Only fields requiring guidelines specific to visual materials are in this manual. General definitions and guidelines for all fields are in the Beinecke Manuscript Unit’s Manuscript Cataloging Manual [6].

The following fields are required in all records:

• Leader

• 008

• 040

• 245

• 264

• 300

• 336

• 337

• 338

• 506

• 520

• 561

• 500 Title source

• 524

• 655

• 6xx At least one, other than 655

• 852

The following fields are required when applicable (see field definitions for more information):

• 006 For realia

• 007 For all material types other than realia

• 035 ‡9 Finding aid search string

• 099 _9 ‡a call number call number

• 1xx

• 351

• 545

• 555 0_ ‡a

• 530

• 546 If text is present

• 6xx Corresponding to 1xx

• 856 42 ‡3 ‡u Finding aid link

Leader

008

006

007

Leader

Required for all records.

Type of record 

k      Two-dimensional nonprojectable graphic 

r        Realia - for 3d objects

Bibliographic level 

m      single item 

c        collection 

Use the value c (collection) for single volumes containing multiple items, such as a photograph album or a volume of drawings. 

Type of control 

[ _ ]      No specific type of control 

Cataloging form 

i            ISBD punctuation included

008 (Visual Material)

Required for all records. 

Publication status 

Use for date of publication or creation. For photographs, use date of print; note date of exposure, if different, in 520. 

Single items (Leader/Bibliographic level m or a):

• e: Detailed date. Detailed date which contains the month (and possibly day) in addition to the year is present.
• s: Single known date/probable date. Single known or probable year represented by four digits.
• q: Questionable date. For a single item when the exact date is not known but a range of years for the date can be specified (e.g. between 1824 and 1846). Also use q for a date or date span qualified by a question mark in the 264.

Collections (Leader/Bibliographic level c):

• i: Inclusive dates of collection. Code for a span of dates. Record bulk dates, if appropriate, in 264 |c. For a collection of several items with the same date (e.g., several photographs, same day and/or year but created separately), use i and repeat the date in both Date 1 and Date 2.
• Use q for a date span qualified by a question mark in the 264.

Date 1

[yyyy] 

Date 2

Publication status s: leave blank

Publication status i, e, q, or m: [yyyy]

If dates span a period within a single year, enter that year in both Date 1 and 2. 

For single date, optionally enter [ddmm] in Date 2. 

Example: 

1789 May 9 

Date 1: 1789

Date 2: 0509

Place of publication

Enter code.  For more than one place of creation, see 044 [7]. 

xx No place, unknown, or undetermined 

Running time 

nnn Not applicable 

Type of material       

• a Art original – for drawings, paintings, or sculptures 
• k Graphic – for photographs, negatives, engravings, etc. 
• r Realia – for printing plates, 3d objects other than sculptures

Technique               

 n              Not applicable (regardless of media) 

Language                 

If no text is present: zxx No linguistic content

If text is present: [code]

• If text is present, also use 546.
• For two or more languages, also use 041.

Cataloging source    

d  Other

006 (Additional Material Characteristics)

Required for realia.

Choose 3-D Artifact

Running time                   

nnn

Audience                        

[ _ ]

Accompanying matter     

[ _ ]

Govt. Publication             

[ _ ]

Form of Item                   

[ _ ]

Type of Material               

r [or another code]

Technique                         

n

007 (Physical Description)

Required for all material types other than realia.

Choose Nonprojected Graphic

Specific Materials Designation           

[code]

Original vs. Reproduction Aspect       

[ _ ] 

Color                                                   

[code]

Primary Support Material                   

[code]

Secondary Support Material               

[code] 

040

044

040 (Cataloging Source)

Required for all records. 

Use the following standard codes: 

040 __ ‡a CtY-BR ‡b eng ‡c CtY-BR ‡e dcrmg ‡e rda 

044 (Country of Producing Code)

Optionally, use to record codes for multiple places of production.

Use codes listed in the MARC Code List for Countries [8]. 

Enter a code for one country or state in 008/Place of production. Enter the same code, followed by other codes in 044. Enter each code in a separate subfield ‡a. 

Example: 

044 __ ‡a it ‡a fr ‡a sp 

1XX (Main Entry)

Required for all records.

Generally, enter the creator of the physical item, even for an adaptation of a work by another creator. 

For a photograph printed by someone other than the photographer: enter the photographer. 

For additional guidance, see DCRM(G) Appendix F, F1.3, Main and Added Entry Choices. 

Always use subfield ‡e (relator term). 

Always precede the subfield ‡e by a comma, unless the authorized access point ends in an open date. For example: Smith, R. D., ‡d 1949- ‡e photographer.

Relator terms are displayed in Orbis but are not indexed (as of 2014 September). 

Generally use one of the following terms: 

• artist 
• photographer 
• printmaker 

Optionally use one of the following terms instead: 

• architect 
• associated name 
• attributed name 
• designer 
• engraver 
• illustrator 
• landscape architect 
• lithographer 
• printer 
• printer of plates 
• publisher

For collections, use when appropriate: 

• collector 
• compiler 

Example:

100 1_ ‡a Smith, Joan, ‡d 1900-1950, ‡e photographer. 

245

264

245 (Title Statement)

Required for all records.

All titles:

• Note the source of the title in a 500 note.

Examples:

500__‡a Title from caption.

500__‡a Title from cover.

Devised titles:

• Use brackets.

• Generally, begin with a physical format, followed by subject content.

• End with period.

• Use standard note: 500__‡a Title devised by cataloger.

Examples:

245 10 ‡a [Photographs of an expedition to Alaska on the U.S.S. Bear].

245 10 ‡a [Panoramic photograph of Leadville, Colorado].

245 10 ‡a [Drawings of Fort Davis and Fort Lancaster].

Panoramic photograph consisting of more than one print:

• Identify as a single photograph in title

245 10 ‡a [Panoramic photograph of …].

• Give count of prints in physical description

300 ‡a 4 photographs …

264 (Production)

Required for all records.

• Use standard terms. Record supplied standard terms in square brackets. Bracket supplied elements separately.

• End with a period unless another mark of punctuation is present.

First indicator       

[ _ ] Not applicable

Second indicator

0 Production

Subfield ‡a (place of production or creation):

Required for single items; optional for collections.

• Record a city and/or country, or other place of production, in a standard form, preferably conforming to LCSH, but without abbreviations or parentheses. Record supplied standard terms in square brackets.

• For multiple places, record either all places, some places with omissions indicated, or a geographic term encompassing all places.

• For unidentified places, use standard language, in square brackets: ‡a [Place not identified]

• Note the source of a supplied place, using standard language:

500__‡a Place of creation supplied by cataloger.

• Optionally, note places in transcribed form

500__‡a Place of creation on verso: NYC.

Subfield ‡b (publisher):

Required when present.

• Precede ‡b with a colon.

• Use only for materials issued by a publisher.

• Transcribe, or optionally supply in standard form, using brackets.

Subfield ‡c (date):

Required.

• Precede ‡c with a comma.

• Record date or date span of production in a standard form. Record a supplied standard from in square brackets.

• Supplied dates:

  • If undated, estimate at least a century.

  • Use hyphens for year spans.

  • Spell out “circa.”

  • Optionally include a bulk span.

  • Use square brackets.

  • Note the source of a supplied date, using standard language:

                        500__‡a Date of creation supplied by cataloger

• Optionally, note dates in transcribed from:

Example:

500__‡a Date of creation in caption: Sept 12-16, 75.

Examples:

264 _0 ‡a New York : ‡b Acme Publishing, ‡c 1890.

---

264 _0 ‡a [San Francisco, California] ; [Las Vegas, Nevada], ‡c 1925.

500__‡a Places of creation on versos: “San Fran, Calif” and “Las Veg, Nev”. [optional note]

---

264 _0 ‡c [circa 1940]

---

264 _0 ‡c [1882-1902]

---

264 _0 ‡a [Germany], ‡c [1900-1950, bulk 1915-1932]

500__‡a Place of creation and date supplied by cataloger.

---

264 _0 ‡c [19th century]

500__‡a Date of creation supplied by cataloger.

300

300 subfield ‡a

300 subfield ‡b

300 subfield ‡c

33x

300 (Physical Description)

Required for all records.

Use one of the following types of physical description:

Collections: container count in ‡a.

Examples:

300 ‡a 0.21 ‡f linear feet (1 box)

300 ‡a 4.23 ‡f linear feet (4 boxes)

Single items, or optionally for collections: item count, genre terms, and measurement, using subfields as shown below.

• Optionally, describe parts of a collection using multiple 300s, of either or both types.
• Together, all 300s must account for total collection contents, without overlapping.
• Describe material not accounted for in 008 Dates, 245, and 300 in an “Accompanied by” statement in 520 or 500.
• If stored in more than one container, include a count of containers at the end of ‡c, or in 500 note.

300 subfield ‡a (extent)

• Enter an item count followed by one of the following terms, in singular or plural.
• When appropriate, use multiple counts and terms.
• Optionally, estimate count, using “circa.”

Photograph includes:

• Digitally-printed photographs
• Stereographs (1 stereograph = 1 photograph)

Print includes:

• Photomechanical prints of non-photographic originals
• Digitally-printed images of non-photographic originals, such as computer generated artwork

Drawing includes

• Blueprints

Painting

Sculpture

Picture   

• Use only if one of the above is not appropriate

Item     

•   Use for printing plates; otherwise, use only if one of the above is not appropriate

When appropriate, continue with a count and type of carrier, using standard terms such as:

• in 1 album
• in 1 scrapbook
• in 2 sketchbooks
• in 1 volume
• on 1 sheet
• on 1 CD
• on 2 CDs
• forming 1 panorama

300 subfield ‡b (other physical details)

• Precede subfield ‡b with a colon.
• When appropriate, record physical characteristics such as medium, support, or type of photograph, print, or digital file, using standard terms such as the following:

For photographs:

• daguerreotype
• tintype
• print
• photomechanical print
• negative
• digital
• inkjet print
• electrophotographic print
• dye diffusion thermal transfer print

Optionally, use specific terms such as:

• black and white print
• color print
• salted paper print
• cyanotype print
• albumen print
• hand-colored…
• on [support]
• on [support], mounted on [support]
• nitrate film negative
• safety film negative
• glass negative
• digital, TIFF [file size]
• digital, JPEG [file size]
• dye inkjet print
• pigment inkjet print
• mixed dye/pigment inkjet print

For prints:

• engraving
• lithograph
• inkjet
• electrophotograph
• dye diffusion thermal transfer

Optionally, use specific terms such as:

• etching
• wood engraving
• chromolithograph
• hand-colored

For drawings:

• pen and ink
• pencil

For paintings:

• watercolor
• oil on canvas

300 subfield ‡c (Dimensions)

• Precede subfield ‡c with a semi-colon.
• Do not use for digital files; instead optionally indicate file size in ‡b.
• Identify the area measured, using standard terms such as:
  • sheet
  • film
  • plate
  • plate mark
  • mount image
  • image and text
  • visible image
  • album
  • scrapbook
  • volume
• Record measurement as height x width.
• Generally, round up to the nearest centimeter, using “cm” Optionally, record in millimeters, using “mm”
• When appropriate, qualify with “and smaller.”
• If items are mounted or framed, provide the measurements of both the mounts and the frames.

• Optionally, follow the measurement with a format term in parentheses, using standard terms such as:
  • (postcard format)
  • (poster format)
  • (roll format)
  • (8 x 10 format)
  • (4 x 5 format)
  • (stereograph format)
  • (slide format)
  • (lantern slide format)

• For daguerreotypes ambrotypes, and tintypes:
  • Imperial or mammoth plate larger than 6 ½” x 8 ½”
  • Whole plate plate 6 ½ x 8 ½ in.
  • Half plate ½ in. ¼ ½ in. ¼ x 5 ½ in.
  • Quarter plate 3 ¼ x 4 ¼ in.
  • Sixth plate 2 ¾ x 3 ¼ in.
  • Ninth plate 2 x 2 ½ in.
  • Sixteenth plate 1 ⅜ x 1 ⅜ in.

Required for all records.

336 (Content type)

337 (Media type)

338 (Carrier type)

For photographs, drawings, or other art on paper, use the following standard subfields:

336 __ ‡a still image ‡2 rdacontent

337 __ ‡a unmediated ‡2 rdamedia

338 __ ‡a sheet ‡2 rdacarrier

For photograph albums and similar volumes, use the following standard subfields:

336 __ ‡a still image ‡2 rdacontent

337 __ ‡a unmediated ‡2 rdamedia

338 __ ‡a volume ‡2 rdacarrier

For oil paintings or other works on any material mounted on stretchers and framed, use the following standard subfields:

336 __ ‡a still image ‡2 rdacontent

337 __ ‡a unmediated ‡2 rdamedia

338 __ ‡a other ‡2 rdacarrier

For sculpture or other three-dimensional works, use the following standard subfields:

336 __ ‡a three-dimensional form ‡2 rdacontent

337 __ ‡a unmediated ‡2 rdamedia

338 __ ‡a object ‡2 rdacarrier

• If the carrier type or types applicable to the resource being described cannot be readily ascertained, record unspecified.

• Use other terms in subfield ‡a when appropriate, such as:

  • 337 (Media type): projected, stereographic

  • 338 (Carrier type): computer disc, film roll, film strip, slide

Complete lists of terms are in the RDA tookit [9]:

• Content: section 6.9.1.3
• Media: section 3.2.1.3
• Carrier: section 3.3.1.3

4XX (Series)

Do not use. 

If a series statement is present on photographs issued by a publisher, optionally note the series title in 520 or 500. 

500

520

541

546

500 (General Note)

Always note the source of title, using standard language. 

Example: 

500 __ ‡a Title devised by cataloger. 

500 __ ‡a Title from [source]. 

Always note the source of a supplied place or date. 

Examples: 

500 __ ‡a Place of creation supplied by cataloger. 

500 __ ‡a Date of creation supplied by cataloger. 

Optionally, note a place or date in transcribed form. 

Examples: 

500 __ ‡a Places of creation on versos: “San Fran, Calif” and “Las Veg, Nev”.

500 __ ‡a Date of creation in caption: Sept 12-16, 75. 

If multiple items are stored in more than one container, always include a count of containers in parentheses at the end of 300 ‡c or in a 500 note. 

Example: 

500 __ ‡a Stored in [#] containers. 

Optionally, make other notes such as:

• Caption location and content.
• Sizes of items not specified in 300.
• Source of supplied or conjectured creator. 
• Edition information and copy numbers.

Examples: 

500 __ ‡a Manuscript captions on mounts. 

500 __ ‡a Letterpress captions on mounts. 

500 __ ‡a Captions in the negative. 

500 __ ‡a No. 1 from an edition of 100.

500 __ ‡a Edition of 100 (unnumbered)

520 (Summary)

Required for all records.

• The description in 520 must justify all 6xx and 7xx access points.
• List major subjects, or optionally summarize subjects and enter specific personal names, topical subjects, geographic features, and genre terms only in 6xx. 

541 (Immediate Source of Acquisition)

Do not use. 

Use 561 for both previous owners and immediate source of acquisition. 

546 (Language)

Indicate location and content of text. If no text is present, record “No linguistic content.”

Examples: 

546 __ ‡a Captions in English. 

546 __ ‡a Accompanying notes in Italian. 

546 __ ‡a Annotations in French. 

546 __ ‡a No linguistic content. 

6XX Fields: General Instructions

655

6XX Fields: General Instructions

Use the following subfields as appropriate: 

People:                     

• ‡v Caricatures and cartoons.
• ‡v Portraits. 

Headings for ethnic and cultural groups:

• Always subdivide headings for ethnic and cultural groups by ‡v Portraits, even if the photographs are not portraits in the traditional sense (candids, group shots, etc.). 
• Headings about ethnic and cultural groups can also be subdivided by ‡v Pictorial works in addition to ‡v Portraits, at the cataloger’s judgment.  This is most common in cases where the photographs depict not just individual people but also places, events, artifacts, and the lifeways of a broader cultural community.

Topical subjects:     

• ‡v Pictorial works. 

Places:

• ‡v Pictorial works. 

Examples:

600 10 ‡a Ali, Muhammad, ‡d 1942-2016 ‡v Portraits. 

650 _0 ‡a African Americans ‡v Portraits.

650 _0 ‡a African Americans ‡v Pictorial works. 

650 _0 ‡a Indians of North America ‡z Montana ‡v Portraits.

650 _0 ‡a Theater ‡z United States ‡v Pictorial works.

651 _0 ‡a California ‡v Pictorial works.

655

Required for all records.

• Use list of genre/form terms in BRBL Cataloging Manual: Supplements, Manuscript Genre Form Terms [10].
• Always use Photographs, even when also using a more specific term.  
• For digitally printed material, always use Digital prints and a more specific term such as inkjet prints. 
• Do not use geographic or chronological subdivisions for visual materials terms. 

7XX Fields: General Instructions

Subfield ‡e (relator code): 

Use relator codes as appropriate. 

Precede subfield ‡e (relator term) by a comma, unless the authorized access point ends in an open date.

Examples: 

700 1_ ‡a Hogarth, William, ‡d 1697-1764, ‡e artist. 

700 1_ ‡a Smith, R. D., ‡d 1949- ‡e photographer.

Reference Resources

Superseded Guidelines

Reference Resources

Allgemeines Künstlerlexikon Online / Artists of the World Online 

http://www.degruyter.com/databasecontent?dbid=akl&dbsource=%2Fdb%2Fakl  [11]

Baldwin, Gordon. Looking at Photographs: a Guide to Technical Terms. Malibu, Calif.: J. Paul Getty Museum in association with British Museum Press, c1991. 

Benson, Richard. The Physical Print: A Brief Survey of the Photographic Process. New Haven: Jonathan Edwards College, c2005. 

Cambridge University Library. RCS (Royal Commonwealth Society) Photographers Index 

http://www.lib.cam.ac.uk/rcs_photographers/index.html  [12]

Descriptive Cataloging of Rare Materials (Graphics) 

http://rbms.info/dcrm/dcrmg/  [13]

Gascoigne, Bamber. How to Identify Prints : a complete guide to manual and mechanical processes from woodcut to ink jet. New York, N.Y: Thames and Hudson, 1986. 

Getty Union List of Artists Names 

http://www.getty.edu/research/tools/vocabularies/ulan/index.html  [14]

Image Permanence Institute, Rochester Institute of Technology. Graphic Atlas

http://www.graphicsatlas.org/  [15]

Pénichon, Sylvie. Twentieth-Century Color Photographs: Identification and Care (Los Angeles, California: Getty Conservation Institute, 2013)

Brbl reference TR530 .P46X 2013 (LC) Oversize 

Reilly, James M. Care and Identification of 19th-Century Photographic Prints. Rochester, N.Y.: Eastman Kodak Co., c1986. (A copy is in the Manuscript Unit) 

Wilhelm, Henry. The Permanence and Care of Color Photographs (PDF, 2013) 

http://www.wilhelm-research.com/book_toc.html  [16]

Superseded Guidelines

008/Place of publication: 

Before 2014 September, “ctu” was used for all records. 

040 

Before 2014 September, ‡e gihc was used for all records coded Leader/Type of record = k. 

245 

Before 2014 September, devised titles were not bracketed. 

260 

Before 2014 September, 260 was used instead of 264. 

Before 2014 September, supplied or conjectured information in 260 was not bracketed. 

300 

Before 2016, 300 always ended with a period. 

500 

Before 2014 September, title source was not noted for title transcribed from title page.