Preliminary cataloging

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 for art (k) and realia (r):

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