This manual outlines local decisions of the Beinecke Manuscript Unit for cataloging art, photographs, and other visual materials, as individual items or collections, coded as record type k. This manual is used in conjunction with Yale University Library’s Manuscript Cataloging Guidelines [1] and the Beinecke Manuscript Unit’s Manuscript Cataloging Manual [2]. Consult YUL and Beinecke general guidelines first, and refer to this Visual Materials Cataloging Manual for guidelines specific to visual materials. This manual also conforms to YUL-wide visual materials cataloging manuals for single items [3] and collections, [4] completed by a subgroup of the YUL Manuscript Cataloging Committee in 2014.
An earlier version of this manual, “Orbis Cataloging Manual: Visual Materials Format,” was based on Elizabeth Betz’s Graphic Materials: Rules for Describing Original Items and Historical Collections, which was superseded by Descriptive Cataloging of Rare Materials (Graphics) (DCRM(G) [5] in 2013. A revision completed in 2014 updated the manual in conformance with DCRM(G), integrated new local cataloging decisions, and eliminated information duplicated in the YUL and Beinecke general manuscript cataloging manuals.
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
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
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):
Collections (Leader/Bibliographic level c):
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
Technique
n Not applicable (regardless of media)
Language
If no text is present: zxx No linguistic content
If text is present: [code]
Cataloging source
d Other
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
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]
Required for all records.
Use the following standard codes:
040 __ ‡a CtY-BR ‡b eng ‡c CtY-BR ‡e dcrmg ‡e rda
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
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:
Optionally use one of the following terms instead:
For collections, use when appropriate:
Example:
100 1_ ‡a Smith, Joan, ‡d 1900-1950, ‡e photographer.
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 …
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.
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.
Photograph includes:
Print includes:
Drawing includes
Painting
Sculpture
Picture
Item
When appropriate, continue with a count and type of carrier, using standard terms such as:
For photographs:
Optionally, use specific terms such as:
For prints:
Optionally, use specific terms such as:
For drawings:
For paintings:
Examples:
300 __ ‡a 3 drawings on 1 sheet : ‡b pencil ; ‡c sheet 28 x 22 cm
300 __ ‡a 5 photographs : ‡b tintypes ; ‡c 10 x 13 cm
300 __ ‡a 24 photographs in 1 album ; ‡c photographs 10 x 13 cm and smaller
300 __ ‡a 48 photographs in 3 albums ; ‡c photographs 10 x 13 cm and smaller (in 3 boxes)
300 __ ‡a circa 50 photographs in 1 album ; ‡c album 28 x 22 cm
300 __ ‡a 2 photographs and 4 drawings ; ‡c 20 x 10 cm and smaller
300 __ ‡a 2 photographs and 4 drawings ; ‡c 20 x 10 cm and smaller (in 2 folders)
300 ‡a 1 painting : ‡b oil on canvas; ‡c frame 40 x 40 cm
300 __ ‡a 25 photographs : ‡b dye inkjet prints ; ‡c photographs 28 x 22 cm
300 ‡a 1 print : ‡b electrophotograph ; ‡c print 28 x 22 cm
300 __ ‡a 29 photographs : ‡b albumen prints ; ‡c photographs 11 x 19 cm on mounts 14 x 22 cm
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
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]:
Do not use.
If a series statement is present on photographs issued by a publisher, optionally note the series title in 520 or 500.
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:
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)
Required for all records.
Do not use.
Use 561 for both previous owners and immediate source of acquisition.
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
Use the following subfields as appropriate:
People:
Headings for ethnic and cultural groups:
Topical subjects:
Places:
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.
Required for all records.
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.
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]
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.
Links
[1] http://www.library.yale.edu/cataloging/manuscriptcc/introduction.htm
[2] https://msu-cataloging-manual.beinecke.library.yale.edu/
[3] http://web.library.yale.edu/cataloging/visual-materials-single-items
[4] http://web.library.yale.edu/cataloging/visual-materials-collections
[5] http://rbms.info/files/dcrm/dcrmg/DCRMG.pdf
[6] https://msu-cataloging-manual.beinecke.library.yale.edu/cataloging-manual
[7] https://msu-cataloging-manual.beinecke.library.yale.edu/0xx-0
[8] https://www.loc.gov/marc/countries/
[9] http://www.rdatoolkit.org/
[10] https://msu-cataloging-manual.beinecke.library.yale.edu/genreform-terms
[11] http://www.degruyter.com/databasecontent?dbid=akl&dbsource=%2Fdb%2Fakl
[12] http://www.lib.cam.ac.uk/rcs_photographers/index.html
[13] http://rbms.info/dcrm/dcrmg/
[14] http://www.getty.edu/research/tools/vocabularies/ulan/index.html
[15] http://www.graphicsatlas.org/
[16] http://www.wilhelm-research.com/book_toc.html