1.9 Alternatives and options

Certain of the individual guidelines or parts of guidelines in this manual are introduced by the words, “alternatively” or “optionally.” Optional provisions arise from the recognition that different solutions to a problem and differing levels of detail and specificity are appropriate in different contexts. Some alternatives and options should be decided as a matter of cataloguing policy for a particular catalogue or archive and should therefore be exercised either always or never. Other alternatives and options should be exercised case-by-case. It is recommended that all institutions which undertake cataloguing distinguish between these two types of options and keep a record of their policy decisions and of the circumstances in which a particular option may be applied.

The necessity for judgment and interpretation by the cataloguer is recognised in these guidelines. Such judgment and interpretation may be based on the requirements of a particular catalogue or upon the use of the items being catalogued. The need for judgment is indicated in these guidelines by phrases such as “if appropriate,” “if important” and “if necessary.” These indicate recognition of the fact that uniform regulation of catalogues is neither possible nor desirable, and encourage the application of individual judgment based on specific local knowledge. This statement in no way contradicts the value of standardisation. Such judgments must be applied consistently within a particular context and must be documented by the individual archive.

In addition, adherence to these structures and standards may not be wholly appropriate or possible for some institutions, given the differences in current practice, available cataloguing tools, and other issues. An attempt has been made to design guidelines that can be applied where feasible, but which are not meant to be prescriptive.