Archives/Library cataloging confusion Patricia Thompson 10 Jan 2007 21:40 UTC
[Please excuse duplication, as I am sending this to multiple lists to get different perspectives.] We are attempting to organize our University Archives and Special Collections that have been somewhat neglected for a long time. My department, which does traditional library cataloging and processing functions, is doing this work. In November, one of the other librarians and I attended some classes to learn about the standards for Describing Archival Collections (DACS) and how to create a DACS Description and a MARC record based on that DACS description. We haven't actually started to work on collections of personal papers yet, or even the records of the various offices on campus. To get our feet wet and improve organization and become familiar with where to find things and just to get started, the staff have been pulling the regular monographs and serials and cataloging them, according to normal bibliographic standards (AACR2, LC) The Serials team have started on the university publications, treating them as serials. They are locating all the copies that are stored in various places, collocating them, getting consensus on how many copies we need to keep, attempting to get complete runs in each location, and figuring out what to do with extra copies that turn up. At least one copy will be left unmarked and protected to be in as pristine a state as possible. As we started pulling issues of things like the yearbook and the catalog, we have run into strange bibliographic problems, which is to be expected, since our school first opened in 1868. As I start to work on creating bib records that are the most complete and least confusing as possible, I have begun to wonder whether we should NOT have cataloged them bibliographically. Maybe we should create an archival record instead of an AACR2 record. I know that if I did this they would need to stay with the records of whichever office they emanated from, or at least be linked to a description of that record collection (not yet created.) I would not have to worry about the title changes that are going to force me to have to create multiple records. But, will I be able to use an LC classification number? Will this confuse everyone? These are published items, after all. I have gotten myself all confused trying to wrap my head around the archival vs. cataloging approach and whether we are doing the right thing. Then I tell myself that it doesn't really matter, as long as we are providing some kind of access and keeping the materials preserved and safe and organized. I'm not sure exactly what my question is, but I know there must be other catalogers out there who are "bridging" the library and archives worlds who might be able to offer some perspective on this. Thanks in advance. Pat Thompson Patricia Thompson Assistant University Librarian for Resource Management Services Jessie Ball duPont Library The University of the South Sewanee, TN 37383 Phone: 931-598-1657 Email: pthompso@sewanee.edu