Cataloging Materials for University Archives and Special Collections
Written by Michelle Mascaro
Procedures
General consideration to remember is that since these books are not open for patron browsing, spending a little extra time with them to add a contents note or add an extra subject heading could be very helpful. (Use cataloger’s judgment on how far to go.) In addition, there are a few other special considerations with these books:
| Location codes: | ||||||
|---|---|---|---|---|---|---|
| The number of item locations codes used in Archival Services has greatly expanded. Now there are two different categories of oversized material as well as separate codes for the reading room. Here is a complete chart for item locations within the University Archives and Special Collections categories: | ||||||
| Location Name | OCLC 049 | Class Scheme | Item record location | Item type | Item status | Bib Record location |
| Archives | BUKA | LC | ar | 13 | o | arch |
| Archives Reading Room | AUXD | LC | arrd | 13 | o | arch |
| Archives Oversize (30-46 cm in height) | AUXK | LC | aro | 13 | o | arch |
| Archives Double Oversize (47 cm or greater in height or 28 cm or greater in depth) | AUXS | LC | arod | 13 | o | arch |
| Archives Theses & Dissertations | BAUN | Local "Thesis" [date] [Author’s Last Name] | artd | 13 | o | arch |
| Archives Storage (used for archival collections) | BUKU | Local "Record Group" [xx/xxx] | arst | 13 | o | arch |
| Special Collections | BUKD | LC | ac1 | 13 | o | arch |
| Special Collections Reading Room | AUXF | LC | acrd | 13 | o | arch |
| Special Collections Oversize (31-46 cm. in height) | AUXL | LC | aco | 13 | o | arch |
| Special Collections Double Oversize | AUXT | LC | acod | 13 | o | arch |
| Rare (16-29 cm in height) | AKRN | LC | acr | 13 | o | arch |
| Rare Miniature (15 cm or less in height) | AUXW | LC | acrm | 13 | o | arch |
| Rare Oversize (30-46 cm in height) | AUXX | LC | acro | 13 | o | arch |
| Rare Double Oversize (47 cm or greater in height or 28 cm or greater in depth) | BAUH | LC | acrod | 13 | o | arch |
Knowing which code to use:
Vic has established slightly different parameters of when to use the Archives versus Special Collections location codes then used during John Miller’s reign.
- Archives (ar): is now strictly defined as University Archives and should only be used with material directly related to the University (including UA press publications, and UA faculty publications)
- Special Collections (ac1): all other material, including local history books.
- Rare (acr): material of exceptional age or value that is housed in a special section. (No material designated as rare will be sent to Bierce for cataloging.)
Backlog Material: Material from the Archival Services backlog sent up to Bierce for cataloging will have an Archives/Special Collections Cataloging flag in them which will specify which location category (Archives, Special Collections, or Reading Room) that the item belongs to. Whether an item is oversize is not included and it is up to the cataloger to identify oversize material when measuring the item in the course of cataloging.
Newly ordered material: Identifying which location code to use for newly ordered material is not as straight forward. Often times the order records will generically say Archives even though the material does not relate to the history of the university and should be given a special collections location code. Ask Michelle (who will consult Vic or John V. as needed) if you have any questions about what location code to use.
Copy Specific Notes (590s):
Certain special characteristics (such as dust jackets, autographs, etc.) need to be noted in the cataloging record. Since these features are copy specific these notes go into a 590. Notes applying to the same copy can be strung together in the same 590 with semicolons. (If the 590 gets too long, use your judgment and consider splitting into multiple notes.) Make separate 590s, prefaced by the item’s location for notes applying to different copies. Reminder: the text of all copy specific notes should be repeated in the note field of the corresponding item record.
Dust jackets: Dust jackets stay with material going to Archival Services. For any book with a dust jacket add the following note:
- 590 With original dust jacket.
Autographed (signed) and inscribed copies: For handwritten signatures, please use term autographed. (Signed can also mean just a printed name.) Inscriptions are typically autographs that are addressed to a recipient. Both inscriber and recipient should be included in note. Include date of inscriptions or autographs if given. Consider transcribing inscription or autograph as written if it adds additional information. If the name on the piece is difficult to decipher, make an educated guess and place portion you are unsure about in square brackets with a question mark. If the autograph or inscription is completely illegible, leave off note. There is no need to include location of signature or inscription unless it is in a hard to find place (such as bottom of p. 394.)
- Examples:
590 Autographed by author, Aug. 2, 1960. - 590 Autographed by John F. Kennedy, Jr.
- 590 Inscribed by author to Stephanie Plum.
- 590 Inscribed: "To Mr. Smith, my trusted mentor and friend, Mr. Jones, Akron, Ohio, May 15, 1923."
- 590 Autograph: "John Will[oughby?]"
Marginalia and/or annotations: Make a note about marginalia or other hand annotations. When known, identify the author of the annotations. If the annotator is not already traced in the record in another capacity, provide a 700 name added entry for them with the relator term annotator (|e) tacked to the end.
- Example:
590 Hand annotated by George Orwell - 700 1 Orwell, George, ‡d 1903-1950, ‡e annotator.
Donors: When available,donor information will be listed on the Archives/Special Collections Cataloging slip. If the donor is included on the 793 list http://www3.uakron.edu/ul/depts/cataloging/marc793.html, provide the appropriate 793 (or 710 in case of Friends of the University Library). If not, make a 590 note "Gift of xxxx."
- Examples:
590 Gift of Luis Proenza. - 793 Robert W. Little library.
Numbered editions: Numbered editions should be done as a two part note. Since the total number in the run applies to all copies of the item, include that portion in a 500. In a 590 put the copy specific information about which number this is, quoting wording on piece when it makes sense.
- Example:
500 Limited edition of 500 signed and numbered copies. - 590 Special Collections copy "number 47"--T.p. verso.
Archival Copies of UA Faculty Publications:
UL orders publications of current faculty members to be preserved in Archives. These archival copies are identified by a note in the order record. In addition to the special notes listed above also do the following:
- Make sure to provide a 100 or 700 access point in the record for the UA faculty member(s) responsible for the work. This may mean adding a 700 for a person that under normal cataloging rules you would not trace (such as the 4th+ listed author).
- **New Aug. 2009** Add a 793 0_ University of Akron faculty publications collection.
UA Press Publications:
UL automatically receives two copies of every title published by UA Press. One copy goes into the circulating collection, the other to Archives. Makes any special notes as listed above that may apply to the archival copy. In addition add a 710 for the Press.
- Example:
710 2 University of Akron Press.
Local Publishers:
For books published in Akron, trace the name of the publisher in a 710. Examples of local publishers include:
- 710 2 Saalfield Pub. Co.
- 710 2 Werner Company.
- 710 2 New Werner Company.
- 710 2 Superior Printing & Litho. Co.
- 710 2 Superior Printing Co.