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General Cataloging Provisions

Page history last edited by Deborah J. Leslie 9 years, 3 months ago

We will attempt a fairly high level of cataloging consistency for this project


A record of changes in practice are recorded in the project meeting notes:  http://bard.folger.edu/cgi-bin/view.pl/Main/CentralLibrary/ShakespeareCollectionProject#Meetings 


Connexion vs Hamnet


Always search for your book in Hamnet as the first step


When there is already a record in Hamnet for the item being cataloged:

  • Cataloger will incorporate any pertinent holdings and bibliographical information into the Connexion record
  • Add the bib id for the Hamnet record after your initials in My Status
  • Move the finished record into the Cataloger_completed file


When there is a record in Hamnet for a different copy of the item being cataloged

  • If the record was created as part of this project, add your copy to the Hamnet record (852 in Bib and a new holding in holdings, as per usual practice) and do nothing in Connexion
  • If the record was not created as part of this project:
    • do not pull additional copies shelved elsewhere
    • catalog from your copy in Connexion as usual 
    • add the holding information from Hamnet record to the Connexion record
    • add the bib id for the Hamnet record after your initials in My Status
    • move the finished record into the Cataloger_completed file


  • Exception: if the Hamnet record is for a promptbook:
    • delete the IR for the promptbook from OCLC
    • catalog the copy in hand in Connexion as usual, ignoring information from the Hamnet record
    • add the date (yyyymm) after your initials in My Status
    • move the finished record into the Cataloger_completed file
    • the Hamnet record for the promptbook(s) will remain in Hamnet as a duplicate record
    • incorporating promptbook copies with ShCol records will be a clean-up task



  • Search OCLC, choosing a master record to edit based on largest number of holdings attached, taking care not to inadvertently select a record for another format (e.g., electronic) 
    • If no record exists, cataloger creates or derives a new record
    • If multiple Folger holdings appear, delete obsolete records 


Master records

  • In general, replace the master record, even after deleting notes or headings, unless
    • it's an original punctuation, full-level rare book record
    • it would be more efficient to simply create and attach an IR 
    • When editing save file records after an IR has been created, replace the master record <alt><F10>, which will re-save the save record
  • If the master record cannot be replaced
    • and the edits are minor, edit the save file record only, leaving the master record and IR as they are
    • If the edits are major and the master record is our cataloging, edit the save file record, and edit and replace the master file record  leaving the IR as it is 
  • Make separate records for different editions and issues (see LCRI 1.0, "Edition or copy of monograph")
    • Do not make separate records for different printings of the same edition; make copy-specific notes about printing dates and anything else that distinguishes different printings from each other
    • Differences in names of publisher and/or distributor are to be treated as separate editions/issues; e.g., "Hartford : Published by Silas Andrus : Sold also by the booksellers generally" is a different issue than "Hartford, Ct. : Published by Silas Andrus" when they appear on the title page. However, see final exception below about keeping books with minor variations on the same record. If in our Silas Andrus example, one form appeared on the title page and the other on a wrapper, they would go together in a record. 
    • Large-paper or deluxe editions get separate records.
    • Exception: Put groups of copies with differences that might be considered different issues, but the variations are not especially prominent, on one record. (E.g., http://shakespeare.folger.edu/cgi-bin/Pwebrecon.cgi?BBID=263520)
  • If a spurious additional volume is published (such as the 1709 Nicholas Rowe edition, published by Tonson in 6 v., to which Edmund Curll add a "v. 7" in 1710), make a separate description for the spurious volume(s); the shelfmark will ensure that it shelves with the main set



Do not reclassify, even if current classification is technically incorrect; consult supervisor in extreme cases


Fixed fields

  • If the edition contains biographical notes about Shakespeare, do not add a subject heading for Shakespeare; do code the Biog fixed field (MARC 21 008/34) d, "contains biographical information"
  • Make sure the fixed field LitF has correct values: d for the plays only, p for poems only, or m for both plays and poems



  • Catalogers will stop recording fingerprints as of November 17, 2011


Uniform titles

  • Use uniform titles on all records

  • Add a date to the uniform title for all collective titles
  • For Works and Selections, including Plays. Selections and Poems. Selections, qualify the uniform title by publication date and the publisher or editor's name if more than one edition was published in a year. (Do not apply the bibliographical definition of "edition" in making this determination.)

240 10 Works. ǂf 1841. ǂs Harper & Brothers
240 10 Selections. ǂf 1834. ǂs Rice 
240 10 Plays. ǂk Selections. ǂf 1766 

  • Make sure the uniform title reflects the actual scope of the edition being cataloged; add a note if there's a discrepancy between the title and the actual scope, frequently found when a title says "works" but only the plays are included


Imprints post-1830

  • For the 260 $e, follow the rule of three regarding multiple printing locations.
    • Example: $e (Edinburgh and London : $f Ballantyne, Hanson & Co.)
  • For the 260 $f, make certain to fully transcribe printers' imprints.
    • Example:  $e ([London] : $f C. Whittingham, printer for Her Majesty)
  • Standard Folger practice: do not transcribe printer address.



  • Illustrators & printmakers &c. named on title pages will be transcribed as usual; tracing to be done by interns  
  • When there are only frontispieces and the names are legible, the cataloger may choose to make a note on responsibility; otherwise, add the note as indicated in the next step
  • In all other cases with lettered illustrations, the cataloger will add a note, to read precisely this way: "590 Printmakers and/or illustrators named in volume."
  • This is streamlined from normal Folger rare book cataloging policy, which calls for giving all legible names with their functions in a note, either summarized or with the lettering transcribed. 


Note fields

  • Make a note on the source of the copy text if the information is available, and is not already transcribed as part of the title
  • Make a note identifying same setting of type as earlier editions, when that information is readily available 
  • Make a note on the presence of a glossary, if not already mentioned in the title area.
  • Create a 505 contents note for all multi-volume sets; use the authorized form of the titles (including King Henry VI for all three parts)
  • Create a 505 contents note for selections of plays or poems, if not transcribed as part of the title. For more on 505's, see Contents notes for the Works  
  • For Folger copies bound or classified in a way that does not correspond with the titles or volume numbering in the 505, (such as PR2752 1771b Sh.Col., which was issued 6 v. in 12: copy 2 was classified correctly as v. 1 pt. 1, v. 1 pt. 2, &c., but copies 1, 4, and 5 were classified consecutively v. 1, v. 2, v. 3 .... v. 12), put the Folger-specific contents in a 590 note. E.g.

590 Folger copy 1 contents: v. 1. Tempest ; Midsummer-night's dream -- v. 2. Two gentlemen of Verona ; Measure 
for measure  <...>

  • If cataloging a play that has been issued alone and as part of a collection (e.g., Bell's British theatre), catalog the play individually, and DO NOT make a note about the larger collection. In case of doubt about whether something was issued separately, consider that it was unless evidence suggests the copy has been physically removed from a binding.


Name headings

  • Do not trace entities involved with the book trade or illustration; these will be added by interns
  • Note, but do not trace, book designers for signed publishers' bindings
  • Trace former owners, except for the Folgers and Henry N. Paul. Please note that the numbers in books given by Paul look like case numbers, but are not. 


Local fields

  • Provenance names should be traced, but not established (i.e., no new NARs)
  • Trace binders if known for copy-bindings.
  • All items with a case no. should be given former owner headings for Mr. and Mrs. Folger accompanied by the note “Owned by Mr. and Mrs. Folger." (per project meeting of 2011.11.17) 
  • Remove local fields (with ǂ5 DFo), including any provenance tracings, when replacing Master Record
  • If a copy or set is lacking a case or accession number, add to field 852:

852 ǂj No case or acc. number present


Case file numbers

  • Most of our editions of Shakespeare came as part of the original Folger collection, and so they should have case file numbers
  • Sometimes, however, books have no case file or other accession information written in, and the shelflist and/or official file card does not indicate a case number or other accession information, but a yellow slip with a case number is laid in:
    • enter it into the 852 ǂj as a case file number 
    • do not write the number into the book
    • annotate the shelflist card in pencil
    • write the call number on one yellow slip and deposit into the curatorial to-be-filed folder, which the curator can decide to follow up on or not


Shipping labels laid in

  • If the book has a case number, write the call number on the back of the shipping label and put in case file miscellaneous files
  • If there is no case number, write the call number on the back and deposit in deposit into the curatorial to-be-filed folder, which the curator can decide to follow up on or not



  • Make new call number flags for stand-alone books; do not make them for things going in envelopes
  • Insert any pertinent Attention or Awaiting phase box flags
  • Mark My status "Completed"
  • Move or copy save file record to ShCol_Ready_for_Export 

  • Record statistics
  • Take truck to Reading Room, get some more books, rinse and repeat


Deleted 23 August 2012, when it was decided that catalogers would no longer do their own importing

  • After the bib record has been reviewed in Connexion, import Institution Record singly into Hamnet
    • Order flags by checking “OK to export” box in System tab.
    • Overlay an existing Hamnet record by copy-and-pasting 035 field from imported record
    • Add 866's to the holdings records for multi-volume sets
    • Set Item record type to "Shakespeare Collection"
  • For this project, make corrections to the OCLC record and re-export instead of making corrections to Voyager, unless the corrections are very minor and only affect the Folger institutional record
  • Update statistics
  • Update deacidification database, if applicable, to indicate that a volume is ready for treatment

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