Guidelines for cataloguing unpublished material and published and unpublished copies

Libraries Australia recommends the following guidelines for the treatment of unpublished material and reproductions such as:

  • original unpublished material (may be available in several copies)
  • unpublished reproductions (except microform reproductions)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)

For the treatment of microform reproductions, follow Library of Congress policy and catalogue according to the original item. Give data relating to the reproduction in the note area.

Original unpublished material (may be available in several copies)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:
008/6 s
008/07-10 will be the date in 260 field. The minimum required data in these positions is 2 digits followed by XX, e.g. 20XX
008/15-17 for theses, this code is derived from the place where the institution granting the degree is located as named in the dissertation note (field 502)
for all other items in this category, the code ‘xx’ should be used.
008/23 blank for regular print items
008/24 code for theses when applicable
260 the only data element present will be the date in the ‡c subfield. In manuscript records this date is the date the item was written.

Unpublished reproductions of published works (except microform reproductions)

This category may include such items as preservation copies, or unpublished copies produced for another institution, e.g. internal reports and certain educational video recordings.

Describe in terms of the item in hand as specified in AACR2R 1.11. The exception is the 260 field: supply only the century of reproduction in this field.

A note giving details of the original work is mandatory.

Coding:
008/06 n
008/07-10 The minimum required data in these positions is 2 digits followed by XX, e.g. 20XX
008/15-17 xx
008/23 code as appropriate for printed music and language materials
260 century of reproduction, e.g.[20--]

NOTE: For the treatment of microform reproductions, follow Library of Congress policy and catalogue according to the original item. Give data relating to the reproduction in the note area.

Published reproductions (except microform reproductions)

This is the most common category, and may include reprints, facsimiles, and sound recordings remastered into a different medium. A second edition of a work is not considered a “reproduction” of the first edition.

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

A note giving details of the original work is mandatory

The appropriate GMD must be included if the reproduction is not a print item.

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.

Coding:
008/06 use ‘r’ if the item has been previously published
use ‘s’ if it is a reproduction of a previously unpublished item
use ‘p’ if it is a reissue of a videorecording, etc.
008/07-14 dates in these fields will depend on the code used in 008/06
008/23 code as appropriate for printed music and language materials
260 give details of the reproduction in this area as instructed in AACR2R 1.11

NOTE: For the treatment of microform reproductions, follow Library of Congress policy and catalogue according to the original item. Give data relating to the reproduction in the note area.

‘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 video recordings, 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 260 field. Do not record the year of production in the 260 field. Instead, use the century, e.g [20--].

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.

NOTE: For the treatment of microform reproductions, follow Library of Congress policy and catalogue according to the original item. Give data relating to the reproduction in the note area.

Example:
008/06 = q
008/07-10 = 1981
008/11-14 = 1986 (Date of cataloguing or date of receipt of item)
008/15-17 = vau
008/23 = ‘ ‘ (blank)
100 1 - ‡aBouchard, Joseph Frederick.
245 1 0 ‡aUnited States security interests in China :‡bbeyond the “Chinacard” /‡cby Joseph Frederick Bouchard.
260 - - ‡a[Alexandria, Va.] :‡bDefence Technical Information Center,‡c[19--]
300 - - ‡a474 leaves.
500 - - ‡aPublished on demand.
502 - - ‡aThesis (M.A.)–Naval Postgraduate School, 1981.

Note: 008/11-14 may be changed if a participant obtains a copy later than the one for which the original record was created.