Poetry Collection holdings

Effective October 9, 2006, the procedures outlined below should be followed
when reflecting holdings for the Poetry Collection in BISON.

When the Poetry Collection or any other collection holds the same item the
holdings for all locations should be attached to a single bibliographic
record. For material ordered or cataloged beginning October 9, 2006, it is
no longer the policy to have a separate catalog record for Poetry
Collection holdings.

At the point of ordering or cataloging for the Poetry Collection if there
is already a bibliographic record with holdings for another collection, use
that record for Poetry. Do not add another record.

When an item is cataloged for Poetry, or an existing record is used, note
fields regarding binding, color, limited edition, or inscription are to be
coded as 590.

When an item is cataloged for Poetry, or an existing record is used, note
fields identifying authors of blurbs are to be coded as 590.

When an item is cataloged for Poetry, or an existing record is used, added
entries for personal name added entry with e Auxilium are to be coded 970.

The collation (300 field) should not be enhanced when an item is cataloged
for Poetry or an existing record is used. In those cases when it is
considered necessary for Poetry cataloging staff to enhance the collation,
the enhancements should be reflected in a 926 field or in a 590, not in the
300.

Effective with new records added or existing records used for Poetry
Collection holdings on October 9, 2006, forward bibliographic records with
Poetry holdings will be overlaid to reflect the addition of table of
contents or other changes to the records. 590s and 9XXs (as well as 856s
and any NOTIS number in an 035)are protected in all bibliographic records
in the overlay process.

If at the point of ordering or cataloging for a collection other than
Poetry there is already a bibliographic record being used only by Poetry,
use that record for the other collection. Do not add a new record.

If the record includes 590 fields, do no change or delete them. If the
record contains 700 fields with e Auxilium, change those 700s to 970s.

All subfields and delimiters valid with 300, 700, and 710 are also valid
with their 9XX counterparts.

When it necessary to add a table of contents to a record which has been
used for Poetry holdings and that record was added or the cataloging was
done prior to October, 9, 2006, copy and paste the table of contents into
the record. Do not overlay the record.

The procedures outlined above, along with others adopted with the
implementation of Aleph, make it possible for all holdings, regardless of
location, to be on the same bibliographic record.