Description of Graphic
Materials
AACR2 Chapter 8
• The rules in this chapter cover the description of graphic
materials of all kinds, whether opaque (e.g., twodimensional art originals and reproductions, charts,
photographs, technical drawings) or intended to be
projected or viewed (e.g., filmstrips, radiographs, slides),
and collections of such graphic materials
• Includes
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Photographs
Original costume and set designs
Posters
Prints
Paintings
Drawings
Graphic Materials
• Shortly after the publication of the second edition of the
Anglo-American Cataloguing Rules, the Library of
Congress announced it would prepare separate manuals
to deal with specialized materials that were not fully
covered in the code. For graphic materials, this meant a
concern for the collections of the Library's Prints and
Photographs Division, custodian of some eleven million
original photographs and negatives, historical prints, fine
art prints, posters, drawings, and paintings on paper.
Comparable collections in other institutions, including
museums and archives, would benefit from an expansion
of the rules, as there was no existing cataloging code
addressing these materials.
Graphic Materials
• Graphic Materials: Rules for Describing
Original Items and Historical Collections,
complied by Elisabeth Betz Parker in
1982.
• Last revision: 2002
• 040 $e gihc
Chief Source
• For single items, treat as the chief source of information printed or
manuscript text provided by the creator or creating body on or with
the item. When the text is not known to have been provided by the
creator or creating body, use information from the following sources,
in this order of preference:
– a) text on or with the item provided by sources other than the
creator or creating body
– b) reference sources, such as published descriptions, catalogues
raisonnés, exhibit catalogs, auction catalogs, dealers’ catalogs
– c) any source, such as unpublished descriptions, including
provenance and accession records, inventories, advertisements,
personal information, etc.
• In cases where the title is taken from a chief source of information
other than a) above, describe the chief source in a note.
• For collections, treat as the chief source the whole collection itself,
relying first on textual information on the material and its containers,
then accompanying textual material, such as finding aids,
provenance and accession records, then the visual content of the
material itself.
Title
• Title proper is transcribed from the chief source of information for
single items. If the title in the source disagrees with one or more
other sources, give information about variant title(s) in varying form
of title field (246).
• When no title for a single item is in the chief source, but one is
transcribed from another source, enclose it in brackets and cite the
source in a general 500 note
• When a label or writing on a drawing or photograph, not necessarily
intended as a title, is descriptive, this information may be added by
the cataloger for clarity
• When parts of the title are scattered over the item, compose the title
proper based on those elements distinguished by position,
typography, or size of lettering.
• When the title information is arranged decoratively, or other
elements of the description (e.g., creator or publisher) are
interspersed with the title information, deduce the logical sequence
and then record the title in its semantic order.
Title
• Frequently theatrical posters will have scattered
title elements. Deduce a logical sequence and
record the titles in semantic order, preferably
company name, production title, venue, date (or
production title, company name, venue, date).
• When a collection of graphic items is
acquired with a title specified by the donor or
source, transcribe it as the title or use a
suitable collective title as it appears on the
collection.
Title
• If a collection of graphic items lacks a title, supply a title
by which the collection is known or a title indicating the
nature of the collection. For formulating titles for a
collection grouped by production, devise a brief
descriptive title and record it without brackets. Use a
brief title of the choreographic work or performance
followed by a brief description of the type of material.
– Examples:
– 245 00 |a Planetomania, costume and set designs for
International Ballet
– 245 00 |a Airs de ballet, performed by the San
Francisco Ballet :|b a collection of photographs
Title
• For single items with no title information in
the chief source (design itself,
accompanying material, etc.), devise a
brief descriptive title and enclose it in
brackets.
– Example:245 00 |a [Costume design for
female dancer]
GMD
• LC policy is to use the GMD [graphic] when applicable to
materials cataloged according to Graphic Materials:
Rules for Describing Original Items and Historical
Collections.
• LC does not use the following GMDs, but local option:
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art original
art reproduction
chart
diorama
picture (use for posters)
slide
technical drawing
transparency
Statement of Responsibility
• Record the name of the photographer, artist or designer
responsible for the graphic work in the statement of
responsibility if known, as it appears on the item or
accompanying material. Record statements of
responsibility relating to the production depicted in the
graphic work in a creation/production credits note (508
field) or a participant or performers note (511 field).
– Example:245 00 |a Planetomania :|b costume and set designs
for International Ballet /|c Doris Zinkeisen.
• Record the statements of responsibility in the order
in which they appear on the item, or in other
sources.
– Example:245 00 |a Mademoiselle Taglioni [as "Flore"] / |c
lithograph by R.J. Lane after A.E. Chalon.
Statement of Responsibility
• When up top three persons or corporate bodies are responsible for
the same function, record all the names in the statement of
responsibility. If, however, the number of responsible persons or
bodies is more than three or some are unidentified, record the
names in a note
– Example:245 00 |a Nutcracker, performed by New York City
Ballet / |c photographs by Jack Mitchell, Nan Melville, and
Martha Swope.
– Example:245 00 |a Latin American festivals and folk dance
photographs
– 500|a Photographs by various identified and unidentified field
and news photographers including Leah Marie Boehm, Amber
Cualfield, Marissa de Leon, John Franklin, and Carl Weinrothe
– 500|a Dances depicted included the Cuando and the Pericon
• Add a word or short phrase in brackets to the statement of
responsibility when the relationship between the title and the
person(s) or body (bodies) named in the statement is not clear.
– Example:245 00 |a Merce Cunningham, City Center / |c [poster
Edition
• Record information regarding the "edition"
of a print in a general note (500 field rather
than in the 250 field.
Publication, Distribution, etc.
• Use the publication, distribution, etc. area to record
information about the place, name and date of
publication and/or distribution as well as printing and
manufacturing activities considered important for graphic
materials that have been commercially produced. For
unpublished material and collections, this area consists
only of the date element (260 subfield c).
• For graphic materials, a publisher may be found with
prints, published photographs (i.e. postcard series,
stereographs, etc.), and sometimes posters. For
drawings, designs, and paintings, this area would usually
consist only of the date element.
Publication, Distribution, etc.
• Record the place of publication, distribution, etc. of a published
graphic item in the form in which it appears in the source. Add the
name of the country, state, province, etc., if it is considered
necessary for identification. When no place or probable place can be
supplied, give the abbreviation "s.l." in brackets.
• When only an address, a district, or sign appears in the source,
supply the name of the place of publication in English, in square
brackets. Use the current, well-established English form of the
name, if there is one. When supplying the place, give a justification
in the note area, if necessary.
– [London] : Published according to law & sold by R. Willock,
bookseller in Cornhill, & J. Boydell, engraver in Cheapside
– [Paris]
– (publisher statement reads: a l'enseigne de l'éléphant," the trade
sign of a Paris printer)
– [London]
– (publisher statement reads: "sold in St. Paul's Church yard")
Publication, Distribution, etc.
• When no publisher is named but a
printer is, assume that the printer is
equivalent to the publisher.
• Transcribe the name of the publisher in
the full form in which it appears in the
source. If publisher is unknown, supply
abbreviation "s.n." in brackets.
Publication, Distribution, etc.
• Sponsor-advertisers may have a role both
in the creation of the material as well as in
its publication. Thus, a sponsor-advertiser
may appear both in the statement of
responsibility and in the publisher’s position.
– Congress playing cards : crisp, flexible, luster finish,
new designs : sold by dealers / The U.S. Playing Card
Co. -- [S.1.] : The U.S. Playing Card Co., c1900
(Cincinnati, U.S.A. : The U.S. Printing Co.)
– (The U.S. Playing Card Co. commissioned the poster
and acted as the publisher as well)
Publication, Distribution, etc.
• Give the date or span dates of commercial publication, etc. as a
year or years. Optionally, include the month and day as found on the
material. Add the date of copyright following the publication date if
they differ. When no date is known, supply a probable date in
brackets.
• Examples:
– 245 04 |a The celebrated pas des Déesses in the Ballet le jugement de
Paris / |c color lithograph by J. Bouvier from his own drawing.
– 260 -- |a London : |b T. McLean,|c1846.
– 100 10 |a Schneider, Ernst.
– 245 00 |a Anna Pavlova at home :|b postcard photographs /|c
photographed by Ernst Schneider [et al.]
– 260 -- |a Berlin : |b Ross Verlag, |c [ca. 1910]
Publication, Distribution, etc.
• Give the date or span of dates of execution as a year or
years. Optionally include month and day as found on the
material.
• Example:
– 245 00 |a International Ballet costume and set designs and
photographs
– 260 -- |c 1939-1953.
•
When no date is known, supply a probable date
enclosed in brackets
– Example:
– 245 00 |a Collection of Viennese costume designs formerly in
the possession of Max Reinhardt
– 260 00 |c [ca. 1890-ca. 1935]
Physical Description
• The statement of physical characteristics gives:
– an indication of the extent (e.g., number of physical units);
– specific material designation -- an indication of the medium or
format of the material (and in some cases both);
– an indication of the material upon which the image(s) is printed
or executed (primary support ), if significant;
– an indication of the material upon which the image is mounted
(secondary support ), if significant;
– other details of physical description , as appropriate;
– dimensions;
– an indication of accompanying material .
Physical Description: Extent
• There are four ways of stating the extent:
– a) Record the exact number of single items.
• 1 drawing
4,945 transparencies
• 16 pictures
– b) Record the approximate number of single items.
• ca. 465 prints
• ca. 2,500 photographic prints
– c) Record the number of containers or volumes.
• 1 portfolio
• 8 albums
• 65 boxes
– d) Record the linear or cubic measurement.
• 56 cubic ft.
• 24 linear ft.
Physical Description: Extent
• When describing an item which contains a number of parts or a
group of materials and a more specific statement of extent is
desirable, add the number of component parts in parentheses.
When such details are numerous or complex, give them in the note
area. Alternatively, provide a repeatable 300 field to describe each of
the different materials
• Example:
– 300 -- |a 4 albums (65 photographic prints, 2 broadsides, 3 postcards
– 300 -- |a 1 portfolio (40 lithographs)
– 245 00 |a Henri McDowell collection of photographs
– 300 -- |a 300 photographic prints
– 300 -- |a 7,000 slides 300 –
– |a ca. 3,000 photonegatives ;|c 35 mm.
Specific material designation
• Chose a term from the list below for the specific
material designation (SMD):
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Collage
Drawing
Painting
Photomechanical reproduction
Photonegative
Photographic print
Picture
Print
Slide
Transparency
Physical Description: Other
Physical Details
• Other physical details area includes
information that:
– describes more specifically the means by
which the image was produced
– gives an indication of color
– describes the means by which text with the
image was produced
Other Physical Details: Examples
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$a 1 print : $b woodcut, with text in letterpress
$a 1 negative : $b glass, collodion
$a 1 drawing : $b silverpoint
$a 1 painting on paper : $b oil
$a 1 print : $b lithograph, color
$a 1 painting : $b watercolor
$a 155 photographic prints : $b gelatin silver,
albumen
Physical Description: Dimensions
• Generally, the statement of dimension shows the
height and the width. Height is always expressed
first (e.g., 44 x 56 cm. indicates that the item is
44 centimeters high and 56 centimeters wide).
• Generally, give the height and width for graphics
in centimeters rounded up to the next whole
centimeter (e.g., if a measurement is 37.1
centimeters, record it as 38 cm.). Use the
abbreviation "cm.“
• Optionally, for single items, give the dimensions
to the nearest millimeter.
Physical Description: Dimensions
• Since the size of some photographic material is
standardized in the trade in inches or millimeters, the
standard size may optionally be given in these cases.
Use the abbreviations "in." and "mm."
• Examples:
– 300 -- |a 1 drawing ;|c 15 x 18 cm.
– 300 -- |a 1 photographic print ;|c 10 x 8 in.
– 3 00 -- |a 1 photonegative ;|c 35 mm.
• Optionally, add inches in parentheses after the metric
size, rounding off the size up to the next quarter inch.
(When using the option of measuring to the nearest
millimeter, give the additional size to the nearest eighth
inch.)
– Example:300 -- |a 1 print ;|c 20 x 25 cm. (8 x 9 æ in.)
Physical Description: Dimensions
• When an image consists of more than one sheet,
measure the whole sheet (as is the case with threesheet posters for theater advertising).
– Example:300 -- |a 1 picture (3 sheets) ;|c full sheet
220 x 120 cm.
• Optionally, when the sheet sizes are uniform give the
individual sheet sizes.
– Example:300 -- |a 1 picture (3 sheets) ;|c each sheet
110 x 60
• For unmounted photographic prints and those not on
standard mounts, generally record the dimensions of the
primary support (e. g., when photographic prints have
been attached by pressing).
– Examples:
– 300 -- |a 1 photographic print ;|c 10 x 8 in.
– 300 -- |a 1 photographic print ;|c 14 x 16 cm.
Physical Description: Dimensions
• For circular shapes, give the diameter, specified as such Use
the abbreviation "diam."
– Examples:300 -- |a 1 print :|b mezzotint ;|c diam. image 6
cm., plate mark 8 x 7 cm., on sheet 24 x 17 cm.
– 300 -- |a 1 photographic print :|b Kodak bullís eye ;|c diam.
image 5 cm., on sheet 16 x 14 cm.
•
For oval shapes, give the major and minor axes, specified as
"oval".
– Example:300 -- |a 1 print ;|c oval image 7 x 5 cm.
• When the item is in a frame of specific historical importance,
the frame is considered a part of the work itself, or the work is
permanently framed at the request of the creator or donor,
give the dimensions of the frame separately, specified as
such.
– Example:300 -- |a 1 painting ;|c visible image 30 x 24 cm.,
in frame 47 x 41 cm.
Picture Caption Note
• When the pictorial element of a single work with
text (e.g., a poster or broadside) has a distinctive
caption independent of the chosen title, give it in
a note introduced by the words "Picture caption."
Headings and mottoes may be similarly
described with the appropriate label
– Picture caption: No, Ma’am, no! I am not a damaged
article.
– Motto above title: Good cards make card games
enjoyable.
Statement of Responsibility Note
• Make notes to convey the following information:
• statements of responsibility not recorded in the title and
statement of responsibility area;
• names of persons or corporate bodies connected with
the material if they have not already been named in the
description.
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Also attributed to Alexander Gardner.
Photographed, at least in part, by William H. Pennington.
Designed in apparent collaboration with...
Printed and signed by Cole Weston, son of the photographer.
Statement of responsibility taken from printed label on verso.
Statement of Responsibility Note
• Attributions and conjectures:
– Make notes on attributions and cite sources, if
appropriate. Mention creators to whom the material
has been attributed, in cases of doubtful origin.
• Attribution made by donor Mrs. Maud Hunt Patterson,
daughter of Leavitt Hunt.
• Attribution made on the basis of the relationship of this print
to Baillie's "Miss Mary Taylor & Mr. F.S. Chanfrau in the new
piece called 'A glance at New York,' " for which Magee is
delineator.
• Variously attributed to Mathew B. Brady and Timothy
O'Sullivan.
• Possibly photographed by Edward Sheriff Curtis.
• Hassan Straightshanks is the pseudonym of an unknown
artist; Major Downing is a fictitious character.
Statement of Responsibility Note
• Give the creator after whose original work the
image(s) in hand has been made, if known and
not part of the body of the entry
• After: Indicates a print made from another work
(e.g., a drawing , painting , photographic print ),
by a second artist or craftsman.
– After photographic print by Mathew B. Brady.
– After painting by Rembrandt.
Creation/production credits note
• If the graphic material being cataloged provides
documentary evidence of the work of those responsible
for the production or performance, provide a note with
credits information relating to the production in the
following order: choreographer, composer, librettist,
scene designer, costume designer, lighting designer. The
sources of information for credits are, in order of
preference: item(s) itself, program from performance,
reference book containing repertory, first performance
note in uniform title authority record.
– Example:508 -- |a Credits for [name of production]:
choreographer, Martha Graham; composer, Louis Horst; scene
and costume designer, Isamu Noguchi.
Participant or performer note
• If the graphic material being cataloged documents a
production or performance and cast information is not
provided in the title, list dancers in order of billing on
program, if known. Optionally, include role in
parentheses following the name (suggested for major
identifiable roles). Begin note with "Dancers:" (use first
indicator 0 to suppress display constant "Cast"), followed
by names of dancers performing in the work. Do not
include list of entire company or corps de ballet if it is
extensive, but end note with "and company members",
or "and corps de ballet".
– Example:511 0- |a Dancers pictured: Amanda McKerrow (Sugar
Plum Fairy); Mikhail Baryshnikov (Nutcracker) [Ö] and corps de
ballet.
Date/time and place of event note
• Include a note on the date/time and/or
place of creation, or capture, of the item, if
such information is considered important
and is not included elsewhere in the
record, e.g. the title area for event-based
photographs.
– Example:518 -- |a Photographed during dress
rehearsal, 1975.
Summary and subject description
note
• Use to provide information about the subject content of the item if
that information is not evident through contents notes or another
area of the catalog record. Subject description notes may be needed
to justify subject added entries that provide access to the subject
content of the work.
• If desired, use this note for a brief objective narrative summary of a
group of images or for clarification of the content, meaning, or
iconography of a single item. (The note will begin with "Subject"
followed by a colon, when first indicator 1 is used.)
– Examples:520 1- |a Collection consists of costume and set designs for
nine International Ballet productions, along with production photographs
and portraits of several dancers. Included are the designs of Hein
Heckroth, Doris Zinkeisen, William Chappell and Prince Aleksandr
Shervashidze.
– 520 1- |a Stage designs depict a Russian ghetto at the beginning of the
20th century. Included are scenes of interiors of homes, a temple, a city
street, [Ö]
Biographical or historical note
• Use for describing historical context of the performance
or event for which the items were produced or which
they document. Indicate choreographer, librettist,
composer, set and costume designer and, where
appropriate, on whose work the choreographic work was
based. This note field may be used for designs which do
not directly represent or indicate information pertaining to
a performance or production of a choreographic work.
– Examples:545 -- |a Historical note: Ode was
choreographed by Leonide Massine to music by
Nicholas Nabokov. The libretto was written by Boris
Kochno. Costumes and decor were designed by
Pavel Tchelitchew.
– 545 -- |a Historical note: Le Spectre de la Rose was
choreographed by Michel Fokine to Carl Maria von
Weberís "Invitation to the Dance". Libretto was based
on a poem by Théophile Gautier. Costumes and
Contents Notes
• Optionally, make a note of the specific contents of a
published collection having titled parts. The note should
begin with display constant "Contents:" (first indicator 0)
or "Partial contents:" (first indicator 2). Suppress the
display constant (first indicator 8) on all but the first 505
field. Add the number of cards, frames, slides, etc., when
appropriate.
– Examples:505 0- |a Flore--La Tirolienne--La
Bayadère--La Naiade--La Napolitaine--Marie
Taglioni.
– 505 0- |a Air and variations (6 photographs)--Alma
Mater (2 photographs)--Apollo (12 photographs)-Charade (2 photographs) [Ö]
Immediate source of acquisition
note
• This field contains information about the immediate
source of acquisition of the described material and is
used primarily with original or historical items, or other
archival collections. Record how the material was
acquired (i.e., gift, purchase, deposit, transfer, etc.) and
the donor or source (i.e., the immediate prior custodian).
Unless this information is confidential, follow the status
statement with the source and date of acquisition. In
addition, the donorís relationship to the material may be
indicated. Add the year or years of accession (and the
accession number, if desirable) to the name of the donor
or source.
– Examples:541 -- |c Transfer|afrom the Dinwiddy
collection.
– 541 -- |c Purchase, |a Classic Photographic
Apparatus,|d1977.
– 541 -- |c Anonymous gift,|d1979.
Restrictions on access note
• When the material is not generally available to
researchers, or when access and handling is restricted,
make a note either simply stating the fact of this
restriction or specifying the details. Optionally, introduce
this note by the word "Restricted:" so as to alert the user.
If the restrictions are lengthy, simply indicate that
restrictions exist and refer the user to the appropriate
paperwork or person.
– Examples:506 -- |a Restricted: Closed to researchers
until 1999.
– 506 -- |a See reference librarian.
– 506 -- |a Material extremely fragile; access by
appointment only.
Finding aids note
• Make a note on any guides the repository may have to
the organization and contents of a collection. If the guide
has been published, make a standard bibliographic
citation for it. Note also the existence of other related
unpublished material, such as indexes, card catalogs,
caption lists, lecture notes, and checklists, which are not
actually located with the collection (use first indicator "0"
to get display constant of "Finding aids:"; first indictor "8"
to suppress display constant).
– Examples:555 0- |a Original caption cards, arranged by
photonegative number, |b are available in the Reading Room.
• For information about finding aids available
electronically, see electronic location and access field
(856 field).