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Overview
Preliminary bibliographic records are created for map series that are: (1) on order; (2) recently received; or (3) not yet represented in Orbis. Preliminary bibliographic records contain standard MARC fields with appropriate content designation and sufficient information to permit the determination of a bibliographic match manually or by machine processing.The procedures described in this document are to be followed by all staff with responsibility for creating preliminary records in Orbis for map series that are in one of the above categories.
Part 1: General procedures for preliminary level bibliographic records for maps
Part 2: Creating a new preliminary level map record
Part 3: Authority validation
Part 4: Creating or editing MFHDs for maps
Part 1: General Procedures for Preliminary Level Bibliographic Records for Map Series
Working from the card catalog and the supplied indexes found in the Map Department, search Orbis thoroughly before creating a preliminary level bibliographic record. Search both the title found on the card and the call number.
If no matching record is found in Orbis, create a preliminary level record following the instructions in Part 2.
If there is a record for the map series is found in Orbis, check call number for holdings. If Map Department copy is represented, accept record. If not, add a new holding for Map Department as following instructions in Part 4 .
Part 2: Creating a New Preliminary Level Map Series or Set Record
Open map series preliminary record template by pressing the "New" toolbar button. Code the fixed fields as follows, using the drop-down menus:
Leader:
Type of Date/Publication status: Assign the code m "multiple dates" for multipart map set (not monographic), or, if single map set issued in one year, s.
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 for the series or set, use the call number date as beginning date.
260 ‡c
DATE 1
DATE 2
008 Code(s) Explanation 2002.
2002
____
s Single map set issued in one year. [1935?]-
1935
uuuu
m Probable start date; ending date unknown 1996-1997.
1996
1997
m Multipart map set (not series), if start and end date differ [190-]
190u
uuuu
m Inferred dates, decade/century known; ending date unknown [193-]
193u
1945
m Inferred dates, decade known; ending date known [19--]
19uu
uuuu
m Inferred dates, century known; ending date unknown [19--]
19uu
1945
m Inferred dates, century known; ending date known At the very minimum, enter an estimated century (19--, 20--, etc.) for beginning dates.
Place of publication (not map coverage)
Assign, if known, the appropriate code from the list of MARC Codes for Countries, found in Cataloger's Desktop. Note that there are separate codes for U.S. states, Canadian provinces, and countries of the United Kingdom. If the map series or set was published in various places, enter "vp: Various places."
Language
Assign, if known, the appropriate code from the list of MARC Codes for Languages, found in Cataloger's Desktop.
Reminder: when beginning with a preliminary record, check fixed fields; do not assume they are correct.
034 (Coded mathematical data)
This field is mandatory in all records. Subfield a is mandatory. Subfield b is used to encode the scale given in the 255 if it is in the form of representative fraction and represents one scale for the whole map series or set. Enter scale as shown on card. If not on card, enter scale found on map [CHECK]. If map series or set has scales of varying size, leave subfield b blank.
100/700, 110/710, or 111/711 (Main or added entry: Personal, Corporate or Conference Name):
Input a personal, corporate, or conference name as found on card. Use authorized form, if found. If there is no main entry on card, do not add one.
Examples:
George Philip & Son, Ltd. (form as found on card; authorized form exists)
110 2 ‡a George Philip & Son G.F. Cruchley (form as found on card; not authorized, and not found in ORBIS or in LCDB)
110 2 ‡a Cruchley, G. F.
245 ‡a, ‡b, and ‡c (Title, other title information, and statement of responsibility) Transcribe the map series or set title as it appears on the card, including an article, if present. If the title begins with an article, 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 number indicator to 0 (zero).
245 1 0 ‡a Example First indicator "1" for title added entry (main entry is present).
245 1 0 ‡a Example First indicator "0" for no title added entry (main entry is not present).
246 (Varying form of title) Rarely used in preliminary records. If the title on the map varies from the title on the card, record the title on the map in a 246, transcribing exactly as it appears.
255 (Mathematical data)
This field is mandatory in all records. Data recorded in 255 is also encoded in an 034 field. Record if present on the card in whatever form is present.
260 (Place, publisher, and date) Record the place of publication, the name of the publisher, and the date(s) of publication found on card 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, omit ‡b (do not use [s.n.]). If there is no publication date, record the latest copyright date preceeded by "c."
If there is no publication date, use [200-] or, for older material, [19--] in ‡c.
Examples:
260 ‡a Wien : ‡b K.K. Militar-geographisches Institute, ‡c 1882-1886.
260 ‡a Southampton, Eng. : ‡b War Office, ‡c [1914]-
260 ‡a London : ‡b London Topographical Society, ‡c 1997-
260 ‡a [Prague] : ‡b GKP, ‡c c1983-
260 ‡a [Helsinki : ‡b Maanmittaushallitus, ‡c 1912?-1943?]
300 ‡a (Extent) Record the extent of the item found on card in field 300 as follows:
300 ‡a maps Give the dimensions as shown on card, if available.
300 ‡a 1 map ; ‡c 45 x 67 cm. or smaller, some folded to 21 x 13 cm. If not available on card, do not enter dimensions.
590 (Copy-Specific Note) Enter the following copy-specific note:
590 ‡a SMLMAP Series [call number]: Preliminary record. Index to series available in Map Department. If the library's holdings are incomplete, add as the first note "Library's holdings incomplete" [CHECK]:
590 ‡a SMLMAP Series [call number]: Preliminary record. Library's holdings incomplete. Index to series available in Map Department.
651 (Geographic name, subject added entry)
Assign a simple geographic subject heading, with appropriate form subheadings (see Subject Cataloging Manual H1095), based on basic geographical coverage only. If one heading will relflect the subject matter of the the map series or set, use one. If more than three appear to be called for, assign instead a heading representing the next level of coverage. For example, of a map series or set includes Senegal, Gambia, Guinea-Bissau, and Guinea, use the heading "Africa, West." Verify that headings used are authorized.
Examples:
590 ‡a SMLMAP Series [call number]: Preliminary record. Library's holdings incomplete. Index to series available in Map Department.
655 (Index term--Genre/Form)
Assign the genre term "Map series." followed by ‡2 local.
590 ‡a SMLMAP Series [call number]: Preliminary record. Library's holdings incomplete. Index to series available in Map Department.
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 all of the headings which appear on the record (name and series) according to established policy.
Part 4: Recording Information in the Orbis MFHD
The location code for all map series or sets will be either smlmap (for series housed in Sterling Memorial Library) or lsfmapl (for series or sets house in the off-site library shelving facility). This code is entered in the ‡b of the 852 of the MFHD.
Enter the call number as given on the card, preceded by ‡k Series. The call number is entered in ‡h and ‡i.
852 8 1 ‡a smlmap ‡k Series ‡h 848 ‡i 19uu Additionally, enter the number of pieces of the series held by the Map Collection. This information is entered in a separate 866 field. Use multiple 866 fields for separate folders.
866 4 1 ‡ 8 0 ‡a Folder 1: Sheets 2-148,
866 4 1 ‡ 8 0 ‡a Folder 2: Sheets 154-300,
866 4 1 ‡ 8 0 ‡a Folder 3: Sheets 301-450 If there is only one folder for the series, enter only the number of pieces.
866 4 1 ‡ 8 0 ‡a [45] sheets
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