STCV is a bibliography on the basis of specific copies. However, even though the copies serve as a starting point for the bibliographical description, they are not the ultimate goal for the project. This is why only little attention is paid to copy-specific information in as far as it has no or little implications on the bibliographical aspect of the description.
Information about the binding, handwritten annotations in the work and provenance information is not included in the database. Other copy-specific information about binding mistakes or incompleteness, on the other hand, is systematically noted since such elements can influence the description. Furthermore, it is important that the user can immediately see which copy completely corresponds to the description and which copy lacks specific parts or has parts bound in other places. If a copy is bound together with other works, this is also indicated.
Since copy-specific information falls outside of the main goal for STCV and is rather meant more so for the local user, this information was entered in Dutch. As of 2014 we enter new copy-specific information in English and translate existing information whenever possible.
Institution and call number
For each copy, we note the institution where the copy is kept as well as the call number. For the latter, we follow each institution's own notation-system.
With multi-volume works, it can happen that parts may be found under separate call numbers. In the field 'holding' [bezit], it is indicated which parts can be found under the named call number.
In general, three types of annotations are always noted:
- 'convolutes' [= different works within one binding]
- binding mistakes
To indicate 'convolutes', it is enough to simply enter the code '<CON>' for 'convolute'. This code is not language-specific and will be displayed differently according to the user's choice of language.
To indicate incompleteness, the code '<INC>' for 'incomplete' is first entered, followed by a space. Then, you state which folios or gatherings are lacking. The text is started with a lower case letter and ends without a full stop. If a missing folio contains important elements such as an engraved or typographical title page, a portrait, an index, etc., this can be mentioned after the specific folios between parentheses.
To indicate binding mistakes, the field starts with the code '<BM>' for 'binding mistake', followed by a space. Then, you state which folios or gatherings are bound incorrectly and how. The text is started with a lower case letter and ends without a full stop.
Now and then, it is opportune to mention additional distinguishing copy-specific elements such as different states, the presence or absence of series of engravings, inter-foliation [by using the code '<ILE>' for 'interleaved'], hand-coloured images or folding folios. The presence of these elements can not always be derived from the collation formula but may be useful for both the institution and the user. These types of annotations always start with a capital letter but end without a full stop.
Input in Brocade
When more than one type of annotation is required, each element needs to start on a new line by placing the HTML-code '<br>' immediately after the first element. The next remark is started immediately after this code.
Both one folio and multiple folios may be indicated by the abbreviation 'f.'. Two conjugate folios may be entered as 'f. A1.8', a series of folios (whether conjugate or not) as 'f. A6-9'.
When speaking of gatherings, it is not necessary to always mention the number of leaves. For missing gatherings, this could be useful, for example when it concerns gatherings from the prelims. This way, the user may judge whether this lack is relevant to them or not.
<CON>Fully coloured by hand
<INC> lacks f. A4
<BM> f. L2 is bound before f. L1
<INC> lacks gathering Q<br><BM> f. B5.8 and B6.7 are bound incorrectly after f. B11
<INC> lacks <<pi>>1 (engraved title page)<br><BM> f. A6.7 bound incorrectly before f. A5.8