Cataloging Materials for UIC Special Collections
This document focuses on policies and procedures relating to the cataloging of materials
for the Daley Rare Books section. It also includes information on procedures for LHS
Special Collections books when they differ from Daley practice
Table of Contents
1.
2.
3.
4.
5.
About the Three Divisions of Daley Special Collections Materials
Cataloging Rare Books Section Materials
2.1
Physical Handling and Processing
2.1.1 Receipt
2.1.2 Security
2.1.3 Handling
2.1.4 Statistics
2.2
Description and Access
2.2.1 Descriptive Standards
2.2.2 Copy-Specific Local Notes
2.2.3 Local Notes and Added Entries for Collection Names
2.2.4 Other Notes and Added Entries
2.2.5 Subject Access for Certain Genre Terms
2.3
Holdings Record
2.4
Item Record
2.5
Marking Daley Items
2.6
Oversize Books
2.7
Call Number Strip and Barcode Label
Cataloging Manuscripts Section Materials
3.1
Background
3.2
Cataloging Without the Work in Hand
3.3
Standards
3.4
Treatment of Additions
3.5
Maintaining Links to Finding Aids
3.6
Example
3.7
Setting up an OCLC Workform
3.8
Field-by-Field Guidelines
Cataloging University Archives Materials
Appendix: Handling Books and Other Materials
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1.
About the Three Divisions of the Daley Special Collections Department
The Daley Special Collections Dept. holds materials in three broad divisions: the
Rare Books Section, the Manuscripts Section, and the University Archives.
Rare Books Section
Rare Books Section holdings include books, not necessarily rare, but of
permanent, historic, and research interest, that would be difficult to replace or that
need special care as well. The section houses several named collections of books,
such as the Lawrence J. Gutter Collection of Chicagoana. All of the books in the
Rare Books Section are assigned Library of Congress call numbers and intershelved in the Rare Book Room book stacks in call number order.
Manuscripts Section
Manuscripts section holdings consist of collections of personal papers, collections
of organizational records, and other collections. These collections, while they are
not, strictly speaking, archives, are sometimes referred to as archival materials.
Many, but not all, of the materials focus on Chicago history.
The University Archives
University Archives holdings consist of records of the University of Illinois at
Chicago that are no longer in active use. University Archives materials are housed
in both the Daley Library and in the Library of the Health Sciences.
2.
Cataloging Rare Books Section Materials
Rare Books materials are cataloged according to the same standards and
procedures as other library materials, with the following exceptions:
2.1.
Physical Handling and Processing
2.1.1
Receipt
Carefully follow the guidelines listed in the Appendix: Handling
Books and Other Special Collections Materials.
Special Collections materials must not be marked, edge-stamped,
or spine-labeled. (For the sole exception to this, see the section
below on cataloging Daley Library Rare Books materials.)
Materials received through the purchasing process and received in
the Catalog Dept. are given directly to the Catalog Dept.'s Special
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Collections liaison. (Jyothi Mirmira for LHS and Dolores Barber
for the Daley Library.)
Other materials may be given or sent directly to Jyothi (LHS) or
Dolores (Daley) by the Special Collections Dept. or by the
Collections Development Dept. The final decision to locate any
materials in the Special Collections Dept. is the responsibility of
the Special Collections librarians.
2.1.2
Security
Daley Special Collections materials received in the Catalog Dept.
are generally kept in a locked book truck. Special care must be
taken to prevent loss of, or damage to, any of these materials.
2.1.3
Handling
See the Appendix: Handling Books and Other Special Collections
Materials.
2.1.4
Statistics
Cataloging statistics for Special Collections Materials are included
in the regular monthly cataloging statistics. They are also noted a
second time, as a separate total, in the space included for that
purpose on the statistics reporting form.
The Catalog Dept. will also submit a monthly report of the total
number of titles and items (not broken down by format) cataloged
for Daley Special Collections to the Daley Special Collections
Dept.
2.2
Description and Access
2.2.1
Descriptive Standards
In general, Special Collections materials will be cataloged
according to the latest revision of the Anglo-American Cataloging
Rules, 2nd ed. (AACR2) and Library of Congress Rule
Interpretations. More detailed descriptions (e.g., designations of
variant impressions, detailed collations, etc.) will be included by
the cataloger if supplied by the Special Collections librarian. The
cataloger may follow the DCRB standard (Descriptive Cataloging
of Rare Books) when necessary (i.e., only in very special
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circumstances), but cataloging to this standard is not required by
local policy.
2.2.2
Copy-Specific Local Notes
In some cases, notes that apply only to the copy being cataloged
(i.e., not to all copies in the issue) will be added to the holdings
record for a given copy. These copy-specific notes may be
composed by the cataloger or supplied by the Special Collections
librarian. They may be public notes or non-public notes, coded as
such for proper display in the public catalog.
Generally, copy-specific notes should be recorded only in the
holdings record for that copy rather than in the bibliographic
record for the title, even if the book being cataloged is the only
copy in the library. For original cataloging, if a copy-specific note
is judged to be important enough to be included in the OCLC
master record, it should be coded as a general note and qualified as
local (MARC21 field 500, subfields $a and $5).
2.2.3
Local Notes and Added Entries for Collection Names
In the case of books that have been acquired as part of a named
collection, provide a simple note in the holdings record giving the
name of the collection. Give this note in 852 $z for single part
monographs. If the note does not apply to all issues of a serial or to
parts of a multi-part monograph, give the note in the 866 $z
associated with the issue(s) or part(s) to which it applies. The entry
form for the name of the collection must be made in accordance
with AACR2 and LC practice. The added entry must be coded to
show that it applies only to a UIC copy of the book.
Examples:
BIB:
710 2_ Lawrence J. Gutter Collection of Chicagoana (University of Illinois at
Chicago) $5 ICIU
MFHD:
852 __ $z Lawrence J. Gutter Collection of Chicagoana.
BIB:
710 2_ Joseph H. Kiefer Collection (University of Illinois at Chicago. Library
of the Health Sciences) $5 IU-M
MFHD:
852 __ $z Joseph H. Kiefer Collection.
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2.2.4
Other Notes and Added Entries
Other notes may be added and other added entries may be made on
a case by case basis, as requested by Special Collections. For
example, added entries are made for books published by certain
small presses, such as Buckner Press, Perishable Press, and Bird &
Bull Press. Other examples are donors, binders, illustrators, and
previous owners.
A note is generally made when the book is a limited printing of
100 copies or less and/or signed by the author, illustrator, etc.
For the Carberry Collection, we have been requested to add a note
saying that the title is a first edition, in cases where the book is a
first edition and there is no edition statement in the book.
Descriptive notes are to be composed by the cataloger to suit the
individual case. The examples given below are for purposes of
illustration only; they are not prescriptive.
Title-Level Notes
Erratum slip laid in.
Limited edition of 100 copies.
Advertising matter interspersed.
Copy-Specific Notes
UIC Library copy lacks cover.
Signed by the author.
UIC Library has copy no. 47 of 100.
Manuscript letter laid in.
Presentation copy: Asher to Louis S. Schwarz.
Laid in: Illustrated advertisement/order form.
2.2.5
Subject Access for Certain Genre Terms
When the item being cataloged belongs to any of the following
genres, add a subject access point coded: 655 _7 ... $2 rbgenr. DO
NOT use these 655 headings for books that are merely about
advertisements, artists' books, etc., or books that merely contain
them. Use them only for items that belong to the genre.
Advertisements
Books printed as advertisements
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Prospectuses
Publishers' advertisements
Publishers' catalogues
Artists' books
Film scripts
Programs
Subscribers' lists
Viewbooks
Menus
If, in consultation with the principal cataloger, you decide that any
additional genre terms will be valuable in the context of our
collections and their users, do not use them without recording them
here. These headings are not controlled by authority records at this
time, and must be listed here to be authorized for UIC use.
2.3
Holdings Record
Daley 852 0[ ] $b RARE $h [call no.] $z [name of collection]
LHS
2.4
852 2[ ] $b CHSS $h [call no.] $l [name of collection]
Item Record
Location
Perm. Loc.
Item Type
2.5
0[ ] $bDaley
RARE $h [call no.]
Daley - Spec
Daley - Spec
NOCIR
LHS
CHS Special Collections
CHS Special Collections
NOCIR
Marking Daley Items
LHS materials are not to be marked by the cataloger.
For Daley Library materials, the call number will be lightly penciled in an
inconspicuous place on the item. For books, prefer the lower right-hand
corner on the recto of the last blank leaf, blank page, or blank lining paper.
The call number should not appear on a page with text or illustrations
unless no blank leaf, etc., is available, and the back cover cannot be used
because of decoration. Example:
N
7433
.4
S45
A69
2002
Rare
Bk Rm
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2.6
Oversize Books
Because of the double-wide configuration of the shelving in the Daley Rare
Book stacks, books for Daley Special Collections will not be shelved
separately solely on the basis of their width. The following guidelines for call
no. prefixes apply to Daley materials:
Height as given in 300 field (Daley)
height 31 to 40 cm.
height 41 cm. or more
width 31 cm. or more
Call No. Prefix (Daley)
single asterisk: *
double asterisk: **
[none]
For LHS materials, the following guideline applies:
Height as given in 300 field (LHS)
height 29 cm. or more
2.7
Call No. Prefix (LHS)
[lower case] q
Call Number Strip and Barcode Label
Special Collections Materials are not given spine labels with call numbers
to aid in shelving. Instead, the cataloger will prepare acid-free card stock
strips (supplied by the Special Collections Dept.) with brief typed
information: call no. (in two-line format), author (surname and initial),
title (first word or two), place and date of publication. The barcode label
for the item number is to be affixed horizontally to the back side of the
call number strip card, at the upper edge, so as to keep the label (and its
adhesive) from coming into contact with the book itself.
Example for LHS:
WZ
230
D586e
1496
Example for Daley:
N7433.4
S45 A69 2002
Seidenberg, C.
Confections.
Winnetka, 2002.
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3.
Cataloging Manuscripts Section Materials
A manuscript collection is different from a collection of books or other library
materials by its nature, by its organization and arrangement, and by the standards
and practices used to describe it and to provide access to it and to its contents.
UIC manuscript collections are cataloged by the Special Collections Dept.
according to Describing Archives: A Content Standard. The product of this
cataloging process is typically a finding aid. Based on information in the finding
aid, the Catalog Dept. creates a brief MARC bibliographic record for each
collection. Procedures for the creation of these MARC records are covered here.
Creating MARC Records for UIC Manuscript Collections:
Cataloging Practice and Local Decisions
3.1
Background
A working group of representatives from several UIC Library departments
(Catalog, Special Collections, University Archives, and Systems) met
between January and April of 2003 to discuss the creation of collectionlevel bibliographic records. The group decided that the Catalog Dept.
would begin by creating collection-level records for selected UIC
manuscript and archive collections at LHS and Daley. We began creating
MARC records for Daley manuscript collections in May of 2003.
The working group agreed that we will: (1) keep the catalog records
simple, so that they may be added to the OCLC and UIC Voyager
databases in a timely manner, and (2) adhere to national standards.
We also agreed that the Catalog Dept. will provide a hotlink from each
UIC database record to a digital finding aid, when there is one (EAD, PDF,
or database). When there is no digital finding, the hotlink will lead to the
Special Collections web page.
For descriptions of the Daley manuscript collections, the Special
Collections Dept. maintains a FilemakerPro database which is accessible
to the cataloger. The University Archives also maintains a FilemakerPro
database. Both are accessible to the cataloger.
3.2
Cataloging Without the Work in Hand
Creating MARC records for manuscript collections differs radically from
our usual cataloging process in that we are not working with the item in
hand. All of the content is taken or derived from the information supplied
to us by the Manuscripts section of the Special Collections Department. It
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is essential that we continue to work closely with that section to ensure
that the information we are putting into the MARC record is correct. The
OCLC WorldCat user expects to find authoritative information in the
collection descriptions, especially as regards historical facts, names of
persons and bodies, and dates. In very rare cases, for example a change of
name by a corporate body, it may be necessary to consult the collection
itself. But in almost every case, we rely on the information we find in the
Special Collections manuscript collections database and the finding aids.
Any questions about the information in the finding aid should be directed
to the Manuscripts librarian.
3.3
Standards
For encoding bibliographic records we follow OCLC's implementation of
the MARC format. We will also follow the current MARC format for
holdings records.
Prior to 2005, we followed Archives, Personal Papers and Manuscripts
(APPM) for description and choice of entry. As of 2005, we follow
Describing Archives: A Content Standard (DACS). But because DACS is
a standard for creating archival finding aids, rather than MARC records,
we may rely on APPM for areas not covered by DACS whenever
necessary.
For form of entry we follow the latest revision of the second edition of the
Anglo-American Cataloging Rules (AACR2).
For subject terms, we use the Library of Congress Subject Headings
(LCSH) and the LC Name Authority File. We follow the LC Subject
Cataloging Manual for string syntax and content analysis in general. See
the 6XX section below for specific indexing guidelines for UIC
manuscript collection records. Medical Subject Headings (MeSH) may be
used for Library of the Health Sciences collection-level MARC records.
For capitalization, punctuation, etc., of descriptive elements other than
notes, we follow AACR2. For capitalization, punctuation, grammar, etc.,
of textual notes such as those in the 545 and 520 fields, we follow the
Chicago Manual of Style.
3.4
Treatment of Additions
Still to be addressed is the question of how we will handle additions of
material to existing collections. Will we revise the existing catalog record
to reflect the additions? Will we make a new, related, record for each
addition? We are describing these collections as finite resources, but some
of them are in fact continuing resources.
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3.5
Maintaining Links to Finding Aids
When the Special Collections Dept. creates an electronic finding aid (EAD
or PDF) for a collection, the Catalog Dept. creates a link to that finding aid
in the MARC holdings record. (For details, see the section on field 856 in
"Field-by-Field Guidelines" below.) The Catalog Dept. will test these
links periodically by (1) creating a list of their URLs via an Access report
(query for contents of field 856 subfield $u in holdings records which have
$h Coll $i MS in field 852), (2) running the Xenu link checking software
against that list, and (3) fixing any broken links.
3.6
Example
Typographical conventions:
$ = subfield delimiter sign, # = blank, XX = the last two digits of a field group
Bibliographic Record
Type: p
BLvl: c
Desc: a
ELvl: I
Form:
Srce: d
Crtl: a
MRec:
DtSt: i
Lang: eng
Ctry: ilu
Dates: 1854,1964
040
IAY $e dacs $c IAY
043
n-us-ks
049
IAYA $m no
099
Coll $a MS $a H159
100 3# Haldeman-Julius family.
24510 Haldeman-Julius family papers, $f 1854-1964.
300
23 $f linear ft.
500
Part of the Jane Addams Memorial Collection.
545 0# The Haldeman-Julius family were publishers of socialist literature
and proprietors of the New Appeal and Haldeman-Julius publishing
companies. They were related to Jane Addams through her stepmother,
Anna Hostetter Haldeman Addams.
520 2# The collection contains personal and business correspondence,
diaries, notebooks, legal and financial papers, photographs, and
publications of the Haldeman-Julius publishing companies.
541
Acquired from Alice DeLoach.
506
Photocopying of fragile materials restricted.
555 0# Finding aid available.
600 30 Haldeman-Julius family $v Archives.
650 #0 Publishers and publishing $z Kansas $z Girard $v Sources.
650 #0 Socialism $x Publishing $z Kansas $z Girard $v Sources.
730 0# Jane Addams Memorial Collection.
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Holdings Record
852 80 $b RARE MSS $h Coll $i MS $i A123
856 42 $z Finding Aid $u
http://www.uic.edu/depts/lib/specialcoll/services/rjd/findingaids/Haldema
n.pdf
3.7
Setting up an OCLC Workform
In general, use the mixed materials workform in OCLC. Most manuscript
collections are collections of mixed materials (Type p, mixed materials).
However, there may be a few collections of unmixed materials, i.e.,
materials that are all of the same type. In that case, you may use the
appropriate Type code. (In practice, though, OCLC members seem to have
been using the code p for all manuscript collection records. We sent a note
to the MARC people at LC about this. They are working on it (as of June
9, 2005) and will get back to us.)
To set up a workform in OCLC's Connexion:
First, create a constant data record. Set it up for you own editing
convenience. The following example is a suggestion only:
Type: p
BLvl: c
Desc: a
ELvl: I
Form:
Srce: d
Crtl: a
MRec:
DtSt: i
Lang: eng
Ctry: ilu
Dates: ????,????
040
IAY $e dacs $c IAY
043
?
049
IAYA $m no
099
Coll $a MS $a ?
1XX ?? ?
245 ?? ?, $f ?.
300
? $f linear ft.
545 ?# ?
520 2# ?
541
Acquired from
506
?
555 0# Finding aid available.
6XX #0?
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Then, set up each workform by executing the following menu [or
keyboard] commands in the order shown below, or create a Macro to
execute them:
3.8
Menu Commands
Keyboard Commands
1.
2.
3.
3.
4.
Ctrl + Shift + I
Crtl + R
Ctrl + Y
F4
Shift + F4
Cataloging > Create > Single Record > Mixed Materials
Edit > Reformat
Edit > Constant Data > Local > Apply Default
Action > Save Record to Local File
View > Pinned
Field-by-Field Guidelines
Instructions for the most commonly used MARC fields are given below.
The variable fields are given here, not in numerical order, but in the order
in which they should display in the UICCAT record, that is, International
Standard Bibliographic Description (ISBD) order.
These guidelines are selective. For complete and current information on
the MARC bibliographic format as implemented by OCLC, see its
Bibliographic Formats and Standards. For complete and current
information on the MARC holdings format, see the MARC 21 Format for
Holdings Data.
Bibliographic Record
Fixed Field (selected values)
Type [type of record]:
p [mixed materials]
a [non-manuscript language material, e.g., published annual
reports]
t [manuscript material, e.g., letters]
k [two-dimensional nonprojectable graphic, e.g., photographs]
BLvl [bibliographic level]:
c [collection]
Desc [descriptive cataloging form]: a [AACR2]
ELvl [encoding level]:
participants]
I [full-level input by OCLC
Form:
# [blank]
Srce [cataloging source]:
d [other]
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Ctrl [type of control]:
a [archival]
MRec [modified record]:
# [blank]
DtSt [type of date status]:
i [inclusive dates of collection]
Lang [language code]:
eng [English]
Language is usually English, but use the code for the language of the
collection or, if there is more than one, for the predominant language.
Ctry [country]:
ilu [Illinois]
The instructions in MARC21 for field 008/15-17 (Place of publication,
production, or execution) say “For mixed materials, the code represents
the repository where the material is assembled,” in this case it is UIC.
Dates: [date 1 and date 2]:
????, ????
Always use the DtSt value “i” (inclusive dates) for these collections. If the
date is open, use 9999 as the second date (e.g., 1932,9999). If the inclusive
dates are represented by a single year, that date is given in both places
(e.g., 1974,1974).
043
Geographic Area Code
Base this code on geographic terms found in any form and in any position
in any 6XX field.
099
Local Free-Text Call Number [use for our pseudo-call number]
We do not assign call numbers to these collections, in the sense of a
number that serves as a classification or location or identification device.
We do assign a pseudo-call number. This pseudo-call number enables the
user to call up an alphabetical index of all of the collections in UICCAT.
The catalog records should be alphabetized by the name most likely to be
sought by the researcher, for example, the name of an organization or the
surname of a person. This number is intended as a collocation and index
ordering device only. It should NOT be treated as an identification number
for the collection. If unique IDs (identification codes) are assigned, they
will be assigned by the Special Collections Dept., not by the Catalog Dept.
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Pseudo-Call No.
Coll MS H159
Coll MS H1776
Coll MS H217
Coll MS H434
Coll MS H447
Main Entry
100 3# Haldeman-Julius family.
100 1# Hall, Lillian E.
245 00 Alice Hamilton collection, $f 1904-1995.
110 2# Health Evaluation and Referral Service.
100 1# Hecht, Stuart Joel, $d 1955- , $e collector.
The first element of the pseudo-call number is "Coll," which indicates that
the resource is a collection. The second element is "MS," which indicates
that it is a manuscript collection. The third element is a Cutter-Sanborn
number for the significant corporate body or person or the name of the
collection. Use the Cutter-Sanborn Three-Figure Author Table as an aid,
expanding the number as needed.
When we begin to create MARC records for individual record groups in
the University Archives, we may assign a pseudo-call number to enable
the user to call up an index of all record groups arranged by record group
number. In this case the first element could be "Coll," the second element
could be "UA" (indicating that it is a group of records in the University
Archives), and the third element could be the archives classification index
number. This is what such numbers might look like:
Pseudo-Call No.
Coll UA 009/07/02
Coll UA 010/04/01/03
Coll UA 016/30/03/01
Coll UA 019/13/29/05
Unit
Coll UA 027/12/21
Coll UA 056/08/01
Record Group
University Art Gallery exhibition records
Intercollegiate athletics records
Alpha Omega Alpha, Alpha Chapter records
University of Illinois Hospital and Clinics, 1919 W. Taylor
Hektoen, Ludvig, 1863-1951. Ludvig Hektoen papers
UIC Children's Center records
However, the University Archivist should be consulted before deciding
whether or not pseudo-call numbers will be used for University Archives
collections and, if they are used, their exact nature and construction. This
document should be amended to record those decisions.
The pseudo-call number is coded 099 in the MARC OCLC record. When
the MARC record is imported into the UIC Voyager database from OCLC,
the presence of the 099 field enables the Cataloging client to make use of
the "get call number from bib record" feature. Since this number is NOT a
collection identification number, we do not want OCLC WorldCat users to
see it. By tagging it 099, the OCLC local free-text call number field, we
ensure that it will not remain in the OCLC master record. Both indicators
are blank, the first because it is undefined, and the second because no
value is assigned (the call number is not LC, DDC, or any kind of a
classification number, just a collocation device).
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1XX
Generally enter under the heading for the name element in the supplied
title.
We follow Describing Archives: A Content Standard (DACS) (2004, p.
90) "The source for the name of the creator is usually the name element in
the supplied title." (Prior to the publication of DACS, we followed Steven
L. Hensen's Archives, Personal Papers, and Manuscripts (APPM) (1989),
and took provenance into account, choosing the main entry based on
AACR2 21.1 (main entry under the person or body chiefly responsible for
the creation of the collection).
When the main entry is a corporate body, the body is entered under the
latest name of the body that is represented in the materials (APPM 2.1B3).
See 7XX below for instructions on added entries for earlier names of the
body represented in the materials. This "latest entry" practice recognizes
that archival collections which are open (receiving additions) are
sometimes non-serial, non-integrating, continuing resources.
245
Use the supplied title from the finding aid.
Earliest UIC practice was to enter the form (i.e., Papers or Records) in
subfield $k (with nothing in subfield $a) as per examples in APPM. For
example:
110 2# Hyde Park Neighborhood Club (Chicago, Ill.)
245 00 $k Records, $f 1910This practice has been discontinued at UIC. We now use the supplied title
from the finding aid in all cases. Example:
110 2# Hyde Park Neighborhood Club (Chicago, Ill.)
245 10 Hyde Park Neighborhood Club records, $f 1910300
This field will most often consist of a number in subfield $a and the term
“linear ft.” in subfield $f. But this treatment is not appropriate in all cases;
for example, for single items. See examples in APPM and MARC21. For
statements of extent less than 1 whole foot, enter a “0” before the decimal
point, e.g., “0.5 linear ft.”
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[351] Organization/Arrangement
Do not use. Information in this JAMC database record is NOT to be
included in the catalog record. (per Julia Hendry 05/05/03)
500
Some records in the JAMC database include one or more of the notations:
JAMC, MWHC, and RHMDC, indicating that the collection is part of a
named "umbrella" collection. Make a 500 note and a corresponding 730
uniform title added entry:
500 ## Part of the Jane Addams Memorial Collection.
730 0# Jane Addams Memorial Collection.
500 ## Part of the Midwest Women's Historical Collection.
730 0# Midwest Women's Historical Collection.
500 ## Part of the R. Hunter Middleton Chicago Design Archive.
730 0# R. Hunter Middleton Chicago Design Archive.
The 730 uniform title entry enables the user to call up an alphabetical
index of all of the collections that make up one of the "umbrella"
collections.
545 and 520
Generally, cut and paste these notes from the finding aid (or the JAMC
database record, if there is no finding aid) but read them carefully, both for
possible edits (typos, for example), but especially to inform the subject
analysis process and choice of added entries. Subfield $b (expansion of
note) is defined for both the 545 and 520 fields. We decided not to use
subfield $b.
The first indicator for both the 545 and the 520 is for display constants
(labels).
MARC: UICCAT Display Label
545 0# Biographical sketch: [use for information on a person]
545 1# Administrative history: [use for information on a corporate body]
520 2# Scope and content:
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580 / 773
We do not use the 580 / 773 combination for the named umbrella
collections. We may use it at some point in the future for host/component
collection relationships in the University Archives, but for now we are
using a 500 / 730 combination.
[561]
Information about ownership and custodial history is not given in the
JAMC database, but this field is available for cases in which Special
Collections would like to include this information in the description.
541
This note (immediate source of acquisition) has no display constant
assigned in the MARC21 format, so we are not requesting a special
UICCAT display label for it. It will just display after the general label
“Note:” This means that the text of the note must be explicit. For example,
“Acquired from Mrs. Elizabeth Linn Murray.” See DACS for other
examples.
[Relationship to Hull House]
Do NOT include the information found in this JAMC database field in the
catalog record. (per Julia Hendry)
506 Restrictions on Access Note
This note also has no display constant assigned in the MARC21 format; it
will also display after the general label “Note:” The note is not required,
but must be explicit when used. When the JAMC database “Restrictions
on access” field says “No Restrictions,” we will NOT include a 506 field
in the catalog records.
555 0# Cumulative Index/Finding Aids Note
When the first indicator is set to “0,” the print constant (UICCAT display
label) is “Finding aids:” Our standard note reads "Finding aid available."
N.B.: Disregard any mention of accessions lists in the JAMC database
field “Finding Aid.” Do not record this information in the catalog record.
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[581] Publications About Described Materials Note
Citations for articles ABOUT the collection are not given in the JAMC
database, but this field is available for cases in which Special Collections
would like to include this information in the UICCAT record.
6XX
For organizational records or personal papers, the first 6XX will be the
same as the 1XX followed by the form subdivision $v Archives. For most
additional 6XXs, use the form subdivision $v Sources. For example,
600 10 [personal name] $v Archives.
600 10 [class of persons] $x Biography $v Sources.
650 #0 [topic] $v Sources.
The subdivision string “$x History $v Sources,” while appropriate for
some monographic works, will NOT be used for collection-level
cataloging. We will use the subdivision “$v Sources” under most subjects.
Certain other form subdivisions, including $v Correspondence and $v
Photographs, may be used when appropriate.
Additional 6XXs may be made when one subject heading covers most of
the content and is specific enough to be useful to the user. They may also
be made when the content of the collection can be broken down into two
or three major components and a subject heading specific enough to be
useful to the user can be assigned for each.
When the presence of letters (whether originals or reproductions) to or
from Jane Addams is indicated in the notes, make an additional 600 10
for: Addams, Jane, $d 1860-1935 $v Correspondence. Do not routinely
make additional subject entries for the correspondence of persons other
than Jane Addams. (Changes to this policy should be documented here.)
Assign the subject heading “Hull-House (Chicago, Ill.)” sparingly, using it
only when it applies to the entire collection and a more specific heading
cannot be found.
7XX
When the main entry is corporate body, the body is entered under the
latest name of the body that is represented in the materials (APPM 2.1B3).
If earlier names of the body are also represented, make simple name added
entries for them (APPM 2.3D). Do not make name/title added entries (in
spite of the directions to do so that are given in APPM 2.1B3).
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730
Some records in the JAMC database include one or more of the notations:
JAMC, MWHC, and RHMDC, indicating that the collection is part of a
named "umbrella" collection. Make a 500 note and a corresponding 730
uniform title added entry:
500 ## Part of the Jane Addams Memorial Collection.
730 0# Jane Addams Memorial Collection.
500 ## Part of the Midwest Women's Historical Collection.
730 0# Midwest Women's Historical Collection.
500 ## Part of the R. Hunter Middleton Chicago Design Archive.
730 0# R. Hunter Middleton Chicago Design Archive.
The 730 uniform title entry enables the user to call up an alphabetical
index of all of the collections that make up one of the "umbrella"
collections.
773 / 580
We do not use the 580 / 773 combination for the named umbrella
collections. We may use it at some point in the future for host/component
collection relationships for record groups in the University Archives, but
for now we are using a 500 / 730 combination to show the relationship of
the part (a manuscript collection) to the whole (an umbrella collection).
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Holdings Record (MFHD)
We decided to put the hotlink to the finding aid in the MFHD rather than
in the Bib record.
Fixed Field
Leader
Type of Record = x [single-part item holdings]
(this is the default; it may have to be reconsidered if item
records are created)
Encoding Level = z [other level]
(the MFHD has no 866)
008
Receipt Status = 0 [unknown]
(some are closed and some still receive additions)
852 80 $b RARE MSS $h Coll $i MS $i A123 [for example]
Location is always RARE MSS for manuscript collections. Location for
University Archives will probably be RARE ARCH. Pseudo-call number
is from 099.
856 42 $z Special Collections Dept., Daley Library $u
http://www.uic.edu/depts/lib/specialcoll/services/rjd/index.shtml
(this generic link is used when there is no electronic finding aid; when an
EAD or PDF finding aid is available, subfield $z should read "Finding
Aid" and subfield $u should contain the URL of the EAD or PDF file.)
4.
Cataloging University Archives Materials
An organizational archive is different from a collection of books and other library
materials by its nature, by its organization and arrangement, and by the standards
and practices used to describe it and to provide access to it and to its contents.
As of this writing, the Catalog Dept. does not create MARC records for archival
records series within the University Archives, but plans to work with the
University archivist on procedures for providing such catalog records in the future.
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5.
Appendix: Handling Books and Other Special Collections Materials
Guidelines for materials intended for Special Collections:
o
o
o
o
o
o
o
o
o
o
o
o
o
o
Do not mark the materials in any way whatsoever. Special Collections
materials must not be marked, edge-stamped, or spine-labeled. (For the sole
exception to this, see the section on cataloging Daley Library Rare Books
materials.)
Do not erase any marks that are already on the materials.
Do not remove anything from the book. This includes local processing flags
and notes, other laid-in materials, book jackets, and attachments.
Exercise care in handling brittle pages or fragile materials.
Handle all materials as little as possible. Use cotton gloves when necessary.
Any note inserted in the book should be on acid-free paper.
Do not open uncut pages. If you need to see text on uncut pages, ask the
Special Collections staff for assistance.
Do not fold or bend materials (such as maps, manuscripts, newspapers, etc.)
Do not attach paper clips to the materials.
Do not use rubber bands. Use soft cotton tapes, acid free envelopes, folders,
or boxes to hold materials together gently.
Do not attach anything with adhesives, either temporary or permanent, to the
materials. This includes post-it notes, tape, bar code labels, tattle-tape, spine
labels, etc. If bookplates are to be added, the Special Collections Dept. will
handle this.
Do not attempt to make any repairs to the material.
Do not send materials to any other unit in the library for any reason. The
Special Collections librarian will make all binding and mending decisions
and arrangements.
Materials should leave the Catalog Dept. in the same state and condition in
which they were received. Care should be taken to ensure that they arrive at
their final destination without alteration or damage.
Guidelines for ALL library materials, and especially Special Collections
materials:
o
o
o
o
o
o
o
o
o
Do not eat or drink while handling books; keep your hands clean and free of
lotion.
Use pencils, not ink pens, around the books
Do not pick books up at the top; this tears the headcaps. Pick them up at
midspine.
Do not force covers open; hold the book open gently.
Do not hold a book open with heavy or rough objects or by placing it face
down.
Do not write on paper placed on top of books (whether open or closed) or
other materials.
Turn the pages gently and lay your pencil down when handling materials.
Exercise care in handling brittle pages or fragile materials.
Do not carry or stack more than a few books at a time; books are harmed by
falls.
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