Preliminary cataloging: Difference between revisions

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If there isn't time for full cataloging before an item is exhibited or put up for adoption at Acq Night, catalogers make sure that the following information is present and correct in the record:
This article constitutes a checklist for preliminary cataloging of vault material. The goal is for information in the bibliographic record to be correct and any information needed to create facets for the catalog is present. This process is suitable for dispersing new accessions, and any occasion when vault materials are to be exhibited or lent or otherwise on the move and there isn't time to provide full cataloging.


==Process==
'''Verify''' that
* accession number matches what's written on the item
* 000 aka LDR type of record and bibliographic level are correct. If a change is needed, make this update before other edits
* information in fields 245, 250, 26x, 490 is correctly transcribed, devised, and/or supplied. Indicate omitted text with mark of omission; not necessary to add notes about transposition.
* 008 - Form of item is blank (i.e., not microform or electronic)
* 245 $h [gmd] is present for graphics, realia, and manuscripts
* HBCN is present and wording is current: "This is a PRELIMINARY RECORD. It may contain incorrect information. Please email catalog@folger.edu for assistance." If adding a copy to a cataloged record, delete the HBCN 500 note and add 852 $$z"Description of this copy has not been verified; it may contain incorrect information. Please email catalog@folger.edu for assistance."
* information from the dealer's description, if present, has the introductory phrase "Dealer's description:"
* access points are in authorized form 
* relationship designators, if present, are correct. No need to overthink this: if unsure, "creator" or "associated name" are fine
'''Update'''
* 008 for type of date, date 1, date 2, place of publication, language, and for visual materials, type of material (k or r)
* 300 if in incorrect or confusing form
'''Delete'''
* 007 with microform or electronic information
* any obviously incorrect subject or genre terms
* 791 funder information if generic
* 852 $b location information; this is not used in TIND
* 852 $h "FAST ACC" from call number
* 852 $z funding information if generic
* 991 $a SUPPRESSED
'''Add'''
* 007 for graphics
* 655 for manuscripts, if applicable
* 752 for place of publication, creation, or execution in authorized form
* 'MS' to the end of call numbers for manuscripts
==Common MARC values==
Some commonly-used values are provided below; follow links for fuller description of the MARC data.
'''Bibliographic record'''
'''Bibliographic record'''
* LDR/06 - Type of record
* [https://www.loc.gov/marc/bibliographic/bdleader.html LDR]/06 - Type of record
  a - Language material
  a - Language material
  c - Notated music
  k - Graphic material
d - Manuscript notated music
e - Cartographic material
f - Manuscript cartographic material
g - Projected medium
i - Nonmusical sound recording
j - Musical sound recording
k - Two-dimensional nonprojectable graphic
m - Computer file
o - Kit
  p - Mixed materials
  p - Mixed materials
  r - Three-dimensional artifact or naturally occurring object
  r - Realia
  t - Manuscript language material
  t - Manuscript language material
* LDR/07 - Bibliographic level
* [https://www.loc.gov/marc/bibliographic/bdleader.html LDR]/07 - Bibliographic level
a - Monographic component part
b - Serial component part
  c - Collection
  c - Collection
d - Subunit
i - Integrating resource
  m - Monograph/Item
  m - Monograph/Item
  s - Serial
  s - Serial
* 007 for graphic material ("Add --> Empty control field")
* [https://www.loc.gov/marc/bibliographic/bd007.html 007] for graphic material ("Add --> Empty control field")
** print: <code>kj\|||</code>
** print: <code>kj\|||</code>
** drawing/watercolor: <code>kd\|||</code>
** drawing/watercolor: <code>kd\|||</code>
** photograph: <code>kv\|||</code>
** photograph: <code>kv\|||</code>
* 008 for books and manuscripts:
* [https://www.loc.gov/marc/bibliographic/bd008.html 008] for books and manuscripts:
[[File:008-text.png|300px|]]
[[File:008-text.png|300px|]]
* 008 for art (k) and realia (r):
* [https://www.loc.gov/marc/bibliographic/bd008.html 008] for art (k) and realia (r):
[[File:008-vismat.png|400px|]]
[[File:008-vismat.png|400px|]]
* Title (verify transcription)
* 245$h if applicable (usually "[graphic]" or "[manuscript]")
* Statement of responsibility, if applicable (verify transcription)
* Place of creation, if applicable (verify transcription)
* Publisher, if applicable (verify transcription)
* Date (verify transcription)
* MARC 752
* Relationship designators, if present, are correct
* Information from the dealer's description, if present, has the introductory phrase "Dealer's description:"
* Delete  991__ $$aSUPPRESSED
* If the record has an authorized access point for a creator or for the work, verify that it's in the preferred form.
* Delete or correct any obviously incorrect access points.
* For manuscripts: add genre term if readily ascertainable:
** Blank forms. ‡2 aat
** Cookbooks. ‡2 aat
** Financial records. ‡2 aat
** <strike>Formularies. ‡2 aat</strike> Medical formularies. ‡2 rbgenr
** Genealogies (histories) ‡2 aat
** Indentures. ‡2 aat
** Letters (correspondence) ‡2 aat
** Manuscripts (documents) ‡2 aat
** Receipts (financial records) ‡2 aat
** Sermons. ‡2 aat
** Treaties. ‡2 aat
* Keep/edit the [[Advisory statements|HBCN]] "500  This is a PRELIMINARY RECORD. It may contain incorrect information. Please email catalog@folger.edu for assistance. $$5 DFo," unless adding a copy to a cataloged record. In that case, delete the HBCN from the bibliographic record and add to the holding record 852 $$z"Description of this copy has not been verified; it may contain incorrect information. Please email catalog@folger.edu for assistance."
* Add a [[MARC_583_Action_Note|583 note]] to indicate preliminary cataloging


'''Item record'''
==Genre/form terms for manuscripts==
* Location: [V] Vault (pending)
For manuscripts, add genre term if readily ascertainable:
* Location exception: None
* Item type: Vault
* Volume: <volume, part, box, etc.>


After exhibition, return to the item and catalog it fully. For Acq Night items, full cataloging is only a priority if the item was adopted.  
* Blank forms. $$2 rbmscv
* Cookbooks. $$2 rbmscv
* Financial records. $$2 aat
* Genealogies. $$2 rbmscv
* Indentures. $$2 aat
* Correspondence. $$2 rbmscv
* Manuscripts (documents) $$2 aat
* Medical formularies. $$2 rbmscv
* Receipts (financial records) $$2 aat
* Sermons. $$2 rbmscv
* Treaties. $$2 rbmscv


[[Category:Cataloging]]
[[Category:Cataloging]]
[[Category:Staff policies and procedures]]
[[Category:Staff policies and procedures]]

Latest revision as of 15:35, 30 September 2024

This article constitutes a checklist for preliminary cataloging of vault material. The goal is for information in the bibliographic record to be correct and any information needed to create facets for the catalog is present. This process is suitable for dispersing new accessions, and any occasion when vault materials are to be exhibited or lent or otherwise on the move and there isn't time to provide full cataloging.

Process

Verify that

  • accession number matches what's written on the item
  • 000 aka LDR type of record and bibliographic level are correct. If a change is needed, make this update before other edits
  • information in fields 245, 250, 26x, 490 is correctly transcribed, devised, and/or supplied. Indicate omitted text with mark of omission; not necessary to add notes about transposition.
  • 008 - Form of item is blank (i.e., not microform or electronic)
  • 245 $h [gmd] is present for graphics, realia, and manuscripts
  • HBCN is present and wording is current: "This is a PRELIMINARY RECORD. It may contain incorrect information. Please email catalog@folger.edu for assistance." If adding a copy to a cataloged record, delete the HBCN 500 note and add 852 $$z"Description of this copy has not been verified; it may contain incorrect information. Please email catalog@folger.edu for assistance."
  • information from the dealer's description, if present, has the introductory phrase "Dealer's description:"
  • access points are in authorized form
  • relationship designators, if present, are correct. No need to overthink this: if unsure, "creator" or "associated name" are fine

Update

  • 008 for type of date, date 1, date 2, place of publication, language, and for visual materials, type of material (k or r)
  • 300 if in incorrect or confusing form

Delete

  • 007 with microform or electronic information
  • any obviously incorrect subject or genre terms
  • 791 funder information if generic
  • 852 $b location information; this is not used in TIND
  • 852 $h "FAST ACC" from call number
  • 852 $z funding information if generic
  • 991 $a SUPPRESSED

Add

  • 007 for graphics
  • 655 for manuscripts, if applicable
  • 752 for place of publication, creation, or execution in authorized form
  • 'MS' to the end of call numbers for manuscripts

Common MARC values

Some commonly-used values are provided below; follow links for fuller description of the MARC data.

Bibliographic record

  • LDR/06 - Type of record
a - Language material
k - Graphic material
p - Mixed materials
r - Realia
t - Manuscript language material
  • LDR/07 - Bibliographic level
c - Collection
m - Monograph/Item
s - Serial
  • 007 for graphic material ("Add --> Empty control field")
    • print: kj\|||
    • drawing/watercolor: kd\|||
    • photograph: kv\|||
  • 008 for books and manuscripts:

008-text.png

  • 008 for art (k) and realia (r):

008-vismat.png

Genre/form terms for manuscripts

For manuscripts, add genre term if readily ascertainable:

  • Blank forms. $$2 rbmscv
  • Cookbooks. $$2 rbmscv
  • Financial records. $$2 aat
  • Genealogies. $$2 rbmscv
  • Indentures. $$2 aat
  • Correspondence. $$2 rbmscv
  • Manuscripts (documents) $$2 aat
  • Medical formularies. $$2 rbmscv
  • Receipts (financial records) $$2 aat
  • Sermons. $$2 rbmscv
  • Treaties. $$2 rbmscv