Preliminary cataloging: Difference between revisions

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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 new accessions (formerly termed "dispersal trucks"), or any occasion when vault materials are to be exhibited or lent and there isn't time to provide full cataloging, and is expected to be performed by Folger catalogers.  
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==  
==Process==  
'''Verify''' that
'''Verify''' that
* 000 aka LDR for type of record and bibliographic level are correct
* accession number matches what's written on the item
* transcription in fields 245, 250, 26x, 490 is correct. Indicate omitted text with mark of omission; not necessary to add notes about transposition.  
* 000 aka LDR type of record and bibliographic level are correct. If a change is needed, make this update before other edits
* 245 $h [gmd] is present for graphics and manuscripts
* 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 $$z"Description of this copy has not been verified; it may contain incorrect information. Please email catalog@folger.edu for assistance."
* HBCN is present and wording is current: "This is a PRELIMINARY RECORD. It may contain incorrect information. Please email catalog@folger.edu for assistance." If adding a copy to a cataloged record, delete the HBCN 500 note and add 852 $$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:"
* information from the dealer's description, if present, has the introductory phrase "Dealer's description:"
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'''Update'''
'''Update'''
* 008 for type of date, date 1, date 2, place of publication, language, and for graphics, type of visual material
* 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  
* 300 if in incorrect or confusing form  


'''Delete'''  
'''Delete'''  
* 007 with microform or electronic information
* any obviously incorrect subject or genre terms
* any obviously incorrect subject or genre terms
* 791 funder information if generic
* 791 funder information if generic
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* 655 for manuscripts, if applicable
* 655 for manuscripts, if applicable
* 752 for place of publication, creation, or execution in authorized form
* 752 for place of publication, creation, or execution in authorized form
* 'MS' to the end of call numbers for manuscripts


==Common MARC values==
==Common MARC values==
Some commonly-used values are provided below; follow links for fuller of the MARC fields.
Some commonly-used values are provided below; follow links for fuller description of the MARC data.
   
   
'''Bibliographic record'''
'''Bibliographic record'''
* [https://www.loc.gov/marc/bibliographic/bdleader.html LDR]/06 - Type of record
* [https://www.loc.gov/marc/bibliographic/bdleader.html LDR]/06 - Type of record
  a - Language material
  a - Language material
k - Graphic material
  p - Mixed materials
  p - Mixed materials
r - Realia
  t - Manuscript language material
  t - Manuscript language material
* [https://www.loc.gov/marc/bibliographic/bdleader.html LDR]/07 - Bibliographic level
* [https://www.loc.gov/marc/bibliographic/bdleader.html LDR]/07 - Bibliographic level
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* [https://www.loc.gov/marc/bibliographic/bd008.html 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|]]
* 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.


==Genre/form terms for manuscripts==
==Genre/form terms for manuscripts==
* For manuscripts: add genre term if readily ascertainable:
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,"
* Add a [[MARC_583_Action_Note|583 note]] to indicate preliminary cataloging


'''Item record'''
* Blank forms. $$2 rbmscv
* Location: [V] Vault (pending)-Folger
* Cookbooks. $$2 rbmscv
* Location exception: None
* Financial records. $$2 aat
* Item type: Vault
* Genealogies. $$2 rbmscv
* Item status: on shelf
* Indentures. $$2 aat
* Volume: <volume, part, box, etc.>
* Correspondence. $$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