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Cataloging Graphic Materials

DRAFT 6/9/97

Physical Description (MARC field 300)

The physical description area consists of the following elements:

Statement of extent -- : other physical details -- ; dimensions -- + accompanying material.

For list of standard abbreviations used in 300 field, see AACR2 Appendix B.

3B1. Statement of extent of item (including the specific material designation) (300 subfield a) [8.5B]

There are four ways of stating the extent:

a) Record the exact number of single items.

1 drawing
4,945 transparencies
16 pictures

b) Record the approximate number of single items.

ca. 465 prints
ca. 2,500 photographic prints

c) Record the number of containers or volumes.

1 portfolio
8 albums
65 boxes

d) Record the linear or cubic measurement.

56 cubic ft.
24 linear ft.

3B4. Information on component parts

When describing an item which contains a number of parts or a group of materials and a more specific statement of extent is desirable, add the number of component parts in parentheses. When such details are numerous or complex, give them in the note area. Alternatively, provide a repeatable 300 field to describe each of the different materials

Example:300 -- |a 4 albums (65 photographic prints, 2 broadsides, 3 postcards) [Ö]
  
 300 -- |a 1 portfolio (40 lithographs)
  
 245 00 |a Henri McDowell collection of photographs
 300 -- |a 300 photographic prints
 300 -- |a 7,000 slides
 300 -- |a ca. 3,000 photonegatives ;|c 35 mm.

3B5. Specific material designation

Chose a term from the list below for the specific material designation (SMD):

collage
drawing
painting
photomechanical reproduction
photonegative
photographic print
picture
print
slide
transparency

[List from AACR2 is attached - also check in TGM and with Pat]

3C. Other physical details (300 subfield b) [8.5C]

Other physical details area includes information that:

describes more specifically the means by which the image was produced
gives an indication of color
describes the means by which text with the image was produced

For more specific information see GM:RD 3C1-3C4.3.

3D. Dimensions (300 subfield c) [8.5D]

3D2.1 Generally, the statement of dimension shows the height and the width. Height is always expressed first (e.g., 44 x 56 cm. indicates that the item is 44 centimeters high and 56 centimeters wide).

3D2.2 Generally, give the height and width for graphics in centimeters rounded up to the next whole centimeter (e.g., if a measurement is 37.1 centimeters, record it as 38 cm.). Use the abbreviation "cm." The following rules give guidance for special cases.

Optionally, for single items, give the dimensions to the nearest millimeter.

Since the size of some photographic material is standardized in the trade in inches or millimeters, the standard size may optionally be given in these cases. Use the abbreviations "in." and "mm."

Examples:300 -- |a 1 drawing ;|c 15 x 18 cm.
  
 300 -- |a 1 photographic print ;|c 10 x 8 in.
  
 300 -- |a 1 photonegative ;|c 35 mm.

Optionally, add inches in parentheses after the metric size, rounding off the size up to the next quarter inch. (When using the option of measuring to the nearest millimeter, give the additional size to the nearest eighth inch.)

Example:300 -- |a 1 print ;|c 20 x 25 cm. (8 x 9 æ in.)

3D3. Single items

3D3.2. When an image consists of more than one sheet, measure the whole sheet (as is the case with three-sheet posters for theater advertising).

Example:300 -- |a 1 picture (3 sheets) ;|c full sheet 220 x 120 cm.

Optionally, when the sheet sizes are uniform give the individual sheet sizes.

Example:300 -- |a 1 picture (3 sheets) ;|c each sheet 110 x 60 cm.

3D3.3. For unmounted photographic prints and those not on standard mounts, generally record the dimensions of the primary support (e. g., when photographic prints have been attached by pressing).

Examples:300 -- |a 1 photographic print ;|c 10 x 8 in.
  
 300 -- |a 1 photographic print ;|c 14 x 16 cm.

3D3.4. For photographic prints affixed to standard mounts, such as cabinet cards, record only the dimensions of the mount.

Examples:300 -- |a 1 photographic print on stereo card :|b stereograph ;|c9 x 18 cm.
  
 300 -- |a 1 photographic print on cabinet card :|b sepia toned ;|c17 x 11 cm.
  
 300 -- |a 1 photographic print on carte-de-visite mount ;|c 11 x 6 cm.
 

3D3.5. For photonegatives, record only the dimensions of the base of the emulsion.

Examples:300 -- |a 1 photonegative ; |c 35 mm.
  
 300 -- |a 1 photonegative :|b glass ;|c4 x 5 in.

3D3.6. Optionally, add other dimensions that help to identify the item (e.g., when there is a large difference between the image and primary support size) or that help to assess storage or exhibition requirements. Specify the aspect that has been measured. Separate each additional dimension by a comma.

Examples:300 -- |a 1 print :|b etching ;|c plate mark 49 x 51 cm., on sheet 68 x 72 cm.
  
 300 -- |a 1 photographic print ;|c image 7 x 5 in., on sheet 10 x 8 in.
  
 300 -- |a 1 drawing :|b pen and India ink ;|c image 13 x 14 cm., on sheet 33 x 42 cm.

3D4. Nonrectangular and irregular shapes

3D4.1. For circular shapes, give the diameter, specified as such Use the abbreviation "diam."

Examples:300 -- |a 1 print :|b mezzotint ;|c diam. image 6 cm., plate mark 8 x 7 cm., on sheet 24 x 17 cm.
  
 300 -- |a 1 photographic print :|b Kodak bullís eye ;|c diam. image 5 cm., on sheet 16 x 14 cm.

3D4.2. For oval shapes, give the major and minor axes, specified as "oval".

Example:300 -- |a 1 print ;|c oval image 7 x 5 cm.

3D4.3. For an irregular shape, measure by squaring it off at the greatest points with two transparent triangles or strips of plastic. Use the abbreviation "irreg." And, if desirable, whatever word or phrase describes the shape.

Example:300 -- |a 1 collage :|b photographic prints, newspaper clippings, paint ;|c irreg. pentagon image 41 x 36 cm., on sheet 57 x 48 cm.

3D5. Intaglio prints on trimmed sheets or with eradicated plate marks

When a sheet has been cut on or inside the plate mark subsequent to the creation of an intaglio print or the plate mark is indistinguishable, give the dimensions of the sheet and explain in a note.

3D6. Folded items

When an item is kept folded, give the dimensions of the primary support and add the dimensions when folded.

Example:
 300 -- |a 1 print ;|c 36 x 63 cm., folded to 10 x 20 cm.

3D7. Sight measurements and framed items

3D7.1. When the full image is not visible because of nonremovable mat or other obstruction, give the sight measurements and, if desirable, the dimensions of the mat, etc.

Examples:300 -- |a 1 print :|b lithograph ;|c visible image 26 x 30 cm., in mat 34 x 38 cm. (window mat and backing are glued together)
  
 300 -- |a 1 photographic print :|b daguerreotype ;|c visible oval image 7 x 6 cm., in case 11 x 9 cm.

3D7.2. When the item is in a frame of specific historical importance, the frame is considered a part of the work itself, or the work is permanently framed at the request of the creator or donor, give the dimensions of the frame separately, specified as such.

Example:300 -- |a 1 painting ;|c visible image 30 x 24 cm., in frame 47 x 41 cm.

3D8. Daguerreotypes

With daguerreotypes, specify the plate size, if known.

Example:300 -- |a 1 photographic print :|b ninth plate daguerreotype ;|c7 x 6 cm.

3D9. Collections.

3D9.1. In general, give the measurements for a collection according to the terms of the first statement of extent and record only the outside dimensions. When some images are designed to be viewed horizontally and some vertically, give the measurements according to the majority.

Examples:300 -- |a 75 photographic prints ;|c 7 x 9 in.
  
 300 -- |a 1 portfolio (28 etchings) ;|c 21 x 30 cm.
  
 300 -- |a 6 albums (280 carte-de-visite photoprints) ;|c 54 x 50 cm.
  
 300 -- |a 65 photonegatives :|b nitrate ;|c 2 º x 2 º in.
  
 300 -- |a 25 drawings :|b pen and India ink ;|c 16 x 27 cm.
  
 300 -- |a 247 photographic prints ;|c 5 x 4 in.

3D9.2. When the items, containers, or volumes are of two sizes, give both. When they are of more than two sizes, give the greatest height of any of them followed by the greatest width of any of them and the words "or smaller."

Examples:300 -- |a 488 photographic prints ;|c 4 x 5 in. and 5 x 7 in.
  
 300 -- |a 3 albums (633 photographic prints) ;|c 29 x 33 cm. or smaller.
  
 300 -- |a 55 prints :|b lithograph ;|c 71 x 44 cm. or smaller.

3E. Accompanying material (300 subfield e) [8.5E]

Record the name of the accompanying material at the end of the physical description or record the name and details of the accompanying material in a note (500 field, see 5B1).

Example:300 -- |a 200 photographic prints ;|c 20 x 25 cm. +|e 1 ms. catalog.

3F. Collections containing more than one distinct category of material

When a collection contains material falling into more than one distinct category, for which separate physical descriptions are desired, record each part in a separate physical description area (300 note).

Examples:300 -- |a 280 photographic prints ;|c 13 x 18 cm.
 300 -- |a 150 photonegatives ;|c 35 mm.
  
 300 -- |a 65 prints :|b relief process ;|c 29 x 22 cm.
 300 -- |a 8 albums (550 photographic prints) ;|c 51 x 46 cm. or smaller
 

3G. Arrangement (5B16) (MARC field 351)

Optionally, provide information about the general arrangement of a collection in a 351 note, specifying the structure and order of the material in the unit being cataloged. Organization is in subfield a; arrangement is in subfield b.

Examples:351 -- |a [Example from Roger Wood collection - K. Nickeson or P. Rader to provide ]
  
 351 -- |b Arranged alphabetically by production name.

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