DRAFT Maps in Books DRAFT
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In response to the theft of numerous maps from the Beinecke Library, and the subsequent difficulties in identifying which maps originally came from the Beinecke collection, it was decided that a project to more adequately catalog maps in books be undertaken. The initial focus of the project will be on the material held in the Taylor collection, a collection of books and manuscripts relating to the science and technique of navigation and to the discovery and exploration of the coasts and lands of America. The project will then expand to include pre-1800 material, titles cited in J.E. Alden's European Americana: a chronological guide to works printed in Europe relating to the Americas, 1493-1776, and titles cited in A catalogue of books relating to the discovery and early history of North and South America forming a part of the library of E. D. Church.
Additionally, there may instances when curators flag newly acquired titles for maps in books.
The primary source for select cataloging standards and conventions cited in this document is Cartographic Materials, A Manual for Interpretation for AACR2, 2002 Revision, 2005 Update (2nd ed.), available on Cataloger's Desktop and in print in the Rare Book Team area.
1. RBT members will methodically work through the "Maps in Books" spreadsheet available on the J: drive, in the TECHSERV folder, under "Map Cataloging." When working on material using the Maps in Books spreadsheet, choose material only from the "Misc. maps" and "Taylor" sheets.
2. Page the selected title. Check the holdings of the title; if there are additional copies, page them as well for recataloging. Additionally, search on the title to insure there are no other copies on separate bibliographical records. If there are other matching copies on separate bibliographical records, page them for recataloging. Do not recatalog other editions.
3. Upgrade the entire record to full level AACR2 cataloging, including, importantly, upgrading the 300 and making sure the relevant fixed fields are in agreement with it.
4. Add the following elements to the bibliographical record:
Elements of entries
A.) A 500 note containing transcribed map title, statement[s] of responsibility, date and scale.
B.) A separate 590 note containing local information about the map[s] in the work.
C.) Added entries.
[Note: these rules do not apply to composite atlases, in which, ideally, each map will be cataloged individually.]
A. 500 Note (map title, statement[s] of responsibility, date and scale)
Title of map
Prefer the title located within the neat line or border of the main map [see Figure 19 from rule 5D1. of Cartographic Materials for diagram showing where a neat line is located on a map]. If no such title is available, use a title located outside the neat line or border of the main map. If a map does not have a title at all, then use AACR2 rule 3.1B4, which states, “If the item lacks a title, supply one as instructed in 1.1B7. Always include in the supplied title the name of the area covered.”
Example: [Map of Ontario].
When there are parallel titles (e.g. a title in Latin and Dutch), transcribe the Latin title, if there is one. If there is no parallel title in Latin, transcribe the first title regardless of language.
Statement[s] of responsibility
Transcribe statements of responsibility on the map in the form in which they appear. If a statement of responsibility is taken from a source other than the chief source of information, enclose it in square brackets.
Give date, if present on item. If no date is on the item, use [n.d.].
Example of a 500 note for a single map:
500 ‡a Map: Kaart von Nieuw Frankryk en van Louisiana, nieuwelyks ontdekt en opgedragen aan den Koning, ao. 1683 / door den Vader Louis Hennepin .
Example of a 500 note for a number of maps:
500 ‡a Contains eight folded maps:  Port Royal. .  Isle de sainte Croix. .  Malle Barre. .  Le Beau port. .  Port Fortuné. .  Carte geographique de la nouelle Franse en son vray mondia. .  Quebec. .  Carte geographique de la novvelle Franse / faictte par le sieur de Champlain Saint Tongois ... Dauid Pelletier fecit. .
B. 590 Note
Add to existing 590, if there is one. If the map information being added to the 590 would make it too long (e.g., there are eight maps to describe), create a separate 590. If there is not a 590, add one. Local information about the map(s) must include the dimensions of the map(s) and location within the volume.
NOTE: In certain cases, a map removed from a book will be classed separately. In this case, make a note in the 590 field of the bib record for the monograph, including the dimensions, state where the map was formerly bound in the volume, and give the separate classification for the map.
590 ‡a BEIN 2003 +64: Map (21 x 35 cm., on sheet 24 x 37 cm.) formerly bound preceding p. 1, now shelved separately as: Broadsides 2008 48.
Add a holding for the separately classed map to the bibliographic record of the monograph.
Measure both the size of the map, to the nearest millimetre exressed in tenths of a centimetre, as measured by the neat lines (which enclose the details of the map) and the size of the whole sheet on which the map is printed. See rule 5D1. in Cartographic materials for further details and examples (e.g., when the map details go beyond the neat lines). If the map is folded, give the folded dimensions.
Notes: Dimensions given in Digital Library records are not rounded up as is done with AACR2/DCRM(B) records. When cataloging according to DCRM(B), do not use a period following "cm."
23.5 x 26.7 cm, on sheet 26.4 x 28.6 cm
66.4 x 40.2 cm, on sheet 66.8 x 44.2 cm, folded to 33.2 x 22.1 cm
Location within volume
Always note the location of the map within the volume using either pagination or signatures (e.g., bound in following p. 122; bound in following leaf A3; bound in before leaf A1).
Example of a 590 note for a single map:
590 ‡a BEIN Taylor 163: Map (54 x 29 cm, on sheet 58 x 34 cm, folded to 18 x 12 cm) bound in following leaf 6.
Example of a 590 note for a number of maps:
590 ‡a BEIN Taylor 257:  Port Royal (15 x 25 cm, on sheet 22 x 26 cm) bound in after p. 22 (first count).  Isle de sainte Croix (15 x 25 cm, on sheet 22 x 26 cm) bound in after p.  (first count).  Malle Barre (15 x 24 cm, on sheet 21 x 25 cm) bound in after p. 88 (first count).  Le Beau port (15 x 25 cm, on sheet 22 x 26 cm) bound in after p. 118 (first count).  Port Fortuné (15 x 25 cm, on sheet 22 x 26 cm) bound in after p. 132 (first count).  Carte geographique de la nouelle Franse en son vray mondia (20 x 32 cm, on sheet 29 x 34 cm) bound in after p. 160 (first count).  Quebec (15 x 25 cm, on sheet 18 x 26 cm) bound in after p. 176 (first count).  Carte geographique de la novvelle Franse, divided into 2 parts (each, 35 x 38 cm, on sheet 46 x 39 cm) and bound separately from each other in vol.: after p.  (third count) and after p. 52 (final count) at end of vol.
C. Added Entries
In all cases, make added entries for all personal authors and/or corporate bodies that shared in the production of the map, as instructed in Appendix A.6 of Cartographic materials. This includes engravers, delineators, publishers, printers, etc., but does not include individuals to whom a work is dedicated. Generally for cartographic materials, when there is doubt, an added entry is made.
Trace the map title where judged useful; i.e., a title such as “Virginia” may not be judged to be a useful tracing.
Example: 740:02: ‡a Description de la grande Mer de Sud.
Make appropriate bibliographical citations. See Cartographic Materials Bibliographies in the Rare Book Team’s Manual for those most often cited. Bibliographies will be cited whether they refer to the work as a whole or only to the map(s) within the work.
As a rule, use subfield ‡v Maps for the larger of the geographic areas included in the maps. For maps printed before 1800, always add the subdivision "Early works to 1800."
Northwest, Pacific ‡v Maps ‡v Early works to 1800
Oregon ‡v Maps ‡v Early works to 1800
Washington (State) ‡v Maps ‡v Early works to 1800
Idaho ‡v Maps ‡v Early works to 1800
Montana ‡v Maps ‡v Early works to 1800
Wyoming ‡v Maps ‡v Early works to 1800
655 Tracing for Maps
Make a local 655 for "Maps in books" using only a chronological qualifier for date of printing of book.
Example: 655: 7: ‡a Maps in books ‡y 1697. ‡2 local
5. Update the appropriate spreadsheet(s) in the Recataloged column using your initials and date when completed. For example: TEF 10/31/07. If recataloging additional copies, be sure to identify which additional copies have been recataloged by entering them into the appropriate spreadsheets (e.g., Taylor 74, 1976 +271 [on separate spreadsheets]).
6. Barcode the item(s) according to the appropriate documentation (Barcodes, Barcodes for Serials and Multipart Monographs, and Physical Barcoding of Printed Material), charge the item to the West Wing pseudo-patron card, and put on designated shelf in BRBL to be routed to Digital Library. Once 10 titles (not 10 individual volumes) are on the shelf, deliver the material to the Digital Library.
[additional information needed.]
Do not export/re-export the updated record.
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