Preliminary cataloging

Revision as of 19:16, 11 September 2024 by DeborahLeslie (talk | contribs) (Starting major rewrite to be instructions for 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 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.

Overview

  • Transcription fields are to be added/verified (MARC fields 245, 250, 26X, 490)
  • Fixed fields are present and accurate for type of date, date 1, date 2, place of publication, language, and for graphics, type of visual material
  • [007 for graphics?]
  • Any material that is not printed text has a general material designation (245 $h)
  • Select genre/form terms for manuscripts are present (655)
  • Add hierarchical place name for place of publication (752)

Specifics

Verify that the following data in the bibliographic record are present and correct. 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-text.png

  • 008 for art (k) and realia (r):

008-vismat.png

  • 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)
  • 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.