Appendix E. Variations Requiring A New Record

Do we want to scrap the text below and say that because each manuscript is unique, every one of them requires a new record? Or are there instances (e.g. in the case of a mimeographed manuscript in multiple copies, or an original ms. and carbon copies) where one could have multiple identical copies of a manuscript, all described with the same bibliographic record?

E1. Default guidelines

E1.1. In most cases, manuscripts are unique, and each one requires a new bibliographic record. This appendix addresses the issue of whether to describe two or more manuscript items using a single bibliographic record or separate records, in those rare instances when one encounters two exactly contemporary manuscripts of the identical text, with the same creator. 

E1.2. Generally consider that a new bibliographic record is required whenever the manuscript distinguishes itself from other versions by one or more of the following characteristics:

change in content (e.g., changes in the title, statement of responsibility, or edition statement that indicate corrections, revisions, expansions, abridgments, or the inclusion of supplementary materials)

different script, hand, or typescript (e.g., changes in the statement of extent, a change in bibliographic format, or differences in line-endings and catchwords revealed by the comparison of multiple copies)

change in production status (e.g., an original title page has been replaced; an original publication, distribution, etc., statement has been covered with a new label; the item identifies itself textually or physically as a different draft or version, e.g. "3rd draft" rather than "2nd draft," or a fair copy rather than a rough draft with corrections; original sheets have been issued in a new cover bearing more recent data than that provided on the title page, or with a new series title page)

in the case of a printed form in multiple copies, each copy filled in by a different person with different data

E1.3. In general, do not consider differences relating solely to binding variants as an indication that a new record is required. Examples of differences that do not in themselves necessarily signal the need for a new record in the absence of other differences include:

a difference in the cover or container 

a difference in the binder's title, for a bound manuscript

a difference in darkness of type, as in 2nd and 3rd carbon copies of the same document

E1.4. These basic default guidelines result in a single bibliographic record being used to represent multiple binding variants or reprographic copies relating to a single manuscript. This record may include, in local notes, information that does not apply to all copies of the manuscript, whether the information applies to a binding variant, a carbon copy, or a mimeograph copy.

In general, a microform or digital reproduction of a manuscript is cataloged separately from the original, since it is accessed differently and has different physical characteristics.

E2. Alternative guidelines

E2.1. The default approach presented above is not prescriptive and indeed may not be desirable in every situation. Institutions may sometimes want to create separate records for different copies of a manuscript or for binding variants. Some may want to create separate records for each individual copy.

E2.2. Numerous factors will influence the decision of when to create separate bibliographic records for other versions, including:

• the comprehensiveness of an institution’s collections

• the perceived needs of the users of these collections

• whether and how the manuscript has been described in a standard bibliography

• whether the manuscript can be compared to other copies

• the desire for consistency with other records in the institution’s catalog

• the structure of any shared database to which an institution contributes its records

• the nature of an institution’s policies, priorities, and staffing levels

E2.3. Within the rules, alternatives are provided that allow a cataloger to create separate records for individual binding variants or copies (see rules 2B3.2, 2B4.2, 2D2, 4G). The cataloger must be consistent in applying these alternative rules to all areas of the description once the decision has been made to apply them.