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  "Personal Collection" Collection Note and Added Entry

 

"Personal Collection" Collection Note and Added Entry


University of California, Riverside Libraries
Cataloging/Metadata Services Department

 

"Personal Collection" Collection Note and Added Entry
Heidi Hutchinson
August 2004

For questions about this policy, please contact Jim Clark

UCR Special Collections receives some distinguished collections of books/materials from individuals who would like their collections associated with their names in perpetuity. Typically, these are finite collections with materials that gain extra value in the catalog through being associated with the donor/collector. One example would be the Snyder collection, a collection known to be from the library of Henry Snyder. Not included would be a grouping like the Eaton collection, which grows through library purchases. These materials will generally be held in Special Collections, save for an occasional duplicate for the regular stacks.

**Find a list of the Personal Collection names applied so far here.**

A coordinated effort by Special Collections, Acquisitions and Cataloging will result in a catalog record of the collection that will serve the donor, the library, and the public. A note and an added entry for the name of the collection will appear in the record for each item in the collection. An authority record for the collection will be created.

1. Special Collections

When such a collection name is desired, the Head of Special Collections will notify the Special Collections cataloger, who will establish the authority record and name in consultation with the Head of Special Collections. The name of the collection will be created according to this pattern:

Surname Collection (established form of personal name)

This allows easy recognition of personal collectors who may also have entries as authors or subjects.

Examples:
Snyder Collection (Snyder, Henry Leonard, 1929-)
Royce Collection (Royce, Anya Peterson)

The Head of Special Collections will then announce that name in an e-mail to the Head of Cataloging, Head of Acquisitions, and Special Collections cataloger, making it official. Also included in this announcement will be the desired form of the local (590) note, e.g. "From the XX collection." The Head of Special Collections will also note the composition and size of the collection, so all know what to expect. Before transferring from Special Collections to Acquisitions, a green flag will be inserted into each piece with the required information, including the collection name and local note ("From the XX collection"). The green flag should remain in the item until it returns to Special Collections. In the case of materials destined for the other libraries, the green flag should be removed following cataloging.

2. Acquisitions

Acquisitions Department will make sure that the collection name and note are incorporated into the Scotty order record. Insert a NOTE (n) field with the exact name and note based on the wording on the green flag.

Examples:
NOTE  Snyder Collection (Snyder, Henry Leonard, 1929-)
NOTE  Royce Collection (Royce, Anya Peterson)
NOTE  Dickinson Collection (Dickinson, C. H.)

3. Cataloging

a) When the item is cataloged, the cataloger will add a 590 local note. The 590 note is to characterize the provenance and is developed in consultation with the Head of Special Collections. The most concise version would be "From the XX collection." Others may be more descriptive, but are to remain consistent throughout the specific collection. This displays in Web Scotty as "Notes:"

Examples (from staff mode, Telnet Scotty, with MARC tagging):
590 From the collection of Anya P. Royce.
590 SpCol copy from the library of H.L. Snyder.
590 From the Dickinson collection.

b) The cataloger will also make a 791 (Local Added Entry–Corporate Name) "faux corporate name" added entry for the name established by Special Collections. First indicator is "2." Second indicator is "blank." This will display in Web Scotty as "Other author."

Examples (from staff mode, Telnet Scotty, with MARC tagging):
791 2  Snyder Collection (Snyder, Henry Leonard, 1929-)
791 2  Royce Collection (Royce, Anya Peterson)
791 2  Dickinson Collection (Dickinson, C. H.)

c) The Cataloging Department will create a local name authority record for the "faux corporate name."

Since often the collector will also have authored some books, it is important to make the connection between the collector and the author in the authority record. Here is an example of an authority record encompassing both elements:

01  ACODE1: - 02 ACODE2: - 03 ASUPPRESS: -
04  008 neacnnnaabn a aaa dnz n
05  110 2  Snyder Collection (Snyder, Henry Leonard, 1929-)
06  500 1  Snyder, Henry Leonard,|d1929-
07  667     Temporary local experimental record, ND 10/29/03
08  667     The Snyder Collection is a part of the UCR Libraries' Special Collections, consisting of books donated by Henry Snyder.

The "500" field denotes a "See also added entry" resulting in a display similar to this in staff mode, Telnet Scotty:

Snyder Collection Snyder Henry Leonard 1929 -
1 --> Authority Record
Snyder Collection Snyder Henry Leonard 1929-
2 --> See also SNYDER, HENRY LEONARD, 1929-
Snyder Collection Snyder Henry Leonard 1929-
3  1688 : revolution in the family   Rivera, SpCol   DA452 .Z44 1988
4  An account of Switzerland.      SpCol              DQ22 .S83 1756
5  The clergy-man's vade mecum: SpCol BX5130 .J67 1707

. . . and in Web Scotty:
Snyder Collection Snyder Henry Leonard 1929- -- See also --Snyder Henry Leonard 1929

d) An existing (or new) name authority record for the collector must also receive a "see also" reference to the collection, as in the example below:

01 ACODE1: x 02 ACODE2: - 03 ASUPPRESS: -
04  001 n 81017249
05  005 19840322000000.0
06  008 960430n| adannaab |a aaa ||| nz n
07  040 DLC|cDLC
08  100 10  Snyder, Henry Leonard,|d1929-
09  400 10  Snyder, Henry L.,|d1929-
10  510 29  Snyder Collection (Snyder, Henry Leonard, 1929-)
11  667 9    The addition of the name Snyder Collection is temporary and experimental as of 10/29/03.
                  ND / amended  3/5/04 hh
12  670       Marlborough, J. C. The Marlborough-Godolphin correspondence, 1975.

NB: The choice of the "faux corporate name" to express a collection name was dictated by the Scotty system's inability to make "see also" references across files, e.g., from a personal name to a series title.
 
hh 8/04

Last modified: 8/11/2014 1:38 PM by J. Clark

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