lis531m: cataloging microforms & manuscripts

Describing Microforms & Manuscripts

Joshua Parker &Alison Thornton

1 May 2007

Simmons College, Graduate School of Library & Information ScienceLIS 531M Descriptive Cataloging & Metadata Dr. Daniel Joudrey

Describing Microforms

Describing Microforms:

What is Being Described? Microform: A microphotographic manifestation of a

work. Specific forms include: microfiche,microopaque, microfilm, and aperture cards

AACR2 1.5A3 specifies that one ought to describe theitem in hand, but LCRIs differ

Original microform publication LC practice is to describe the item according to the rules laid

out in AACR2 Chapter 11

LCRI 11.0 Microform reproductions Describe the item using information relating to the original

(not the microform in hand) for ISBD areas 1 through 6 Add the GMD [microform] to the title Provide details of the reproduction in a 533 note


Original v. Reproduction Controversy

Arguments for describing the format of thereproduction Consistency: AACR2 1.5A3 says to do it this way The user needs to be fully aware that the item is a

microform (requires special equipment, may benon-circulating, etc.)

Arguments for describing the original work The goal of such reproductions is often to make

available older materials, not issue a revised edition The user is likely more interested in the original

content, as well as the original items its publicationinformation, dates, and physical characteristics


007 – The Physical Description Field

The 007 field records important physicalcharacteristics about the item

‡a Category of material‡b Specific material designation‡d Positive/negative aspect‡e Dimensions‡f Reduction ratio range/Reduction ratio‡g Color‡h Emulsion on film‡i Generation‡j Base of film


AACR2 11.0 – 11.1, 11.4

11.0B Chief and prescribed sources Chief source: title frame Other prescribed sources: rest of item, container,

any accompanying material

11.1G1 Items without a collective title Describe as a unit or make separate entries (LCRI:

“whichever seems better in the particular situation”)

11.4C–F Publication information For unpublished microforms, do not record place

of publication or a publisher name. Record thecreation date in place of publication date.


AACR2 11.5

The physical description of a microform shouldrecord (as appropriate): the number of physical units number of frames note polarity, if negative illustrations B&W or color Dimensions

Examples: 3 microfiches (ca. 120 fr. each) 1 microfilm reel ; 16 mm. : negative, ill. 5 microopaques ; 8 × 13 cm.


AACR2 11.7

11.7B10 Physical description notes (500 General Note) Reduction ratio: note items with a reduction ratio outside of

the normal 16x-30x range Reader or special equipment required Film: provide details regarding the film

11.7B13. Dissertations (502 Dissertation Note)

11.7B16 Other formats owned (530 Note) 11.7B21 “With” notes for other works included in the

item, if there is no collective title (501 With Note) 11.7B22 Note relating to the original (534 Note)

If the item is a reproduction and following AACR2instructions, give the details of the original item. If followingLC practice, put the reproduction details in a 533 note

Describing Manuscripts with AACR2

Describing Manuscripts with AACR2:

Manuscripts

Definition from AACR2 Writings (including musical scores, maps, etc.) made

by hand, typescripts, and inscriptions on clay tablets,stone, etc.

Unique challenges for manuscripts

Individual versus collection Nichols, M. F. (1996). Finding the forest among the

trees: The potential of collection-level cataloging.

Ancient, Medieval & Renaissance material Pass, G. (2003). Descriptive Cataloging of Ancient, Medieval,

and Renaissance, and Early Modern Manuscripts.


Other Information

ISDB Areas Area 3 Material, Area 6 Series, and Area 8 Standard

Number are not used GMDs are not used

Uniform titles 25.13 and the LCRI Physical item versus the work Choice of heading

Name of the physical manuscript130 _0 ‡a Codex Madrid I

Repository designation:110 2_ ‡a British Library. ‡k Manuscript.

Authority Headings


Information Sources & Titles

4.0B1 Chief Source of Information1. Title page 3. Caption, heading, etc2. Colophon 4. Content of the manuscript

Single volumes, letters, postcards, & telegrams[Letter, ca. 1898 Jan. 1] Worcester Park, Surrey [to]George Gissing, Rome

Legal Documents: include as much information aspossible

[Lease, 1937 Oct. 17, of shop in Bridge St., Harrow,Middlesex]

For collections of manuscripts, describe as letters,correspondence, papers, or records as appropriate.


Dates & Physical Description

4.4B1 Dates Sonnet, To Genevra [GMD] / [Lord Byron]. – 1813 Dec. 17

4.4B2 Sermons or Speeches [Speech] Glasgow Labour Club [GMD] / James Maxton. – 1928 Jan. 13. Note: Delivered Feb. 8, 1928

4.5B Extent of item for ancient, medieval, or renaissance [26] leaves (2 columns, 45-47 lines)

4.5B2 Collections 123 items, 3 v (183 items)

4.5C1 Non-paper material

4.5D Dimensions [1] leaf : parchment ; 35 x 66 cm., folded to 10 x 19 cm.


Notes – 4.7

4.7B1 Nature, Scope or form. Use one of the following: Holograph, Ms, Mss, Printout, Typescript 4.7B7 Donor, source, previous owner

Previously owned by C. Wright, 1970-1991 4.7B10 Physical Description

Ms. torn in half and rejoined 4.7B11 Accompanying material

In envelope, with enclosure (4 p. on 2 leaves, holograph, signed) 4.7B14 Access and Literary Rights 4.7B18 Contents 4.7B23 Ancient, Medieval & Renaissance


MARC

Field 245 subfield k Field 260 subfield c Field 351 Organization & Arrangement Notes in 5XXs

506 Restrictions on access 520 Summary 524 Preferred citation form 540 Terms governing use and reproduction 541 Immediate source of acquisition 544 Location of other archival material 545 Bibliographical/historical data 555 Finding aids 561 Ownership

Describing Archival Materials with DACS

Describing Archival Materials with DACS:

DACS: An Introduction

Describing Archives: A Content Standard (DACS) Offers specialized descriptive rules designed for

archival collections

Replaces the previous archival content standardArchives, Personal Papers, and Manuscripts (APPM)

Some catalogers prefer using AACR2 Chapter 4 forindividual manuscripts, DACS being better suitedfor collection-level description

As a content standard, DACS (like AACR2) isindependent of the encoding protocol used. Findingaids based on DACS are typically encoded usingEncoded Archival Description (EAD) or MARC.


Part I – Describing Archival Materials (1)

Statement of Principles The Nature of Archival Holdings (1 & 2) The Relationship between Arrangement &

Description (3 &4) The Nature of Archival Description (5–7) Creators of Archival Material (8)

Designed for single- or multi-level description

DACS identifies and elaborates upon 25elements that can be used to describe archivalcollections and materials


Part I – Describing Archival Materials (2) Identity Elements (Chapter 2)

2.5 Extent 2.7 Administrative/Biographical History

Content and Structure Elements (Chapter 3) 3.1 Scope and Content 3.2 System of Arrangement

Conditions of Access and Use Elements (Chapter 4) 4.1 Conditions Governing Access 4.2 Physical Access 4.3 Technical Access 4.4 Conditions Governing Reproduction and Use 4.5 Languages and Scripts of the Material 4.5 Finding Aids


Part I – Describing Archival Materials (3)

Acquisition and Appraisal Elements (Chapter 5) 5.1 Custodial History 5.2 Immediate Source of Acquisition 5.3 Appraisal, Destruction, and Scheduling Info. 5.4 Accruals

Related Materials Elements (Chapter 6) 6.1 Existence and Location of Originals 6.2 Existence and Location of Copies 6.3 Related Archival materials 6.4 Publication Note

Note Elements (Chapter 7) Description Control Elements (Chapter 8)

Describing Manuscripts with DACS:

Part II – Describing Creators

Identifying Creators (Chapter 9) Creators of a whole collection Creators of elements within a collection

Administrative/Biographical History (Chap. 10) May be maintained as part of an authority file or

be recorded in the description itself Vary greatly in level of detail

Authority Records (Chapter 11)


Part III – Forms of Names

Form of Name for Persons And Families (Chap. 12) Generally follows AACR2 for personal names Provides rules for authorized form of family names Examples:

Giroux family Molina y Vedia de Bastianini family

Form of Geographic Names (Chapter 13) No significant differences from AACR2

Form of Corporate Names (Chapter 14) Generally follows AACR2 for corporate names,

with a few minor areas of expanded treatment

Describing Microforms & Manuscripts:

Bibliography (1)

Anglo-American Cataloguing Rules. (2005). 2nd ed., 2002 revision with 2005update. Chicago: American Library Association.

Bourke, T. A. (1994). The putative dilemma of too many analyticalbibliographic records for microform sets in the online catalog; or, Doesserendipity ever lead to scholarship? Microform Review, 23, 56-60.

Copeland, A., Hamburger, S., Hamilton, J., Robinson, K. J. (2006).Cataloging and Digitizing Ephemera: One Team's Experience withPennsylvania German Broadsides and Fraktur. Library Resources &Technical Services, 50(3), 186-98.

Davis, S. E. (2003). Descriptive standards and the archival profession.Cataloging & Classification Quarterly. 35(3/4), 291-308.

Duffy, P. and Weisbrod, E. J. (1993). Keeping your online catalog fromdegenerating into a finding aid: considerations for loading microformatrecords into the online catalog. Technical Services Quarterly, 11(1), 29-42.


Bibliography (2)

Duffy, P. and Weisbrod, E. J. (1995). More thoughts on bibliographic accessand microformat records. Microform Review. 24, 55-7.

Hill, J. S. (1982). Descriptions of reproductions of previously existing works.Microform Review. 11(1), 14-21.

John, N. R. (1982). Microforms. Journal of Library Administration. 3(10), 3-8.

Legaz, M., Plaza, M. A., y Uranga, M. (2004). Organizacion de lasmicroformas en la biblioteca. Informacion Cultura y Sociedad, (10), 83-99.

Maguire, M. and Schiff, A. L. (2006). What's in a (family) name? DACS,LCSH, and mixed-standard catalogs. Retrieved April 11, 2007, fromhttp://hdl.handle.net/1773/2518.

Myers, F. S. (1998). Microforms cataloging: a brief overview. MississippiLibraries, 62(3) 61-3.


Bibliography

Nichols, M. F. (1996). Finding the forest among the trees: The potential of collection-level cataloging. Cataloging & Classification Quarterly, 23(1), 53-71.

Okuhara, K. (2003). Cataloging serials reproductions: Annoyingapplications—reprint serials. The Serials Librarian, 44(3/4), 215-22.

Pass, G. (2003). Descriptive Cataloging of Ancient, Medieval, and Renaissance, andEarly Modern Manuscripts. Chicago: Association of College and ResearchLibraries.

Shepherd, K. (2005). [Review of the book Describing archives: a content standard].American Archivist 68(2), Retrieved April 11, 2007, fromhttp://www.archivists.org/periodicals/aa_v68/review-shephard-aa68_2.asp.

Society of American Archivists. (2004). Describing archives: a content standard. Chicago:Society of American Archivists.

Taylor, A. G. (2006). Introduction to Cataloging and Classification. 10th Ed. Westport, CT:Libraries Unlimited.

lis531m: cataloging microforms & manuscripts

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