RMC Technical Services Manual

The Technical Services Manual describes our procedures for ordering, accessioning, and processing incoming materials in the Division of Rare and Manuscript Collections. It also includes procedures for updating catalog records, and for keeping track of our materials through inventories and cataloging statistics. The major categories of materials we acquire are manuscripts and archives, books, serials, and photographs; but our collection also encompasses a variety of other formats, including videotapes, microfilm, maps, and computer files. In general, we follow Cornell University Library Technical Services procedures in processing materials; but as a special collections repository including extensive collections of rare books, manuscripts and archives, and other rare or unique materials, we necessarily do some things differently. In processing special collections, we follow the national standards promulgated by the Society of American Archivists and the Rare Books and Manuscripts Section, Association of College and Research Libraries, American Library Association.

A printer-friendly version of this manual is available here.

Table of Contents

General Information

Resources for Special Collections Catalogers

General

Anglo-American Cataloging Rules. 2nd ed. (AACR2), 2002 revision. Chicago: ALA, 2002. Margaret, Marge, and Lucy have copies of this edition.

Central Technical Services

Cornell Voyager Manual

Diacritics Chart for Voyager and RLIN

Free-Floating Subdivisions: An Alphabetical Index. 13th ed. Washington, DC: Library of Congress, 2001. Margaret, Marge, Lucy, and Elaine have copies of this or other recent editions of this list of subject heading subdivisions, which specifies how each subdivision can be used.

Library of Congress Rule Interpretations (LCRI). Washington, DC: Library of Congress, updated continuously. Margaret, Marge, and Lucy have copies.

MARC Code List for Countries. These codes are used in the 008 field in Voyager and RLIN21, and the CP fixed field in classic RLIN.

MARC Code List for Geographic Areas. These codes are used in the 043 field in catalog records which include geographic jurisdictions (countries, cities, etc.) in their subject headings.

MARC Code List for Languages. These codes are used in the 008 field in Voyager and RLIN21, in the 041 field if an item is a translation or a multilingual work, and in the L fixed field in classic RLIN.

MARC21 Concise Format for Bibliographic Data. This document explains all the fields and subfields: what each one means, and what different values or types of text are valid in each one.


Manuscripts and Archival Collections

Art & Architecture Thesaurus

Describing Archives: A Content Standard (DACS). Chicago: Society of American Archivists, 2004. The new cataloging standard for manuscripts and archives, more detailed than APPM. Elaine, Eli, and Margaret have copies.

Encoded Archival Description: Tag Library (version 2002). Chicago: SAA, 2003. Eli and Peter have copies.

EAD (Encoded Archival Description) official Web site

Hensen, Steven L. Archives, Personal Papers, and Manuscripts (APPM). 2nd ed. Chicago: SAA, 1989. Elaine and Eli have copies.

RLG Information Center. This is the pre-RLIN21 site, frozen but still available for now. It includes useful information on fields and the ARC segment in classic RLIN.

RLG Information on RLIN21


Rare Books

Descriptive Cataloging of Rare Books. 2nd ed. Washington, DC: Library of Congress, 1991. Margaret, Marge, Lucy, and Don have copies.

Directory of Web Resources for the Rare Materials Cataloger

Examples to Accompany Descriptive Cataloging of Rare Books. 2nd ed. Chicago: ACRL, 1999. Don and Margaret have copies.

Latin Place Names

MARC Relator Codes. These codes are used in the $4 subfield at the end of the 7xx field for a printer, publisher, binder, translator, illustrator, bookseller, etc.

RBMS thesauri:

  • Binding Terms. Chicago: ACRL, 1988. Don, Marge, and Margaret have copies.
  • Genre Terms. 2nd ed. Chicago: ACRL, 1991. Marge and Don have copies.
  • Paper Terms. Chicago: ACRL, 1990. Don and Marge have copies.
  • Printing & Publishing Evidence. Chicago: ACRL, 1986. Don, Marge, and Margaret have copies.
  • Provenance Evidence. Chicago: ACRL, 1988. Don has a copy.
  • Type Evidence. Chicago: ACRL, 1990.

Van Wingen, Peter M., and Belinda D. Urquiza. Standard Citation Forms for Published Bibliographies and Catalogs Used in Rare Book Cataloging. 2nd ed. Washington, DC: Library of Congress, 1996. Don, Marge, and Margaret have copies.


Serials

CONSER Editing Guide. 1994 ed., Update 13, Spring 2001. Washington, DC: Library of Congress, 2001. Margaret has a copy.

Cornell Voyager Manual section on holdings records

Descriptive Cataloging of Rare Materials (Serials), Draft


Visual Materials

Art & Architecture Thesaurus

Thesaurus for Graphic Materials, II: Genre and Physical Characteristics Terms (TGM II)


Medieval Manuscripts

Digital Scriptorium

Directory of Web Resources for the Rare Materials Cataloger, Medieval Manuscripts section

Pass, Gregory. Descriptive Cataloging of Ancient, Medieval, Renaissance, and Early Modern Manuscripts. Chicago: ACRL, 2003. On order as of late January 2004.


Music

Descriptive Cataloging of Rare Materials (Music), Draft

Authority Work

Cornell Voyager Manual section on authority records

Descriptive Cataloging Manual, Z1: Name and Series Authority Records (DCM Yellow Pages). Washington, DC: Library of Congress, updated continuously. Margaret has a copy.

NACO Participants' Manual. 2nd ed. Washington, DC: Library of Congress, 1996. Margaret, Lucy, Marge, and Don have copies.

Subject Cataloging Manual (SCM). Washington, DC: Library of Congress, updated continuously. Marge has a copy.


Last updated 8/31/04, MN

Back to Table of Contents


Manuscript and Archival Materials

Accessioning a New Manuscript or Archival Collection

  1. Receive the collection.


  2. Appraise the collection; make a preliminary list to enter in the 541 field of the RLIN record. Number the containers in the collection (e.g. box 1, box 2, etc.) and write the collection name and accession number on them.


  3. Create an accession folder with the collection name on it. Include any correspondence and information relating to the collection or its acquisition.


  4. Search RLIN for a record. If the collection or item was a purchase, a record may have been created when it was ordered.

    1. Enter a record for the collection, or update the existing record, on RLIN. This includes a (preliminary) statement of the extent of the collection (in cubic ft. or number of items), and a brief description of its scope and content. For details on how to create a record in RLIN, see Manuscript Cataloging.
    2. In the 541 field, assign an accession number to the collection. In the 583 field, record any actions taken so far with it (received, acknowledged, etc.).
    3. Print out the RLIN record for the accession folder. Write the RLIN ID on the accession folder.

  6. Fill out an accession form: Name of the collection, date received, immediate source, brief note of scope, volume, dates, condition (e.g. dirty or contaminated), restrictions on access or use, priority for processing, the level of processing needed, and conservation treatment or special housing needed. Also, note any special instructions based on the significance of the documents, the proposed arrangement of the collection, whether a finding aid should be prepared, any non-archival/published material that can be transferred elsewhere or discarded, and whether the collection can be stored at the Annex. Place the form in the accession folder.


  7. If the collection is a gift, write an acknowledgment letter to the donor; send a copy to Library External Relations, and file a copy in the accession folder and another in the chron. file in the front office. Have the donor sign a memo of understanding. Archival collections: have the donor office fill out a transfer report. Give the memo/report to staff to put in the accession folder.


    1. Give the accession folder to Julia (put it in the In box on her desk) or Eli. Make sure the collection number or RLIN ID is on each of the boxes/folders in the collection.
    2. Julia or Eli will pass the RLIN record to Voyager and create a Voyager holdings record. Once Cheryl has assigned box locations, she will create item records for the boxes in Voyager.
    3. Julia prints out the RLIN record for the accession folder and for the front of the printed guide (following a specified format: wide left margin, collection number added to the upper right corner, etc.).
    4. For a Human Sexuality collection, Brenda's student assistant will add the new collection to the list of manuscripts in the HSC guide.

  9. Distribute any unwanted material as appropriate. Some may be discarded. Identify items (usually publications) to be kept in RMC or the Library but separated from the collection; these may need to be listed by staff before they are separated and the list made part of the collection's guide.


  10. Assign a collection number, or give the collection to Julia with the RLIN ID on all of its boxes or folders and a note, "Needs coll. number."


  11. Note down what material (if any) can be sent to the Annex and what should be kept here.


  12. Technical services staff rehouse the material according to instructions in the curator's notes. This may include some refoldering and shifting of material. Staff handle the items designated to be separated from the collection (list them if required, and pass them on to an RMC book cataloger).

    13. --Consult Susette or Eli about the proper housing for visual materials.
    --As you go, compile at least a preliminary box list. Put a copy of the list in the accession folder.

  13. Cheryl finds a temporary location for the boxes while they await processing, and makes a note in the Voyager holdings record giving the temporary location (for example, 852 $x "on north wall," "on K-107," etc.). Or the temporary location of an individual boxes may be input on the item record for it, followed by "t.l."


  14. At the end of each month, Julia prints out the RLIN records for the accessions that month (both new collections and additions). Elaine, Margaret, and Eli proofread the printouts; they are then returned to Julia and the others who created the records so they can make any needed corrections to the records in RLIN and Voyager.

Last updated 8/14/04, MN

Back to Table of Contents

Accessioning an Addition to a Manuscript or Archival Collection

  1. Receive the materials.

  2. Review the materials and make a preliminary list.

  3. Distribute any unwanted material as appropriate.

  4. Note down the level of processing needed, and conservation treatment or special housing needed.

  5. Write acknowledgment letter.

  6. Search RLIN for the catalog record for the collection. Update as needed:
    1. the range of dates (245 $f, and 008 fixed fields for dates)
    2. the extent (300 field)
    3. the summary (520)
    4. the subject headings (6xx)
    5. the added entries (7xx)

  7. In the 541 field, add any subfields needed to describe the added material.

  8. Add to the 583 field to record actions taken on the additional material (received, acknowledged, etc.).

  9. Update the guide to the collection in EAD.

  10. Pass the updated RLIN record to Voyager.

  11. Note down which boxes (if any) can be sent to the Annex.

  12. Add a printout of the RLIN record, the memo of understanding, and any correspondence or other information related to the addition or its acquisition, to the collection's accession folder.

  13. Rehouse the additional material.

  14. Find a temporary location for the boxes while they await processing, and make a note in the Voyager holdings record giving the temporary location (for example, boxes 8-13 on K-108-B, etc.).

Last updated 8/14/04, MN

Back to Table of Contents

Accession Numbers

We assign a number to each new accession. The accession number for a manuscript or archival collection goes in the 541 field, $e. Here is how to construct an accession number:

[M for manuscripts, or A for archives][year--last two digits][which half of the calendar year]-[month]

The first half of the calendar year is January-June; the second half is July-December. We have to divide up the year this way because the Annual Report, where we report accessioning statistics, covers the fiscal year, from July 1-June 30. Each fiscal year consists of the second half of one calendar year and the first half of the next calendar year.

When recording the month, use a leading zero if the number is less than 10.

Examples:

M041-03 for a manuscript collection accessioned in March of 2004
A042-10 for an archival collection accessioned in October 2004

Last updated 7/16/05, MN

Back to Table of Contents

Manuscript Cataloging Worksheet

This is a worksheet for a collection-level record describing mixed material.

RLIN Record Type:y
RLIN Status:p
RLIN Cataloging Category:9554
Record Status:n
Type of Record:p
Bib Level:c
Encoding: [blank]
Type of Control:a
Descriptive Form:a
Updated: [system-supplied]

008 [Double-click in the 008 field or press function key F7 to open up the field for editing]

040 NIC$cNIC$eappm [or if using Describing Archives: A Content Standard, input NIC$cNIC$edacs]

1xx 1_ Creator (100 1_ for individual,110 2_ for organization, 111 2_ for conference)

245 00 Title, $f Dates $g (Bulk dates, if any)

300 __ Extent (usually in cubic ft. or number of items)

545 __ Biographical/Historical Note

520 __ Content description/scope/summary (if 2 or more paragraphs, tag the 2nd and subsequent paragraphs 520 8_)

506 __ Restrictions on access, if any

540 __ Restrictions on use, if any

555 0_ Finding aids (e.g. "Unpublished guide" or "Box list," etc.)

524 __ Preferred form of citation (machine generates "Cite as:")[Title], #[coll.no.]. Division of Rare and Manuscript Collections, Cornell University Library.

541 0_ Immediate source of acquisition ($8[Field link and sequence numberÖsystem supplied]$a[Source]$b[Address]$c[Method of acquisition, e.g. gift or purchase]$d [Accession date]$e[Accession no.*]$f[Owner]$g[Purchase price]$n[Extent]$o[Extent units of measurement]$5[Institution]) Note that if you double-click on the 541 field, a workform opens where you can fill in the relevant subfields.

*541 $e: We assign a number to each new accession. Form used: [M for manuscripts, or A for archives][yr.][which half of the calendar year]-[month]

Examples:
M041-03 for a manuscript collection accessioned in March of 2004
A042-10 for an archival collection accessioned in October 2004

583 0_ Actions taken ($8[Field link and sequence numberÖsystem supplied]$a[Act]$c[Date of action taken, or of future action to be taken]$i[Method]$j[Site of action]$k[Agent]$l[StatusÖphysical condition, or processing status, etc.]$n[Extent]$o[Extent units of measurement]$5NUC$b[Action identification, e.g. a project code]$d[Action interval]$e[Contingency for action, e.g. Upon death of donor]$x[Non-public note])

6xx xx Subject heading: Topic (650 _0), Place (651 _0), Individual person (600 10), Family (600 30), Publication (630 00), or Organization (610 20). Subdivisions for topics, places, individuals, families, or organizations: $x ( topics), $z ( places), $y ( time periods), $v (forms)

655 _7 Form/genre (with $2aat or $2rbgenr at end, depending on whether the term you”re using comes from the Art & Architecture Thesaurus or from Genre Terms)

7xx x_ Added entry (Correspondent, Other author, etc.: 700 1_ for an individual, 710 2_ for a group)

852 8_ Collection number, in this format: $aNIC $brmc $kArchives $h[collection number] $m[size, if +,++,+++, or tiny]

852 8_ [You can type in the information in this field directly, or double-click on it to open a workform]
Owning institution and collection number: $aNIC$j[number]

Last updated 7/16/05, MN

Back to Table of Contents


Details on Fields for Use in Manuscript Cataloging

Note: For details, see the MARC21 Concise Format for Bibliographic Data

The fields below are in the order in which they should be input. Each field in a MARC (Machine-Readable Cataloging) record begins with a MARC tag (such as 040) and two spaces for additional digits called indicators. In the fields below, both indicators are blank unless otherwise specified.


040: Source of the catalog record

Examples: 040 NIC$cNIC$eappm means ãCreated by Cornell and input by Cornell, following the rules in Hensenâs Archives, Personal Papers and Manuscriptsä

040 NIC$cNIC$edacs means ãCreated by Cornell and input by Cornell, following the rules in Descriptive Cataloging: A Content Standardä

If you make an update, add $dNIC at the end of the 040 field. This means ãupdated by Cornell.ä


100, 110 or 111: Main entry (first indicator varies÷see examples below)

100 1_ Personal name, surname first: 100 1_ Washington, George,$d1732-1799.

110 1_ Government jurisdiction: 110 1_ United States.$bDept. of Defense.

110 2_ Corporate body (e.g. an organization): 110 2_ Newberry Library.

111 2_ Conference, convention, festival, fair, etc.: 111 2_ Ithaca Festival (Ithaca, N.Y.)

If the main entry is a person or group that didnât create the material but collected it, add $e after the name: 110 1_ Dean, Arthur H.,$ecollector.


245 00: Title

Use $f for the collectionâs dates, and $g for bulk dates:

245 00 French Revolution manuscript collection,$f1668-1868$g(bulk 1788-1815)


300: Physical extent

This is usually given in cubic ft. or number of items. This field is repeatable. If the collection includes materials in multiple formats, use a separate 300 field for each format:

300 __ 105 cubic ft.

300 __ 89 reels microfilm


351: Organization/Arrangement

$a: Organization

$b: Arrangement

Examples:

351 __ $aOrganized into the following series: [...]

351 __ $3Outgoing correspondence is in $bchronological order; incoming correspondence is arranged alphabetically by correspondent.

Note that $3 is used to indicate the part of the collection that the organization or the arrangement applies to. This subfield is not repeatable, though, so you can use it only once in any given 351 field.


545: Historical/Biographical Note

Examples:

545 __ City planner and architect.

545__ Ithaca College began as the Ithaca Conservatory of Music, located in downtown Ithaca, in 1892; in 1931 the conservatory was chartered as a private college.


520: Summary

There are no indicators for the first 520; if there are two or more 520 fields, the 2nd and subsequent ones have first indicator 8.

The summary often follows this general sequence in describing the collection:

Types of materials in the collection; main subject of the collection; prominent subtopics; correspondents or other names of importance represented in the collection

Remember that subject headings and added entries in the catalog record should all be explained by the summary.


546: Language of the collection (if not English)

580: Larger collection that this collection is part of (ãLinking entry complexity note,ä used with a 773 field that electronically links this catalog record to the larger collectionâs catalog record)

Example: Forms part of: French Revolution manuscript collection.


530: Additional physical form available note

Example: $3Correspondence$aalso on microfilm.

Here, as in some other fields, $3 is used to indicate what part of the collection the note applies to, if it doesnât apply to the whole collection.


533: Reproduction note

Example: $3Correspondence consists of$aphotocopies.

Here, as in some other fields, $3 is used to indicate what part of the collection the note applies to, if it doesnât apply to the whole collection.


535 1_: Location of originals/duplicates note

Here, as in some other fields, $3 is used to indicate what part of the collection the note applies to, if it doesnât apply to the whole collection.


561: Provenance (beginning before the immediate source of the collection)

Example: Purchased by George Lincoln Burr for A.D. White in 1876. White gave the manuscript to Cornell University Library in 1904.


506: Restrictions on access

540: Terms governing use or reproduction

555 0_: Finding aids

510 3_: Citation for a published description of the collection

524: Preferred form of citation for this collection

The words ãCite asä are system supplied.

Example: 524 John Nolen Papers, #2903. Division of Rare and Manuscript Collections, Cornell University Library.


581: Citation for a publication based on research in the collection

544: Related collection(s)

Note that a label for this field is not supplied in the public catalog, so you need to begin the text of the field with the words ãRelated collections: ...ä


500: General note

Examples:

500 Collecting program: Human Sexuality Collection.

500 Books in this collection are cataloged individually.


541 0_: Immediate source of acquisition (this field is repeatable; first indicator 0 ensures that it will not display to the public)

In RLIN21, if you double-click on this field, a box will open up with the subfields labeled, ready for you to fill in whichever ones are applicable. You will also be prompted to fill in fields 590 (for the shelf location) and 583 (for actions taken, or to be taken÷see below).

$8 Field link and sequence number÷system supplied

$a Source

$b Address

$c Method of acquisition, e.g. gift or purchase

$d Accession date

$e Accession no.

$f Owner

$g Purchase price

$n Extent

$o Extent units of measurement

$5 Institution


590: Physical location (i.e. shelf location--leave this blank, since we use Voyager to record this information)

583 0_: Actions taken, or to be taken (this field is repeatable; coded not to display to the public)

$8 Field link and sequence number÷system supplied

$a Act

$c Date of action taken, or of future action to be taken

$i Method

$j Site of action

$k Agent

$l Status÷physical condition, or processing status, etc.

$n Extent

$o Extent units of measurement

$5NIC

$b Action identification, e.g. a project code

$d Action interval

$e Contingency for action, e.g. Upon death of donor

$x Non-public note


600, 610, 611, 630, 650, 651: Subject headings (indicators vary; see below)

600 10 Personal name, surname first

For a work by a particular author, use a 600 10 with $t for the title.

Example: 600 10 Taylor, Valerie,$1913- $tWhisper their love.

600 30 Family name

610 10 Government jurisdiction (e.g. United States; New York (State); Ithaca (N.Y.))

610 20 Corporate body (organization, musical group, corporation, church, etc.)

611 20 Conference, convention, festival, fair, etc.

630 00 Uniform title heading (for a periodical, or other work published under title)

650 _0 Topical subject heading

Only authorized Library of Congress subject headings can be used in a 650 field with 2nd indicator 0. Subdivisions can be added to a topical subject heading: $x (subtopics), $z (places), $y (time periods), $v (forms).

650 _4 Locally devised topical subject heading

Donât create one of these unless there really is no Library of Congress heading that fits.

651 _0 Geographic subject heading (for places or geographic features)

Note that only authorized Library of Congress geographic subject headings can be used in a 651 field with 2nd indicator 0. Subdivisions can be added: $x (subtopics), $z ( places), $y (time periods), $v (forms).


655 _7: Form/genre terms

These have a $2 at the end, followed by an abbreviation for the thesaurus used.

Example: Diaries.$2aat

Main thesauri we use, or formerly used, with their 655 $2 codes:

aat = Art & Architecture Thesaurus

rbgenr = Genre Terms (created by the Bibliographic Standards Committee of RBMS)

ftamc = Form Terms for Archival and Manuscript Collections÷superseded by AAT; if you find FTAMC terms in an existing catalog record, change them to their corresponding AAT terms.


700, 710, 711, 730: Added entries

Added entries are for people or organizations that are partly responsible for creating the collection or creating some of its material÷for instance, an interviewer for a collection of oral histories, correspondents for a group of letters, etc.

700 1_ Personal name, surname first

710 2_ Corporate body

710 1_ Government jurisdiction

711 2_ Conference, convention, festival, fair, etc.

730 0_ Related periodical title, or related other work entered by title


773 0_ : Linking entry

This field electronically links this catalog record to the record for the larger entity that this collection is part of. The field consists of:

$7[four-letter code, nnpc for a manuscript/archival collection]$t[title of larger collection].$w[RLIN ID of larger collection, written as (CStRLIN)NYCV[record ID]

Example: 773 0_ $7nnpc$tFrench Revolution manuscript collection.$w(CStRLIN)NYCV91-A480


852 8_: Collection number

Use this field to record our MARC Organization Code (NIC) and the collection number: $aNIC $j[number]

Example: 852 8_ $aNIC $j 4956


856 40: URL for an electronic resource (http)

Example: $3Finding aid$uhttp: resolver.library.cornell.edu/cgi-bin/EADresolver?id=RMM07627

This will show up in the public online catalog as the phrase ãFinding aid,ä hotlinked to the collectionâs finding aid.

Last updated 7/16/05, MN

Back to Table of Contents


Bound Manuscripts

Bound manuscripts are cataloged in much the same way as loose manuscripts. Here are the differences:

  • In the 008 field, use Type of record: t and Bibliographic level: m. Using Type of record: t will change the record to a book record in RLIN; this is OK.

  • In the 524 field, cite the collection number only, not the whole call number.
    Example:
    524 Elizabeth Polwhele. The Frolicks, or The Lawyer Cheated, #4600. Division of Rare and Manuscript Collections, Cornell University Library.
    not Elizabeth Polwhele. The Frolicks, or The Lawyer Cheated, #4600 Bd. Ms. 143. Division of Rare and Manuscript Collections, Cornell University Library.

  • In the 852 field, record the collection number followed by the bound manuscript number: e.g. 852 8_ $aNIC $j4600 Bd. Ms. 143

Last updated 7/16/05, MN

Back to Table of Contents


Order of Notes in a Summary-Level Medieval Manuscript Record

All of these notes are in 500 fields unless otherwise noted. For more information, see AMREMM (Gregory A. Pass, Descriptive Cataloging of Ancient, Medieval, Renaissance, and Early Modern Manuscripts. Chicago : Association of College and Research Libraries, 2002). For Cornell RMC purposes, we include notes on the script and the provenance of the item, even though they are not mandatory for summary-level records.

  1. Format, nature, and scope (500 or 520)
  2. Language (546)
  3. Source of formal title
  4. Contents (505 0_) , only if you are cataloging a compiled work or multiple works÷cf. AMREMM
  5. Layout
  6. Script
  7. Decoration
  8. Music
  9. Binding
  10. Origin
  11. Provenance (561)
  12. Immediate source of acquisition (541)
  13. Preferred form of citation/current shelfmark (524)
  14. Reference to published description(s) or citation(s) (510 3_ if you are not giving a specific page or item number in the citation; 510 4_ if you are giving it)
  15. Reference to published treatment(s) or edition(s), if readily ascertainable (581)
  16. Form of reproduction (533)
  17. Cataloging history (583 $z)

Last updated 8/21/04, MN

Back to Table of Contents


Standard Edits to Make When Updating Manuscript/Archival Records in RLIN

Standard Deletes

035 field: Delete duplicate 035 fields.
245 field: Delete $u (Cornell University Class of 19xx)
510 field: Delete entire field if it says: 510 3_ $a Described in REPORT OF THE CURATOR AND ARCHIVIST, [date]

Standard Edits

245 field

245 00 $a Harold Creal. Papers or
245 00 $kPapers

Change text and punctuation to:
245 00 $aHarold Creal papers


524 field

524 $a [·]. Department of Manuscripts and University Archives, Cornell University Libraries.

Change text and punctuation to: 524 $a[·]. Division of Rare and Manuscript Collections, Cornell University Library.


655 field

655 7 $aPhotoprints.$2ftamc

Change to: 655 7 $aPhotographs.$2aat [no final punctuation]

NOTE: The FTAMC file has been superseded by the Art & Architecture Thesaurus (AAT). Check the term in $a subfield in the AAT.


656 field

656 $a Physicians. $2 lcsh

The $2lcsh means that this term is a Library of Congress subject heading. First, look it up in Voyager to make sure itâs still an authorized subject heading.

Change it to:

650 _0 $aPhysicians.


696 field

The 69x MARC tags are no longer used. Change it to a 600 10 for a personâs name, or a 650 _4 for a local subject heading (such as Regional History).


852 field

If the 852 field contains Cornell University. $b Dept. of Rare Books, OR $b History of Science Collection OR $b Fiske Icelandic Collection, OR $b Cornell University. History of Science Collections, OR $brmc $kArchives $h[collection number]

Change it to:

$aNIC$j[collection number]


Parting shots

  1. If in doubt about a change or deletion, ask before doing anything.
  2. After the RLIN record is corrected, check the Voyager record to see whether it also needs these updates. If it does, export the updated RLIN record to Voyager and overlay the Voyager record with it.

Last updated 7/16/05, MN


Manuscript Processing

How to Safely Remove Damaging Fasteners

Back to Table of Contents


Print Materials

Cataloging Priorities

General principle: We do not add to the backlog. If a large acquisition temporarily creates a mini-backlog, we eliminate it as quickly as possible.


Priorities

  1. New acquisitions
  2. Transfers (any that are not handled by CTS Post-Cataloging Services)
  3. Any mini-backlogs generated by large purchases or gifts, retrospective conversion, etc.
  4. Backlog items
    1. Items with no catalog record, including gifts
    2. Items with a catalog record only in the card catalog
    3. Items that have an online record requiring an overhaul

Cataloging Profile

Choice of rules: AACR2R or DCRB

For original cataloging, we apply DCRB for pre-1800 European and pre-1821 American materials. For all others, we apply AACR2R.

For copy cataloging, we leave the existing cataloging as is, except that we:

  • update the encoding level to full (Encoding level: blank), if it's less than full (Encoding level 4, 7, or u, for example)
  • update access points to their authorized forms, and create authority records if needed
  • correct any errors in the record
  • add copy-specific notes in the holdings record

We do not ordinarily change an existing catalog record from AACR2R to DCRB or vice versa.

PCC contribution

We contribute an original catalog record to PCC if all of its access points are authorized, i.e. have authority records.

Records which do not qualify for PCC contribution:

  • copy cataloging
  • recon records
  • records with some access points not covered by authority records, such as a 650 _4, tracings for former owners, etc.

Authority work

RMC participates vigorously in the NACO program. We contribute authority records for names and series not only in cataloging new acquisitions, but also in carrying out grant-funded retrospective conversion. NACO records are input in Voyager, sent to our NACO coordinator for review, and subsequently uploaded to OCLC through the kind offices of CTS Post-Cataloging Services.

Notes to include in records for early imprints (pre-1800 European and pre-1821 American ones)

Printers' devices--routinely; describe only if bibliographically significant.

Title page vignettes (any decorative figure)--routinely; describes only if bibliographically significant or if artist is known/famous.

Head- and tail-pieces--only if bibliographically significant or if artist is known/famous.

Title page in red and black.

Wove paper--If a signature statement is given, always make this note (to explain absence of format statement). Even if no signature statement is given, make this note routinely when wove paper is found in 18th-century or very early 19th-century books.

With half-title--routinely

Cancels--should be noted; any deviations from recorded copies elsewhere. (This note may take several forms, e.g. "Some leaves appear to be cancels"; "Several leaves canceled"; "Title page cancel?"; "Leaf B6 canceled and original leaf left in place.")

Errata--routinely (describe its physical appearance if it is something other than a leaf, e.g. slip pasted in)

Publisher's advertisements--routinely. Can be specific as to contents if not too wordy, e.g. "Publisher's advertisements for other works by this author."

Incorrect pagination--only if bibliographically significant (for instance, if the last numbered page is misnumbered, giving an inaccurate impression of the length of the work)

With frontispiece--routinely

Engraved title page--routinely with added engraved title page

Contemporary wrappers--routinely (describe, e.g. "contemporary blue marbled wrappers")

Binding--if artistically significant or signed. If binder is known, trace him/her in a 700 field with $4bnd at the end.

Anything wanting--routinely. This goes in a $z note on the holdings record ("Imperfect: ·")

Provenance--routinely. This goes in a $z note on the holdings record ("Provenance: [name] (nature of ownership mark, e.g. bookplate, stamp, or signature).") Example: 852 00 $brmc $kRare Books $hQC27 $i.B79 1662 $zProvenance: Franz Sondheimer (bookplate); P. P. Ewald (signature).

Blanks--noted if a blank leaf (not page) appears at the beginning or end of the book. Note a blank in the middle if it is not part of the pagination sequence.

Not noted: price; statements of patronage; mottoes; pious invocations.


Last updated 3/26/05, MN

Back to Table of Contents


Order of Notes in a Record for Print Materials

  1. Nature and scope of the work
    Examples:
    500 Book review.
    500 Reply to Christine de Pisane's City of ladies (1473).

  2. Translation
    Example:
    500 Translation of: The wind in the willows.

  3. Title
    Examples:
    500 Caption title.
    Vol. 2 has title: Der strenge Meister und seine Tochter.

  4. Responsibility for the work
    Example:
    500 Sometimes attributed to Frederick Douglass. Cf. Evans.

  5. Publication note
    Examples:
    500 Vol. 2 has imprint: London: Smith & Elder, 1873.
    500 No more published.

  6. Physical description
    Examples:
    500 Numbers 500-502 incorrectly repeated in pagination.
    500 Printed in double columns.

  7. Bibliography or bibliographical references included (504 field)
    Example:
    504 Bibliography: p. 173-174.

  8. References (510 field)
    Example:
    510 4 Fowler, M. Petrarch, p. 127, Pet G 104

  9. Notes concerning the contents of the work
    Example:
    500 "Petrarch and Laura": p. 204-210.

  10. Formal contents note (505 field)
    Example:
    505 0 1. Introduction -- 2. The young Petrarch -- 3. Petrarch is thrown out of school -- 4. Petrarch begins to write -- 5. Petrarch's poetic achievement -- 6. Death of Petrarch

Copy-specific notes go on the holdings record, in 852 $z.

Last updated 4/1/05, MN

Back to Table of Contents


Form, Genre, Provenance, and Binding Terms We Use for Books

Note:Note: Terms are from the thesauri published by the Bibliographic Standards Committee, Rare Books and Manuscripts Section, Association of College and Research Libraries, American Library Association.

Genre Terms
(Coded 655 _7 , with $2rbgenr at end)

Genre terms are typically subdivided by country and century; 20th-century novels are subdivided by country and decade. Each decade runs from 19x1 to 19x0.

Examples:
Plays÷France÷18th century.$2rbgenr
Novels÷England÷1901-1910.$2rbgenr

  • Broadsides
  • Dialogues
  • Fast day sermons
  • Fiction [used for short stories]
  • Fourth of July addresses
  • Fourth of July sermons
  • Legislative addresses
  • Novels
  • Plays
  • Poems
  • Satires
  • Sermons
  • Songs
  • Thanksgiving sermons

Provenance Terms
(Coded 655 _7, with $2rbprov at end)

  • Presentation copies
  • Prize books

Binding Terms
(Coded 655 _7, with $2rbbin at end)

  • Clasps

Last updated 3/28/05, MN

Back to Table of Contents


Special Files Fields

For pre-1800 European imprints and pre-1821 American imprints, we trace the publication date, printer, and publisher. For History of Science and Icelandic materials, we trace the date, printer, and publisher for all pre-1900 imprints.

650 _4 [Date] for publication date

651 _4 [Place]$vImprints (printer/publisher's name)

Examples:
650 _4 1793
651 _4 London (England)$vImprints (Millar, Andrew)

For imprints of any date, we trace provenance.

700 1_ (or 710 2_) for provenance
If the person signed the book: $4sgn at the end of the 700
If the person put a bookplate or stamp in the book: $4fmo at the end
If the book was inscribed to the person: $4ins at the end

Example:
700 1_ White, Andrew Dickson,$d1832-1918.$4fmo

The provenance note itself goes in 852 $z (a public note) on the MARC holdings record.
Example:
852 00 $brmc $kRare Books $hBX1673 $i.L62 $zProvenance: Andrew Dickson White (bookplate).

For imprints of any date, we also trace a significant binder or a private press.

For a binder: 700 1_ (or 710 2_) with $4bnd at the end
For a private press: 710 2_ with $4prt at the end

Examples:
700 1_ Zaehnsdorf.$4bnd
710 2_ Black Sparrow Press.$4prt

We do not trace donors. (When we traced them in the past, confusion resulted when patrons searched under authors who were also donors.) Instead, we make a 541 note for a donor, unless s/he wishes to remain anonymous.

Example:
Rare copy 1: Gift of M.H. Abrams.

Last updated 3/28/05, MN

Back to Table of Contents


Transfers

We follow CTS procedure for processing transfers. See: CTS Procedure for Transfers


Cataloging a Photocopy of a Print Item

In the fixed fields, use "r" for the date code, and enter first the date of the photocopy, and then the date of the original. Code the Form of item field "r" to indicate that the work in hand is a reproduction.

In the 300 field, record the extent of the original.

Add a 533 field to describe the photocopy.
Example:
533 $a Photocopy. $b New Haven : $c Yale Medical Library, $d 1988. $e 23 x 28 cm. $n Two pages of the original are reproduced on the recto of each leaf.

If the original is a pre-1800 European work or a pre-1821 American one, trace its publication date and publisher in special files fields just as you would if you were cataloging the original.


Authority Records

Creating Authority Records and Submitting Them to the RMC NACO Coordinator

  1. Voyager gives you the option to create an authority record at the point when you save your bibliographic record to the database. The fixed fields in the 008 field for a name authority record should be:

    Direct or indirect subdivision: n : Not applicable
    Romanization scheme: | : No attempt
    Language of catalog: _ : No information provided
    Kind of record: a : Established heading
    Descriptive cataloging rules: c : AACR2
    Subject heading system/thesaurus: a : Library of Congress Subject Headings
    Type of series: n : Not applicable
    Numbered or unnumbered series: n : Not applicable
    Heading use ö Main or added entry: a : Appropriate
    Heading use ö Subject added entry: a : Appropriate
    Heading use ö Series added entry: b : Not appropriate
    Type of subject subdivision: n : Not applicable
    Type of government agency : | : No attempt
    Reference evaluation: n : Not applicable (or if you have cross-references, a : Tracings are consistent with the heading)
    Record update in process: a : Record can be used
    Undifferentiated personal name: a : Differentiated personal name (or if your name authority record is for a corporate body, n: Not applicable)
    Level of establishment: a : Fully established
    Modified record: _ : Not modified
    Cataloging source: c : Cooperative cataloging program

    Normally, the only headings you will need to check are "Reference evaluation" and "Cataloging source"; Voyager will automatically code "Undifferentiated personal name" a for a personal name or n for a corporate body. If you go back and change the heading from one to the other for any reason, though, remember to change the value in this field also.

    Delete the main entry that Voyager fills in at the beginning of the first 670 field (the one that cites the work cataloged). Fill in the rest of the record and then save it to a Work file (the disk icon), not to the database.

  2. Save each of the authority records you create on a given day in the Work folder, in a file with this label:
    [your initials][todayâs date].aut

    Example: mn8-11-04.aut

  3. For each of your authority records, search the heading in RLIN21 or in OCLC Onlineâs WorldCat bibliographic file to look for alternate headings and usage. You can search headings in either RLIN21 or OCLC, but to avoid duplication of effort, donât search in both.

  4. When youâve finished searching the headings for all the authority records in your Work file for the day, e-mail the file to Margaret as an attachment.


For the NACO Coordinator: Retrieving and Reviewing Authority Records Sent to You

  1. Look under My Computer for the file (get its file name first from the e-mail message it came with):
    C:\Program Files\Bear Access\winba\Eudora\attach\[file name]

  2. Now look under My Computer for your own Voyager Work folder:
    C:\voyager2001\Work

  3. Move the shortcut to the file from the Eudora attachment folder into your Work folder.

  4. Get into the Voyager Cataloging client and click on the file folder icon to open the Work folder. The file should be in there now and ready to revise.

  5. Review and revise all the records in the file. If they are more than a week old, be sure not only to re-search each heading in RLIN, but also to check it against the NAF to make sure somebody else hasnât already set it up. Be imaginative about searching the heading under various forms; some headings have been set up in very unexpected ways, with obvious cross-references left out.

  6. When done, e-mail the file to Joe McNamara to upload to OCLC.


Last updated 4/1/05, MN

Back to Table of Contents


Compiling Cataloging Statistics for the Annual Report

Table 1: Growth of Printed Volumes

Note: Remember to count volumes, not titles. Book catalogers should keep track of the number of volumes they catalog each month (the statistics generated by the use of the 948 field in catalog records account for only the number of titles, not the number of physical volumes). When adding up figures for the year, if you donât have any figure for volumes, use this formula: no. of volumes = no. of titles x 1.2 .

Also, follow the instruction sheet for completing this table (if one is issued). Several of the totals will be supplied for us; we donât have to calculate them.

A. Volumes in Library at Beginning of Year: This number will be supplied to you, taken from last yearâs statistics.

B. Volumes Added: Gifts, purchases, and transfers, not counting Rare Annex volumes (they are counted in a different column÷see below).

C. Volumes Subtracted: Any volumes transferred out (including volumes sent to Rare Annex), or duplicates deaccessioned.

Volumes in Library at End of Year: This number will be calculated for you in the spreadsheet; you do not need to supply it.

Net Volumes Added to Annex: Includes transfers we sent to Rare Annex from the Olin stacks, from Uris, or from our vault in RMC. Also includes archival copies of theses added to the Annex.

To get the number of theses:

  1. Do a Builder search in Voyager:
    thesis [keyword anywhere] AND may [last year] OR august [last year] [limit location to RMC]

    2. Note that the location used for theses is RMC, not RMC Annex, even though they are actually shelved in the Annex. Theses filed in May of a given year seem not to get cataloged until at least July, so even though May of last year is part of the previous fiscal year, we still count these theses in this past fiscal yearâs statistics. Example: a thesis filed in May 2001 was almost certainly cataloged and added to the Annex after July 2001, so it counts in the statistics for FY2001-2002.

  2. Do a Builder search in Voyager:
    thesis [keyword anywhere] AND january [this year] OR jan [this year] [limit location to RMC]

  3. Add (a) and (b) above to get the number of theses added to the Annex over the past fiscal year.


Table 4: Growth of Manuscript Material

Note that we need to supply two different sets of figures here: one for cubic feet in RMC, and the other for cubic feet in the Annex.

Calculating the cubic ft. equivalent of items, folders, or volumes is tricky, because these things can vary considerably in size. Estimate cubic footage based on the actual sizes of the objects involved if you can (e.g. assign the calculating task to someone who processed the collections and remembers them, or use the data in the LDA field of the RLIN records for them). Otherwise, use this formula:

One cubic ft. =

1 16ä Hollinger box, or
100 items, or
50 folders, or
20 volumes.

Box sizes: conversion to cubic ft.

2ä letter = 0.1
2ä letter (upright) = 0.1
2ä legal = 0.2

3ä legal (upright) = 0.2
3ä letter = 0.2
3ä legal = 0.3

4ä letter = 0.3
4ä legal = 0.4

5ä letter = 0.3
5ä legal = 0.4

8ä letter = 0.4
8ä legal = 0.5

16ä = 1.0
16ä+ = 1.1

1.5 x 12.5 x 15ä = 0.2
1.5 x 15 x 19ä = 0.2
1.5 x 16.5 x 21ä = 0.3
1.5 x 17 x 21ä = 0.3
1.5 x 21 x 25ä = 0.5

2 x 12.5 x 15ä = 0.2
2 x 15 x 19ä = 0.3
2 x 16.5 x 21ä = 0.4
2 x 17 x 21ä = 0.4
2 x 21 x 25ä = 0.6

3 x 12.5 x 15ä = 0.3
3 x 15 x 19ä = 0.5
3 x 16.5 x 21ä = 0.6
3 x 17 x 21ä = 0.6
3 x 21 x 25ä = 0.9

4 x 4 x 36ä (tube) = 0.4
4 x 5 x 10ä (neg.) = 0.2
4 x 4 x 10ä (mf.) = 0.2
4 x 4 x 12ä (mf.) = 0.2
4 x 16 x 20ä = 0.7

5 x 8 x 11ä (hat) = 0.2
6 x 10 x 10ä = 0.3
8 x 10 x 11ä = 0.5


Table 5: Material in Process for Cataloging

This is the total number of volumes of print material in our backlog. Note that the figures on this table are for volumes, not titles. To arrive at the figure for this year:

  1. Start with last yearâs figure, and add the total number of volumes added since then, including volumes added to the Annex (you can get that information from Table 1, Growth of Printed Volumes).

  2. Use Table 12a, Cataloging of Titles, to find out the number of titles cataloged this past year, including transfers.

  3. Take the total from step 2 and multiply by 1.2 to arrive at the number of volumes cataloged this past year.

  4. Subtract the number you arrived at in step 3 from the number you got in step 1:

    (Last yearâs backlog + volumes added) ö volumes cataloged = Current backlog

    This will give you the number to fill in on Table 5.


Table 12a: Cataloging of Titles

The Head of Cataloging can get totals for titles cataloged by using the CUL technical services statistics system. This system draws on data in the 948 fields of catalog records to generate detailed statistics.


Last updated 8/2004, MN

Back to Table of Contents


RMC Staff Contacts for Technical Processing and Collection Management Questions

Manuscript and Archival Materials

Accessions
Eleanor Brown

Additions to existing collections
Julia Parker

Annex shipments
Cheryl Rowland

Box locations
Cheryl Rowland

Cataloging
Eleanor Brown

Catalog maintenance
Eleanor Brown

Encoding for Archival Description (EAD): planning
Eleanor Brown

Encoding for Archival Description (EAD): updates needed
Peter Martinez

Processing
Eleanor Brown

Statistics
Julia Parker


Print Materials

Acquisitions
Lucy Burgess

Annex material
Lucy Burgess

Authority work in RMC
Margaret Nichols

Catalog maintenance
Lucy Burgess

Conservation (liaison with Preservation and Collection Maintenance)
Lucy Burgess

Copy cataloging
Lucy Burgess

Original cataloging
Margaret Nichols

Retrospective conversion: current work
Marjorie Robinson

Retrospective conversion: planning
Margaret Nichols

Statistics
Margaret Nichols or Lucy Burgess

Transfers to RMC from other libraries
Lucy Burgess


Digital Collections

Digital images cataloging
Susette Newberry

Digital projects
Eleanor Brown

Electronic resources cataloging
Margaret Nichols


Visual Materials

Cataloging (collection-level)
Eleanor Brown or Margaret Nichols

Digitization
Susette Newberry

Housing
Susette Newberry

Last updated 8/31/2004, MN

Back to Table of Contents