Metadata Requirements for Individual MRBC Bibliographic Records (legacy, for reference only) - smith-special-collections/sc-documentation GitHub Wiki
For MRBC donations (usually a large collection of books), a parent accession record is created and additional child accession records are created for each book or codex.
The following instructions are intended for individual book or codex records after an accession lot level record is produced.
All individual bibliographic records require the following information. Some of this information can be spawned from the accession lot level record previously created.
Basic information sub-record
Accession numbers for individual books or codices contain four components. The first three components are derived from the accession lot record. The fourth component is unique to each bibliographic record.
| Field | Description | Example |
|---|---|---|
| Title | Enter the bibliographic title as it appears on the title page. Follow RDA rules; only capitalize the first letter of the first word and proper nouns. | The adventures of Huckleberry Finn |
| Identifier component 1 | In component 1, enter the calendar year. | 2020-M-0083 |
| Identifier component 2 | In component 2, enter the character identifying the Special Collections unit of which the accession is a part. For MRBC, enter 'M'. | 2020-M-0083 |
| Identifier component 3 | In component 3, enter the accession lot number that has been assigned. | The 83rd accession lot for 2019: 2020-M-0083 |
| Identifier component 4 | In component 4, enter the next sequential four-digit number for the book or codex to be accessioned. This four digit number will restart at 0001 with each new accession lot. | The third book in the 83rd lot accessioned: 2019-M-0083-0003 |
| Accession date | Note the date the item was formally added to the collection. This field is automatically filled with the current date. | 2019-09-03 |
| Provenance | Provide source information about the accession, particularly information pertaining to the acquisition of the item. | Gift of the Virginia Woolf Society. For items transferred from general collections, use the phrase "Transferred from Smith College's General Collections." |
Dates sub-record
This section is used to note the year of the item’s publication or creation.
| Field | Description |
|---|---|
| Label | Select the appropriate label for the item. For printed material, use “publication”. For codices, use “creation”. |
| Type | Select the appropriate type. For publications and codices, use “single”. For serial publications, use “inclusive dates”. |
| Begin | Enter in the appropriate year of the creation or publication of the item. |
Extents sub-record
Add an extents sub-record for the number of volumes present in the work. Only describe physical volumes. Do not note multiple volumes if they are presented as a boundwith.
Agents sub-record
Add an agents sub-record for the main entry person or organization (usually the author) of the work. Remember to include the appropriate relator term. Create an agents sub-record for persons or organizations not present in ArchivesSpace. Do not publish agent records.
Add an agents sub-record for the source of the acquisition (i.e. donor or bookseller). Items transferred from General Collections are not assigned an agent for their provenance. Remember to include the appropriate relator term. Create an agents sub-record for persons or organizations not present in ArchivesSpace and add their contact information, if available. Do not publish agent records.
Related accessions sub-record
This section is used to link the individual bibliographic records to the existing accession lot level accession record.
| Field | Description | Example |
|---|---|---|
| Relationship type | Select “‘Part of’ relationship” from the dropdown options. | “Part of” |
| This accession | Select “Forms part of” from the dropdown options. | Forms part of |
| Accession | Type in the related accession lot level accession record title. | Peter Pan Cookery Cook collection |
Payment summary sub-record
This section is only used to track purchased books in the MRBC.
| Field | Description | Example |
|---|---|---|
| Total price | Purchase price of the item being described. | $2000.00 |
| Payment date | Date item was billed. | 2019-10-16 |
| Fund code | Use the drop-down list to select the fund used for purchasing the item. | General Fund |
| Authorizer | Include the name of the MRBC curator or Special Collections Director who purchased the item for the MRBC. |