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 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.

Process

• Verify
  • 000 aka LDR for type of record and bibliographic level
  • transcription in fields 245, 250, 26x, 490. Indicate omitted text with mark of omission; not necessary to add notes about transposition.
  • 245 $h [gmd] is present for graphics and manuscripts
  • wording of the HBCN is current: This is a PRELIMINARY RECORD. It may contain incorrect information. Please email catalog@folger.edu for assistance
  • names are in authorized form or a reasonable facsimile thereof
  • relationship designators, if present. 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 graphics, type of visual material
  • 300 if in incorrect or confusing form
• Delete
  • 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 or production in authorized form

Common MARC values

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

Bibliographic record

• LDR/06 - Type of record

a - Language material
p - Mixed materials
t - Manuscript language material

• LDR/07 - Bibliographic level

a - Monographic component part
b - Serial component part
c - Collection
d - Subunit
i - Integrating resource
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):

• 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__ $$aSUPPRESSED
• If the record has an authorized access point for a creator or for the work, verify that it's in the preferred form.
• Delete or correct any obviously incorrect access points.
• For manuscripts: add genre term if readily ascertainable:
  • Blank forms. ‡2 aat
  • Cookbooks. ‡2 aat
  • Financial records. ‡2 aat
  • Formularies. ‡2 aat Medical formularies. ‡2 rbgenr
  • Genealogies (histories) ‡2 aat
  • Indentures. ‡2 aat
  • Letters (correspondence) ‡2 aat
  • Manuscripts (documents) ‡2 aat
  • Receipts (financial records) ‡2 aat
  • Sermons. ‡2 aat
  • Treaties. ‡2 aat
• Keep/edit the HBCN "500 This is a PRELIMINARY RECORD. It may contain incorrect information. Please email catalog@folger.edu for assistance. $$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 583 note to indicate preliminary cataloging

Item record

• Location: [V] Vault (pending)-Folger
• Location exception: None
• Item type: Vault
• Item status: on shelf
• Volume: <volume, part, box, etc.>