Professional Documents
Culture Documents
A Workshop Presented by
The Society of American Archivists
Sunday, August 24, 2008
Society of American Archivists Annual Meeting
Hilton San Francisco
Instructors:
Diane Ducharme
Archivist, Beinecke Library,
Yale University
Tel: 203-432-8125
diane.ducharme@yale.edu
Karen Spicher
Archivist, Beinecke Library,
Yale University
Tel: 203-432-4205
karen.spicher@yale.edu
Workshop, 9:00-10:15
Workshop, 10:45-12:00
Lunch, 12:00-1:30
Workshop, 1:30-3:00
Research value
Financial value
Local significance
Contextualization
MARC record
Stand-alone database
Options for Single Item Cataloging: IntentionallyAssembled Collection with Finding Aid
Pro:
Items in subject-driven collection
Cataloging skills not needed
May give sufficient local access (i.e. author and title)
Con:
Does not give you controlled subject access
Contextualization possible with collection-level record, but not at item level
Additions can be very labor-intensive
Vendor description
Bibliographical description
Certain places in the first complete manuscript of Our Town suggest that
Wilder fretted over whether the audience would understand what he had so
carefully arranged. He tended to speak in his own voice, rather than to
dramatize what he knewa short bit of dialogue deleted from the final version
flatly and didactically states what Wilder [in a later draft] showed the audience.
--Donald Haberman, The Plays of Thornton Wilder: A Critical Study.
(Middletown, 1967)
ISBD(G)
Full name: General International Standard Bibliographic Description
Developed by: International Federation of Library Associations (IFLA)
Purpose: Enable compatible cataloging for international exchange of
bibliographic records.
National standards that conform to ISBD(G):
AACR2
AMREMM
DCRM
ISAD(G)
Full name: General International Standard Archival Description
Developed by: International Council on Archives (ICA)
Purpose: Provide guidance for the preparation of archival descriptions,
to be used in conjunction with national standards.
National standard that conforms to ISAD (G):
DACS
History
First published 1967; second edition 1978; revised 1988 and 2002
Will be superseded by a new standard: Resource Description and Access
(RDA), publication projected for 2009
Scope
Rules for general and media-specific cataloging
Applicable to catalogs in any format
Includes examples in print formatting
Web version links to MARC field definitions
Content includes rules for
General cataloging
Manuscripts (Chapter 4)
Choice of access points
Formation of headings for personal, corporate, meeting, and geographic
names, and uniform titles
Use for Single Manuscripts
Chapter 4 is applicable to any manuscript material
However, rules are brief and give minimal guidance
History
First published in 1983; second edition 1989
Superseded by DACS in 2004; currently out of print and unavailable on
web
Scope
Adaptation of AACR2 Chapter 4, for archival description
For cataloging only; did not address finding aids or other methods of
description
Specifically addressed modern manuscripts
Applicable to all media, though guidance was minimal for non-text
Included examples in MARC coding
Content included
Rules for description, organized similarly to AACR2 Chapter 4
Parts of AACR2s rules for choice of access points and formation of
headings
Appendices addressed MARC coding
Use for Single Manuscripts
Detailed guidance for description of single manuscripts
History
BDRB published in 1981; DCRB (Descriptive Cataloging of Rare Books) in
1991
DCRM(B)---Descriptive Cataloging of Rare Materials (Books) was
published in 2007 as the first of a series of component manuals for the
cataloging of special collections materials
Scope
An "overarching concept"
A family of manuals, each providing specialized cataloging rules for
various formats of rare materials typically found in rare book, manuscript
and special collections libraries
Intended to be used in conjunction with AACR2
Content includes
Rationale for provision of more complex descriptions of rare materials
Manuals aim to provide complete rules for cataloging of specific formats
History
History
Formed in 2007 as a result of concern among manuscript catalogers
after the withdrawal of APPM and the adoption of DACS as the official
descriptive standard of SAA
Scope
To develop rules or guidelines for item-level description and cataloging
of modern (post-1600) manuscript material....The rules/guidelines
should follow the principles of Descriptive Cataloging of Rare Materials
(DCRM), as established and codified in DCRM(B)
Content includes
In development
History
Published in 2004
First comprehensive standard for U. S. archival description
Scope
Applicable to any archival material
Applicable to catalog records or finding aids
Explicitly designed to be output neutral
Includes examples in EAD and MARC coding
Content
Theoretical introductory sections
Definitions for 25 descriptive elements
Rules for identifying and describing creators
Instructions for forming personal, corporate, family, and geographic
names
Appendices: glossary, crosswalks with other standards, examples
Use for Single Manuscripts
Minimal guidance and examples for single manuscripts
However, AACR2 rules offer minimal guidance for issues specific to single
manuscripts, so youll have to make some local decisions, such as whether
to:
Use brackets for supplied information
Use notes to indicate sources of supplied information
Include optional details in extent element
Sources of Titles
Source of information
Books: title page or title page substitute (AACR2 Chapter 2)
Manuscript material: any reliable source (DACS 2.3.1, p. 17)
Creator/Title Issues
Transcribed Titles
DACS refers to AACR2 for transcribed titles (DACS 2.3.2, p. 17)
If more than one formal title appears on the manuscript, use judgement,
preferring as appropriate:
Title that is part of the original manuscript
Title page, if present
Most complete title
Optionally:
Abridge lengthy titles, using an ellipsis
State the source of a transcribed title in a Note Element
Give other versions of the title in a Note Element
Supplied Titles
Supply a title if no formal title is present, or if the formal
title is misleading
Supply at least a name of creator and documentary form
Also supply, as appropriate
Other title information
Topical terms
Add the date of creation, in standardized form
Name of Creator(s)
A creator may be a
Writer, artist, or other type of creator of content
Collector of content
If the creator is unidentified, state this in the Scope and Content Element,
and omit the Name of Creator Element
100 1_ $a Kenah, E. A.
245 10 $a Memoranda : $b from a journal of tours made
upon the Continent at various periods beginning in 1821 :
with illustrations sketched upon the spot, $f 1821-1836.
545 __ $a E. A. Kenah was the wife of Lieutenant-Colonel
Thomas Kenah, who served in the British Army in India in
the early 19th century.
function(s), activity(ies), transaction(s), and process(es) that generated the materials being
described;
the documentary form(s) or intellectual characteristics of the records being described (e.g.
minutes, diaries, reports, watercolors, documentaries);
the content dates, that is, the time period(s) covered by the intellectual content or subject of the
unit being described;
subject matter to which the records pertain, such as topics, events, people, and organizations; and
any other information that assists the user in evaluating the relevance of the materials, such as the
completeness, changes in location, ownership and custody while still in the possession of the
creator, etc. (DACS 3.1, p.35)
600 10
600 10
1805.
610 20
610 10
610 10
610 20
650 _0
650 _0
650 _0
650 _0
650 _0
651 _0
651 _0
651 _0
655 _7
aat
the function(s), activity(ies), transaction(s), and process(es) that generated the materials being
described;
the documentary form(s) or intellectual characteristics of the records being described (e.g.
minutes, diaries, reports, watercolors, documentaries);
the content dates, that is, the time period(s) covered by the intellectual content or subject of the
unit being described;
subject matter to which the records pertain, such as topics, events, people, and organizations; and
any other information that assists the user in evaluating the relevance of the materials, such as the
completeness, changes in location, ownership and custody while still in the possession of the
creator, etc. (DACS 3.1, p. 35)
This element is a good source for the access points discussed in the
Overview of Archival Description. (DACS, p. xvii-xxi)
Access Points: Specific terms, codes, concepts and names for which
specialized indexes are created to permit faster and more precise
searching.
600 10
600 10
610 20
610 20
611 20
630 00
650 _0
650 _0
650 _0
651 _0
655 _7
655 _7
655 _7
655 _7
655 _7
655 _7
655 _7
655 _7
655 _7
Scrapbooks
Autograph books
Extra-illustrated books
600 00
600 10
600 10
610 20
610 10
650 _0
650 _0
650 _0
651 _0
655 _7
aat
Letters
Literary manuscripts
Fragments of manuscripts
Photographs
Drawings
Ephemera
Access Points
Specific terms, codes, concepts and names for which specialized indexes are created.
Names
Places
Subjects
Documentary forms
Occupations
Functions
It is a local decision as to which names, terms and concepts found in a description will be
included as formal access points
The standard format of such terms can be developed locally, but preferably will be taken
from standard thesauri.or will be recorded following the rules in Part III. (DACS, p. 117197)
$a Dalling, John.
$a Plantation life $z Jamaica.
$a Slaveholders $z Jamaica.
$a Slavery $z Jamaica.
$a Sugar trade $z Jamaica.
$a Jamaica $x Description and travel.
$a Jamaica $x Economic conditions.
$a Jamaica $x Race relations.
$a Jamaica $x Social life and customs.
Dates
Take date information from any reliable source (DACS 2.4.2, p.25)
Date of creation
Date of publication
Date of broadcast
Use a single date or span of dates for creation of the original manuscript
Examples:
245 10 $a Buffalo Bill letter : $b Saint Louis, Missouri, to Joseph
Witherspoon Cook, Greenwood, South Dakota, $f 1896 May 23.
245 10 $a John Newell account book, $f 1758-1823.
Give dates of later annotations in the Scope and Content or Note Element
Give copyright and publication information in the Scope and Content or Note
Element
Example:
100 1_ $a Lear, Edward, $d 1812-1888.
245 10 $a Illustrated excursions in Italy, $f 1846 / $c by Edward Lear.
520 __ $a Page proofs (London: Charles MLean, 1846)
Give date of delivery in the Scope and Content or Note Element, if not
already present in the title
Example:
100 1_ $a Denne, John, $d ca. 1725-1800.
245 10 $a Four manuscript sermons : $b composed and preached in the
years 1790, 91, and 92 : Copford, $f 1792.
Supplied date
Obtain from an external source
Consult biographies, bibliographies, historical sources
Estimated date
Infer from internal evidence
Look for dates mentioned in text
Examine physical artifact for clues
Extent
For pages numbered in more than one sequence, list each sequence as it
appears in the manuscript
For unnumbered pages, count pages and supply the number
Optionally, supply an estimate of unnumbered pages or all pages
Optionally:
Omit blank pages from page count or estimate
Describe details in the Scope and Content or Note Element
Examples:
300 __
300 __
300 __
300 __
Notes
Consider making Notes about:
Does the manuscript meet your repositorys criteria for single item
cataloging?
Look for information that will affect the most important access points
Identify at least:
Documentary form
Language
Time period
Physical extent
Try to identify, as appropriate:
Creator(s)
Title(s) appearing on manuscript
Author, uniform title, and version of a literary work
Dates or date span
Place of creation
Subject content
Associated names
Evidence of ownership and use
Determine research values and appropriate level of detail for description
and access
If you are not familiar with the documentary form, time period, subject
matter, language, script, or handwriting, consider asking a specialist for help
Required Elements
Name of Creator: use authoritative form (DACS, chapters 12-14, p. 119197), or omit if unidentified
Title: transcribe (use AACR2) or supply
Date: record, supply, or estimate
Extent: quantity, type, page count, measurement (use AACR2)
Scope and Content: briefly describe documentary form characteristics and
subject content
Conditions Governing Access: state whether the material open or closed
to readers
Language and Scripts of the Material: include any specialized language
knowledge needed for use
Reference Code: assign a call number or shelf location
Name and Location of Repository: use a consistent format
Added text following OPACs label Other formats available, identifying type
of other format; text can be hotlinked in OPAC
856 41 $3 Digital images $u [url] (catalog record)
Other formats available: Digital images (OPAC display)