AACR2 implementation: Collapsing records. Excerpts from the CONSER Cataloging Manual

B3.2. First-time authentication of an existing unauthenticated record

General policies:

1) Unauthenticated records must be brought into conformance with the principles outlined in B1.

2) Headings must conform to AACR2 and related LCRIs.

3) Subject headings that are retained in existing records are verified according to the CONSER standard, as set forth in B1.3.

Additional guidance:

1) An existing OCLC record should not be changed to cover a different publication (e.g., a different edition, a different physical format, etc.)

2) Because the national bibliographic record is created and maintained cooperatively, it does not exclusively reflect practices and policies of a specific institution. Therefore, information on unauthenticated OCLC records will be accepted, as long as it is not an error in fact and is not an obvious violation of rules or LCRIs in effect at the time it was created (see additional instructions below). The final record should reflect all known information about the serial.

3) In general, CONSER libraries should change the description of an AACR2 record only when they have earlier issues upon which to base the description. Unless there is serious cause to doubt the validity of the data in the record, a CONSER library should accept a description based on an earlier issue than the one the CONSER library has in hand.

4) Generally accept the style and terminology of notes found in OCLC records, with the exception of linking entry notes. Linking entry notes should be formulated according to instructions in AACR2 12.7B8 and related LCRIs.

5) In general, unauthenticated records created before Dec. 1, 2002 that reflect changes now considered to be minor, according to the 2002 amendments of AACR2, may be collapsed when performing first time authentication. However, such collapsing should be done cautiously and should take into consideration various criteria, including:

o Length of time that the serial bore the minor change
o Amount of effort needed to make the changes (e.g., simple updating versus recataloging)
o Number of holdings on the records (i.e., a large number of holding libraries)
o Whether there is a mix of CONSER and non-CONSER records that could/could not be collapsed
o Quality and completeness of the records (e.g., NetFirst records)
o Local policies

If a CONSER library decides not to collapse one or more records, the CONSER library would authenticate the records, as appropriate. A 936 note giving some explanation might be added if it was felt useful.1

1 Note that this is an interim policy that may be further revised in 2003.

Excerpt From: B4.3. Changes in cataloging codes, LCRIs, subject analysis, or CONSER practice

...The 2002 AACR2 rule revision and accompanying LCRIs introduced the concept of major and minor changes for deciding when to create a new record. These include new rules for changes in title, edition statement, and numbering that affect the number of records needed. They also include revised rules for the transcription of the title proper. Generally, CONSER libraries do not modify the title or consolidate CONSER authenticated records that were created under the provisions in place before the 2002 revisions were adopted. Other changes introduced by the 2002 revision that are a matter of style or punctuation may be made at the discretion of the cataloger. (For changes to unauthenticated records, see B3.)...