your 'on demand' copy was printed. Instead, use [19].

If the work has been previously published, a note giving details of the original work is mandatory. The note should include the place, publisher and date of the original if these are readily available.

Coding:

IMP Give details of the reproduction as described in AACR2R 1.11, but record
the date using rule 1.4F7.

DAT KY If the item has been previously published, use code 'r' if the date of
publication of the original is known. Leave DATE 1 blank and enter the
date of the original in DATE 2.

If the date of publication of the original is not known, use code 'q'.
Put the earliest possible date in DATE 1 and the latest possible date
in DATE 2.

If the item is a reproduction of a previously unpublished item use code 'q'.
Use the earliest possible date in DATE 1 and the latest possible date in DATE 2.

CNTRY Place of publication of 'on demand item'.

Example:

IMPS      $a     $Bouchard, Joseph Frederick.
TILA0     $abc   $United States security interests in China :$beyond the "Chinacard" / by Joseph Frederick Bouchard.
IMP       $abc   $[Alexandria, Va.] :$Defence Technical Information Center,$[19--] 
COL       $a     $474 leaves.
NOD       $a     $Thesis (M.A.)--Naval Postgraduate School, 1981.
NOG       $a     $Published on demand.
DAT KY           q
DATE 1           1981
DATE 2           1986 (Date of cataloguing or receipt of item)
CNTRY            vau

Note: DATE 2 may be changed if a participant obtains a copy later than the one for which the original record was created.

Part D.6: Audio and braille material

The following guidelines are intended to assist with the cataloguing of audio and braille monographic material onto ABN and for inclusion in the National Union Catalogue of Library Materials for People with Disabilities (NUC:D); specifically with those items that are remastered works, excerpts from a print original work or worksinprocess (WIP). Chapters 2 and 6 of AACR2R should be followed when cataloguing audio and braille material. A glossary of terms that may be encountered when cataloguing such material is included at the end of this section. Participants requiring advice on what materials are in scope for NUC:D should contact the Disability Services Section of the National Library of Australia.

Audio cassettes

Audio works for people with disabilities issued in Australia are all produced on standard commercial audio cassettes. However, 3 different recording methods are used, and it is necessary to specify the method used in the physical description area.

Standard cassettes all consist of 4 sound tracks, 2 on either side of the tape, but they may be recorded in the following ways:

a.Stereo
All tracks are recorded separately, and at replay the 2 tracks on either side of the tape are replayed simultaneously to achieve a stereo effect. The term 'stereo.' is specified in the physical description area, with the number of tracks omitted. The standard playing speed of stereo and mono cassettes is 1 _ inches per second (ips) which need not be specified according to AACR2R 6.5C3, e.g.

COL    $ab     $1 sound cassette (90 min.) :$stereo.

b.Mono
The 2 tracks on either side of the tape are recorded simultaneously so that at replay there is no stereo effect. The term '2 track, mono.' is specified in the physical description area, e.g.
COL $ab $2 sound cassettes (180 min.) :$2 track, mono.

c.Other
All tracks are recorded separately, and at replay all 4 tracks are replayed independently. The term '4 track, mono.'
is used in the physical description area. As special equipment is needed to playback these types of recordings, a
general note must be included to indicate this. The standard playing speed is 1516/inches per second (ips), (also
known as 'half speed') which need not be specified according to AACR2R 6.5C3, e.g.

COL    $ab     $1 sound cassette (360 min.) :$4 track, mono.
NOG    $a      $Requires special playback equipment.

Clarke and Smith audio recordings are closed format tape cartridges, often known as 'talking books', that require special playback equipment. They are described in the following manner:

COL    $ab     $2 sound cartridges :$Clarke and Smith Talking Book.
NOG    $ab     $Requires special playback equipment.

For audio works that are voice or tone indexed, or have narration recorded at a slower speed than normal speech, include this information in a general note, e.g.

NOG    $a     $Tone indexed.
NOG    $a     $Reading speed level 3 = 70 words per minute.

Braille material

Braille works are described in the physical description area, in terms of their format, e.g.

COL    $a     $320 leaves of computer braille
COL    $a     $6 v. of interpoint braille

Other information concerning the type of braille, such as grade or spacing, and the occurrence of tactile diagrams, drawings or maps, is included in the general note area, e.g.

NOG    $a     $Grade 2 braille.
NOG    $a     $Double spaced braille.
NOG    $a     $Accompanied by raised line drawings.

Remastered (or reissued) works

Remastered audio works are considered to be works in their own right only when the medium in which they are issued is changed, such as from 2 track to 4 track or vice versa. Such a remastered work is treated as a reissue (or reprint) with an imprint containing details of the reissue, a note containing details of the original alternative format work and 'r' in the DATE KY. Indicate that it is a master in the holdings statement.

Example: (item remastered from 4 track, mono.)

IMP        $abc    $Hobart, Tas. :$Hear a Book,$1986.
COL        $ab     $1 sound cassette (60 min.) :$2 track, mono
NIRN       $pc     $Reissue of:$Enfield, N.S.W. : Royal Blind Society, 1985.
DATE KY            r
DATE 1             1986
DATE 2             1985
NUCOM symbol:      THBS (Master)

When a remastered work is unchanged from the original (except perhaps for the addition of institution specific announcements) then it is considered to be a submaster, and is catalogued according to the original alternative format. Even if the remastered work differs from the original work in the number of physical items (i.e. remaster in 4 cassettes but original in 3) it is catalogued according to the original. The item is only indicated as a submaster in the holdings statement where the difference in physical items can also be specified.

Example: (item remastered in the same format)

IMP            $abc    $Enfield, N.S.W. :$Royal Blind Society,$1984.
COL            $ab     $3 sound cassettes :$2 track, mono
NUCOM symbol:  VBTL (4 cassettes; submaster)

Excerpts from print originals
Recorded or transcribed excerpts from print original works can be catalogued onto ABN in the manner described below. However, it is recommended that such excerpts be no smaller than 1 full cassette track (i.e. 44 min.) or 1 full volume of braille (i.e. 40 braille pages).

1. Describe in terms of the item in hand. That is, give title, statement of responsibility, publication details and physical description of the audio or braille item.

2. Supply a NIR field describing the original print work if the bibliographic details can be found from the work in hand or are known

3. Assign a main entry appropriate for the original print work, and a uniform title for the excerpt if appropriate.

4. If the audio or braille item consists of no more than 5 separately titled parts or excerpts from the one original print work, then include the titles and statements of responsibilities (if known) in a contents note. Assign name/title, title added entries as appropriate.

Example:

MEPS    $ad    $Marshall, Alan,$19021984.
UTIA0   $an    $I can jump puddles.$Chapters 15
TILA0   $ahc   $I can jump puddles$[braille] /$Alan Marshall.
COL     $a     $1 v. of interpoint braille.
NIRS    $pbcfz $Transcribed from Chapters 1 to 5 of:$Large print ed. $Bath :
Chivers, 1983. --$(A Lythway autobiography). $ISBN 0850469503.

Worksinprocess (WIP)

Worksinprocess is a system developed to provide current information on ABN about alternative format materials in production in Australia. It is an integral part of the National Union Catalogue of Library Materials for Peoplewith Disabilities. WIP reduces duplication of production of alternative format materials.

Interims created on ABN for WIP items require the addition of specific notes which reflect the different stages of production and copyright information. These notes are:

a.  WIP works intended for production, e.g.
NOG   $a     $Production planned 13/2/90.
(where date is date of input of interim)

b.  WIP works that have commenced production, e.g.
NOG   $a     $Production begun 2/90.
(month and year required only)

c.  WIP works near completion, e.g.
NOG   $a     $Completion expected 12/90.
(month and year required only)

d. copyright permission granted or withheld from print original publisher, e.g
NOG   $a     $Copyright permission from Heinemann.
NOG   $a     $Copyright permission refused by Pergamon.

e. WIP works produced under specific sections of the Copyright Act, e.g
NOG   $a     $Produced under Section 53D of the Copyright Act 1968. 
(For works produced under statutory licence for educational
or self instructional purposes)
NOG $a $Produced under Section 200A of the Copyright Amendment Act 1986.
(For works produced by institutions assisting intellectually handicapped persons)

Production and copyright information is not included in the full record after the work has been completed.

Interims for WIP items will not contain such data as imprint date and no. of volumes or cassettes, because of the incomplete nature of WIP's. (Such data will be included in the full record created after the work has been completed). e.g.
PUB/DIST       $a     $Enfield, N.S.W. :Royal Blind Society.
PHYS DESC      $a     $sound cassettes : 2 track, mono.

For more information on inputting interims, see the ABN interim record manual, and for information on adding holdings to WIP and NUC:D records, see the ABN summary holdings manual.

Glossary

The following is an alphabetical listing of terms associated with audio and braille material, that are additional to those in Appendix D of AACR2R.

2 track, mono. cassette

A standard commercial cassette, 3x2 ½ in., tape width 21/2 in. The 2 tracks on either side of the tape are recorded simultaneously and contain the same sound. At replay there is no stereo effect. See also definition under standard cassette.

4 track, mono. cassette

A standard commercial cassette, 31/8 x 2 ½ in., tape width 1\8 in. A spoken word sound recording is recorded at half the normal speed, and uses all 4 tracks for independent recording. Special playback equipment is required to facilitate independent replay of all 4 tracks. This method of utilising the full mono capacity of the cassette was developed especially by the Library of Congress for material for people with print disabilities. See also definition under standard cassette.

Alternative format material

Material whose format or content has been adapted or produced specifically for people with disabilities as an alternative to generally available printed textual material or projected media (eg films/videos).

Braille volume dimensions

There is no standard braille volume size. Braille volumes come in various sizes depending on age, origin and braille production method, e.g. whether braille volumes originated from Britain, or America or whether braille was computer or manually produced.

Clarke & Smith Talking Book

Clarke & Smith Talking Books are closed format tape cartridges developed specially for audio materials for people with disabilities. Special equipment is required to play Clarke & Smith cartridges. Australian producers no longer produce work in this format. (Often referred to as a 'Talking book').

Computer braille

Hard copy computer output braille.

Digital braille

Braille stored in digital form, often on a standard cassette. (Term not used for cataloguing).

Double spaced braille

Blank line left between each line of braille. Braille is usually embossed on one side of a page.

'Easy to read' materials

Materials where the text, content, book design or layout are easy to read. Such materials are usually written in simple language using uncomplicated vocabulary and sentence structure and may also be accompanied by easy to read illustrations. These materials are primarily intended for people with a language handicap, especially adults with intellectual disabilities, but are also of use and enjoyment to migrants, people with aphasia, people who are prelingually deaf and adults with reading and writing difficulties.

Embossed braille

See Hand embossed braille.

Excerpt

Work that contains a selection(s) from a single existing print original work where the part(s) do not exist as literary entities in their own right (e.g. chapters, pages from a book). Excerpts should be recorded/transcribed verbatim from the print original work.

Full sized braille

Refers to the physical size of the braille volume not to the braille dot. See also definition under Braille volume dimensions.

Grade 1 braille

Uncontracted braille.

Grade 2 braille

Contracted braille.

Half sized braille

Refers to the physical size of the braille volume not the braille dot. The 'halfsize braille' format originated from the time when Australia obtained braille volumes from Britain in the standard 10 ½in. x 13 ¼ in. or half that size. See also definition under Braille volume dimensions.

Hand embossed braille

Braille typed by skilled operators on special equipment (usually a Perkins Brailler) with a braille keyboard. (Term not used for cataloguing).

High interest/low vocabulary

Material with a high interest but written in simple language, using uncomplicated vocabulary or sentence structure generally intended for people with lower than average reading or comprehension skills. High interest/low vocabulary material can be in standard print, audio, braille, large print, combined print and audio or combined print and braille formats. (Often referred to as 'Easy to read' material).

Interline braille

Lines of braille on one side of the page are spaced to allow the lines of braille on the other side to be printed in between.

Interpoint braille

Lines of braille are closer together than in interline braille. The raised dots on one side of the page fitting between the dots on the other side of the page.

IPS

Inches per second. The speed at which tape passes over a magnetic head on sound recording equipment. Used to describe the playing speed of a sound recording.

Jumbo braille

Large braille dots spaced far apart (i.e. larger than standard braille dots placed further apart). Slower and more difficult to use than standard braille dots. Not suitable for children or people with 'normal' finger sensation. Jumbo braille may be manually or computer produced.

Microbraille

Small braille dots spaced close together (i.e. smaller than standard braille dots). Slower to read than standard braille dots. Microbraille may be manually or computer produced.

Paperless braille

Braille stored in digital form on standard cassettes and displayed using pins which raise the shape of braille letters. Playback equipment is similar to the display unit on a braille computer terminal.

Photoembossed braille or diagrams

Braille or diagrams prepared as eyereadable patterns using special paper and ink. Heating produces an embossed product. The process is especially suitable for the production of relief maps.

Press braille

Braille from a braille press. Traditionally, books were keyed onto metal (usually zinc) plates by operators skilled in the use of braille contractions. Now that computer translation of text into braille is possible, works can be keyed in as ordinary text.

Alternatively, presses can use compositors' tapes used in the preparation of print editions of works, authors' word processor tapes or a modified Kurzweil Reading Machine (output as digital form braille rather than the spoken word) to avoid rekeying works.

Print/braille interleaved

Braille text interleaved with the corresponding print text. The book can then be shared by any blind/sighted reader combination e.g. sighted parents/blind child, blind grandparent/sighted child.

Raised line drawing

A tactile drawing (sketch, picture, etc.) produced by the use of raised lines.

Reissued (or remastered) audio works

a. A technically improved version of the original recording with no substantial changes other than the sound quality.

b. A copy of the original recording in another audio format. (e.g. originally issued in 2 track, now changed to a 4 track version or vice versa).

Reproduced audio works

A copy of the original recording in the same audio format with no substantial changes. (i.e. changes other than the addition of institutional announcements which could be compared to a label).

Single spaced braille

No line left between each line of braille. Braille usually embossed on one side of a page.

Solid dot braille

Plastic dots are fused onto the paper rather than the normal embossing method.

Standard cassette

A standard commercial cassette, 3 5/8_ x 2 ½ in., tape width 1\8 in. It has 4 recording tracks, 2 on each side of the tape. Audio works for people with disabilities issued in Australia are all produced on standard commercial audio cassettes. However, three different recording methods take place. These are 'stereo recordings', '2 track mono recordings' and '4 track mono recordings'.

Statutory licence agreement

An optional statutory licence agreement under section 53D of the Copyright Act 1968, permitting institutions assisting 'handicapped readers' to make copies of literary or dramatic works in forms appropriate for use by readers with disabilities without the permission of the copyright owner.

Stereo recording

A standard commercial cassette, 3 5/8_ x 2 ½ in., tape width 1\8 in. On a stereo recording, all 4 tracks are recorded separately. However, at replay the 2 tracks on either side of the cassette are replayed simultaneously to produce a stereo effect. This is the standard recording technique.

Tactile diagram

A diagram (geometric figure, symbolic linear representation, etc.) produced by the use of raised lines.

Tactile map

A map (of a place, country, planet, etc.) produced by the use of raised lines, or symbols.

Thermoform braille

Produced by a vacuum process from plastic sheets and a handembossed master.

Tone indexed

The term 'tone indexed' denotes the use of audible tones ('beeps') to index an audio cassette(s). The tones can only be heard when cueing the tape.

Voice indexed

The term 'voice indexed' denotes the use of spoken announcements to index an audio cassette(s). A list of contents is normally read after the introductory statement of the title, author, copyright information etc., giving the chapter headings etc. for each side of the cassette(s) and a spoken signal given to indicate new chapters, major and minor headings, page breaks etc. This announcement can only be heard when cueing the tape.

Voluntary licence agreement

An agreement reached when a producing organisation obtains permission from the copyright owner/author/publisher to reproduce a work in a particular format. The copyright owner has the right to give or refuse permission for the work to be reproduced. The copyright owner can also give permission with the proviso that certain conditions are met. For example a copyright owner may limit the number of copies of a work that can be made, or limit the use that can be made of a work, e.g., for blind or otherwise print handicapped readers only.

Part D.7 deleted

The Standards Committee rescinds resolution ABN/SC/RES/1989/4 and recommends that the recent Library of Congress rule interpretation be followed for AACR2 rule 21.3B for cataloguing current serial titles.

Part D.8: Institution specific data

Introduction

ABN participants may add locally required access points (subject, series and other added entries) and notes to bibliographic records, whether they are originally catalogued records or copied records, by inputting them as institution specific data. This data displays online (in complete displays) and is printed on catalogue products only for the participant which input it. This Part covers:

Inputting
Form of headings
Searching institution specific headings
Institution specific notes
Institution specific series added entries
Institution specific subject headings
Institution specific added entries

Inputting

Institution specific data is tagged in the same manner as shareable data, except for certain subject headings. The tagging of these is discussed in the section headed Institution specific subject headings.

It can be input in two ways:

1. on an input form screen after the 'OTHERS' field, or

2. on an edit screen after the fixed fields ('FFD').

However, the fields LON and COI can only be added on an edit screen, below the fixed fields.

Form of headings

Institution specific headings must comply to the form found in the ABN Authority File or be established in AACR2R or LCSH form, except for:

a.MESH subject headings, which are also allowable as shareable data, and participants are encouraged to input them as such.

b. 'Participant' topical subject headings, which can be in any form chosen by the participant, but must be tagged SUTP and must always be input as institution specific data.

All institution specific headings (name, series, subject) are added to the ABN Authority File like all shareable headings, and are therefore searchable online by any participant.

Searching institution specific headings

When any library searches the Bibliographic File via a vocabulary heading, all bibliographic records containing that heading are retrieved, including those records to which the heading was added as institution specific data. However, on a complete display screen an institution specific heading will appear only if the library displaying the record also input the heading. It is therefore possible to search on a heading and retrieve bibliographic records in which the heading does not appear. This indicates that another participant has added the heading as institution specific data.

Institution specific notes 
The following fields are always input as institution specific data:
NOU       Limited use note (may also be shareable data in serial records) 
NLO       Local note (not yet used in ABN)
NLW       Local 'with' note (not yet used in ABN)
NOV       Earlier or later volumes separately catalogued note (serials only)

Also, a general note field (NOG) may be input as institution specific data if applicable, e.g.

NOU       $a     $Faculty use only.
NOG       $a     $Copy no. 242.
NOG       $a     $Written on t.p.: Contract no. 1475027.
NOG       $a     $With: the Society's Transactions.

Institution specific series added entries

Institution specific series added entries may be used when a participant wishes to trace a series, but not according to current ABN standards. Such as when tracing series originally established in AACR1 form (i.e. tagged SAP, SAC, SAM or SAU) and still on the ABN Authority File. Under AACR2R, the current ABN standard, nearly all series added entries are established as SAUs.

When a series is to be traced as institution specific, it should be tagged as a SERU field for input as shareable data, and then tagged SAP, SAC, SAM or SAU as appropriate, for input as institution specific data. However, all institution specific series added entries must comply to the form in the ABN Authority File or be established in AACR2R form.

Institution specific subject headings

LCSH, MESH, or ABNapproved subject headings may be updated or added to records in ABN as shareable data. However, institution specific subject headings must be used under the following circumstances.

LCSH headings not used according to LC
When LCSH topical headings (SUTL) are used, but not in accordance with LC practice, they must be input as institution specific. Such as when a topical LCSH subdivision is applied as a form subdivision (i.e. Textbooks), or when both a general and a specific heading are assigned to the one record (i.e. SUTL $a $Mathematics, SUTL $a $Algebra), where one heading must be input as institution specific. See ABN subject cataloguing manual for LC policy on applying LCSH. Note that the second indicator 'L' is used when tagging these types of headings.

Headings from an unrecognised thesaurus
When topical headings or subdivisions are used from an unrecognised thesaurus for which no indicator value has been defined, they must be input as institution specific. e.g. nonLCSH and nonMESH headings or subdivisions such as:

SUTP    $a     $Magistrates.
SUTP    $ax    $Genetics$Theses.

Note that the second indicator 'P' is used when tagging such participant headings. Participants are encouraged to browse the Vocabulary File (by using the 'b stp' command) when assigning SUTPs, to check on the form of other participants' headings so as to minimise minor variations of the same term or phrase.

Non LCSH subdivisions
When LC name, title and geographic subject headings are used with nonLCSH subdivisions they must be input as institution specific. Only variations from the 'standard' LC form are permitted in the subdivisions for these types of headings, e.g.

SUPFP   $ax    $Jesus Christ$Companions.
SUU0P   $axx   $Bible. O.T. Genesis$Study$Textbooks.
(Where 'companions' and 'study' are not LCSH)

Note that the second indicator 'P' is used when tagging these types of headings.

General and specific headings in one record
Occasionally a general subject heading may want to be added to a record with a more specific subdivided heading. However, a subdivided heading takes precedence over a heading without subdivision, and both cannot be used in the same record, so a general heading may only be added as institution specific data, e.g.

SUGL    $axy    $Soviet Union$History$19251953.
SUGP    $ax     $Soviet Union$History

However, a general heading in a record may be made more specific by adding an appropriate subdivision without making the heading institution specific, e.g.

SUGL $ax $Soviet Union$History. may be changed to
SUGL $axy $Soviet Union$History$19251953.

Institution specific added entries

Shareable added entries (AE fields) are added to bibliographic records in the ABN database when justification for the added entry exists in the body of the record. An institution specific added entry must be used when the justification for its inclusion is also institution specific, e.g.

NOG    $a       $Chapter 5, Pests and diseases of the Picea abies, by 
Dr. James Delafield of the Dept. of Botany.
AEPS   $ad      $Delafield, James,$1919
(Both of the above fields being institution specific data).

Part D.9: Temporary data

Introduction

When the Library of Congress implemented AACR2 on 2 January 1981, it also adopted the convention of enclosing temporary data within angle brackets < > in records for monographs. This convention has been used in serial records for several years and has been extended to books, audiovisual materials and maps. The convention will be followed in ABN.

Temporary data in monograph records

Temporary data occurs in records for monographs primarily when the record is for an 'open entry' multipart monograph. When such a record is closed, it normally shows the date of the last item at the end of the publication, distribution, etc. area and the total number of items (given as arabic numerals preceding the specific material designation, e.g. '4 v.') at the beginning of the physical description area. In the interim period before the record is 'closed', the date of the latest volume received and the number of volumes held at the time the record is distributed may be treated as temporary information enclosed within angle brackets.

As volumes are added, the machine record may be updated to reflect the additional holdings. When the last item is received, the machine record should be revised and 'closed'. With LC records using temporary data, all versions of the record will be distributed by LC and the latest version will always replace any earlier versions on the ABN database.

The policy of enclosing temporary data within angle brackets applies to temporary data wherever they may appear in the descriptive portion of a catalogue record, i.e. imprint, collation, the series statement or notes, e.g.

IMP    $abc   $Northport, N.Y. :$E. Thompson,$1980<1981>
Note:  Whenever angle brackets are used in the publication date,
the code 'm' should be used in the fixed field data element DATE KY.
COL    $abc   $v. <18> :$ill. ;$28 cm.
COL    $a     $sound discs <2>
COL    $a     $<50> playing cards
SET0   $av    $Collected economic essays ;$<3>5
NOG    $a     $Vol. <2> includes index.
NOCI   $a     $v. 1<4> Proceedings.

(See also LCRI 2.5B19 and LCRI 21.30L for the application of temporary data in the collation and series fields)

Temporary data in serial records

Incomplete data or volume/number information is enclosed within angle brackets in serials when the beginning and/or ending dates or volume/number information is not available or is unknown.

The above convention applies to the variable fields VAT, FOR, IMP, FRQ, FFR, SERD, notes, and linking entry fields. The DAT field and subfield 'e' of the NOX field should never contain temporary date/number information; only the true beginning and/or ending dates should be found in these two areas.

Guidelines for changing temporary data in catalogue records

1. ABN participants may update temporary data in database records.

2. When a multipart set is complete, or a serial has ceased publication, temporary data should be modified to reflect this information and the angle brackets removed.

3. ABN participants may use angle brackets to enclose temporary data in local original cataloguing; any ABN participant may update such temporary data in local records when new information becomes available.

4. The purpose of using angle brackets for temporary data is to provide information which is complete to date, but which will change in the future. This convention is not to be used to reflect an individual library's holdings; the Holdings File should be used to reflect local holdings information.

Part D.10: Change of existing database records

Minimum change

When a database record is selected by a participant for the addition of holdings (copy cataloguing), the record must be checked with a view to making the changes listed below, if necessary.

a. Any typographic or transcription error in the title proper or other title information (subfields 'a' or 'b' of field TIL) must be corrected.

b. If there is no ISBN in the database record, and if an ISBN is available in the item being catalogued, the ISBN should be added to the database record.

c. Name headings (including names used as subjects) should be changed to the correct AACR2R form. However changes must be effected by changing the relevant vocabulary record, that is, by changing the headings in the Authority File.

Maximum change

Any upgrading of a bibliographic record may be made, providing that the upgrading is consistent with:

a.AACR2R, and ABN interpretations of AACR2R;

b. the latest quarterly LCSH fiche, and ABN amendments to LCSH;

c. the standards embodied in this manual and the ABN data preparation manual.

Any change to a bibliographic record must be based on the book in hand. Whenever a change is made, a MSG field, describing the change, must be added to the record, preferably above the ME or TIL field, and a CAS field must be added or expanded with a subfield 'd' containing the NUC symbol of the library which is making the change.

Examples of changes which are permitted by the above guidelines are:

a. Typographical and transcription errors in any field may be corrected. This includes spelling errors in a note field, an incorrect pagination in the physical description field, a typing error in a fixed field, etc.

b. A second ISBN may be added to the record, providing that the record is for the same manifestation (according to the ABN standard relating to manifestations in Part B.1, 1.0), e.g. for a different binding.

c. Preliminary paging may be added to the physical description field.

d. In a record for a multivolume work, a contents note may be added or expanded to reflect new volumes or parts, and added entries given for individual volumes.

e. For a record of one volume of a multipart work, details of the complete set can be added in the series area.

f. The DATE2 fixed field element may be amended to reflect an extension of the volumes or parts given in the contents field.

g. Temporary data enclosed in angle brackets < > may be updated, and angle brackets removed if completed data is supplied.

h. A CIP record may be upgraded to full encoding level by the completion of title, imprint, collation and note information, and changing the encoding level from '8' to a blank.

i. Institution dependent notes may be added to any record. See Part D.8 on institution specific data.

j. A geographic area code field may be added to the record if it is appropriate.

k. A Dewey or LC class field, containing a number which occurs in a valid edition of the classification, may be added to the record if one is not already present.

l. A Dewey field for a different edition of DDC, or a valid option within DDC, may be added to the record.

m. An additional Dewey number from the same edition may be added to the DDC field.

n. Editor main entry may be changed to editor added entry.

o. A statement of responsibility may be added.

p. Corporate body main entry may be changed to title or personal name main entry.

q. Country of publication codes for Australia may be changed to AUSMARC codes for the individual states.

r. Encoding level must be changed to a blank when a record is upgraded to high level standard.

s. An LCD field coded '3' can be included in a fully upgraded national agency record to protect it from being bumped.

t When multiple subfielding of the NOC field becomes available, the $a data may be replaced with the new multiple subfielding where appropriate, [ABN/SC/1993/RES/12]

Changes not to be made

The following types of change are not permitted:

a. The deletion of any valid data in the record.

b. The addition of library specific or copy specific notes to a record, except as institutionspecific data.

c. A change which suggests a different manifestation of the work, e.g. a different edition.

d. A record for a multipart work cannot be changed to represent only one volume or a part of the work, and vice versa.

e. Technical specification data in the physical description and/or note area of a videorecording record cannot be changed if holdings are attached. [ABN/SC/1986/RES/28]

f. When multiple subfielding of the NOC field becomes available, multiple subfields may not be changed to $a only. [ABN/SC/1993/RES/12]

Replace v. change

It is permitted to replace rather than upgrade records under the following conditions:

a. All valid data in the record to be replaced must be transferred to the replacing record;

b. No national agency records may be replaced;

c. No records contributed online by ABN cataloguers may be replaced, (i.e. those with a rid prefix of 'abn') [ABN/SC/1989/RES/11]

Note: National agency records can be identified by the occurrence of one of the following symbols in the top righthand corner of each record: ANB, BNB, CAN, LC, NZNB, SNB, USGPO, USNLM.

Part D.11 Collection level records

Collection-level cataloguing involves the creation of single bibliographic records for groups of library materials that have been intentionally brought together at the technical processing stage. By grouping related items together at the cataloguing stage, collection-level cataloguing provides libraries with an effective response to growing processing backlogs and, at the same time, offers them the opportunity to enhance access to their increasingly diverse collections.

In collection-level cataloguing the collection described in a single bibliographic record is frequently an artificial one because it has been explicitly created for technical processing purposes. Characteristics upon which such a collection could be based include personal author, issuing body, language, subject, or form of material. Libraries considering collection-level cataloguing should realise that the decision to assemble a group of items for collection-level treatment will rest with their acquisitions, collection development, public services, and technical services staff.

As the majority of projects currently requiring collection-level cataloguing are published, textual material, the ABN format for Books has been used in these guidelines, but the Serials and Non-book formats may also accommodate collection-level cataloguing.

The elements of the collection-level cataloguing record are:

a.Main entry heading - (ME field). An appropriate main entry should be determined according to AACR2. Most collection-level records will be so diverse that title main entry is more likely.

b.Title - (TIL field). Because of the diversity of material incorporated into collection-level records, the title of each record is to be constructed by the creator of the record. This title, which will be enclosed within square brackets, will begin with the substantive elements of the collection, and will generally be in English.

[Crimean War patriotic poems]
[Los Angeles Olympic Games of 1984 official materials]
[Pitjantjatjarra language publications]

c. Imprint - (IMP field). All three elements of the IMP field may be included if appropriate. In most cases, however, only the date element will be recorded.

1. If the collection is finite, a single date or inclusive dates are to be used.
1987
1980-1984

2. If it is expected that more materials will be added to the collection, inclusive dates based upon the materials initially catalogued are used in the imprint. If the collection is developed from a single item, an open date is used. The dates are enclosed within angle brackets.
<1965-1973>
<1966- >

A general note is also added to the record indicating that additional materials may be available:

Additional materials with other dates of publication may be found in this collection.

d. Collation - (COL field)

1. Extent of item

a. If the collection is finite, the extent of the collection is given.
17 v.
36 pieces

b. If it is expected that more materials will be added to the collection, the extent is based upon the number of items initially catalogued. The number of volumes, pamphlets, or pieces is enclosed within angle brackets.
<17 > v.
<36 pieces >

2. Illustrations. Use judgement. A statement of illustration may be used if it is felt that the illustrations are an important part of the collection.

3. Size. Size is not important and its inclusion is optional. If included, a range is to be given if the items in the collection are not uniform size.
28 cm.
23-30 cm

e. Notes - (NOG field etc.) The general note specified in c2 above is always given when appropriate. Other pertinent notes may be given when judged important for the collection.

Formal contents notes are rarely made. However, if further information about the content of the collection is deemed important, a general note may be made. Such a note may also contain additional information about the material in a collection, such as formats, forms or genres (maps, travel brochures, etc.) contained in the collection.

If an item-level finding aid, such as a title listing or card file, exists, make a note to that effect:

Title listing in Asian Division card catalogue.

f. Subject headings - (SU fields) The subject heading(s) assigned is (are) the primary access to the majority of items in the collection-level record.

1. Assigned subject headings should be as specific as the collection warrants.
2. There is no limit to the number of subject headings that may be assigned, but a reasonable limitation should be observed.

title [Italian Communist Party pamphlets]
subject headings 1. Partito communista italiano.

2. Italy--Politics and government--20th century.

g. Added entry headings - (AE fields). Obvious name and title access points should be provided, however, most collection-level records will probably not contain added entry headings.

Within collections, there may be occasions when persons or corporate bodies are both the author or issuing body, and the subject. In most cases the subject heading entry will offer sufficient access. When it is judged that access through an added entry would also be useful, one may be given.

h. Geographic area code - (GAC). The geographic area code is given when the subject heading deals with a specific geographic area for which there is an existing code.

i. Fixed fields. Fixed field data will generally be coded as appropriate to the format and content of the collection-level record. The fixed fields listed below are to be handled as indicated.

1.Bibliographic level - (Leader/07). The USMARC bibliographic level code for collection-level records is "c". ABN can not handle this code at the present time. All collection-level records must be input with the bibliographic level code of "m" (monograph) or "s" (serial) as appropriate.

2. Encoding level - (Leader/17). Assign as appropriate according to current standards.

3. LAN. The code for the language or primary language of the collection is to be given. If no language is primary, give the language that files first in the English alphabet.

4.DATE 2. If the imprint shows inclusive dates, the second date is given here. If the imprint shows a single, open date, code the DATE KY as "m" and give 9999 in DATE 2.

5.CNTRY. If all items were published in a single country (or state, province, etc.) give the code for that country. If the items were published in more than one country, the code "vp" is given.

Part D.12: Guidelines for cataloguing collections of pictorial materials

Pictorial collections contain valuable material which is not usually catalogued in detail. A useful way to promote local and national access to these collections is to contribute collection level cataloguing to the National Bibliographic Database. The purpose of these guidelines is to provide quick and easy help, especially for the areas of description and the ABN fields that are used in cataloguing collections of pictorial materials.

Collection level cataloguing involves the creation of single bibliographic records for groups of library materials that have been intentionally brought together. Pictorial collections could be formed around a common artist or photographer; subjects such as place, or a common time period; form of material; or provenance. Libraries may also contribute collection level records to the ANBD while maintaining item level records on their local system.

The collection level record will contain a broad description of the collection and useful subject access. As the whole catalogue record can be searched for subject keywords in modern computer based catalogues, use of subject rich words in describing the collection can be fully exploited. However, a typical minimum standard record for a collection of pictorial materials will include:

Title, Imprint, Date, Extent, Notes, Basic coded data

As collection level cataloguing is a regular activity covered by AACR2R and ABN Standards these guidelines are a summary and interpretation of the main points. The materials these guidelines particularly relate to are:

Photographs (published and unpublished), art originals, posters, postcards.

Each section includes both the AACR2R rule number and examples of data elements coded for ABN entry. Most collection level records for pictorial materials would be input in the nonbook format. More detail on each of the fields discussed below is available from the ABN Data Preparation manuals, particularly ABN Data Preparation Manual Part 1: Headings and Part 2 Description of Integrated Tags and the ABN Cataloguing Manual.

1. Title and statement/s of responsibility (TIL) AACR2R 8.1

Most collection level records will be so diverse that entry directly under title is most likely. However an appropriate main entry should be determined according to AACR2R.
In most cases you will need to supply a title for the collection. This is called a cataloguer's title. Do not use the general forms e.g. photograph, album, etc. at the start of a cataloguer's title, as this will bulk up the index entries under such general terms. Use more specific terms instead.

Make this title as descriptive of the contents of the collection as possible. Think about the
most significant data to include, where these cover the collection as a whole.

For example:

Date - Place - Subject - Associated information - Detail

When you make up a title in this way give the source of the title proper in a note (see Section 4 NOTES).

Enclose the supplied title within "square" brackets, that is {} beginning with the key elements of the collection, and use English in an English language catalogue, e.g.:

TILN0  |ah  |{Canberra Philharmonic Society productions 1960- 1990}|{picture} 
TILN0  |ah  |{Scenes of the Morwell area, 1910-1940} |{picture} 
TILA0  |ah  |{Views of New Parliament House, Canberra, under construction}
|{picture} 
TILN0  |ah  |{Members of the pioneer excursion to the Yass-Canberra 
capital site present an album to F.C. Govers}|{picture}
TILN0  |ah  |{Collection of posters on theatre in Canberra}| {picture}

Formed collections may already have an established title.

TILN0  |ah  |Territory chats|{slide}
NOA    |a   |Pictures of interviewees and localities taken during the 
field trip undertaken for the videocassette series Territory chats.

Give a general material designation {GMD}AACR2R 8.1C in subfield "h" immediately following the title proper. The GMDs for pictorial materials are:

art original, art reproduction, chart, picture, slide,
technical drawing, transparency.

Give statements of responsibility AACR2R 8.1F for the collection where appropriate, in subfield "c".

TILA0  |ahc  |{Views of New Parliament House, Canberra, under construction}
|{picture} /|Jack Clarke.

2. Imprint (IMP) AACR2R 8.4

In most collection level records, due to the range of materials included, only the date will be recorded. However all three elements of the IMP field: publisher, place and date should be included if appropriate. If the collection is finite, a single date or inclusive dates are to be used. Sometimes this will be an approximation.

IMP    |c    |1954-1957.
IMP    |c    |ca. {1938-1988}

If it is expected that more materials will be added to the collection, dates based upon the materials initially catalogued are used in the imprint. These dates are enclosed within angle brackets.

IMP    |c    |<1965>
IMP    |c    |<1965-1973>

If the collection is developed from a single item, an open date is used. These dates are also enclosed within angle brackets.

IMP |c |<1966- >

3. Collation (COL) AACR2R8.5

This field describes the physical extent, other physical details and colour of the collection. The following terms, specific material designations, are approved for use with pictorial materials in ABN:

album, art original, art print, art reproduction, chart, collage, drawing, painting, photograph, photomechanical reproduction, picture, postcard, poster, print, sketchbook, slide, stereograph, study print, technical drawing, transparency, wall chart, watercolour.

If the collection is finite, the extent of the collection is given. You may need to estimate this.

COL    |a    |ca. 1000 slides.
COL    |a    |10 art originals.
COL    |ae   |10 art originals +|1 sketchbook.
COL    |a    |195 posters.

If it is expected that more materials will be added to the collection, the extent is based upon the number of items initially catalogued. The number of items is enclosed within angle brackets.

COL    |a    |<17> pictures.
COL    |a    |<36> photographs.

Other physical details and colour: Record any details that apply to the whole collection from AACR2R 8.5C.

Dimensions: Size is not important and its inclusion is optional. If included, a range can to be given if the items in the collection are not uniform size.

COL    |abc  |20 photographs :|gelatine silver on resin-coated paper ;|
30.5 x 24 cm.
COL    |abc  |25 posters :|b&w and col. ;|28 x 40 cm.-30 x 45 cm.

4. Notes (NOG etc.) AACR2R 8.7

Give notes on aspects of the collection in the following order. Other pertinent notes may be given when judged important for the collection, such as notes on accompanying material or statements relating to sponsors or bodies who have contributed to the collection.

Make a note on the source of the title if it is not from the chief source:

NOG    |a   |Title supplied by cataloguer.

Make notes on the donor or source of original graphic items and on previous
owners if this can be easily ascertained:

NOG    |a   |Donated by Morwell Historical Society.

A short abstract containing information about the content of the collection is very useful. Such a note may also contain additional information about the material in a collection, such as formats, forms or genres contained in mixed collections.

NOA    |a Portraits and family groups of the Bate and Corkhill families, 
gold-mining and timber-getting, sporting teams, building and the 
construction of the Princes Highway.
NOA    |a |Subjects covered include aircraft, air taxis, aerial views of the 
Channel country, sandhills, bush racing carnivals, scenes of towns and 
properties and various people including pilots. The slides were donated 
by Dr Len Dawson.

Formal contents notes are rarely made for collections, but should be used if appropriate, such as for small collections of titled works.

If an item level finding aid, such as a title listing or card file exists, make a note to that effect:

NOMF   |a |List available.
NOMX   |a |Original caption cards available in the Reading Room.

5. Subject headings (SU fields)

The subject heading/s assigned are the primary access to the majority of items in the collection level record. Subject headings should be as specific as the collection warrants, but cover the collection as a whole. There is no limit to the number of subject headings that may be assigned, but a reasonable limitation should be observed. Generally you will want to add the subdivision "--Pictorial works" to your subject headings. (Note that subject headings are optional).

TILN0  |ah  |Flying doctor service, Charleville, Queensland, 1954-1957 |
{picture}
SUCNL  |abx |Royal Flying Doctor Service of Australia.|Queensland Section
|Pictorial works.
SUT-L  |azx |Aeronautics in medicine|Queensland|Pictorial works. 
SUG-L  |ax  |Queensland|Pictorial works.

Geographic headings (SUG)

Pictorial items with a known geographic focus will require geographic subject description. Geographic headings are used for names of places such as towns, states, regions, parks, rivers and mountains. Usually Australian geographic names are already in use on ABN, so check the ABN authority file and use the same form. Establishing new geographic names on ABN generally follows LC practice, with some exceptions. Refer to theABN Cataloguing Manual Parts B 23and C7for more detail.

ABN practice is to qualify Australian geographic place names by the state or territory the place is located in. The abbreviations used in ABN for the state and territories are listed at the end of ABN Cataloguing Manual PartB23. The first order political divisions of Australia (states or territories) are assigned directly, that is straight under the name of the state or territory.

TILN0  |ah   |Flying doctor service, Charleville, Queensland, 1954-1957
|{picture} 
SUT-L  |azx  |Aeronautics in medicine|Queensland|Pictorial works. 
SUG-L  |ax   |Queensland|Pictorial works.
TILN0  |ah   |Territory chats|{slide}
NOA    |a    |Pictures of interviewees and localities taken during the field trip undertaken for the videocassette series Territory chats. 
SUG-L  |ax   |Northern Territory|Pictorial works
SUT-L  |azx  |Pioneers|Northern Territory|Portraits
TILA0  |ah   |{William Henry Corkhill Tilba Tilba photograph collection}|{picture} 
SUG-L  |axx  |Tilba Tilba (N.S.W.) |Social life and customs|Pictorial works.
TILA0  |ah   |Views of the Tweed River district|{picture}
SUG-L  |ax   |Murwillumbah (N.S.W.)|Pictorial works.
SUG-L  |ax   |Tweed River (N.S.W.)|Pictorial works.
TILN0  |ah   |{Scenes of the Morwell area, 1910-1940} |{picture} 
SUG-L  |axx  |Morwell Region (Vic.)|History|Pictorial works.
TILA0  |ahbc |Daintree|{picture} :|birthplace of flowers /|photo by Clifford and Dawn Frith
NOA    |a    |Fan palms in Daintree lowland rainforest.
SUT-L  |azzx |Conservation of natural resources|Queensland|Daintree|Pictorial works.
SUG-L  |ax   |Daintree (Qld.)|Pictorial works.
SUG-L  |ax   |Murwillumbah (N.S.W.)|Pictorial works.
SUG-L  |ax   |Tweed River (N.S.W.)|Pictorial works.

6. Name headings - (ME and AE fields)

Within collections, there may be occasions when persons or corporate bodies are both the author or issuing body, and the subject. When it is judged that access through an added entry would also be useful, one may be given. For example to indicate provenance of the collection.

TILN0  |ah   |Flying doctor service, Charleville, Queensland, 1954-1957 |{slide}
NOA    |a    |Subjects covered include aircraft, air taxis, aerial views of the 
Channel country, sandhills, bush racing carnivals, scenes of towns 
and properties and various people including pilots. The slides were 
donated by Dr Len Dawson.
AEPS   |ac   |Dawson, Len,|Dr.
TILN0  |ah   |{Photographs taken in the Morwell area, 1910-1940} |{picture}
NOG    |a    |Donated by Morwell Historical Society.
NTR    |a    |Title supplied by cataloguer. 
AECN   |a    |Morwell Historical Society.

Some collections will require personal, or rarely, corporate main entry, e.g.:

MEPS   |ad   | Corkhill, William Henry,|1846-1936.
TILA0  |ah   |{William Henry Corkhill Tilba Tilba photograph collection} |{picture}
IMP    |c    |{1890-1920}
COL    |a    |1000 glass negatives.
NTR    |a    |Title supplied by cataloguer.

7. Geographic area code - (GAC)

The geographic area code is given when the subject heading deals with a specificgeographic area for which there is an existing code, such as Australian states and territories. For more detail see ABN Data Preparation manual 2. The geographic area code is optional.

TILN0  |ah   |Flying doctor service, Charleville, Queensland, 1954- 1957|{picture}
SUG-L  |ax   |Queensland|Pictorial works.
GAC    |a    |u-at-qn

8. Leader line and Fixed fields - (FFD)

Leader line

1.Record type - (Leader/06)
The record type code for projected media such as slides, is "g"; for other types of nonbook materials, including other pictorial materials it is"o"

2.Bibliographic level - (Leader/07)
All collection level records must be input with the bibliographic level code of "m" which is predefined in nonbook format.

Fixed fields

Fixed fields data will generally be coded as appropriate to the format and content of the collection level record. For pictorial collections these are detailed in the ABN Data Preparation manual Part 2 The fixed fields listed below are to be handled as indicated.

1.TY MAT
The Type of material code for pictorial materials is "k"; for slides is"s"

2.LAN
This field may be left blank if no language is present, otherwise the code for the language or primary language of the collection is to be given in subfield a.
For pictorial materials, language will generally relate to captions and accompanying materials. If no language is primary, give the language that files first in the English alphabet.

3.If the imprint shows inclusive dates, the DATE KY is coded "m". Give the first date in DATE 1, and the second date is given as DATE 2. If the imprint shows a single, open date, code the DATE KY as "m" and give 9999 in DATE 2.

4.CNTRY
If all items were produced in a single country or state, province, etc., give the code for that country. If the items were produced in more than one country, the code "vp" for "various places" is given.

9. Sample Records

Using the above guidelines here are some sample records for collections of pictorial materials:

gm abn93-446331 db 12/08/93 12/08/93 01/25/94 ANL ANL
TILN0  |ah   |Flying doctor service, Charleville, Queensland,1954-1957 |{slide}
IMP    |c    |1954-1957.
COL    |abc  |256 slides :|col. ;|35 mm.
NOA    |a    |Subjects covered include aircraft, air taxis, aerial views of the 
Channel country, sandhills, bush racing carnivals, scenes of towns 
and properties and various people including pilots. The slides were 
donated by Dr Len Dawson.
NOMF   |a    |List available.
NTT    |a    |Some copyright restrictions apply.
SUCNL  |abx  |Royal Flying Doctor Service of Australia.| Queensland Section
|Pictorial works.
SUT-L  |azx  |Aeronautics in medicine|Queensland|Pictorial works. 
SUG-L  |ax   |Queensland|Pictorial works.
AEPS   |ac   |Dawson, Len,|Dr.
GAC    |a    |u-at-qn
CAS    |ac   |CLONE|ANL
LON    |a    |(atABN)10573089
IMM    |a    |abn93446327
FFD LENGTH= TY MAT= s TECH= ME IN B=
INTEL LV= DATE KY= m DATE 1= 1954 DATE2= 1957 LAN= eng
CNTRY= at MODREC= CAT S= d GOV PUB= CAT FORM= a


om abn90-221414 db 08/02/9009/ 17/9004/20/93 ANL ANL
TILN0  |ah   |{Collection of Australian festival posters}|{picture} 
IMP    |c    |{ca.1938-1988}
COL    |abc  |3 posters :|col. ;|101.5 x 63.5 cm. or smaller.
NOCP   |a    |Includes: Australian Bicentenary 1788-1988, "symbol for 
appropriate commemorative and souvenir items" -- Let's all 
celebrate Australia Day.
NOG    |a    |Title supplied by cataloguer.
SUG-L  |axx  |Australia|Anniversaries, etc.|Posters. 
SUT-L  |a    |Posters, Australian.
GAC    |a    |u-at---
CAS    |ac   |ANL|ANL
LON    |a    |(atABN)7434721
IMM    |a    |abn90221144
FFD LENGTH= TY MAT= k TECH= n ME IN B=
INTEL LV= DATE KY= m DATE 1= 1938 DATE2= 1988 LAN= eng
CNTRY= at MODREC= CAT S= d GOV PUB= CAT FORM= a


The above guidelines could be adapted to catalogue individual items. Here is a sample record for 
an individual print:


om abn92-189388 db 06/30/92 07/02/92 05/19/95 ABN:SN ANL
MEPS  |aqd  |Eaton, H. G.|(Henry Green),|1818-1887.
TILA0 |ahc  |Hobart Town from the rocks below Kangaroo Bay| {picture} /|H.G. Eaton.
IMP   |abc  |{Hobart} :|Printed by T. Bluett,|1844.
COL   |abc  |1 print :|lithograph, hand col. ;|22.1 x 29.7 cm. 
NOG   |a    |A plate from: Six views of Hobart Town / from sketches by T. Chapman.
NOIL  |ac   |Engravers of Van Diemen's Land / Clifford Craig,|pl.no. 23.
SUG-L |ax   |Hobart (Tas.)|Pictorial works.
AEPS  |aqdt |Chapman, T. E.|(Thomas Evans),|1788-1864.|Six views of Hobart Town.
GAC   |a    |u-at-tm
CAS   |ac   |CLONE|ANL
LON   |a    |(atABN)9093197
IMM   |a    |abn92188391
FFD LENGTH= TY MAT= k TECH= n ME IN B= x
INTEL LV= DATE KY= s DATE 1= 1844 DATE2= LAN= eng
CNTRY= MODREC= CAT S= d GOV PUB= CAT FORM= a

This individual print was published in:

am 69-37393 db 02/24/83 02/25/83 04/30/92 NNCU:A VCAV
MEPS   |aqd  |Chapman, T. E.|(Thomas Evans),|1788-1864.
TILA0  |ac   |Six views of Hobart Town /|from sketches by T. Chapman. 
IMP    |abc  |Melbourne :|H. A. Evans,|1967.
COL    |abc  |1 l., 6 plates :|ill. ;|36 cm.
NOG    |a    |"Lithographed printed and published by T. Bluett, Hobart Town 
V.D.L., 1844".
NOG    |a    |Cover title.
SUG-L  |ax   |Hobart (Tas.)|Pictorial works.
LON    |a    |(atABN)2542268
FFD CONF= FEST= INDEX= ME IN B=
INTEL LV= FIC= BIOG= DAT KY= r LAN= eng
DATE1= 1967 DATE2= 1844 CNTRY= at ILLUS= a REPRO=
CONTENTS= MODRC= CAT S= d GOV PUB= CAT FORM= i

Part D.13: ABN Minimum Level Records for Unprocessed Manuscript Collections

TF2001 RC17 identified the need for agreement on the essential data elements for collection level descriptions for manuscript collections; and commitment from institutions to preparing these as a minimum for major holdings. Following a survey of practice at National and State Library levels, and relevant State Archives where State Libraries do not collect private archives, CASL-CMG (Council of Australian State Libraries - Collection Management Group) has gained agreement from its membership on a minimum standard for the control of unprocessed manuscripts on the ANBD.

The level recommended is for description at the collection level (ie. description of an entire record group, as greater detail in description can only be compiled after the record group has been fully processed). The level, as outlined below, draws on existing standards currently accepted as practice for cataloguing manuscripts *, as well as ABN standards.

In meeting the aims of TF2001 RC17, it is suggested that ABN could provide opportunities for wider circulation to these guidelines to encourage other manuscript collecting organisations to input data on holdings, at least to this minimum standard.

Summary of record requirements

Leader Line
REC TYPE = o
Main Entry
Title (TIL)
subfield a (mandatory)
subfield f (relevant if available)
subfield h (mandatory)
Imprint (IMP)
subfield c (mandatory)
Collation (COL)
subfield a (mandatory)
Access conditions (NOU)
subfield a (relevant if available)
Finding aids (NOMF)
subfield a (relevant if available)
Subject (SU)
(one subject heading mandatory)

Fixed Fields
TY MAT (mandatory)
DATKY (mandatory)
DATE 1 (mandatory)
DATE 2 (relevant if applicable)
CNTRY (mandatory) (ie. xx if no place)

Suggested pattern for records

Main entry

Heading used will generally be either Personal, Corporate or Family name.

MEPS   |acd  |Barton, Edmund,|Sir,|1849-1920.
MEPS   |ad   |Clunies-Ross, John,|1786-1854.
MEPN   |a    |King family.
MECN   |ax   |Daylight Saving Association (N.S.W.)

Title (Field TIL)

Title field to comprise: Title + inclusive dates (if easily
ascertained before processing) + GMD

- Title proper (subfield a) to be in the form:

. For collections of an individual:               Papers of name of person in Main entry

. For the archives of an organisation:            Records of name of organisation in Main entry

. Single item with a title:                       Transcribe the title

. Single item without a title
or a collection of items of the same type:      Provide an appropriate title based on form -- 
Diary of name of person in Main entry or, 
Diaries of name of person in Main entry

- Inclusive date coverage (subfield f).           This date may be one year or a date range. Only
include if easily established prior to processing.

- General Materials Designation,                  GMD = {manuscript}
GMD (subfield h)                                eg,
TILA0 |afh |Papers of Edmund Barton,|1900-
1910|{manuscript}

Imprint field (IMP)

For manuscripts, the IMP field contains the date or date range of the collection (only subfield c used). It is a mandatory field and must contain something, even if only the century.

IMP    |c    |1990-1994
IMP    |c    |1987
IMP    |c    |[19--] (actual date not known)

Collation (COL)

For manuscripts COL (use only subfield a). Indicates the quantity of material. Estimate this roughly and the amount can be linear centimetres or metres, number of cartons, or a combination of both.

COL    |a    |5 cartons
COL    |a    |1.2 m.
COL    |a    |1.2 m. (5 cartons)

Access conditions (NOU)

Add the access conditions (if available) in the NOU field.

NOU    |a    |Access to be determined.
NOU    |a    |In process. Availability may be conditional on access 
restrictions and physical status

Finding aids (NOMF)

Record the existence of finding aids (if available) in the NOMF field.

NOMF  |a     |Descriptive list available (4 p.)

Subject

At least one subject heading must be assigned to a minimum level record.

Topical Heading

Where possible, add a topical heading that provides a description of the function of the creator of the collection of papers or records (eg. occupation). Include geographic subdivision (subfield z) and appropriate subdivision (subfield x)

Appropriate subdivisions include:

Archives
Correspondence
Diaries
Biography

SUT-L  |azx  |Botanists|Australia|Archives
SUT-L  |azx  |Publishers and publishing|Australia|Archives

Name heading

Alternatively, a heading may be assigned for the name used as main entry together with the appropriate subdivision (subfield x).

Appropriate subdivisions include:

Archives
Correspondence
Diaries

SUPSL   |acdx |Barton, Edmund,|Sir,|1849-1920|Archives.
SUPSL   |adx  |Roberts, Tom,|1856-1931|Correspondence.
SUCNL   |ax   |Daylight Saving Association (N.S.W.)|Archives.

Fixed fields

TY MAT = l (lower case ell)
DAT KY = either s (single date); m (multiple dates) or q (questionable dates)
DATE 1 = First date in IMP eg 1867 or 19uu (transcribed from 19--)
DATE 2 = Second date in IMP (if relevant) eg 1920 
CNTRY  = either xx (no place); or if specific; at (Aust.); aca (ACT); xna (NSW); xoa (NT) qea (QLD); xra (SA); tma (Tas.); vra (Vic.); wea (WA)

* 1. Hensen, Steven L., 1944- . Archives, personal papers and manuscripts : a cataloguing manual for archival repositories, historical societies, and manuscript libraries. 2nd ed. Chicago : Society of American Archivists, 1989.

2. Sahli, Nancy Ann. MARC for archives and manuscripts : the AMC format. Chicago : Society of American Archivists, 1985-


Contents and Introduction | Part A Tools and Abbrevs. | Part B Cataloguing Policy | Part C Name, Subject Heading Policy | Part E Cataloguing Standards | Part F Miscellaneous | Part G Subject Heading Policy