CCM Module 11. Physical description (Field 300)

Contents
11.1. Extent of item
11.1.1. Definitions
11.1.2. Serials that are still being issued
11.1.3. Serials that are complete
11.2. Other physical details
11.2.1. Illustration statement
11.3. Dimensions
11.3.1. Height
11.3.2. Height and width
11.3.3. Changes
11.4. Accompanying material
11.4.1. Definition
11.4.2. When to record accompanying material
11.4.3. How to record accompanying material
Module 11. Physical Description (Field 300)
The
Prior to AACR2 this area was called the "collation."
physical description (area 5) is the place in which the physical attributes of the serial are described. In the online record, the physical description is input in field 300.
Since Chapter 12 of AACR2 covers serials in all physical media, you must consult other chapters for rules in the physical description for a particular physical medium. For printed serials, consult Chapter 2 (Books). This module discusses the description of printed serials. Description for other formats is discussed in special chapters in Part III.
The physical description (field 300) is optional in core records for printed serials.

11.1. Extent of item
11.1.1. Definitions
AACR2 provides the following definitions:
Extent of item. The first element of the physical description area. It gives the number and the specific material designation of the units of the item being described and, in some cases, other indications of the extent (e.g., duration).
Specific material designation. A term indicating the special class of material (usually the class of physical object) to which an item belongs (e.g. sound discs).
The "specific material designations" (SMD) refers to the specific type of item in hand. For instance, if cataloging microfiche the SMD would be "microfiche," as opposed to the "General material designation," which would be "microform."
11.1.2. Serials that are still being issued
For current serials, the extent of item (subfield $a) contains only the specific material designation, which is "v." for printed serials (AACR2 12.5B1).
300 v. ; $c 28 cm.
11.1.3. Serials that are complete
If a serial has ceased publication or the record is continued by another due to a major change, record the number of volumes published, when this information is available. According to LCRI 12.5B2, record the number of bibliographic rather than physical volumes. For example, if a serial is numbered as vol. 12, no. 2-v. 14, no. 5, record as "3 v.", regardless of how many physical pieces are involved. If a serial has continuous numbering with only one level of enumeration, record the number of issues. For example, if a serial is numbered as no. 1-no. 25, record as 25 v.
If a serial has only a chronological designation, record the number of volumes in terms of years, when known. The number should include the total number of years named. For example, a serial covering Dec. 1982-Jan. 1985 would be recorded as 4 v. When the total number of volumes is uncertain or unknown, omit this information. This area does not have to be completed when closing off a record if the information is unavailable or difficult to determine.

11.2. Other physical details
11.2.1. Illustration statement
For printed serials, the only type of "other physical detail" to record is illustrations. When providing an illustration statement for a serial, consider the whole serial. If it is likely that all or most issues will contain illustrations, record the statement. If only one, or an occasional issue, contains an illustration, omit the statement. Disregard title page illustrations and advertisements. Most importantly, do not spend very much time on this aspect of the record!
When deciding what and how to record as an illustration statement for a printed serial, refer to chapter 2. AACR2 2.5C2 provides a

The terms "tables" and "plates" were recorded in the illustration statement prior to AACR2 but are no longer used in this area.
list of the allowable terms. According to LCRI 2.5C2, LC practice is to use "ill." and/or "maps"; CONSER participants are free to use other terms. If, however, a serial consists solely or chiefly of one type of illustration, such as portraits, record "all ports." or "chiefly ports." (AACR2 2.5C5).
300 ## $a v. : $b ill. ; $c 28 cm.
300 ## $a v. : $b col. maps ; $c 32 cm.
If the nature of the illustrations changes significantly on subsequent issues, change the record according to AACR2 12.5C2. If illustrations are added, add this information to the 300 field. If illustrations are dropped, make a note if considered to be important (AACR2 12.7B12.2).
300 ## $a v. : $b maps ; $c 32 cm.
500 ## $a No maps included after v. 4.

11.3. Dimensions
11.3.1. Height
The height, given in centimeters, is given for purposes of shelving, since publications that are very large or very small may require special shelving, and for purposes of identification. If the height includes a fraction, round off to the next whole centimeter (AACR2 2.5D1). If a serial is bound by a publisher, measure the bound volume (AACR2 2.5D1), but do not measure in-house binding.
11.3.2. Height and width
Following AACR2 2.5D2, record both the height and width when the width is less than half the height or greater than the height; record as height x width. Record the height and width also when the serial consists of a single sheet (AACR2 2.5D4). If intended to be folded, give the height when folded.
300 ## $a v. ; $c 20 x 32 cm.
300 ## $a v. ; $c 21 x 34 cm. folded to 8 cm.
11.3.3. Changes
If the height changes, record the lesser height followed by the greater, regardless of the chronological sequence (AACR2 12.5D2).
Original size:
29 cm.
Later size:
26 cm.
In record:
300 ## $a v. ; $c 26-29 cm.

11.4. Accompanying material
11.4.1. Definition
AACR2 defines accompanying material as:
Material issued with, and intended to be used with, the item being catalogued.
11.4.2. When to record accompanying material
First, consider what you have in hand. Do you have a main work with accompanying material or do you have two independent works that could be cataloged separately? In the first situation you need to ask what is the main work and what is the accompanying material. Frequently, accompanying material is in a different physical format. While a hard copy (paper) item is often the main work, there are other situations in which the main work is the microfiche or CD-ROM and the paper is merely a guide or index to it.
According to LCRI 1.5E1, treat an item as accompanying material when it is issued at the same time by the same publisher and author, and when it has a general title or is otherwise dependent on the main work. Supplements and indexes may be cataloged separately or mentioned in a note but are never recorded as accompanying material.
Once you have determined what you have in hand, decide how to describe it. As with the illustration statement, consider the entire serial. Will each issue be likely to contain such material or is this more likely a one-time occurrence? If the latter is true, a note in the record may be more appropriate (AACR2 12.5E1, 12.7B13) or the accompanying material may be ignored.
11.4.3. How to record accompanying material
According to AACR2 1.5E1., the statement may consist of the number of physical units, the name of the accompanying material, and the physical description of the accompanying material. The number of units represents the total number issued (not the number accompanying each issue) and thus can only be given if the serial is complete. In most cases it is omitted (AACR2 12.5E1). The name may be a specific material designation when one is available (see the appropriate chapter in AACR2). Give the physical description only when considered to be important; otherwise omit.
Recorded in 300 $e
245 00 $a Amadeus : $b il mensile della grande musica.
300 ## $a v. : $b ill. (chiefly col.) ; $c 29 cm. + $e sound discs
{each issue accompanied by a CD}
Recorded as a note
245 00 $a OCLC micro.
300 ## $a v. : $b ill. ; $c 23 cm.
500 ## $a Some issues accompanied by diskettes.
{some issues have accompanying material}