GRAPHIC MATERIALS CATALOGING
General Policies | Notes | Access Points
Published graphic materials for the Beinecke Library which receive original cataloging are cataloged according to the latest full national standards for descriptive cataloging. The national standards are set forth in Graphic Materials: Rules for Describing Original Items and Historical Collections (1982 printing with updates) and the latest revision of Anglo-American Cataloguing Rules, 2nd ed., commonly known as AACR2, as interpreted by the Library of Congress rule interpretations. The latest editions of AACR2, the Library of Congress rule interpretations and the Graphic Materials cataloging manual are all available through Cataloger's Desktop.
A word about the differences between Chapter 8 of AACR2, also called Graphic Materials, and Graphic Materials, the cataloging manual: in the words of the manual, Chapter 8 focuses on “commercially-produced audiovisual materials, published and/or documented artists’ prints and photographs, portfolios and reproductions accompanied by printed information.” The Graphic Materials cataloging manual, however, “not only augments the original rules found in Chapter 8, but it also departs from that base in several instances in an effort to meet the requirements for cataloging original and historical graphic materials” so Graphic Materials: Rules for Describing Original Items and Historical Collections is the Rare Book Team’s default cataloging manual.
Graphic Materials includes, among other things, a glossary, examples of catalog records (some with illustrations of the works cataloged), a concordance matching up Graphic Materials rules and MARC 21 fields (clickable, of course, in the online version) and examples of MARC records for graphic materials.
The main differences between a MARC record for graphic materials and MARC records for other formats are to be found in the leader, the 007 and the 008 of the fixed, or variable control, fields and, among the variable data fields, in the 040, the 245 and the 300.
Variable control fields
In the leader field, the Type of Record will be: k, Two-dimensional non-projectable graphic. (Graphic Materials also covers projected graphics such as transparencies, slides and negatives but the type of graphic discussed here will be the non-projectable graphic.)
The 007 field is utilized and Nonprojected Graphic is checked and filled in to provide information on: Specific Material Designation, Color, Primary Support Material (and, if applicable, Secondary Support Material).
The more general 008 field is also filled in and the key section for non-projected graphic materials is: Type of material. (Most of the other sections in this field refer to projected graphic materials such as motion pictures or videorecordings and are not applicable to non-projected graphics.)
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Variable data fields
The 040 field contains the subfield e with the cataloging source code: gihc.
|040||‡a CtY-BR ‡c CtY-BR ‡e gihc|
The 245 field may contain the GMD (general material designation), “graphic”, in a subfield h immediately following the subfield a. The word ‘graphic’ is always bracketed. The use of the GMD is optional but the Rare Book Team will use it.
|245||1||4||‡a The drummer boy of our regiment ‡h [graphic] : ‡b eight war scenes.|
The 300 field:
|300||‡a 1 print : ‡b silkscreen, printed in black ; ‡c image 58 x 54 cm., on sheet 78 x 57 cm.|
The 520 field is often used to describe the visual details of the image[s] being cataloged.
|520||‡a A cupid is pictured sitting on a wall, opening the door of a wooden cage and releasing a flock of doves into the air; each dove flies away to deliver the envelope it carries on a ribbon around its neck.|
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Form of notes
Copy specific notes are made to record important information pertaining to individual copies but not to all copies. This information is often noted on the accompanying accessions slip. Information about provenance evidence, imperfections, and bindings (including bound-with information) pertaining to the copy in hand but not to all copies is recorded in copy specific notes.
Restriction on access notes (506) precede copy specific notes (590). All other notes follow. Restriction on access notes (506) and copy specific notes (590) always begin with BEIN [call no.]: Line-breaks in call numbers are indicated by spaces.
If the copy specific information is not extensive, a single 590 note per copy suffices. For clarity's sake, several copy specific notes for the same copy may be made, each beginning with BEIN [call no.]. This is the case with long runs of serials with issues which have come from numerous sources with various provenance. In general note the copy specific information in the order given below.
|590||‡a BEIN Zc56 893ra: Autograph and manuscript notes of Herbert Thomas Ackcoll. Original wrappers.|
Following is a list of notes. Use as appropriate. Some may never be used.
Order of notes
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|650||0||‡a [Subject] ‡v Pictorial works.|
|651||0||‡a [Geographical subject heading] ‡v Pictorial works.|
|650||0||‡a Gypsies ‡v Pictorial works.|
|651||0||‡a Cincinnati (Ohio) ‡v Pictorial works.|
There are several standard thesauri that can be used for graphic material. All of these can be, and have been used, in Yale catalog records.
“The Thesaurus for Graphic Materials is a tool for indexing visual materials by subject and by genre/format. The thesaurus includes more than 7,000 subject terms and 650 genre/format terms to index types of photographs, prints, design drawings, ephemera, and other pictures.”
The Thesaurus for Graphic Materials contains terms for both subject and form/genre. For subject access, generally prefer LCSH terms over TGM terms. The “notes” field for the term will indicate if the term can be used as both subject and form/genre (MARC 650 & 655) or just subject (MARC 650). Use MARC subfield ‡2 lctgm for subject terms (MARC 650 _7) and subfield ‡2 gmgpc for form/genre terms (MARC 655 _7)
"The AAT is a structured vocabulary currently containing around 131,000 terms and other information about concepts. Terms in AAT may be used to describe art, architecture, decorative arts, material culture, and archival materials … Terms for any concept may include the plural form of the term, singular form, natural order, inverted order, spelling variants, various forms of speech, and synonyms that have various etymological roots. Among these terms, one is flagged as the preferred term, or descriptor. "
In cataloging graphic materials, TGM will be the default thesaurus for form/genre terms. If a needed term is not found in TGM, a term from AAT can be used, if one exists. We will use TGM for subject access only in extraordinary circumstances.
|650||7||‡a Clothing & dress. ‡2 lctgm|
|655||7||‡a Etchings ‡z England ‡z London ‡y 1776. ‡2 gmgpc|
|655||7||‡a Interior views. ‡2 aat|
Other Access Points, including Form and Genre Headings
Certain form and genre terms are always added when called for by local practice . Other applicable standard form and genre terms may be added on a case by case basis when this does not slow down cataloging productivity and are generally retained if present in copy.
In addition to all applicable standard LC subject headings, local tracings for provenance, chronology, binding and imprint are made when called for by local policies.
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Below is an example of a fully cataloged graphic materials record:
|000||01173ckm 2200253 a 450|
|008||031031s1854 cau kneng d|
|040||‡a CtY-BR ‡c CtY-BR ‡e gihc|
|100||1||‡a Emmert, Paul.|
|245||1||0||‡a View of Honolulu ‡h [graphic] / ‡c drawn on stone by G.H. Burgess ; sketched from nature by Paul Emmert.|
|260||‡a [San Francisco] : ‡b Published by Paul Emmert, ‡c c1854 ‡e ([San Francisco] : ‡f Lith. of Britton & Rey)|
|300||‡a 6 prints : ‡b lithograph, b&w ; ‡c 63 x 88 cm.|
|590||‡a BEIN 2003 Folio 93: Bookplate of Paul Mellon.|
|500||‡a Statements of responsibility from no. 1; date from nos. 2-6.|
|500||‡a Lithographs printed in black on a pale tan-colored ground; white highlights.|
|505||1||‡a no. 1. From the harbor -- no. 2. From the Catholic church -- no. 3. From the Catholic church -- no. 4. From the Catholic church -- no. 5. From the Catholic church -- no. 6. From the Catholic church.|
|651||0||‡a Honolulu (Hawaii) ‡v Pictorial works.|
|692||1||4||‡a Mellon, Paul ‡x Bookplate.|
|700||1||‡a Burgess, George Henry, ‡d 1831-1905.|
|710||2||‡a Britton & Rey.|