Walkthrough with MARC

http://www.loc.gov/marc/

100 and 110 Fields (main entry/creator of records; NR)

Original Lecture Video

100 – personal name of individual or family; Subfield codes oft used – subfield a, and d

110 – corporate body (indicator 1 used for things like governments, for all other cases use 2); Subfield a and b

WATCH THE PUNCTUATION

245 Field (title statement; NR)

Original Lecture Video

Indicators – 0 for added entry, 1 for added entry; second indicator for nonfiling characters, usually 0 for archives

Subfield codes often used – a, f and g; k is for forms

300 Field (physical description, R)

Original Lecture Video

Indicators are undefined

Subfield codes of used – a, b, f and g

351 Field (Organization and arrangement of materials, R)

Original Lecture Video

Subfield codes often used – a and b

$3 – material specified; this is ONLY for X, like “diaries and notebooks”

520 Field (Summary, abstract, etc; R)

Original Lecture Video

Indicators very important!

Subfield codes often used – a, sometimes b (sometimes systems display short versions, and long versions); $3

Essentially a copy and paste from finding aid

545 Field (Biographical or historical Data, R)

Original Lecture Video

Indicators – usually choose 0 or 1, second is undefined

Subfield codes often used – a and b

5XX

Original Lecture Video

506 – restrictions on access; required in archives

524 – Preferred citation for described materials; for optimal record

535 – location of originals/duplicates

540 – terms governing use and reproduction aka copyright note

541 – immediate source of acquisition (always use)

561 – for the elaborate history of ownership

544 – location of other archival materials; related collections to collection at hand; associated materials are other materials Ided in a note that has the same provenace but reside in different reposityr; related materials have different provenance and reside in your repository

546 – Language note; use when lang is other than english

555 – Note making a pointer to more extensive finding aid

583 – Action note; record actions in area of preservation or appraisel or status of preservation of material; standardized terminology

7XX (Added entries, R)

Original Lecture Video

700 and 710 mostly; Similar to 100 and 110 fields

852 – Location (r)

Original Lecture Video

Required even for minimum records

First indicator – should probably use 4 (number assigned to collection is here)

Second indicator – should be # usually

Subfield codes often used – a, e, j

Don't pay attention to classification schemas, as we don't use them in archival collections

Organization code source list

Leader and 008 Field

Original Lecture Video

Leader is a fixed field with fixed number of characters; NR; no indicators or subfield codes

06 – choose p unless you have specific formats

07 – choose c for collections

08 – choose a for archival

09 – choose # for MARC

10 – choose 2

11 – choose 2

12-16 – don't worry about bc system generates it for us

17 – encoding level; usually put # for full level

18 – choose AACR2 (a) because of the derivation of them

19 - use # bc not worried about it

20-23 – tell you exactly what to put there: 4, 5, 0, 0

008 field – control field; fixed legnth data element; there are 39 defined character position; character position 18-34 jump to mixed materials position

MARC - Overview

Overview of MARC Structure

Original Lecture Video

Structure of MARC

• Structure – Form that the information takes in a computer record (Order of elements; lengths of fields; how fields are subdivided)
• MARC and EAD require an order of elements, unlike DACS

Composition of MARC record

• Record structure – adheres to the ANSI standard for bibliographic information interchange (ANSI Z39.2)
• Content designation – codes and conventions used to characterize the data, which is established by MARC
• Content of the data elements – governed by a content standard (e.g. DACS)

MARC Tags and Codes

• Field tag – three character numeric codes which identify fields of information (e.g. 100, 245, 300)
• Indicators – one character codes which come immediately after field tags and provide information on the content of the tag; not always used
• Subfield codes – define elements within a field; are preceded by a character called a delimiter sign (often the characters $ or # are used)

Major components of MARC record in bibliographic format

• Leader and Directory – fixed; 24 characters long; often supplied automatically (no data entry required)
• Variable fields – Control fields (no indicators or subfield; 00X fields); Data fields (two indicator positions, two-character subfield codes preceding each data element within the field)

Other important aspects of MARC record structure

• Field/subfield repeatability – some fields and subfields are repeatable and some are not (e.g. each record may only have one 1XX, or main entry); commonly repeatable fields include 300, 6XX, and 7XX; check the MARC format online to see which can be repeated, R is repeatable and NR is not
• Display constants – some systems are programmed to display certain descriptive information automatically, so you don't have to type in things like “scope and content” every time you input this information; these constants are often controlled by indicator codes – kind of like turning it on or off, depending on what code you put in; Check the MARC format codes online to make sure you have it when you want it or don't

Major blocks of fields for MARC

0XX – control information, numbers, codes

1XX – Main entry

2XX – titles, edition, imprint

3XX – physical description, etc

4XX – series statements (but this is different than archival series)

5XX – Notes (used a lot)

6XX – subject access fields

7XX – Name, etc added entries or series, linking

8XX – series added entries, holdings and locations

9XX – reserved for local implementation

Authority Control: Creating Headings for Geographic Names

Original Lecture Video

DACS 13

Geographic Names

• Use the English form of the name of the place if there is one in general use (Germany not Deutschland)
• If there is no English form in general use, use the vernacular form (in the official language of the country)
• If the country has more than one official language, use the form most commonly found in English-language sources

Geographic Reference Sources

• For US names, use the Rand McNally Commercial Atlas and Marketing Guide
• For canadian names, use the heading provided by the National Library of Canada
• For other names, use a recently published gazetteer or consult the US Board on geographic Names

Modifications:

• Drop initial articles unless retention is supported by gazetteers (i.e. Los Angeles)
• Always spell out Saint and Mount
• Drop “town” or “township”

Additions

• Add to the name of a place the name of a larger place (except for states, provinces, territories, and countries); for example “San Francisco (Calif.)
• Exception: for UK and Irish names of the country, not the country of the area; e.g. Glasgow (Scotland)
• Differentiate between otherwise identical names by adding an additional smaller places required; e.g. Basildon (Essex, England) and Basildon (Berkshire, England)
• for communities within cities, add the city and state or country; e.g. Highland Square (Akron, Ohio)

Authority Control: Creating Headings for Corporate Bodies

Original Lecture Video

Basic Rule

• Enter a corporate body directly under the name by which it is commonly identified, except when required to enter under the name of a higher or related bosy, or under the name of a government
• IE: personnel department of a business; many businesses have such a department so invoke the higher name

Order of preference for corporate body names

• Name is determined by consulting the following sources (in order of preference): name that appears most frequently in published items issued by the body IF ANY; name that appears most frequently in reference sources; the name that appears most frequently in corporate body's records; the name that appears in administrative records relating to the acquisition of the materials being determing; name that appears in other archival records

Punctuation and changes of names

• Delete any punctuations, like periods – Use IBM not I.B.M.
• Changes of name: if the name of a corporate body has changed, establish a new heading under the new name for material appearing under that name; make a “see also” reference from the old heading to the new and from the new heading to the old (this goes back to respect de fond)

Variant Names, additions, and omissions

• Variant names – use form of name found in the records according to the following order of preference: records legally establishing the crporate body; records of administrative regulations (e.g. by laws); other records of policy (e.g. minutes)
• Additions – add qualifiers for names not conveying the idea of a corporate body of to differentiate between similarly-named entities
• Omissions – omit initial articles, terms including incorporation, and abbreviations

Governments and conferences as corporate bodies

• Governments – use the conventional name of the government (e.g. Pennsylvania not Commonwealth of Pennsylvania); differentiate among governments that have the same names using qualifiers
• Conferences and Meetings – use the specific name unless there is a corporate body to which the meeting is subordinate; omit locations, numbers, frequencies, or years of convocation (this info. Will be used as qualifiers in a specific order) (SEE chapter 14)

Subordinate bodies rule

• Subordinate bodies – DACS 12.12.13) – enter a subordinate body directly under its own name unless its name belongs to one or more of the following types (see DACS); make a cross-reference from the non=preferred to preferred form of the name
• Type I: a name containing a term that by definition implies that the body is part of another (e.g. department)
• Type II: a name containing a word that normally implied administrative subordination (e.g. committee)
• Type III: a name that is general in nature or that does no more than indicate a geographic, chronological, or numbered or lettered subdivision of a parent body (e.g. research institute)
• Type IV: name that does not convey the idea of a corporate body
• Type V: name of a university faculty, school, college, institute, laboratory, ec, that simply indicates a particular field of study, interest, or activity
• Type VI: name that includes the entire name of the higher or related body (e.g. Yale University Library)
• Kent State University. School of Library and Information Science. Admissions Committee

Direct v Indirect subheading (12.14)

• If corporate body fits one+ types, enter as a subheading of the lowest element in the hierarchy that is entered under its own name
• Sometimes we can eliminate certain levels of the hierarchy
• DACS p179 and 180

Government agencies entered subordinately

• Enter a gov. agency subordinately to the name of the government if it belongs to one or more of the following types:
• Types 1: agency with a name containing a term that, by definition, implates that the corporate body is part of another
• Types 2: agency contains a word that normally implies administrative subordination in the terminology of the government concerned
• Type 3: agency with a name that is general in nature or that does no more than indicate a geographic, chronological, numbered, or lettered subdivision of the government or of one of its agencies entered subordinately
• Type 4: agency with a name that does not convey the idea of a corporate body and does not contain th name of the governments
• Type 5: agency that is a ministry or similar major executive agency as defined by official publications of the government in question
• Type 6: Legislative body
• Type 7: A Court
• Type 8: a principal service of the armed forces of a governments
• Type 9: a head of state or head of governments
• Type 10: an embassy, consultate, etc
• Type 11: A delegation to an international or intergovernmental body

Enter all agencies belonging to the above types as a direct subheading of the heading for the government unless eliminating levels of hierarchy would confuse it with another agency

Special rules for Government Agencies

• government officials (14.20)
• Legislative bodies (14.21)
• Constitutional conventions (14.22)
• Courts (14.23)
• Armed forces (14.24)
• Religious bodies and officials (14.27)

Authority Control: Creating Headings for Persons

Original Lecture Video

Choice of Name

• DACS 12
• choose the name by which the person is commonly known (determine from chief source of information) and/or from reference sources in person’s language or country of residence/activity
• You may include titles of nobility or terms of honor with names lacking a surname
• Include diacritical marks and hyphens

Choice among Different Names

Order of preference – choose the name that appears most frequently in the person's published works (or any) OR; the name that appears most frequently in the archival materials being described OR; the name that appears most frequently in reference sources OR; the latest name; DON'T include nicknames

Pseudonyms

• Use these only for those individuals who have published or distributed works exclusively using that pseudonym; prefer a person's real and full name to an nicknames, pseudonyms, etc. Make a reference from the real name to the pseudonyms
• See DACS 12.2B2 for persons with “separate bibliographic identities”

Change of Name

Choose the latest name or form of name unless there is a reason to believe that an earlier name will persist as the name by which the person is better known (pseudonyms not included in this rule)

Choice among different forms of the same name

• If name varies in fullness, choose according to the following order of preference: name that appears most frequently in the person's published works if any; the name that papers most frequently in the archival materials being described; name that appears in reference sources; the latest name
• If no one form predominates, choose the latest form; in case of doubt about which is the latest form, choose the fuller or fullest form

Choice among different forms of the same name

More than one language? Choose according to the following order of preference: form corresponding to the language of most of that person's published work IF ANY; the form corresponding to the language of most of that person's papers; the form that appears most frequently in reference sources

Choice of Name: Language exceptions

• for well-established English forms of foreign names, choose the former. When in doubt, though, use the vernacular form
• For names written in a non-roman script, choose the form which has become well established in English-launguage reference sources
• If variant spellings exist due to different romanizations, choose the predominant spelling (think of the word czar or tsar)

Entry Element

• Select as the entry element that part of the name under which the person would normally be listed in alphabetic lists in his or her language or country of residence
• Use surname if found as the entry element
• Rare to include a first name as an entry element

Special Rules:

DACS chapter 12

Additions to Headings

• Additions (put in parentheses)
• Dates (add birth and death dates if known) (12.17)
• Fuller forms of name (12.18)
• Distinguishing terms (12.19)

Family names

Use the family surname followed by the term “family”

Choose the name according the following order of preference: Choose according to the following order of preference: form corresponding to the language of most of that person's published work IF ANY; the form corresponding to the language of most of that person's papers; the form that appears most frequently in reference sources

Authority Archival Control according to DACS

Original Lecture Video

Authority Control is part of the third step in describing creators, focusing on personal, corporate, and geographic names; SH come under authority control also but not focusing on this atm

Document Creator Information

• Traditionally, creator information goes directly in the finding aid (as biography or administrative history)
• But...we can also create a separate record system to manage authority information
• Benefits of separate authority file: can link this information to multiple collections (both within and outside out own repository); relationships among creators can be documented; we can control what form of name is used consistently (and track name variants as well)(last one is what we are focusing on)

What is Authority Control?

• A process for managing name variants for persons, corporate bodies, geographic names and subjects
• In an authority record, which is different from a bibliographic record, the authorized version of a name is selected, and regerences are made from the unauthorized variants of the name to the authorized version

Authortiy Control, AACR2 and DACS

• AACR2 stressed authorship and “blibliographic identities” while DACS stresses creationship
• BUT...the structure and content of the chapters relating to formation of names are very similar
• End result: rarely will the rules for DACS contradict the rules for AACR2 in terms of choice of names

Constructing Authority Records for Creators

• After identifying the creator(s) of the records...
• Record the name of the entity being described in a standardized format (as prescribed in DACS 12-14)
• Record all other forms of the name “that might reasonably be sought be user”
• Describe the entity using the rules found in DACS 10
• Related persons, families and corporate bodies – record authorized names of all entities that “have significant relationship with the entity named in the authority record”; describe the relationship (unless it is already defined in the Admin/BIO history) and record the dates of the existence of the relationship; this goes far beyond what AACR2 requires
• Authority record management – record repository core; record a number that uniquely identifes the authority record, record the rules used to create the authority record, indicate the status of the record (draft, finalized, revised, etc), indicate whether information is partial or full, record date of authority record creation, record information about any sources consulted, record the name of the archivist who compiled this

Page 113-114 of DACS gives a DACS authority record

Other Information to Include in a Finding Aid

Minimum v Optimum

• Review the minimum and optimum levels of description found in DACS
• Match your description level to your institutions requirements
• Include those elements required for the level you have chosen
• Any other elements found in DACS are recommended but optional

• See Roe Appendix E, p 146-174 for examples of finding aids
• Look at which pieces of information are being included
• Good for the post workshop assignment