Special_Collections_Cataloging_Manuscripts_Slides

Special Collections Cataloging: Manuscripts Heather Perez Special Collections Librarian/Instructor Stockton University #SPECcataloging @StkLibrary Hosted by ALCTS, Association for Library Collections and Technical Services October 31, 2018 Enough about me; how about you? Hosted by ALCTS, Association for Library Collections and Technical Services Today’s Presentation will cover… • General principles • Processing • Description Description Appraisal Processing Accessioning Inventory Hosted by ALCTS, Association for Library Collections and Technical Services Archives & Manuscripts Collections Groupings of: • Unpublished materials • Institutional materials • Locally-published materials Grouped by donor/provenance One topic or many Hosted by ALCTS, Association for Library Collections and Technical Services A Collection Is Born Appraisal Legal documents Accessioning Basic inventory Hosted by ALCTS, Association for Library Collections and Technical Services What you with it next? Hosted by ALCTS, Association for Library Collections and Technical Services Description Standards for Manuscripts • Describing Archives: A Content Standard (DACS) • MARC • Encoded Archival Description (EAD) Hosted by ALCTS, Association for Library Collections and Technical Services Sources of information Appraisal notes Accession records Basic inventory Collection Files (Administrative Files) Hosted by ALCTS, Association for Library Collections and Technical Services Basic bibliographic entry – MARC fixed fields Fixed Fields Field name Value Leader/06 Type i (non-musical sound: oral history) k (2-D graphics: photos, charts, postcards, etc.) p (mixed materials) t (manuscript, form) Leader/07 Bibliographic level c (collection) d (subunit) m (individual item) Leader/08 Type of control a (archival) Leader/17 Encoding level or K (minimal) Leader/18 Descriptive a (AACR2, DACS) cataloging form c (ISBD, no end line punctuation) – for RDA (with note in field 040) i (ISBD with punctuation) – for RDA (with note in field 040 $e) a 040 ## $e dacs Date(s) i 1892-1903 k 1900-1903 n s 1902 008 Examples i (inclusive dates) k (bulk dates) n (date unknown) s (single date) i 040 ## $e rda $e dacs Hosted by ALCTS, Association for Library Collections and Technical Services Basic bibliographic entry – MARC variable fields Variable Fields Name Value Examples 040 090/099 Manifestation Item number/collection code 040 ## $a NJS (repository code) & 090 ## $a U0001 OR 090/099 ## $a Stockton University Special Collections U0001 1xx [0-3]# Creator Author, collector, compiler 100 1# Alton, Elizabeth Barstow 245 1[0-9] Title By provenance, by format, by collector 245 10 Elizabeth Alton Papers 264 [#,2,3][0-4] Date Date of production, publication, distribution, manufacture, or copyright 264 #0 $c 1939-1945 264 #0 $c approximately 1906-2006 264 #0 $c 1906, 1939-1945 264 #0 $c 1906-2006, bulk 1963-1990 264 #0 $c 1969 December 12 300 ## Physical Description number, type of unit (estimated size ) 300 ## $a boxes 300 ## $a about linear feet 336 337 338 Content Type Media Type Carrier Type Form Method of device needed for use Storage medium 336 ## $a text $2 rdacontent 336 ## $a still image $2 rdacontent 337 ## $a unmediated $2 rdamedia 337 ## $a computer $2 rdamedia 338 ## $a sheet $2 rdacarrier 338 ## $a microfiche $2 rdacarrier Hosted by ALCTS, Association for Library Collections and Technical Services Basic bibliographic entry – MARC variable fields Variable Fields Name Value Examples 506 [0,1] Access Conditions Access restrictions 506 1# Collection is in processing and restricted Please consult Special Collections librarian for access 520 2# Summary Scope and content note – what is it about? What will researcher see? What years, geography? 520 2# $a Correspondence, news clippings, scrapbooks, photographs, and other items relating to Alton’s campaign to establish a four-year college in Southern New Jersey in the 1960s 546 Language Language and script of materials 546 ## $a Materials entirely in English 546 ## $3 Newspapers in $a Vietnamese 852 Location Name, address, contact information of repository 852 ## Stockton University, Richard E Bjork Library $b Special Collections, $e 101 Vera King Farris Dr., Galloway NJ 08205 USA Hosted by ALCTS, Association for Library Collections and Technical Services Basic bibliographic entry – DACS in MARC Source: Stockton University Library, via OCLC Hosted by ALCTS, Association for Library Collections and Technical Services Basic bibliographic entry – RDA/DACS in MARC Source: Stockton University Library via OCLC Hosted by ALCTS, Association for Library Collections and Technical Services What you with the basic record? Hosted by ALCTS, Association for Library Collections and Technical Services Halloween at Richard E Bjork Library Images from Stockton University Any questions so far? Hosted by ALCTS, Association for Library Collections and Technical Services Processing Arrangement Intellectually • Series • Sub-series Physically • Preservation • “More Product Less Process” or item-level care Description Finding Aids Better bibliographic entry Hosted by ALCTS, Association for Library Collections and Technical Services Finding Aids - sample Hosted by ALCTS, Association for Library Collections and Technical Services Finding Aid to MARC crosswalk Finding Aid Field MARC Collection Title 245 Collection Number 090/099 Collection Dates 008, 264 Size 300 Creator 1xx Restrictions to Access 506 Citation 524 Biographical Information 545 Scope and Content Note 520 Subjects 6xx Hosted by ALCTS, Association for Library Collections and Technical Services Better MARC record – fixed fields Fixed Fields Field name Value Examples Leader/17 Encoding level I (full level) 008 Date(s) – refine to match finding aid, processed collection i (inclusive dates) k (bulk dates) n (date unknown) s (single date) i 1892-1903 k 1900-1903 n s 1902 Hosted by ALCTS, Association for Library Collections and Technical Services Better MARC record – variable fields Variable Fields Field name Value Examples 300 ## Physical Description Number and type of unit (post-processing size ) 300 ## $a boxes 520 Summary Scope and content note from finding aid 520 2# $a Correspondence, news clippings, scrapbooks, photographs, and other items relating to Alton’s campaign from 1966-1969 to establish a four-year college in Southern New Jersey, from which Richard Stockton State College was born (later, The Richard Stockton College of New Jersey and Stockton University) All of the materials are from Southern New Jersey, and primarily, Atlantic County 506 [#,0, 1]# Access Update restrictions or other 506 ## Collection is open for research Materials in Special Collections are non-circulating and staff retrieve them for researchers upon request 524 Cite as Preferred citation for collection 524 ## Richard E Bjork Personal Papers, 1955-1984 Stockton University, Richard E Bjork Library Special Collections, Galloway, NJ 300 ## $a linear ft $a (6 boxes) Hosted by ALCTS, Association for Library Collections and Technical Services Better MARC record – variable fields Variable Fields Field name Value Examples 545 [0,1]# Biographical /historical note Information about person, family, organization, business, etc 545 0# Elizabeth Barstow Alton (1906-2006) was a member of the first Board of Trustees of Stockton University from 1969 to 1980 She was born in Atlantic City, New Jersey and graduated from Atlantic City High School She married John Alton, and had two children 545 1# The Cape May Jazz Festival was founded in 1994 by Carol Stone and Wilmer “Woody” Woodland and they continued to put on two shows a year, one in April and another in November, until they resigned from the Friends of Cape May board in 2010 Today the Cape May Jazz Festival continues under a new name; Exit Zero 555 [0,#]# Finding Aids Note Note existence of finding aid, guide, index 555 0# Finding aid available online and at the library 6xx Access Points Subjects relating to people, corporate entities, organizations, topics, geographic locations, etc 600 10 Dungan, Ralph A 610 20 Richard Stockton College of New Jersey $x History 650 #0 Universities and colleges $z New Jersey 856 Electronic location Link to digital collections, finding aids 856 42 $z Access finding aid online $u https://library.stockton.edu/aboutspecialcollections/altonpapers Hosted by ALCTS, Association for Library Collections and Technical Services Better MARC record – DACS sample Source: Stockton University Library via OCLC Hosted by ALCTS, Association for Library Collections and Technical Services Better MARC record – RDA/DACS Source: Stockton University Library via OCLC Hosted by ALCTS, Association for Library Collections and Technical Services Resources Archer, Joanne, et al Processing Manual for archival and manuscript collections University of Maryland Libraries Revised September 2011 Clemens, Alison (chair) “Yale University Library Manuscript Cataloging Guidelines.” Yale University Library Accessed May 1, 2018 https://web.library.yale.edu/cataloging/manuscript Nimer, Cory “Archival Materials: Using RDA with DACS.” Webinar for ALCTS, May 30, 2012 Accessed May 1, 2018 http://www.ala.org/alcts/confevents/upcoming/webinar/cat/053012 OCLC Bibliographic Formats and Standards 4th edition Accessed May 1, 2018 https://www.oclc.org/bibformats/en.html Society of American Archivists Describing Archives: A Content Standard Latest version accessed May 1, 2018 https://github.com/saa-ts-dacs/dacs Hosted by ALCTS, Association for Library Collections and Technical Services Thank You! Questions? Heather Perez heather.perez@stockton.edu Stockton University #SPECcataloging @StkLibrary Happy Halloween! Yours truly, as the Absecon Lighthouse in Atlantic City, NJ Hosted by ALCTS, Association for Library Collections and Technical Services