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Cataloging materials using Descriptive cataloging for rare books (DCRB)

In addition to the procedures discussed in General Descriptive Cataloging for Special Collections Materials, some materials in Special Collections require more detailed description and access. Descriptive Cataloging for Rare Books (DCRB, soon to be DCRM(b)) emphasizes a precise record of the library's holdings of an item. DCRB should be seen as an interpretation of the first half of AACR2r rather than a replacement. The main thrust of DCRB is in transcription, extended elements and notes.

When should DCRB be used?

• All materials published on or before 1820
• Books in specific collections within Special Collections. These will be determined by the books curator.

Descriptive Cataloging for Rare Books

Introduction

The Bibliographic Standards committee of the Rare Books and Manuscripts section of the American Library Association created DCRB to guide in the description of rare or special materials. These rules take into account the variations caused by the nascent and hand-press printing periods, when individual books differed from other instances of the same production. In order to highlight these descriptive points, DCRB provides more detailed guidelines and requires that the book guide the cataloger far more strictly than in AACR2R.

One of the main objectives of cataloging according to these descriptive procedures is to provide a surrogate recreation of the title page for a patron. There are several descriptive elements that are used to identify older materials produced. Transcription of these elements and explanatory notes provide the patron with a virtual representation of the item.

• While the prescribed sources of information remain the same, in the first three areas, if information comes from anywhere but the title page (even if it is prescribed), make a note.
• Any information from a non-prescribed source must be bracketed.
• There is little or no transposition, abridgement or modernization for transcription.
• If there is an occasion to use transposition (i.e., a author's name is printed before a title, rather than as part of a title), a note is required to explain the transposition.
• Information for different areas of description can be considered "inseparable". In those cases, provide them in the area that they are connected to (i.e., a statement of responsibility is inseparable from a title), and do not repeat the information in the area to which it would naturally belong.
• Resources may be used to provide information or direct descriptive elements such as:


• Descriptive bibliographies can be cited for references. If a descriptive bibliography is being cited, use Standard Citation Forms for Rare Book Cataloging. This is available in Cataloger's Desktop and in Special Collections Reference.
• Dealer's descriptions are generally included with new books purchased by the department. These descriptions can be rich in detail on bindings, printings and other descriptive elements that will give the cataloger a place to start.
• The books curator can explain many of the artifactual specialties of a work that will be highlighted with DCRB. The curator may not, however, note all the information a cataloger should include. Be sure to ask questions if you are unclear about the inclusion of descriptive elements!

245

The basic principle behind DCRB requires complete and accurate transcription of information. This is particulary important for the title and statement of responsibility.

• Title proper and other title information
  
  • Transcribe the title proper and other title information as it appears in the item. If a title is very lengthy, a mark of omission may be used, but only after the sixth word and only less important words. Continue the transcription to the end of the chief title of the publication.
  • Non-title elements can be part of the title statement and may appear before title elements. These should be transcribed in the order they appear if they are part of the title.
  • If any part of the title is transposed, provide a note.
  • Generally treat volume information as Other title information.
  
  
• Statement of responsibility


• The statement of responsibility should be transcribed as it appears on the page. This includes information such as titles of nobility, address, honor and distinction that may appear with the names in the statement of responsibility. Omit such things as initials indicating membership to societies or academic degrees if it is possible to do so grammatically, unless they are used for indentification or the author is represented only a pseudonym, descriptive phrase or nonalphabetic symbols. Use the mark of omission for anything that has been omitted.
• Noun phrases indicating the role of the person or body named in the statement of responsibility should be transcribed as part of the statement of responsibility.
• A short phrase may be used in brackets to indicate function. Expansions, explanations or corrections to the statement of responsibility should be made in a note.
• When more than one author is listed, list all names in the order they appear. If more than three authors are listed, list the first three names, and include [et al.].
• Phrases that do not name an individual or corporate body can still be considered a statement of responsibility.

250

The edition statement is a critical area of distinction between different copies of the same work. Edition statements should be included whenever they appear in a work, and if known to be erroneous, it should be noted. In addition, if a bookdealer indicates that something is a particular edition, include that information in a note, not in the Edition Area.

260

The area of publication is another critical area for identification of an item. Transcribe in full the publication statement as it appears on the work, including all places and publishers. In many cases explanatory information can be provided in brackets (i.e., modern placenames). Corrections can also be provided in brackets, with the addition of an explanatory note.

Dates can be very difficult in DCRB. Not only are there many different dates represented on a work, there are many ways to represent a date. In addition, there are two different calendars used in dating early works (Julian and Gregorian).

• Transcribe impression dates when they are given and the are later than the publication date.
• Change Roman numerals to arabic unless they are inaccurate.
• If a date is expressed in words rather than numerals, represent it in numerals and add a note of explanation.
• Transcribe words associated with the date statement such as "anno" or "printed in the year of our Lord".
• If a date is known to be fictious or inaccurate, transcribe it as it appears and provide the accurate date in brackets.

300

The physical description of items is also an important deviation from AACR2R. In this area, every single leaf is counted despite the pagination statement, including inserted pages, plates, etc. To recreate the item as closely as possible, there are several different aspects to physical description. Some are handled in the 300 field while others are notes that are expressed in the 5XX fields.

• Count every leaf. Include in brackets all unnumbered pages or leaves.
• If the pages are numbered in terms of leaves, use a leaf count put include a note indicating that the leaves are printed on both sides.
• Note misnumbered pages in a paranthetical statement at the end of |a and include a note explaining the paranthetical statement.

300    ix, [1], 838 p. (i.e. 388 p.)
500    p. 388 misnumbered 838.

• Note folded leaves using either (folded) or (some folded) in the pagination statement.
• Note incomplete copies with a "+" at the last page in the library's copy and a note indicating that the copy is missing pages after that number.
• Format refers to the size of the paper that the pages were printed on. Four common formats are: folio, quarto, octavo, and duodecimo. These names refer to the number of time a sheet of paper had to be folded to create the leaves of the gatherings. Note the format at the end of the |c. The location of watermarks, the size and shape of the volume or the number of leaves can be used to distinguish the format.

300    |c 18 cm (8vo)

5XX

DCRB makes particular use of the notes area to discuss the elements of a particular item. As seen above, any deviation needs to be included in a note. Other descriptive elements only belong to notes.

Mandatory notes

• Source of information is not the chief source of information.
• Any deviation from a strict transcription of evidence.
• The presence of errata
• The presence of wrappers or dust jackets
• The presence of half-title pages
• Signature statement if signatures appear in the item.

Notes regarding the description of a work (including binding description, printing, and typology) are also valuable for the patron. Several notes can be strung together into one, with different descriptive elements separated by a semicolon.

The local notes (590) are used for copy-specific information such as provenance and conservation treatment (see General Descriptive Cataloging), "bound with" information, and imperfections. Imperfections include missing elements from an "ideal copy" or damage that affects the text.

NCSU Procedures

When to create a new record: Create a new record when there are no other holdings for Special Collections. When selecting a record for Special Collections holdings, create a new record when ANY information (including printing) in the 245-300 fields is different.

Specific fields of interest:

• 040: Add |edcrb IMMEDIATELY after the |a subfield (dcrb is lower case)

• 260 Publication information:

If a date appears in Roman numerals, transcribe in Arabic, using brackets.

Give publisher's name in its complete form; this form may be the only way to differentiate between editions.

Include ALL printing information

Notes and Access Points:

• 500 Notes:

Signature statements

Bindings: The inclusion of binding description will be decided on a case by case basis by Special Collections. When describing bindings, use the ACRL thesaurus Binding Terms (rbbin)  Bookdealer's descriptions can be helpful in identifying leather types and descriptive details (dentelles, blind stamping, etc.) that can be used in your binding note. Binding description is accompanied by a physical characteristic added entry.

There are many different aspects to describing a binding. John Carter's ABC for Book Collector's and Geoffrey Glaister's Encyclopedia of the Book are good references source for details. Jane Greenfield's ABC of Bookbinding is specifically focused on the topic of binding.

Bookbinder/Bookseller tickets: Create a note and added entry for bookbinder or bookseller. In addition, create an added entry for the physical characteristic. Use appropriate relator terms and codes. A 500 note is used here rather than a 590 because it is most likely the item was massed produced and all copies have them.

• Other Access points

Illustrators

Always make added entries for named illustrators of science texts. It is the cataloger's responsibility to make a best effort to identify these illustrators. Added entries for illustrators of non-science texts will be made on a case by case basis.

Use both |e Relator term and |4 Relator code in our 7XX fields. The relator term will describe the relationship between the personal or corporate name and the item (for example, illustrator, engraver, lithographer). The relator code is a three-character code that indicates the relationship of the entry to the item. We will always use ill in the |4 field. See USMARC Code List-Relator Codes-Term Sequence for more information.

Printers

Added entries for printers will be created on a case by case basis. Use appropriate relator terms and codes. (see Illustrator sample above)

Bookbinders

Added entries for bookbinders will be created on a case by case basis. Use appropriate relator terms and codes. (see bookbinder ticket sample above).