special collections cataloging:...

Special Collections Cataloging Manuscripts

Hosted by ALCTS Association for Library Collections and Technical Services

Heather PerezSpecial Collections LibrarianInstructorStockton University

October 31 2018

SPECcatalogingStkLibrary

Enough about me how about you


Todayrsquos Presentation will coverhellip

bull General principles

bull Processing

bull Description

Appraisal

Accessioning

Inventory

Processing

Description


Archives amp Manuscripts Collections

Groupings ofbull Unpublished materials

bull Institutional materials

bull Locally-published materials

Grouped by donorprovenance

One topic or many


A Collection Is Born

Appraisal

Legal documents

Accessioning

Basic inventory


What do you do with it next


Description Standards for Manuscripts

bull Describing Archives A Content Standard (DACS)

bull MARC

bull Encoded Archival Description (EAD)


Sources of information

Appraisal notes Collection Files

Accession records (Administrative Files)

Basic inventory


Basic bibliographic entry ndash MARC fixed fields

Fixed Fields Field name Value Examples

Leader06 Type i (non-musical sound oral history) k (2-D graphics photos charts postcards etc) p (mixed materials)t (manuscript 1 form)

Leader07 Bibliographic level

c (collection)d (subunit)m (individual item)

Leader08 Type of control a (archival)

Leader17 Encoding level 7 or K (minimal)

Leader18 Descriptive cataloging form

a (AACR2 DACS)c (ISBD no end line punctuation) ndash for RDA (with note in field 040)i (ISBD with punctuation) ndash for RDA (with note in field 040 $e)

a040 $e dacs

i040 $e rda $e dacs

008 Date(s) i (inclusive dates)k (bulk dates)n (date unknown)s (single date)

i 1892-1903k 1900-1903n s 1902


Variable Fields

Name Value Examples

040090099

Manifestation Item numbercollection code 040 $a NJS (repository code) amp 090 $a U0001 OR090099 $a Stockton University Special Collections U0001

1xx [0-3] Creator Author collector compiler 100 1 Alton Elizabeth Barstow

245 1[0-9] Title By provenance by format by collector 245 10 Elizabeth Alton Papers

264 [23][0-4]

Date Date of production publication distribution manufacture or copyright

264 0 $c 1939-1945264 0 $c approximately 1906-2006264 0 $c 1906 1939-1945 264 0 $c 1906-2006 bulk 1963-1990264 0 $c 1969 December 12

300 Physical Description

number type of unit (estimated size ) 300 $a 2 boxes300 $a about 4 linear feet

336337338

Content TypeMedia TypeCarrier Type

FormMethod of device needed for useStorage medium

336 $a text $2 rdacontent

336 $a still image $2 rdacontent

337 $a unmediated $2 rdamedia

337 $a computer $2 rdamedia338 $a sheet $2 rdacarrier338 $a microfiche $2 rdacarrier

Basic bibliographic entry ndash MARC variable fields


Variable Fields

Name Value Examples

506 [01] Access Conditions

Access restrictions 506 1 Collection is in processing and restricted Please consult SpecialCollections librarian for access

520 2 Summary Scope and content note ndash what is it about What will researcher see What years geography

520 2 $a Correspondence news clippings scrapbooks photographs and other items relating to Altonrsquos campaign to establish a four-year college in Southern New Jersey in the 1960s

546 Language Language and script of materials 546 $a Materials entirely in English

546 $3 Newspapers in $a Vietnamese

852 Location Name address contact information of repository

852 Stockton University Richard E Bjork Library $b Special Collections $e 101 Vera King Farris Dr Galloway NJ 08205 USA



Basic bibliographic entry ndash DACS in MARC

Source Stockton University Library via OCLC Hosted by ALCTS Association for Library Collections and Technical Services

Basic bibliographic entry ndash RDADACS in MARC


What do you do with the basic record


Any questions so far


Halloween at Richard E Bjork Library Images from Stockton University

Processing

Arrangement Intellectually

bull Series

bull Sub-series

Physicallybull Preservation

bull ldquoMore Product Less Processrdquo or item-level care

DescriptionFinding Aids

Better bibliographic entry


Finding Aids - sample


Finding Aid to MARC crosswalk

Finding Aid Field MARC

Collection Title 245

Collection Number 090099

Collection Dates 008 264

Size 300

Creator 1xx

Restrictions to Access 506

Citation 524

Biographical Information 545

Scope and Content Note 520

Subjects 6xx


Better MARC record ndash fixed fields


Leader17 Encoding level I (full level)

008 Date(s) ndashrefine to match finding aid processed collection

i (inclusive dates)k (bulk dates)n (date unknown)s (single date)

i 1892-1903k 1900-1903n s 1902


Better MARC record ndash variable fields

Variable Fields

Field name

Value Examples


Number and type of unit (post-processing size ) 300 $a 6 boxes

300 $a 3 linear ft $a (6 boxes)

520 Summary Scope and content note from finding aid 520 2 $a Correspondence news clippings scrapbooks photographs and other items relating to Altonrsquos campaign from 1966-1969 to establish a four-year college in Southern New Jersey from which Richard Stockton State College was born (later The Richard Stockton College of New Jersey and Stockton University) All of the materials are from Southern New Jersey and primarily Atlantic County

506 [0 1] Access Update restrictions or other 506 Collection is open for research Materials in Special Collections are non-circulating and staff retrieve them for researchers upon request

524 Cite as Preferred citation for collection 524 Richard E Bjork Personal Papers 1955-1984 Stockton University Richard E Bjork Library Special Collections Galloway NJ



Variable Fields

Field name

Value Examples

545 [01] Biographicalhistorical note

Information about person family organization business etc

545 0 Elizabeth Barstow Alton (1906-2006) was a member of the first Board of Trustees of Stockton University from 1969 to 1980 She was born in Atlantic City New Jersey and graduated from Atlantic City High School She married John Alton and had two children

545 1 The Cape May Jazz Festival was founded in 1994 by Carol Stone and Wilmer ldquoWoodyrdquo Woodland and they continued to put on two shows a year one in April and another in November until they resigned from the Friends of Cape May board in 2010 Today the Cape May Jazz Festival continues under a new name Exit Zero

555 [0] Finding Aids Note

Note existence of finding aid guide index 555 0 Finding aid available online and at the library

6xx Access Points

Subjects relating to people corporate entities organizations topics geographic locations etc

600 10 Dungan Ralph A 610 20 Richard Stockton College of New Jersey $x History650 0 Universities and colleges $z New Jersey

856 Electroniclocation

Link to digital collections finding aids 856 42 $z Access finding aid online $u httpslibrarystocktoneduaboutspecialcollectionsaltonpapers


Better MARC record ndash DACS sample


Source Stockton University Library via OCLC

Better MARC record ndash RDADACS

Hosted by ALCTS Association for Library Collections and Technical ServicesSource Stockton University Library via OCLC

Resources

Archer Joanne et al Processing Manual for archival and manuscript collections University of Maryland Libraries Revised September 2011

Clemens Alison (chair) ldquoYale University Library Manuscript Cataloging Guidelinesrdquo Yale University Library Accessed May 1 2018 httpsweblibraryyaleeducatalogingmanuscript

Nimer Cory ldquoArchival Materials Using RDA with DACSrdquo Webinar for ALCTS May 30 2012 Accessed May 1 2018 httpwwwalaorgalctsconfeventsupcomingwebinarcat053012

OCLC Bibliographic Formats and Standards 4th edition Accessed May 1 2018 httpswwwoclcorgbibformatsenhtml

Society of American Archivists Describing Archives A Content Standard Latest version accessed May 1 2018 httpsgithubcomsaa-ts-dacsdacs


Thank YouQuestions

Heather Perez -heatherperezstocktoneduStockton University



Happy Halloween Yours truly as the Absecon

Lighthouse in Atlantic City NJ

Enough about me how about you




bull Processing

bull Description

Appraisal

Accessioning

Inventory

Processing

Description







One topic or many



Appraisal

Legal documents

Accessioning

Basic inventory






bull MARC






Basic inventory











a040 $e dacs

i040 $e rda $e dacs


i 1892-1903k 1900-1903n s 1902


Variable Fields

Name Value Examples

040090099




264 [23][0-4]





336337338









Variable Fields

Name Value Examples




















Processing


bull Series

bull Sub-series













Size 300

Creator 1xx


Citation 524



Subjects 6xx







i 1892-1903k 1900-1903n s 1902



Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions








bull Processing

bull Description

Appraisal

Accessioning

Inventory

Processing

Description







One topic or many



Appraisal

Legal documents

Accessioning

Basic inventory






bull MARC






Basic inventory











a040 $e dacs

i040 $e rda $e dacs


i 1892-1903k 1900-1903n s 1902


Variable Fields

Name Value Examples

040090099




264 [23][0-4]





336337338









Variable Fields

Name Value Examples




















Processing


bull Series

bull Sub-series













Size 300

Creator 1xx


Citation 524



Subjects 6xx







i 1892-1903k 1900-1903n s 1902



Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions











One topic or many



Appraisal

Legal documents

Accessioning

Basic inventory






bull MARC






Basic inventory











a040 $e dacs

i040 $e rda $e dacs


i 1892-1903k 1900-1903n s 1902


Variable Fields

Name Value Examples

040090099




264 [23][0-4]





336337338









Variable Fields

Name Value Examples




















Processing


bull Series

bull Sub-series













Size 300

Creator 1xx


Citation 524



Subjects 6xx







i 1892-1903k 1900-1903n s 1902



Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions







Appraisal

Legal documents

Accessioning

Basic inventory






bull MARC






Basic inventory











a040 $e dacs

i040 $e rda $e dacs


i 1892-1903k 1900-1903n s 1902


Variable Fields

Name Value Examples

040090099




264 [23][0-4]





336337338









Variable Fields

Name Value Examples




















Processing


bull Series

bull Sub-series













Size 300

Creator 1xx


Citation 524



Subjects 6xx







i 1892-1903k 1900-1903n s 1902



Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions










bull MARC






Basic inventory











a040 $e dacs

i040 $e rda $e dacs


i 1892-1903k 1900-1903n s 1902


Variable Fields

Name Value Examples

040090099




264 [23][0-4]





336337338









Variable Fields

Name Value Examples




















Processing


bull Series

bull Sub-series













Size 300

Creator 1xx


Citation 524



Subjects 6xx







i 1892-1903k 1900-1903n s 1902



Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions









Basic inventory











a040 $e dacs

i040 $e rda $e dacs


i 1892-1903k 1900-1903n s 1902


Variable Fields

Name Value Examples

040090099




264 [23][0-4]





336337338









Variable Fields

Name Value Examples




















Processing


bull Series

bull Sub-series













Size 300

Creator 1xx


Citation 524



Subjects 6xx







i 1892-1903k 1900-1903n s 1902



Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions















a040 $e dacs

i040 $e rda $e dacs


i 1892-1903k 1900-1903n s 1902


Variable Fields

Name Value Examples

040090099




264 [23][0-4]





336337338









Variable Fields

Name Value Examples




















Processing


bull Series

bull Sub-series













Size 300

Creator 1xx


Citation 524



Subjects 6xx







i 1892-1903k 1900-1903n s 1902



Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions






Variable Fields

Name Value Examples

040090099




264 [23][0-4]





336337338









Variable Fields

Name Value Examples




















Processing


bull Series

bull Sub-series













Size 300

Creator 1xx


Citation 524



Subjects 6xx







i 1892-1903k 1900-1903n s 1902



Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions






Variable Fields

Name Value Examples




















Processing


bull Series

bull Sub-series













Size 300

Creator 1xx


Citation 524



Subjects 6xx







i 1892-1903k 1900-1903n s 1902



Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions















Processing


bull Series

bull Sub-series













Size 300

Creator 1xx


Citation 524



Subjects 6xx







i 1892-1903k 1900-1903n s 1902



Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions













Size 300

Creator 1xx


Citation 524



Subjects 6xx







i 1892-1903k 1900-1903n s 1902



Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions











i 1892-1903k 1900-1903n s 1902



Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions







Variable Fields

Field name

Value Examples









Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions







Variable Fields

Field name

Value Examples







6xx Access Points











Resources







Thank YouQuestions











Resources







Thank YouQuestions






Thank YouQuestions






special collections cataloging:...

Documents