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Long -- cataloging archival materials
Since there was a request to post replies to Rolanda's question to the list,
here's the reply I sent her. With the other messages that have appeared
over the last few days, I hope this provides some helpful starting points --
and I hope you all will correct me if you spot any errors in the information
below.
In addition to the Anglo-American Cataloguing Rules, 2nd ed., 1998 revision,
there are additional rules-- or in some cases, amplifications of AACR2R --
that were written with archival materials in mind. If you have access to
the Library of Congress cataloging tool called Cataloger's Desktop, these
special cataloging manuals are available on that CD-ROM. For info on
Cataloger's Desktop, see http://lcweb.loc.gov/cds/cdroms1.html#desktop
Otherwise, you can buy these manuals individually; or see the versions of
the graphics and moving image rules that the Library Corporation has made
available at their Cataloger's Reference Shelf site,
http://www.tlcdelivers.com/tlc/crs/CRS0000.htm. The manuals I've found
indispensable include:
Archives, Personal Papers, and Manuscripts. A Cataloging Manual for Archival
Repositories, Historical Societies, and Manuscript Libraries. 2nd edition.
Compiled by Steven L. Hensen. Chicago: Society of American Archivists, 1989.
Known as APPM. More information may be found on the SAA Publications Web
page, http://www.archivists.org/catalog/index.html.
If you're using MARC for cataloging, you'll often use the mixed materials
designation for collection- or series-level records. You'd indicate this in
Form of material, which is MARC leader 06 (Type "p" in OCLC). Bibliographic
level -- OCLC's BLvl -- would be set to "c" for collection or "d" for
sub-unit (series, folders, etc.). There is no longer a special MARC format
for archival materials (MARC AMC), but you can indicate the archival nature
of the material by setting Ctrl to "a" for archival control. If you're
cataloging according to APPM, you should also set subfield $e in field 040
to "appm."
For a single item, the Type would depend on the format of the item. You'd
still set Ctrl to "a" for archival control. Use the 773 field to indicate
the collection or series, etc., of which the item is a part. For detailed
information on appropriate settings for these MARC fields, have a look at
OCLC's Bibliographic Formats and Standards, especially the fixed field and
00X field descriptions, http://www.oclc.org/oclc/bib/toc.htm Or see the
MARC 21 Concise manual, especially the sections on the leader and 006, 007
(for graphics, sound recordings, moving image materials, etc.), and 008
fields, at http://lcweb.loc.gov/marc/bibliographic/ecbdhome.html Looking
at the examples given in these MARC manuals, and in APPM itself, is often
very helpful.
For graphic materials (photos, drawings, etc.), see Elizabeth Betz, Graphic
Materials - Rules for Describing Original Items and Historical Collections,
which is on the Web at http://www.tlcdelivers.com/tlc/crs/grph0199.htm.
For more info on these
rules (or a paper copy plus revision info, see
http://lcweb.loc.gov/cds/train.html#gavm. You'd use the MARC form for
visual materials, Type "k" (for 2-dimensional, non-projected graphics).
For moving image materials, see Wendy White-Hensen's Archival Moving Image
Materials - A Cataloging Manual, on the Web at
http://www.tlcdelivers.com/tlc/crs/arch0332.htm. The rules that originally
appeared in the 1980s are being revised. The Library of Congress has taken
one approach (http://lcweb.loc.gov/catdir/cpso/amimcovr.html), and the
Assoc. of Moving Image Archivists has taken a somewhat different one
(http://www.amianet.org/Introduc.html). The MARC Type here is "g" for
projected medium.
If you have oral history, see Marion Matters, Oral History Cataloging
Manual. Chicago: Society of American Archivists, 1995. More information may
be found on the SAA Publications web page (same URL as above). This manual
includes helpful examples of MARC records, with info on cataloging sound
recordings.
For 3-dimensional artifacts, see AACR2R, chapter 10. The MARC Type would be
"r" for three-dimensional artifacts and naturally occurring objects.
I hope this is more helpful than overwhelming. Good luck -- it's a big
task, but this type of material is so much fun to work with, it's worth the
effort.
Marsha Maguire
Manuscripts and Special Collections Cataloging Librarian
University of Washington Libraries
Box 352900
Seattle, Washington 98195-2900
(206) 543-8407
(206) 685-8782 fax
mmaguire@u.washington.edu
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