245 $a Introduction to MARC and DACS
for archivists : $b a workshop in
cataloging for SIRIS members / $c
Michelle McDaniel, Diane Shaw, and
Karen Weiss, instructors, $f 2008 Mar.
26.
Introduction to MARC and DACS
for Archivists
SCHEDULE
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•
9:00-9:30
Welcome
Introduction: Cataloging Basics
9:45-10:00 Overview of Cataloging Content Standards
10:00-10:45 Part I Description
DACS Requirements
Description for different formats/different levels
10:45-11:00 Break
11:15-12:00 Description, cont’d
Exercise
12:00-1:00 Lunch
1:00-2:15
Part II: Access points / Index terms
Authority Records in DACS and MARC
Subjects- Topical, Form, Geographic, Other
2:15-2:45
Index Terms: Exercises
2:45-3:00
Break
3:00-3:30
Fixed Field data, Action Fields, Linking Tags, Other Fields
3:30-4:00
Q&A and Discussion
Cataloging Basics
Why add catalog records for your archival
materials to SIRIS?
• Helps researchers find basic information
about your holdings
• Compared with creating a finding aid, a
catalog record is a quicker (though less
detailed) way to document what you have
• Availability of collection management
features for staff use
So what do you need to know to
contribute records to SIRIS?
• MARC - Machine Readable Cataloging (a
data structure standard) and basic ISBD /
International Standard Bibliographical
Description punctuation
• DACS - Describing Archives: A Content
Standard, or other data content
standard(s)
MARC
• MARC (the current version is generally referred
to as MARC 21) is a method of coding data that
enables computer systems to properly display,
index, search, and retrieve information from
catalog records
• MARC 21 has various formats, e.g:
Bibliographic; Authority; Holdings; Classification
(you’ll only be concerned with the first two; and
this workshop will focus primarily on the MARC
Bibliographic format)
Where did MARC come from?
• MARC grew out of a Library of Congressbased initiative from the beginnings of
computerized cataloging, ca. 1960s, and is
still maintained by the Library of Congress,
in cooperation with Library and Archives
Canada
• Website for MARC:
http://www.loc.gov/marc/
Elements of a MARC Record
A MARC record consists of these main sections:
•
The leader (partially computer-generated; includes
information on encoding level, type of record, whether
record is collection or item-level, archival control, etc.
Includes “fixed field” elements)
• The directory (entirely computer-generated, a sort of
index to the fields in the record)
• Variable control fields (001-006; generally not used in
archival cataloging)
• Variable data fields (01X-8XX), where most of the data
content is contained
Common MARC Terms
• Field (Type of data)
Examples: Title; Date; Creator; Subject
• Tag (field identifier, generally 3 digits long)
Examples of tags: 245 (title statement); 300
(physical description); 650 (topical subject
added entry)
• Every tag has a specific meaning and is limited in how it
can be used
• Tags are grouped numerically according to purpose, e.g.
1XX fields are versions of main entry; 5XX fields are
notes; 6XX fields are various kinds of subject headings
More common MARC terms
• Indicator:
Two character spaces immediately following
each tag that instruct the computer on the
number of characters to skip for initial articles in
titles, or specify a particular label to accompany
a field in the OPAC, etc. (often left blank)
• Examples:
245 14 The cat in the hat.
520 __ Summary: ....
520 2_ Scope and content: ...
More common MARC terms
• Subfield: A component part of a field
Examples of subfield names: Extent;
Dimensions; Inclusive dates
• Subfield code: Alphabetical or numerical code
that identifies a subfield for the computer
system; preceded by a “delimiter” symbol (given
here as $)
Example: 300 __ $a 3 boxes
Example: 245 10 $a Diary, $f 1820-1823.
Example: 655 _7 $a Aerial photographs. $2 aat
But we’re archivists! Why use
MARC, instead of, say, EAD?
• While EAD is also a data structure standard, it’s
not what most Integrated Library System (ILS)
vendors such as SIRSI-Dynix use for
programming their catalogs. For the time being,
MARC is considered the international standard
for encoding bibliographic records.
• MARC is the standard to use if you want to
contribute records to a union catalog (e.g.
OCLC’s Worldcat) or to participate in
collaborative projects within SI (the crosssearching portal) or with other repositories
• MARC records have fields that can link to finding
aids, inventories, can serve as a companion or
abstract to other descriptive tools.
OCLC / Worldcat
• OCLC’s Cataloging Service is called
Connexion
• Connexion is used for editing and creating
MARC bibliographic and authority records
• Bibliographic records in Connexion are
made available on the Internet through the
Firstsearch / Worldcat online union catalog
(accessible through SIL’s “Tools for the
Researcher” web page)
EAD and MARC
• MARC will be moving to an XML
framework eventually; and in the
meantime it’s possible to use cross-walks
to convert MARC to EAD or Dublin Core,
etc
• EAD Tag Library and Data Definitions
include MARC encoding analogs to
support cross-walks.
EAD TAGS and MARC
ENCODING ANALOGS
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<repository label="Repository:" encodinganalog="852$a">
<corpname>Archives of American Art, Smithsonian
Institution</corpname>
</repository>
<origination label="Creator:">
<persname encodinganalog="100">Romare
Bearden</persname>
</origination>
<unittitle label="Title:" encodinganalog="245$a">Romare
Bearden papers</unittitle>
<unitdate label="Dates:">1937-1982</unitdate>
<physdesc label="Quantity:" encodinganalog="300$a">2 linear
feet</physdesc>
DACS and its Antecedents
• DACS was published by the Society of American
Archivists in 2004
• DACS is a revision of Steve Hensen’s / SAA’s
manual, Archives, Personal Papers, and
Manuscripts (1989), which was created to adapt
Chapter 4 of the 2nd ed. of Anglo-American
Cataloging Rules (AACR2) to the needs of the
archival community. AACR2, as the grand-daddy
of cataloging rules, is worth reviewing here
briefly
Anglo American Cataloging Rules,
2nd ed. Revised (AACR2r)
• Covers the description of, and provision of
access points for, all formats of library materials.
Includes rules for establishing name (but not
subject) headings.
• Published jointly by American Library
Association, Canadian Library Association, and
the Chartered Institute of Library and Information
Professionals (U.K.). The 1st ed. (AACR)
appeared in 1967; the 2nd ed. in 1978; the 2nd
rev. ed. in 1988. It is slated for replacement by
Resource Description and Access (RDA) in
2009.
Structure of AACR2
Part I – Description
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Chapter 1 – General rules
Chapter 2 – Books, Pamphlets
Chapter 3 – Cartographic
Chapter 4 – Manuscripts
Chapter 5 - Music
Chapter 6 – Sound recordings
Chapter 7 – Motion pictures /
video
Chapter 8 – Graphic materials
Chapter 9 – Electronic
resources
Chapter 10 – Three Dimensional
and realia
Chapter 11 – Continuing
Resources
Structure of AACR2
Part II – Headings, Uniform Titles, and
References
• Part II - chapters 21-26
• Chapter 21 -Choice of
Access Points
• Chapter 22 - Headings for
Persons
• Chapter 23 -Geographic
Names
• Chapter 24-Headings for
Corporate Bodies
DACS summarizes these 4
chapters in Part III
Future of AACR2: RDA
• RDA (Resource Description and Access) is the working
title for “AACR3”
• RDA is being developed as a new standard designed for
the digital world, covering all types of content and media
(both digital and analog) with greater flexibility than
AACR2
• RDA will be able to align with a variety of metadata
standards and emerging database technologies, not
limited to MARC
• Existing catalog records in MARC will be compatible with
RDA; the form of some headings may be changed (e.g.
for the Bible; also will allow a family name to be a
“creator”)
• RDA’s website: http://www.rdaonline.org/
Future Developments in Cataloging
• Released Jan. 9, 2008
• Working Group’s charge:
Present findings on how
bibliographic control and other
descriptive practices can
effectively support
management of and access to
library materials in the evolving
information and technology
environment
• Recommend ways in which the
library community can
collectively move toward
achieving this vision
• Advise the Library of Congress
on its role and priorities
Related Developments
• Social tagging added to catalog data
• Open Source ILS development; integrating
more non-MARC content with MARC
• EAC – Encoded Archival Context – new
data format to replace authority record
promoted by international archival
community
The Role of Companion Content
Standards
MARC 21
Doesn’t Exist in a Vacuum
• Behind every great MARC tag is a great content
standard.
• To use MARC tags, need to understand the
various rules for different formats, and
repository’s own policies, practices, priorities.
• To use DACS, need to understand other content
standards (DACS Appendix B)
Content Standards for Archivists
see also
http://www.loc.gov/marc/relators/reladesc.html
The
nice thing
about
Standards
is that there are
so many
of them to
choose
from
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AACR2 All formats
ISAD(G) Archives
DACS Archives
Betz (Graphic materials)
OHCM (Oral History)
IASA (Sound)
AMIM (Moving Image)
DCRM (Rare Books)
CCO (Art works,
artifacts)
• AMREMM – Ancient,
Medieval,
Renaissance…
Graphic Materials: Rules for Describing Original Items
and Historical Collections
• Supplement to Chapter 8 of
the Anglo-American
Cataloguing Rules,
• Photographic prints, negatives,
albums posters, cartoons,
popular and fine prints, and
architectural drawings.
• 1982 (print)
• Updates 1997 and 2002
• Available online in PDF and
Word
http://www.loc.gov/rr/print/gm/g
raphmat.html
•
Graphic Materials “Betz”
http://www.itsmarc.com/crs/grph0412.htm
IASA Cataloging Rules: A Manual for the Description of
Sound Recordings and Related Audiovisual Media
1999
http://www.iasa-web.org/icat/icat001.htm
Oral History Cataloging Manual (ohcm)
• 1995
• Designed as companion to
APPM; conforms to AACR2
• Treats Oral History as a
distinct intellectual form,
defined as:
“The process of deliberately
eliciting and preserving,
usually in audio or audio and
visual recording media, a
person’s spoken recollections
of events and experiences
based on first- hand
knowledge”
Archival Moving Image Materials: A Cataloging
Manual, 2nd Edition (2000)
• Prepared by a committee of LC Motion Picture, Broadcasting, and
Recorded Sound Staff
• Cataloging Rules (within the general framework of AACR2, Chapter
7) for all types of moving image materials including features, shorts,
television programs, documentaries, newscasts, newsreels,
educational works, home movies, compilations, commercials,
trailers, excerpts, unedited footage, outtakes, and more. The rules
cover all formats from 3-D to DVD.
• New rules for collection-level cataloging
• Examples using MARC 21 content designation
Archival Moving Image Materials (AMIM)
http://www.itsmarc.com/crs/arch0332.htm
DACS
Describing Archives : A Content Standard
• 2004, 2007
• Replaces APPM
• Principles Developed out
of CUSTARD –
Canadian U.S. Task
Force on Archival
Description and based on
ISAD(G)
• Statement of Principles
• Levels of description in
statement
ISAD(G) –
International Standard for Archival Description
http://www.ica.org/sites/default/files/isad_g_2e.pdf
IDENTITY STATEMENT AREA
•
Reference code(s)
•
Title
•
Date(s
• Level of description
• Extent and medium of the unit of
description (quantity, bulk, or size)
CONTEXT AREA
• Administrative / Biographical
history
• Archival history
• Immediate source of acquisition or
transfer
CONTENT AND STRUCTURE AREA
• Scope and content
• Appraisal, destruction and
scheduling information
• Accruals
• System of arrangement
CONDITIONS OF ACCESS AND USE
AREA
• Conditions governing reproduction
• Language/scripts of material
• Physical characteristics and
technical requirements
• Finding aids
ALLIED MATERIALS AREA
• Existence and location of originals
• Existence and location of copies
• Related units of description
• Publication note
NOTES AREA
• Note
DESCRIPTION CONTROL AREA
• Archivist's Note
• Rules or Conventions
• Date(s) of descriptions
DACS
Describing Archives: A Content Standard
IDENTITY ELEMENTS (chapter 2)
•
Reference code
• Name and Location of Repository
•
Title
•
Date
• Extent
• Name of Creators
• Administrative / Biographical history
CONTENT AND STRUCTURE
ELEMENTS (chapter 3)
• Scope and content
• System of arrangement
CONDITIONS OF ACCESS AND USE
ELEMENTS (chapter 4)
• Conditions governing access
• Physical access
• Technical Access
• Conditions Governing Reproduction
and Use
• Languages and Scripts of the Material
• Finding Aids
ACQUISITION AND APPRAISAL
ELEMENTS (chapter 5)
Conditions governing Custodial history
• Immediate Source of Acquisition
• Appraisal, Destruction, and Scheduling
Information
• Accruals
RELATED MATERIAS ELEMENTS (ch 6)
• Existence and location of originals
• Existence and location of copies
• Related archival materials
• Publication note
NOTES ELEMENT (chapter 7)
• Note not defined by other elements
DESCRIPTION CONTROL ELEMENT
• Sources used, rules or conventions,
name of the person who prepared or
revised, date created or revised
Requirements per DACS
“SINGLE LEVEL” MINIMUM *
• Reference code(s)
• Name and Location of Repository
• Title
• Date
• Extent
• Name of Creator(s)
• Scope and Content (may be short)
• Conditions Governing Access
• Language and Scripts
* ex.: Preliminary accession record, database at a single
level; METS record for a description of archival materials
Requirements Per DACS
SINGLE LEVEL OPTIMUM – all minimum plus:
• Administrative/Biographical History
• Scope and Content (expanded)
• Access points
SINGLE LEVEL ADDED VALUE– all optimum
plus:
• Any other elements the repository wants to
include
DACS Single Level
Minimum Requirements and MARC Equivalents
DACS, MARC and
Multilevel Description
DACS: Examples of Multilevel descriptions include:
– Preliminary or full inventory or finding aid
– a database record in a CMS that describes materials at more
than one level
– multiple linked MARC records
Requirements at the Multi-Level are almost identical save for the
Identification of Whole-Part Relationship
– MARC 7XX Linking and Leader Bibliographic Level
– MARC 007, c- collection; d-subunit (series/folder); m-item
– In MARC 351 $c
Part I: Description
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Minimum Requirements (per DACS)
Title (MARC 245)
Date (MARC 245 |f) 260 |c for some formats
Extent (MARC 300)
Name of Creator(s) (MARC 1XX, 7XX)
Identifying Creators
Scope and Content (MARC 520)
Conditions Governing Access (MARC 506)
Reference code (MARC 040)
Location of repository (MARC 852)
Title
MARC 245
•
Catalogers of archival materials will mostly
supply a title
• A formal title most often on published
materials, items, or files – refer to AACR2
or specialized rules
• Sources for information for supplied titles,
use materials being described or any
reliable source
Title
MARC 245 continued
• Per DACS, supplied title composed of
Name segment + nature of the archival unit
• Per Betz, supplied title should be descriptive,
enclosed in brackets; optional to add general
material designation (GMD)
• Formal titles: refer to AACR2r or specialized
manual
Title 245 Examples
245 $a Florence Allen papers
245 $a Leo Castelli Gallery records
245 $a Winslow Homer collection
245 $a Horace Pippin notebooks and letters
245 $a Willard Metcalf sketchbooks
245 $a Si Lewen photograph albums
245 $a Margery Hoffman Smith papers regarding
Timberline Lodge, Oregon
245 $a [Diego Rivera and Robert H. Tannahill] $h
[graphic]
245 $a Abraham and Esther Rattner letter to Helen Kroll
Kramer
Date
Marc 245 $f or 260 $c
• Most archivists will record a range of dates
or a single date of creation, such as date
of writing a letter, photograph taken, sound
recorded, video or aggregate of creation
for all documents described
• Use Fixed Field 008 Type of date and date
Date
Marc 245 $f or 260 $c
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•
•
•
•
•
DACS outlines variety of situations:
Inclusive dates – earliest to latest
Bulk or predominant dates
Ongoing / accruals expected
Format for recording significant gaps
Estimated date ranges and estimated single dates
Exact dates
No dates
Examples show 260 $c for published and specialized
formats (photographs)
Date 245
Examples
• $aJack Greenbaum scrapbook and
interviews,$f1961-1978.
• $aAbraham and Esther Rattner letter to Helen
Kroll Kramer,$fundated.
• aKraushaar Galleries records,$f18771978,$gbulk 1926-1968.
• $aJack Greenbaum scrapbook and
interviews,$f1961-1978.
• Lessing J. Rosenwald interview, 1970 Aug. 18.
• Jackson Pollock and Lee Krasner papers,
$fcirca 1905-1984.
Extent
Marc 300
• Indicates the extent and physical nature of
materials being described.
• Formatted as a number and extent (linear or
cubic feet, items, or containers); or material type.
• Take material types, general or specific, from
AAT, LC Thesaurus for Graphic Materials,
LCSH.
• Don’t repeat material type if provided in title
• Can record multiple statements or highlights
• Allows estimates, (“approximately,” “circa,”
“about”)
Extent
Examples
DACS:
300 $a45 $f linear feet
• 300 $a10 $f items
• 300 $a 3 boxes
• 300 $a 3 sound recordings
• 300 $a 45 linear feet, including 200
photographs and 16 maps
• 300 $a 71 $f maps (3.5 cubic feet)
Note: use of $f to code extent is optional
Extent
Examples
300 $3Sound recording, master:$a7 sound
cassettes (ca. 11 hrs.); $banalog.
300 $3Sound recording, duplicate:$a7
cassettes
300 $3Transcript: $a373 p.
Extent
Examples
Specific formats:
300 $a1 drawing :$bpencil, pen and ink on
paper ;$c19 x 11.5 cm., on sheet 28 x
20.1 cm.
300 $3Sound recording:$a2 sound
cassettes
300 $3Transcript: $a149 p.
300 $a3 $fphotographic prints :$bb&w ;$c10
x 8 in.
Name of Creator(s)
DACS – Statement of Principle No. 8:
“The creators of archival materials, as well
as the materials themselves, must be
described.”
• DACS Element 2.6 Name of Creator(s)
requires following rules in Part II, Chapter
9, Identifying Creators.
• Names of creators serve as access points
Name of Creator(s)
1xx, 7xx and title - name segment
DACS Part II, Describing Creators identifies 3 steps:
1. Identify the individuals, families, and corporate bodies
that played a significant role in the creation of the
materials.
2. Assemble biographical information for persons; history,
structure, functions for an organization.
3. Formulate names in a standardized form based on
AACR2 – outlined in DACS chapters 12, 13, 14.
Note: While Administrative history/biographical information
is not required, it is likely that it will need to be included
to fullfill step 2.
Name of Creator(s)
1xx, 7xx and title - name segment
•
•
•
•
Source for creator name(s) will usually
be name segment in supplied title
DACS provides guidance for multiple
names, family names, corporate bodies
Multiple person names can be in title, but
only one corporate name can be in title
Also use Administrative/Biographical
History Element (Chapter 10) (MARC
545)
Name of Creator(s)
Examples
100 1 $aPollock, Jackson,$d1912-1956
245 10 $aJackson Pollock and Lee Krasner
papers
700 1 $aKrasner, Lee,$d1908__________________________
100 1 $aChurchill, Alfred Vance,$d1864-1949
2451 0 $aAlfred Vance Churchill papers regarding
Lyonel Feininger,$f1888-1944.
Feininger is a 600 and 700 – other creator – in this record.
Name of Creator(s)
Examples
110 2
$aAmerican Academy in Rome
245 1 0 $aAmerican Academy in Rome
records,$f1855-circa 1981,$gbulk 18941946 ___________________________
1001
$aMontoya, José
2451 0 $aJosé and Malaquias Montoya
interviews,$f1988 Feb. 28 - June 2.
700 1
$aMontoya, Malaquias,$d1938-
Administrative history
Biographical information
MARC 545
• Provide admin/bio info. for each creator
• Can be divided into brief summary – $a
name, dates, profession and geographic
location, and expanded in $b as a
biographical/administrative history.
• For MARC 545, usually brief.
Administrative history
Biographical information
MARC 545
Types of information to include for people:
• Full name, title, married name, alias,
pseudonyms, common or popular names
• Families: provide info. on origin of the family,
names of persons forming family, marriages,
children
• Dates
• Place(s) of residence
• Occupation, life, activities
Administrative history
Biographical information
MARC 545
Types of information to include for corporate
bodies:
• Functions, activities
• Dates of founding and dissolution
• Geographical areas
• Structure
• Predecessor and successor bodies
• Changes in name
• Officers
Administrative history
Biographical information
Examples
545 $a John Frederick Peto (1854-1907) was a painter;
Island Heights, N.J.
545 $a Jacob Lawrence (1917-2000) was an AfricanAmerican painter and educator; New York, N.Y. and
Seattle, Wash.. $bLawrence was born Jacob Armstead
Lawrence, September 17, 1917, Atlantic City, N.J. He
died June 9, 2000, in Seattle. Worked for the WPA's
Federal Art Project and taught at Black Mountain
College, in North Carolina, Pratt Institute (1956-1971),
Brandeis University (1965), The New School (1966), the
Art Students League (1967), the University of
Washington, and others.
Administrative history/biographical
Information -Example
545 $aArt school; Rome, Italy. $b Organized in 1894 as
the American School of Architecture in Rome. In 1897 it
was dissolved and its assets turned over to the newly
established American Academy in Rome, not a
traditional school, but a place where architects, painters
and sculptors could work in close association. After
merging with the American School of Classical Studies
(f. 1895) on the last day of 1912, the American Academy
in Rome consisted of the School of Fine Arts and the
School of Classical Studies. The School of Fine Arts
soon expanded its scope to include fellowships in
landscape architecture (1915), musical composition
(1920), and history of art (1947). The Academy's New
York office is now located at 7 East 60th St., New York,
N.Y. (2001).
Scope and Content Element
520
• For minimum level records, can be brief.
• Can include the following information:
Functions, activities, transactions, etc.
Documentary forms or intellectual characteristics
(diaries, reports, correspondence)
Time period(s) covered
Geographic area(s)
Subjects - topics, events, people, organizations
Any other information repository feels is relevant
Scope and Content Element
Examples
Note: MARC $a and $b for expansion.
520 $a Almost one-half of the collection consists of printed materials, including full issues
of New Masses, Liberator, and Der Hammer, all featuring illustrations by Gropper.
Circa 600 letters include those written to Gropper by Frank Crowninshield, Robert
Henri, Louis Lozowick, Raphael Soyer, and others. Also found are photographs of
Gropper, his family, colleagues, and friends, as well as scattered writings and notes,
business records, biographical information, three drawings, and a fabric sample
designed by Gropper.
520 $aThree folders of scattered Biographical Information are found for William
Gropper, his wife Sophie and their children. Business Records consist of lists of
artwork, price lists, contracts, receipts, and other financial records. Scattered Writings
and Notes include mostly writings about Gropper by others, lists of works of art, and
miscellaneous writings. Works of Art include three original drawings by Gropper and a
sample of fabric designed by Gropper. Circa 600 letters within the papers were
written to William Gropper between 1916 and 1977 (bulk, 1970s), although Sophie
Gropper's correspondence is also included. Found here are letters from Frank
Crowninshield, Robert Henri, Louis Lozowick, Frank Alva Parsons, Raphael Soyer,
and others. There are also letters concerning Gropper's participation in the Federal
Art Project and from Ben Horowitz of the Heritage Gallery who represented Gropper's
artwork.
Conditions Governing Access
506
• Provides information about access
restrictions imposed by a donor, the
repository, or regulations.
• Use also if there are no restrictions.
Conditions Governing Access
Examples
• 506
$cCollection is currently being
processed and is closed to researchers.
• 506
$c Collection is open for research use.
• 506
$cAccess restricted; use requires
written permission until 2020.
• 506 $c Access to microfilmed materials will only
be given through microfilm; no access to
originals will be allowed due to their fragile
condition. [Note: Online access will be available
approximately 2009].
Language and Scripts of the Material
MARC 546
• Identifies the language(s), script(s) and
symbol systems employed in the materials
described particularly as they may affect
use
• Common practice to use for materials not
in English
Language and Scripts of the Material
EXAMPLES
Can use $3 to describe a portion of the materials.
•
$3 Entire collection is in $a Italian.
or
• $a In Italian.
546 $3 Letters from Auguste Rodin in $a French.
Reference Code
MARC 040
• Unique identifier consisting of 3 elements:
– Local identifier
– Repository code – corresponds to Name of
Repository Element (MARC 852)
– Country code (not required in MARC)
• Uses national and international code lists
• Different requirements for EAD, MARC
• Description convention in MARC (040 $e) is
DACS <descrules>, chapter 8, Description
Control
Name and Location of Repository
MARC 852
• DACS: Identifies the name and location of the
repository that holds the materials.
• MARC: Identifies the organization holding the
item or from which it is available. May also
contain detailed information about how to locate
the item in a collection.
• Follow institutional/unit policies and procedures.
• Note: MARC has additional subfields for specific
shelving locations
• Can by mapped to MARC Holdings Format.
Name and Location of Repository
Example
• 852 $a Archives of American Art,
Smithsonian Institution, $e Washington,
D.C. 20560
• 852 $3 (1 box) $c V30E5
Other DACS Elements
and MARC Tags
•
•
•
•
•
System of Arrangement 351
Physical Access 340, 506
Technical Access 340, 538
Sponsor 536
Conditions governing reproduction and
use 540
• Immediate Source of Acquisition 541
• Location of other archival materials 544
OTHER DACS ELEMENTS AND
MARC TAGS
•
•
•
•
•
•
•
•
•
•
Finding aids 555
Custodial history 561
Appraisal, destruction 583 (Action)
Existence Location of Originals 535
Existence/location of copies 530
Related Archival Materials 544
Publication Note 581
Rules or conventions 583
Archivist and date 583
MARC 856 Electronic Location and Access
AUTHORITY RECORDS
Authority Records and DACS
• DACS Chapter 11, Authority Records, provides
rules for elements, not how records are stored or
displayed
• Based on International Standard Archival
Authority Record for Corporate Bodies, Persons,
and Families (ISAAR(CPF).
• Four types of information:
– Authoritative form of name and variants
– Description of history or activities
– References to related persons, families, corporate
bodies
– Management information re the authority record
Authority Records and EAC
• Encoded Archival Context (EAC) out in
beta version.
• Companion XML Schema to EAD.
• For more info.:
http://xml.coverpages.org/ni2004-08-24a.html
EAC Projects
http://www.ncecho.org/nceac/
Authority Records in MARC
• 040 – Cataloguing source (NR), the agency responsible
for the cataloguing
•
$a Abbreviation of the agency responsible for the
original cataloguing
•
$b language of the cataloguing
•
$c Transcribing agency
•
$d Modifying agency
•
$e Description conventions
• 100 – Personal Name
•
$a Last name, first name, middle names and initials
•
$q (Fuller forms of initials)
•
$b Numeration
•
$c Titles
•
$d Dates
• 400 – See From Personal name, used when there are
other versions of a name or for name changes
Authority Records in MARC cont’d
• 500 – See Also Personal name, used when another
name is another bibliographic identity, often used to keep
fiction works separate from professional work
• 667 – Non-public note, used for information pertinent to
cataloguers, to aid in further identifying the 100
• 670 – Source data found
•
$a Reference source
•
$b Information
• 675 – Source data not found, used for those times when
respected reference works do not turn up any useful
data
Name Authority Record
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000
01043cz 2200217n 4500
008
020619na acannaabn
fa aaa c
010
$anr2002022925
035
$a5835352
035
$a(DLC)nr2002022925
040
$aDSI-AAA$beng$cDSI-AAA$dDLC
100 1
$aHuston, Clair Aubrey,$db. 1857
400 1
$aHuston, Aubrey,$db. 1857
400 1
$aHuston, C. Aubrey$q(Clair Aubrey),$db. 1857
400 1
$aHuston, C. A.$q(Clair Aubrey),$db. 1857
400 1
$aHuston, C. Aubrey
670
$aSeeker in the Marshes:$b(Aubrey Huston)
670
$aPhiladelphia Sketch Club records, 1860-1949:$b(C.
Aubrey Huston)
670
$aWwasW Amer. art, 1999:$b(C. Aubrey Huston, b. 1857,
Philadelphia, Penn., painter)
OCLC – Connexion
Authority Record
AUTHORITY RECORD MONTHLY
UPDATES (SIRIS OFFICE)
Access Points
Subject and Genre Headings
Subject Cataloging Manual (SCM)
• Focuses on LC subject cataloging
practices
• Divided into sections on Classification,
Shelf-listing, and Subject headings (the
latter part is the only one relevant for
archivists).
• Explains the principles behind formulating
subject headings and subdivisions
Basics of subject cataloging
• MARC has special fields for adding Library of
Congress Subject Headings, Local (non-LC)
subject headings, form-genre headings, and
thesaurus headings to your records
• Ideally, your repository should have its own
guidelines for the subject cataloging of its
materials, based on what is most effective and
helpful for the needs of your staff and
researchers
Library of Congress Subject Headings
• Search the LC Authorities file for subject, name,
and title forms at http://authorities.loc.gov/
• For personal name and family name headings
as subjects, use tag 600 with the LC Authority
File form (if available). If the name is not in the
LCAF, use the guidelines in DACS chapter 12 to
develop the proper heading.
600 10 Henry, Joseph, $d 1797-1878.
600 30 Adams family.
Library of Congress Subject Headings,
continued
• For corporate body name headings, use
tag 610 with the LC Authority File form (if
available). If the name is not in the LCAF,
use the guidelines in DACS chapter 14 to
develop the proper heading
610 20 Smithsonian Archives.
610 10 United States. $b National Park
Service.
Library of Congress Subject Headings,
continued
• For conference or meeting name headings, use
tag 611 with the LC Authority File form (if
available). If the name is not in the LCAF, use
the guidelines in DACS chapter 14.7 and 14.8 to
develop the proper heading
611 20 Smithsonian Folklife Festival.
611 20 United States Exploring Expedition $d
(1838-1842)
Library of Congress Subject Headings,
continued
Topical subject headings taken from the LC
Authority File use tag 650 with indicators
_0:
650 _0
650 _0
650 _0
650 _0
Mexican American artists.
World War, 1939-1945.
Apache Indians.
Aeronautics.
Library of Congress Subject Headings,
continued
Geographical subject headings taken from the LC
Authority File use tag 651 with indicators _0:
651 _0 United States.
However: U.S. as a political jurisdiction is
tagged as a 610 10.
651 _0 Washington (D.C.)
651 _0 Harpers Ferry National Historical Park.
Library of Congress Subject Headings,
continued
Use authorized subdivisions with LCSH headings.
There are 4 basic types:
1. Topical
650 _0 Endangered species $x Research.
650 _0 Flags $x Conservation and restoration.
610 20 Smithsonian Institution $x Art
collections.
Library of Congress Subject Headings,
continued
2. Geographical
650 _0 Architecture $z Africa
650 _0 Volcanoes $z Pacific Ocean
650 _0 City planning $z Washington
(D.C.)
650 _0 Museums $z California $z Los
Angeles
Library of Congress Subject Headings,
continued
3. Chronological
651 _0 United States $x History $y 17831815.
651 _0 United States $x History $y Civil
War, 1861-1865.
650 _0 Art, Japanese $y 20th century.
651 _0 Virginia $x Social life and customs
$y To 1775.
Library of Congress Subject Headings,
continued
4. Form
650 _0 Women $v Biography.
600 10 Washington, George $d 17321799 $v Portraits.
630 00 New York times $v Indexes.
600 10 Motherwell, Robert $v Exhibitions.
650 _0 Air pilots $v Correspondence.
Form / Genre Headings
• You can use selected LCSH headings as
form / genre headings. Instead of tagging
them as 650’s, you should tag them as
655 _0:
655 _0 Diaries.
655 _0 Foreign films.
• Sometimes, you’ll see the $2 lcsh
added:
655 _7 Blueprints. $2 lcsh
Local Subject Headings
• Local subject headings selected from a
controlled vocabulary list (e.g. a list created by
your repository or taken from a published list)
are tagged 650 _7 with a $2 code specifying the
source of the term
650 _7 Nok terracottas. $2 aat
• Uncontrolled subject terms are tagged as 653
and can be listed in the same string (each gets
$a)
653 __ Horses $a Diseases $a Germany
Weekly Subject Heading Lists
ex.: for Art Librarians
(ARLIS-L)
ADDITIONAL FIELDS AND TAGS
LEADER DATA
• Has no indicators or subfield codes; the
data elements are positionally defined.
• In SIRIS, the Label View is helpful to
understand the definitions and options
LEADER
05 - Record status
a - Increase in encoding level
c - Corrected or revised
d - Deleted
n - New
p - Increase in encoding level from
prepublication
LEADER
06 - Type of record
a - Language material
c - Notated music
d - Manuscript notated music
e - Cartographic material
f - Manuscript cartographic material
g - Projected medium
i - Nonmusical sound recording
j - Musical sound recording
k - Two-dimensional non-projectable graphic
m - Computer file
o - Kit
p - Mixed materials
r - Three-dimensional artifact or naturally occurring
object
t - Manuscript language material
LEADER, cont’d
07 - Bibliographic level
a - Monographic component part
b - Serial component part
c - Collection
d - Subunit
i - Integrating resource
m - Monograph/Item
s - Serial
08 - Type of control
# - No specified type
a - Archival
CONTROL FIELDS
• 001 - Control Number Full | Concise
• 003 - Control Number Identifier Full | Concise
• 005 - Date and Time of Latest Transaction Full
| Concise
• 006 - Fixed-Length Data Elements Additional Material Characteristics Full |
Concise
• 007 - Physical Description Fixed Field Full |
Concise
• 008 - Fixed-Length Data Elements Full |
Concise
Physical Description Fixed Field
007
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007 --MAP
007--ELECTRONIC RESOURCE
007--GLOBE
007--TACTILE MATERIAL
007--PROJECTED GRAPHIC
007--MICROFORM
007--NONPROJECTED GRAPHIC
007--MOTION PICTURE
007--KIT
007--NOTATED MUSIC
007--REMOTE-SENSING IMAGE
007--SOUND RECORDING
007--TEXT
007--VIDEORECORDING
007--UNSPECIFIED
007
Videorecording
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01 - Specific material designation Special class of videorecording to
which an item belongs.
c - Videocartridge
d - Videodisc
f - Videocassette
r - Videoreel
u - Unspecified
z - Other
| - No attempt to code
02 - Undefined Contains blank (#) or a fill character (|).
03 - Color Color characteristics of a videorecording.
a - One color Not used with videorecordings.
b - Black-and-white
c - Multicolored
m - Mixed
n - Not applicable Item has no images, e.g., a videorecording with sound
only.
008 - Fixed-Length Data Elements
• Forty character positions (00-39) that
provide coded information about the
record as a whole and about special
bibliographic aspects of the item being
cataloged. These coded data elements are
potentially useful for retrieval and data
management purposes.
• Dates in 245 $f (or 260 $c) are coded for
retrieval here
008 - Fixed-Length Data Elements
• Positions 06-14 used for date related
information, including type of date
(inclusive, single, unknown, questionable,
multiple, etc.) and dates.