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 that

• 000 aka LDR for type of record and bibliographic level are correct
• transcription in fields 245, 250, 26x, 490 is correct. Indicate omitted text with mark of omission; not necessary to add notes about transposition.
• 245 $h [gmd] is present for graphics 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 graphics, type of visual material
• 300 if in incorrect or confusing form

Delete

• 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

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

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):

• 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

• 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,"
• 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.>