Difference between revisions of "Single issues and offprints"

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Revision as of 13:29, 25 September 2015

The Folger will occasionally acquire single issues of journals or offprints—individual journal articles, bound separately. This most commonly occurs when only one issue or article from a periodical fits our collection development policy, e.g., an issue of an English studies journal focusing on Shakespeare, or an article about ephemera at the Folger in a general journal about ephemera.

In many cases, a flag in these items will indicate how they should be cataloged. When they do not, this page can help determine the best course of action.

Single issues

First, determine whether the entire issue is relevant to Shakespeare and/or Shakespeareana, or to some aspect of the Folger. Consult the collection development policy or the curatorial team if uncertain.

Entire issue relevant

If the majority or all of the issue is devoted to Shakespeare(ana), catalog it as a monograph. This will usually entail original cataloging (although designated "special issues" are sometimes already cataloged separately).

  • If the issue has a special title, enter this in the 245 field as its main title, and add a 772 field (Supplement Parent Entry) for the regular journal title.
  • Add the form subdivision ‡v Periodicals after any subject headings.
  • Time permitting, add a contents note (505 field) or constituent unit entries (774 field) to bring out the individual articles and authors within the volume.

If the serial or series which the item in hand belongs to is not already cataloged, do not catalog it!

One or two articles relevant

If only one or two articles in an issue are relevant to Shakespeare, create an in-analytic record (a record focused on a specific component or part of a larger item) for those articles. (If three or more articles are relevant, treat the entire issue as such and see guidelines above.)

  • Generally, code "a" in the LDR/07 field (Bibliographic Level) to indicate that the article is a monographic component part, i.e., the article is part of a larger item, and is not issued separately (if it is issued separately, you are dealing with an offprint).
  • Provide a page range in the 300 ‡a. In the 300 ‡b, note only illustrative features of that page range. Record the item's size in the 300 ‡c.
300 pages 35-57 : ‡b illustrations (some color) ; ‡c 23 cm
  • Add the form subdivision ‡v Periodicals after any subject headings.
  • Use the 773 field (Host Item Entry) to indicate the issue in which the articles are found.

The Folger previously cataloged the entire issue under the title of a relevant article, but this practice has been discontinued.

Entire issue not relevant

If a decision has still been made to collect such items despite not having a Shakespeare focus (or if you encounter uncataloged single issues from an earlier time period), follow these steps:

  1. Suppress any accession-level catalog record for the item.
  2. Send the item to the Vertical Files or Curatorial Files.
  3. Leave a note in the suppressed record: "Sent to vertical files or curatorial files". (This phrasing is best, in case items get moved between the two files.)

Offprints

Offprints are articles which are separate from the issue or volume in which they were originally published. They may have been detached from their parent issue, or have been formally republished as stand-alone items. They follow the same criteria for cataloging as single journal issues: if the piece is about Shakespeare, Shakespeareana, or the Folger, it should be cataloged following the guidelines below.

Relevant

Catalog the article as an offprint—not as an In-analytic. Refer to the OCLC guidelines for more examples.

  • Code m in the LDR/07 field (Bibliographic Level), as offprints and detached copies are considered single items, not components.
  • Usually, but not always, page numbering carries over from the larger issue, so even the republished offprint will not start at page 1. Record whatever numbering is present
300 pages 54-67 ; ‡c 25 cm
300 29 pages : ‡b maps ; ‡c 26 cm
  • Add a 500 note beginning with "Offprint:" or "Detached from:"
  • Add a 730 field for the original issue or volume. (A 787 field may be a better option, allowing for more precision with a relationship designator in subfield ‡i, but at this time the 787 does not display in Hamnet.)
730 0 ‡t Shakespeare Quarterly ‡g Volume 52, Number 3 (Fall 2001) ‡w (OCoLC)1644507

Not relevant

If the offprint is from a journal or series that we don't subscribe to, but is not relevant to Shakespeare or the Folger, follow these steps:

  1. Suppress any accession-level catalog record for the item.
  2. Send the item to the Vertical Files or Curatorial Files.
  3. Leave a note in the record, "Sent to vertical files or curatorial files". (This phrasing is best, in case items get moved between the two files.)

If we do subscribe to the journal and the article discusses Folger collection material, give it to the relevant curator. If the article doesn't discuss Folger collection material, send it to Acquisitions for deaccessioning. As always, consult your supervisor or the curatorial team when uncertain.