Cataloging Moving Image Materials Cataloging Graphic Materials Cataloging Print Materials Cataloging Manuscript & Archival Materials Processing Procedures Manual for Dance and Other Performing Arts Collections MARC Format

Cataloging Manuscript And Archival Materials

Access Points (MARC fields 6xx-8xx)

Catalog records for performing arts materials should provide access to individual performance works and to the subject content of the materials described in catalog records. Therefore, be as generous with subject and other added entries as is practical, taking into consideration the relative importance of the material and the constraints of both the national utilities and the system on which you are cataloging. Remember that all access points should be justified within the body of your catalog record.

In the examples that follow, all the possible subject and name headings have not been listed, only the ones that illustrate the field being discussed. For full sample records, see the section at the end of the guidelines. (See APPM Chapter 2 for further information on choice of access points.)

Generally, determine access points for the material being cataloged from its chief source of information (see 1.0B1). If necessary, use information appearing outside the chief source to determine access points.

2.1 Enter a body of archival materials on the basis of provenance, under the name of the person, family, or corporate body chiefly responsible for its creation.

Enter archival materials of an individual person under the appropriate heading for that person. Personal papers may consist of correspondence, writings, legal and financial records, and related materials.

If a collection of archival materials consists of papers and other material of two or more persons, enter the material under the heading for either the person whose papers predominate or the more prominent person. If no individual predominates or is more prominent, make entry under title (see 2.1C2-2.1C3) and make added entries for all persons (see 2.3).

If a collection of archival materials has been formed around or generated by several generations of, or a number of individuals in, the same family, enter it under the heading for the family name. If one individual is the principal focus of the family archives, enter them under the heading for the individual and use the title "Family papers". If the material consists of the papers of two or more families, enter under title (see 2.1C5).

A collection of archival materials that has been artificially accumulated around a person, subject, event, activity, etc., is entered under the heading for the person chiefly responsible for the creation of the collection. Add the term "collector" to the heading. If the collector is unknown, enter the collection under title. If the collection is known under another title, enter it under that title. If there is no title, supply a title reflecting the nature and/or focus of the collection.

Enter an individual manuscript, letter, diary, etc., of known authorship or origin under the heading for the person chiefly responsible for the intellectual content of the item. Enter a collection of letters, documents, manuscripts, etc., written or signed by the same person under the heading for that person. Enter scores for choreographic works under the name of the choreographer.

Enter an individual oral history interview (whether on audio or video tape or in typed transcription) under the heading for the person interviewed. Follow the heading with the relator term "interviewee". Make added entries for the interviewers, as appropriate. For collections of oral history material relating to diverse topics and individuals, follow the appropriate guidelines for choosing headings (personal, corporate, or title) for collections.

For further information about handling oral history material, see [Cataloging Oral Histories - SAA manual]

2.1B. Entry under corporate name (MARC field 110)

A corporate body is an organization or a group of persons that is identified by a particular name and that acts, or may act, as an entity. Examples of corporate bodies for performing arts holdings are dance companies, groups, and schools, foundations, and organizations related to dance activities, etc.

Enter the records of a corporate body under the appropriate heading for that body. The heading chosen should accurately reflect the administrative unit having most direct responsibility for the creation and provenance of the materials described (for further information concerning corporate bodies, see APPM 2.1B1-2.1B5) [21.1B]

2.1C. Entry under title (see 1.1)

When the author or creator is unknown or uncertain, enter archival materials directly under title.

Enter under title collections that have been collected or assembled by an individual but that are known under another name or title. Make an added entry for the collector when known.

Enter under title a collection of the personal papers of two or more individuals where no one person can be identified as more prominent or predominating and where the individuals are not members of the same family.

Enter a group of materials documenting a performance work or event under the title of the work or event. Make added entries for those responsible for content and performance of the work or event.

[Check example and get a second example]

Enter under title the combined papers of two or more families. Make an added entry for each of the families named in the title.

2.1C6. Manuscripts and collections of manuscripts of unknown origin or authorship

Enter under title (either formal title or supplied title based on subject, form, or content) manuscripts and manuscript collections for which the author or creator is unknown.

Provide personal name (600), corporate name (610), uniform title (630), topical (650), geographic (651) subject added entries, and genre/form (655) and occupation (656) index terms, as appropriate, to indicate the content of the material being cataloged. Subject added entries are assigned to a record according to established subject cataloging principles and guidelines (for guidelines in assigning subject headings, see Library of Congress Subject Cataloging Manual: Subject Headings). All such entries are under authority control: use only Name Authority File headings (NAF) for fields 600-630; Library of Congress Subject Headings (LCSH) for fields 650, 651, and 656, and the Art and Architecture Thesaurus (AAT) for field 655.

When feasible, the use of subdivisions is encouraged in order to improve subject access and facilitate retrieval of material. Specificity can be achieved with the use of general topical or form subject subdivisions (subfield x), chronological subdivisions (subfield y), and geographic subdivisions (subfield z).

Provide subject added entries for persons, groups, or organizations who may be considered subjects of the material. These names should be mentioned in the descriptive area of the catalog record, usually in the Scope and Content note (520 field, see 1.7B2).

A uniform title provides the means to bring together various manifestations of a work under a standardized heading. Uniform titles are particularly used for choreographic works to distinguish between different choreographic versions and to identify the choreographer without whom the particular work or version of a work would not have been created. This heading is used when the manuscript or archival material includes material about a particular choreographic work.

Topical subject added entries may consist of general subject terms including names of events or objects with subdivisions which provide further specificity. When using LCSH, make sure to verify headings through the LC online system, available over the Internet; do not rely on the LCSH "red books." This is particularly necessary with dance-related subject headings, which were recently changed across the board. For example, the term "Dancing" from the red books was revised to "Dance". If a particular subject is not included in LCSH consider submitting the heading through the DHC NACO project (see Authority section in Appendix).

Use geographic name subject added entries to provide access to countries or areas when information about these areas are included in the material being cataloged.

Use this field for terms indicating the genre, form, and/or physical characteristics of the materials

making up the collection. Genre terms for textual materials designate specific kinds of materials distinguished by the style or technique of their intellectual contents. Form and physical characteristic terms designate historically and functionally specific kinds of materials as distinguished by an examination of their physical character, subject of their intellectual content, or the order of information within them. Standard published lists provide the terms that are used in this field; the specific list is identified by a code in subfield 2. For archival materials, use terms from the AAT. Access to the AAT is available through the LC online system.

Use this field to provide index terms for access to occupations (and avocations) reflected in the materials. Standard published lists should be used for the occupational terms and the list is identified in subfield 2. For archival materials, occupation terms come from LCSH.

Although 690 fields may be used for local subject headings, a local heading should be used only in cases when the subject access is specific to your repository, not to the subject matter of the material. If it is the subject matter of the material and an appropriate heading is not available in LCSH, DHC participants should submit subject heading proposals for those headings not available in LCSH, and thus increase future dance access through subject terminology, rather than opt for a local heading which may drop out of the record when placed in the national bibliographic utilities. (See authority section of DHC Cataloging Guidelines for information about submitting subject heading proposals.)

Provide added entries for persons and corporate bodies having some significant form of responsibility for creation of the material being cataloged, including those listed in statements of responsibility in field 245 subfield c, and 505, 508, and 511 fields. Use only controlled headings as found in NAF. Make added entries for performers, designers (costume or set), composers, producers, directors, and others are similarly traced with the addition of a relator term (see below). All names for which such added entries are made should be found in a note or in the title statement. Other name added entries (correspondents, etc.) may not be listed individually in the note area but the context of the scope note should explain their inclusion as added entries.

The number of added entries given a specific item will depend on the relative significance of those persons and/or corporate bodies in the material and the size limitations placed on the record by the national utilities and local practice.

Use relator terms in subfield "e" to describe the role(s) of the person or corporate body in relationship to the material. If the same person or body fulfills multiple roles, assign multiple subfield e's (e.g. if the choreographer also appears in a performing role). Use the relator terms given in the USMARC Code List for Relators, Sources, Description Conventions (LC, 1993), and the additions to the list made as necessary by DHC participants (see relator list in Appendix).

If scripts, promptbooks, scores or whole texts are included in a manuscript collection make an author title added entry for the work.

Example:

[Need example from Billy Rose Theatre Collection]

Title added entries may be uniform titles for choreographic works or uncontrolled titles for other forms of title access.

Make a uniform title added entry for any choreographic work contained in the material being cataloged (for information about authorized form of uniform title headings see 630 field, 2.2B).

Record uncontrolled (not under authority control) related or analytical titles for items to which you wish to provide access, such as uncontrolled titles for works contained in the item being cataloged. Variant forms of the title of the item being cataloged are entered in 246 field (see 1.1G). Uniform titles which are under authority control are entered in 730 field (see 2.4A). Initial articles are not recorded in 740 field unless the intent is to sort on the article.

Record information concerning the host item for the component part described in the record. The field is provided in order to enable the user to locate the record that contains the component part being described. Subfield "a" contains the main entry heading from the 100 field of the related record. Subfield "w" contains the system control number of the related record preceded by the NUC symbol, enclosed in parentheses, for the system to which the control number applies. Subfield "7" contains up to four character positions that indicate special characteristics of the linked entry: the first character position contains a code indicating the type (personal or corporate) of the name contained in subfield "a"; the second character contains a code indicating the form (forename, single or multiple surname, family name, or corporate name ) of the name contained in subfield "a"; the third character contains a code indicating the type of record for the related item (language material, archival and manuscript material, sound recording, etc.); the fourth character contains a code indicating the bibliographic level of the related item (monograph component part, collection, subunit, item, etc. Since the information in this field is coded, the relationship between the host item and the component part may be explained in the linking entry complexity note (580 field, see 1.7B5).

Optionally, use this field to give information required to locate material being cataloged. The information may identify the organization holding the material or the source from which it is available.

This field contains information required to locate an electronic resource, such as a finding aid available electronically. The data in 856 field may be a Uniform Resource Locator (URL) which is recorded in subfield "u" or it may parse the necessary locator information into separate defined subfields. Guidelines for the use of 856 field may be obtained from the Network Development and MARC Standards Office of the Library of Congress.

For Glossary:

A parallel title is defined as a title proper appearing in another language or script on the title page or its equivalent

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