Minimal Level Bib. and MFHD Records: Maps

 

Overview
The primary function of this document is to describe the procedure to be followed by Map Collection cataloging staff in the event that maps requiring cataloging are not represented adequately in LCDB, RLIN, or OCLC. Instructions are included for the creation of minimal level records for maps entirely unrepresented in ORBIS, and also for those that are represented in ORBIS by preliminary records created by acquisitions staff. Minimal level bibliographic records contain standard MARC fields with appropriate content designation and sufficient information to conform to the MARC 21 Format for Bibliographic Data standard for minimal level records described at www.loc.gov/marc/bibliographic/nlr/.

Part 1: General procedures for minimal level bibliographic records for maps

Part 2: Creating a new minimal level map record

Part 3: Creating a minimal level record in ORBIS using "standard" copy from OCLC or RLIN

Part 4: Why "non-standard" copy should not be used to create an ORBIS map record

Part 5: Assigning geographic subject headings

Part 6: Authority validation

Part 7: Creating or editing MFHDs for maps

 

Part 1: General Procedures for Minimal Level Bibliographic Records for Maps
Search Orbis thoroughly before creating a minimal level bibliographic record. If a preliminary record is found in Orbis, and a standard record (see Part 3) is found by searching LCDB, RLIN, and OCLC (in that order), the ORBIS record should be overlaid, following established procedures (see www.library.yale.edu/training/stod/orbis2.html).

If a record is not found in LCDB, OCLC, or RLIN, create an Orbis record according to the method described in Part 2, using approved templates. Code the MFHD for all minimal level records according to the procedure described in Part 7.

If examination of a map or set of maps indicates that it is a component of a map series, search by both sheet/set title and series title in Orbis, LCDB, RLIN, and OCLC, in that order, until a match is found for the sheet/set or for the series. If no record for either is found in Orbis, and a satisfactory record is found in one of the other sources for the sheet/set, save the record to Orbis and follow normal copy cataloging procedure.

If a map series record is found in Orbis, consult with a catalog librarian for maps to determine whether the map(s) in hand should be shelved with the series, or cataloged as a sheet or set of sheets and shelved separately. If a full series record is found in LCDB, RLIN, or OCLC for a map series to which the sheet/set belongs, and there is no corresponding series in the Map Collection, print the record and consult with a catalog librarian for maps.

If a map is unpublished (e.g., a manuscript map or a photostat), consult with a catalog librarian for maps.

To use a record found in OCLC or in RLIN as a basis for a minimal level record, follow the instructions in Part 3.

 

Part 2: Creating a New Minimal Level Map Record
Invoke the bibliographic template for cartographic materials by pressing the "New" toolbar button. Code the fixed fields as follows, using the drop-down menus:

Leader:

Type of Record: e (cartographic material [template default]).

Bibliographic level: m (monograph/item [template default]).

Encoding level Assign the value 7 (minimal level [template default]).

 

008:

Cataloging source: d ("Other")

Type of Date/Publication status: Assign the code s for single maps (single sheet or on multiple sheets), r for facsimile reprints, or, if inferring a date for a range of dates, q.

Date 1 (Beginning date of publication) and Date 2 (Ending date of publication): Record the date(s) of publication. If there is no date of publication on the map use 200u or, for older material, 19uu.

Examples:

260 c

DATE 1

DATE 2

008 Code(s) Explanation

 c2002.

2002

____

s Single map, or map set issued in one year. Copyright date used in 260.

 1998.

1998

1836 or uuuu

r Facsimile reprint: 2nd date for original map (uuuu if date of original unknown).

 1996-1997.

1996

1997

m Multipart map set (not series), if start and end date differ.

 [200-]

200u

____

q Inferred date, decade/century known.

 [19--]

19uu

____

q Inferred date, century known.

Place of publication (not map coverage): Assign the appropriate code from the list of MARC Codes for Countries, found at www.loc.gov/marc/countries/co00pt1.html. Note that there are separate codes for U.S. states, Canadian provinces, and countries of the United Kingdom.

Type of cartographic material: Assign a ("Single map").

Language Assign the appropriate code from the list of MARC Codes for Languages, found at www.loc.gov/marc/languages/.

Reminder: when beginning with a preliminary record, check fixed fields; do not assume they are correct.

 

Variable fields:

020 (ISBN): Record the ISBN (International Standard Book Number) in field 020 according to the following pattern:

020

 

 

‡a ##########

Do not transcribe hyphens or spaces.

034 (Coded cartographic mathematical data): Indicate the type of scale and the scale (if indicated on the map) as shown here. The 034 field and the 255 field must be in agreement.

If a scale is stated on the map, or if one can be determined using a scale indicator, mark the first indicator 1 (one), enter a in subfield a and the denominator of the scale ratio, without commas, in subfield b.

034

 

 

‡aa ‡b 2000000

If there is no scale stated on the map, and one can not be determined using a scale indicator, mark the first indicator 0 (zero), and enter a in subfield a. Do not add subfield b.

034

 

 

‡a a

 

040 (Cataloging source):

040

 

 

‡a CtY ‡c CtY

 

100/700, 110/710, or 111/711 (Main or added entry: Personal, Corporate or Conference Name):

If the map has three or fewer authors, record the first-named author in the appropriate 1XX field. If the map names no author, omit the 1XX field. If the map has three or more authors, do not input a 1XX field, and use a 7XX field for the first-named author. If there is no 1XX and there is an editor, compiler, etc., record the name in field 7XX. Treat cartographic firms (such as Hammond or Rand McNally), which are responsible for the creation of the maps they produce, as corporate authors, unless a cartographer is named specifically on the map (e.g., as with many National Geographic maps). In the latter situation, record the cartographer as main entry (100 1_), and include an added entry for the firm (710 field).

Search for an authority record for the heading (personal, corporate, or conference) in ORBIS and, if necessary, in LCDB. If a personal name or a corporate name is not authorized, and there is no precedent for its use represented in ORBIS or in LCDB, use the form of the name as found on the map (last name first for personal names, unless instructed otherwise). Enter a space between initials that accompany a personal surname (e.g., Fischer, M. F. K.), but not between initials that are constituent of a corporate name (e.g., B.F. Goodrich Company).

Examples:

George Philip & Son, Ltd. (form as found on map; authorized form exists)

110

2

 

‡a George Philip & Son.

G.F. Cruchley (form as found on map; not authorized, and not found in ORBIS or in LCDB)

110

1

 

‡a Cruchley, G. F.

Institut gographique national (form as found on map; authorized form exists)

110

2

 

‡a Institut geographique national (France)

Hermann Haack Geographisch-Kartographische Anstalt (form as found on map; not authorized, not found in ORBIS or in LCDB)

110

2

 

‡a Hermann Haack Geographisch-Kartographische Anstalt.

Great Britain. War Office. General Staff. Topographical Service. (form as found on map; not authorized, not found in ORBIS, but used in LCDB records)

110

2

 

‡a Great Britain. ‡b War Office. ‡b General Staff. ‡b Topographical Service.

Hans Oberdorfer, Herausgeber [i.e., editor]. (form as found on map; authorized form exists)

245

0

0

a Frankreich / c Hans Oberdorfer, Herausgeber.


700

1

 

‡a Oberdorfer, Hans, ‡d 1846-1927.

 

245 a, b, and c (Title, other title information, and statement of responsibility) Record the title in field 245 according to the following pattern:

245

1

0

a Title : b other title information / c [3 or fewer authors].

 

245

0

0

a Title : b other title information / c [editor, compiler, etc., or no statement of responsibility].

If the record has a main entry (1XX), set the first indicator to 1 (one); if it does not, set the first indicator to 0 (zero). Transcribe the title as it appears on the map, including an article, if present. If the title begins with an article (refer to www.loc.gov/marc/bibliographic/bdapp-e.html), set the second indicator to reflect the number of characters preceding the title proper (including a space, if there is one: see the fourth example below). If the title does not begin with an article, set the second indicator to 0 (zero).

If a map is in a cover or has a panel title, and the cover or panel title is more comprehensive than the title on the map (e.g., "Maputo streets, monuments, and government offices" on the cover or panel vs. "Map of Maputo" on the map), transcribe the cover title in the 245 field. Capitalize the first letter of the first word and the first letter of proper nouns. Use b for other title information (such as subtitles, parallel titles, etc.) and precede it with space-colon (#:). Transcribe the statement of responsibility in subfield c, following a slash. End the field with a period.

Examples:

Title and statement on map: Atlas du Nord de la France, Institut de gographie, Universit de Lille.

245

1

0

a Atlas du Nord de la France / c Institut de géographie, Université de Lille.

Title on map (no statement of responsibility): France.

245

0

0

a France.

Title and statement on map: France et ses colonies, Alexandre Vuillemin grav.

245

1

0

a France et ses colonies / c Alexandre Vuillemin grav.

Title and statement on map: The Ordnance Survey map of Namibia, prepared by the Ordnance Survey.

245

1

4

a The Ordnance Survey map of Namibia / c prepared by the Ordnance Survey.

 

246 (Varying form of title) Record a varying form of the title in field 246 according to one of the following patterns as appropriate:

246

3

 

‡a Alternate form of word, etc. in title in field 245

Do not end the field with punctuation, unless it belongs to the final word (abbreviation, etc.). Create field 246 in the following situations only.

Examples:

If the title recorded in field 245 a is in English and contains an ampersand (&), create a 246 field with the word "and" in place of the ampersand, using indicators as shown.

Title: Cadiz & environs

245

1

0

a Cadiz & environs.


246

3

 

‡a Cadiz and environs

If the title begins with a cardinal or ordinal numeral, create a 246 field with the number represented as a word (in the language of the title), using indicators as shown:

Title: 2 cartes linguistiques du Congo belge

245

1

0

a 2 cartes linguistiques du Congo belge.


246

3

 

‡a Deux cartes linguistiques du Congo belge

If the title recorded in field 245 a has an obvious typographical error, create a 246 field with the corrected text, using indicators as shown. Do not add a 246 field to correct archaisms or vernacular/alternate spellings, e.g., "Mapp of the Spice Islands," "Brussel" (for Brussels), or "Johannesberg city centre."

On map: Munincipal map of Barstow

245

1

0

a Munincipal map of Barstow.


246

3

 

‡a Municipal map of Barstow

If the panel title or cover title is more comprehensive in its description of the geographical coverage of the map than the title on the map itself (see above section), transcribe it in the 245 field, and transcribe the title on the map in a 246 3_ field. A 500 general note indicating the source of the title given in the 245 field (e.g., "Panel title" or "Cover title") is not required, but is a helpful addition to the record.

245

 1

0

a Metropolitan Lhasa, showing tramways.


243

3

 

‡a Map of Lhasa


500

 

 

‡a Cover title.

 

250 (Edition statement) Record edition statements in field 250 according to the following pattern:

250

 

 

a Edition statement.

Abbreviate terms using AACR2 prescribed abbreviations (see www.info.library.yorku.ca/techserv/romabb.htm). Convert a written-out number to an Arabic ordinal number. Use a period to represent the ordinal number in all non-English-language edition statements. Always end the field with a period.

Examples:

Fifth edition

250

 

 

a 5th ed.

Revised second edition

250

 

 

a Rev. 2nd ed.

Zweite Auflage

250

 

 

a 2. Aufl.

1 dition

250

 

 

a 1. éd.

1 opplag

250

 

 

a 1. op.

 

255 (Cartographic mathematical data) Record the scale, if it is stated on the map, or if it can be determined using a scale indicator. If neither is the case, enter "Scale not given." Use commas in the statement of scale (see examples), even if they are not present on the map. Always end this field with a period.

Examples:

Scale expressed as a ratio on the map:

255

 

 

a Scale 1:2 000 000.

Scale expressed only verbally on the map (i.e., it can be calculated precisely; in the following example, the statement on the map reads "One inch to one mile.")

255

 

 

a Scale [1:63 360].

Scale determined by using a scale indicator:

255

 

 

a Scale [ca. 1:250 000].

Scale not stated, and not determinable with a scale indicator:

255

 

 

a Scale not given.

Reminder: verify that information in the 255 field and that entered in the 034 field are in agreement.

 

260 (Place, publisher, and date) Record the place of publication, the name of the publisher, and the date(s) of publication according to the following pattern:

260

 

 

a Place of publication : b Name of publisher, c date(s) of publication.

If there is more than one place of publication, record the first-named only. If there is no place of publication stated, use [S.l.]. If there is no publisher named, use [s.n.].

If there is no publication date, record the latest copyright date preceded by "c." If the date of publication is inferred (e.g., from the title, printing code, etc.), enclose the date in brackets. If there is no publication or copyright date, nor a basis for inferring the date of publication, use [200-] or, for older material, [19--] or [18--] (and so on) in c. Omit internal brackets within the field (see the fourth example below).

End the field with a period, unless there is already final punctuation (e.g., a bracket).

Examples:

260

 

 

a Paris : b Pneu Michelin, c 2001.


260

 

 

‡a [S.l.] : ‡b Jeremias Wolff, ‡c 1709.


260

 

 

‡a Boston : ‡b [s.n.], ‡c 1997.


260

 

 

‡a [S.l. : ‡b s.n., ‡c 1965]


260

 

 

‡a London : ‡b London Topographical Society, ‡c c1997.


260

 

 

‡a London : ‡b London Topographical Society, ‡c [19--]


260

 

 

‡a Bern : ‡b Hallwag, ‡c [200-]


260

 

 

‡a Chicago : ‡b Rand McNally, ‡c c1995-1997.

 

300 a (Extent) Record the extent of the item in field 300 as follows:

300

 

 

a 1 map.

Due to the complexity of extent statements for maps, consult with a catalog librarian for maps if "1 map" seems inappropriate for the material in hand.

 

440 (Series statement)

Note: A map series is not the same as a monographic series, treated here. To clarify the distinction, see Map Cataloging Manual, chapter 7, found at www.tlcdelivers.com/tlc/crs/map0377.htm.

a. If copy is found in a utility, search for the series title in ORBIS and, if necessary, in LCDB. If the series is not represented by an authority record, but the series has been used in a bibliographic record, use the name exactly as found in the bibliographic record, if it clearly represents the same series as the one stated on the map. Record volume numbering from the piece in hand in v. If the series is represented by an authority record, verify that the heading in the bibliographic record conforms to it; if it does not, correct it.

b. When creating an original record, if the series shown on the map is represented by an authority record, and the form is exactly the same as that found on the piece in hand (including the method of numbering shown in the 642 field), copy the 130 field from the authority record and paste it into the bibliographic record, changing the tag number to 440. Record series numbering from the piece in hand in v. If the series shown on the map is represented by an authority record, but its form differs from that in the authority record, copy the 130 field from the authority record and paste it into the bibliographic record, changing the tag number to 830. Record volume numbering from the piece in hand in the form prescribed in the authority record's 642 field. Then create a 490 field, indicators 1_, and transcribe the series title as it appears on the map; do the same in the v subfield of the 490 for the series number, including labeling (e.g., "no.," "Nr.," etc.). Neither the 440 nor the 490 field ends with punctuation, unless the final word is punctuated. The 830 field always ends with a period.

Pattern:

440

 

0

a Series statement ; v volume number

Examples (a):

440

 

0

a Baxter's pathfinders ; v 5237


440

 

0

‡a Traveller's series


440

 

0

‡a Gousha travel publication


440

 

0

‡a Tourismuskarten des XX. Jahrhunderts ; ‡v Nr. 56

 

Example (b):

490

 1

 

a General Staff, Geographical Section ; v no. 5386


830

 

0

‡a GSGS (Series) ; ‡v 5386.

 

Proceed to Part 5: Assigning Geographic Subject Headings

 

Part 3: Creating a Minimal Level Record in ORBIS Using "Standard" Copy from OCLC
If a matching record is found in OCLC and it meets the criteria below, it is considered "standard" copy and can be used as is as a minimal level record. Do not edit any fixed fields; edit or add variable fields only when it is necessary in the authority validation process to change headings to authorized forms, or when the imported record includes no geographic subject headings; in either case, add d CtY to the 040 field. Because most maps currently are unrepresented in ORBIS, Map Collection cataloging staff will most often import records from LCDB or the utilities directly, without the need to overlay; however, in the event that a preliminary record for a map resides in ORBIS (usually for a recently acquired map), documentation for overlaying imported records onto ORBIS records can be found at http://www.library.yale.edu/cataloging/Orbis2Manual/importrlinoclcmacro.htm.

Proceed to Part 6: Authority Validation

 

Part 4: Why "Non-Standard" Copy Should Not be Used to Create an ORBIS Map Record
If a matching record is found in OCLC and it does not meet the criteria for "standard" copy provided in Part 3, it should not be used as a minimal level record. It is likely that editing such a record will consume more time than creating a minimal record locally. Most records that are characterized as "non-standard" for the purpose of cataloging maps are records created by vendors and records created by foreign libraries. Many of the headings on these records are not in authorized form.

 

Part 5: Assigning Geographic Subject Headings
Assign simple geographic subject headings, with appropriate form subheadings (see Subject Cataloging Manual H1095), based on basic geographical coverage only. If one heading will reflect the subject matter of the map, use one. If more than three appear to be called for, assign instead a heading representing the next level of coverage. For example, if a map includes Senegal, Gambia, Guinea-Bissau, and Guinea, use the heading "Africa, West." With rare exception, minimal level records for maps in the Map Collection should contain 651 _0 fields only. If the subject of a map seems to demand one or more topical subject headings, print the record and consult a catalog librarian for maps.

Verify that headings used are authorized, but do not assign headings that merely include the coverage area of a map: for example, if cataloging a topographical map of Mt. Carmel, in Hamden, Conn., do not use the heading "Hamden (Conn.)--Maps, Topographic": rather, complete cataloging both bibliographic and MFHD records, print them, and consult a catalog librarian for maps.

 

651 (Geographic subject heading[s])

Examples:

651

 

0

a Egypt v Maps.


651

 

0

‡a Libya ‡v Maps.


651

 

0

‡a Sudan ‡v Maps.


651

 

 0

a Africa, Southern v Maps, Tourist.


651

 

 0

a Waco (Tex.) v Maps, Pictorial.


651

 

 0

a Connecticut v Maps, Topographic.

 

Part 6: Authority Validation
After completing the record, attempt to save it by clicking on the sailboat icon labeled "Save to DB." The authority validation window will appear. Validate the name and series title headings according to established policy (see www.library.yale.edu/cataloging/authorities/ctacworkflow.htm). If subject headings do not validate (or at least partially validate, as is usually the case with a geographic heading + map-related form subheading), and the situation can not be remedied by appeal to the authority file, consult a catalog librarian for maps.

 

Part 7: Creating or Editing MFHDs for Maps
If overlaying an existing record, the MFHD will appear when the "Get Holdings" button is clicked, and must be edited. Indicators should be changed to "7 0" for single maps and map sets and series in one folder. Location (subfield b) is "smlmap" for maps shelved in the public area of the Map Collection, and "smlmapl" for maps shelved in the strong room. If the map requires a prefix label (e.g., "Series," "Covers," etc.), it is entered in subfield k, before the call number. The class number (and subject code, if there is one) is entered in the h subfield, and the cutter number and date in the i subfield. "2 localyale" must be the final subfield in the 852 string (following even an x "nonpublic note" subfield, if there is one).

Use the "New holdings" button to create new MFHDs for maps if there are no preexisting bibliographic and holdings records in Orbis. It will elicit the MFHD template for maps. In the 852 field, indicators should be "7 0" for single maps and map sets and serials in one folder. For maps shelved in the public areas of the Map Collection, the provided "smlmap" location on the template should be accepted. For maps shelved in the strong room, the location provided must be changed to "smlmapl."

If the item (usually a map series, but sometimes a large map set) is held in more than one folder, the MFHD requires further editing, including the addition of 866 textual description of holdings fields. In this event, consult a catalog librarian for maps.

Examples:

MFHD template for maps:

852

 8

0

b smlmap h i 2 localyale

 

A preexisting MFHD, requiring editing of indicators and the addition of i and 2 localyale:

852

 8

0

b smlmap h IN PROCESS

 

An edited MFHD for a map in the public area of the Map Collection:

852

 8

0

b smlmap h 36cf i B35 1977 2 localyale

 

An edited MFHD for a "Covers" map in the strong room:

852

 8

0

b smlmapl k Covers h 11 i 1655A 2 localyale

 

2008 Yale University Library
Based on "Preliminary Bib Records: Monographs."
Last update, October 1, 2008 .
Send comments to Joan Swanekamp


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