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Updated descriptive cataloging guidelines

Page history last edited by Deborah J. Leslie 8 years, 1 month ago


We agreed to the following changes at our Nov. 15, 2011 meeting.


Headings, etc.

  • Catalogers will continue to trace:
    • provenance (with the exception of the Folgers),
    • editors (and others associated with the text mentioned on the t.p., such as the writer of a forward or biographical notes),
    • translators,
    • single illustrators / artists: a "rule of one and one"
    • form / genre headings
  • Interns (rather than catalogers) will provide the following tracings, working on the basis of descriptive cataloging and notes:
    • Book trade
    • Illustration (with the exception of the "rule of one and one", which will continue to be handled by catalogers)
    • Place names (752s)
  • Global changes will provide the following headings: Folger ownership notes and headings, and former owner heading for Henry N. Paul
  • 856 links will no longer be routinely provided by anyone


  • Catalogers will continue to make provenance-related notes (with the exception of the Folgers)
  • Catalogers will continue to make notes on illustration
  • Catalogers will continue to make notes describing annotations, and other copy-specific information
  • Catalogers will no longer construct fingerprint notes
  • Catalogers will now apply a "rule of 3" to transcribing multiple booksellers listed on wrappers, with the first three names transcribed and an additional statement "and [X] additional booksellers." 



  • Catalogers will no longer submit reports about Folger holdings to ESTC, with two exceptions:
    • Catalogers will continue to report corrections to ESTC
    • Catalogers will continue to report new items not previously represented in ESTC.


Intern procedures

  • Headings that don't appear in http://authorities.loc.gov/webvoy.htm
    • Don't trace. Instead, update the xls file here: L:\ShakespeareCollectionProject\Notes on Tracings - 20111130.xlsx
  • Book trade tracings and relator terms:
    • Trace everyone (no rule of three). These tracings should appear before any copy-specific tracings (i.e., above "former owner" etc tracings)
    • Copy and paste names from NAF 1XX field instead of rekeying (but note that you'll need to replace the subfield codes)
    • Consult relator term list here: http://bard.folger.edu/cgi-bin/view.pl/Main/CentralLibrary/RelatorTerms. But there's a finite number of relator terms you'll end up using.
    • 260$b will typically require "bookseller" (pre-1831) imprints or "publisher" (post-1830) 
      • Trace as "printer" instead if that's how the 260$b reads.
      • Where the same name appears as both printer and bookseller, trace that name with both relator terms. E.g. http://shakespeare.folger.edu/cgi-bin/Pwebrecon.cgi?BBID=174512 reads "Printed by A. Donaldson, and sold at his shop..." therefore he's traced twice: once as printer and once as bookseller.
    • 260$f will typically require "printer."
  • Art tracings and relator terms:
    • Trace everyone (no rule of three).  These tracings should appear before any copy-specific tracings (i.e., above "former owner" etc tracings)
    • Search Hamnet for authorized version of the name (the same names show up over and over). Use NAF if Hamnet yields no hits. Ask about any names that seem ambiguous. Copy and paste names rather than re-keying.
    • Latin vocabulary indicating which relator term applies can be found here: http://bard.folger.edu/cgi-bin/view.pl/Main/CentralLibrary/ArtCatMan#Latin_abbreviations_identifying 
    • Guidance about which relator terms should be used can be found here: http://bard.folger.edu/cgi-bin/view.pl/Main/CentralLibrary/ArtCatMan#Relator_terms 
    •  Artists will be "ill." (not artist). NOTE:
      • The person traced as "ill." is s/he who is responsible for the original artwork that the print is based on. Here's how we describe the use of "ill." in our relator term guidelines (http://bard.folger.edu/cgi-bin/view.pl/Main/CentralLibrary/RelatorTerms):
        • Use for person who conceives, and perhaps also implements, a design or illustration, usually to accompany a written text. Folger practice: use in cataloging textual works, even when the original art work was not meant to accompany text. Do not use for graphic materials cataloging; use "artist" instead.
      • You'll know you need to trace folks using ill. when you see language like "after works by" or that sort of thing. 
    • Engravers, etchers, woodcutters, lithographers, etc.  will be "printmakers"
  • 752s:

Migrated to http://folgerpedia.folger.edu/MARC_752_Added_entry--Hierarchical_Place_Name 

    • For general, fuller instructions, see http://bard.folger.edu/cgi-bin/view.pl/Main/CentralLibrary/GeneralCataloging#PlaceName 
    • Search Hamnet for authorized version of the place name. Use the "Staff hierarchical place name" under "Builder" search. Or this list might be enough:
      • 752  ǂa Great Britain ǂb England ǂd London. 
      • 752  ǂa Great Britain ǂb Scotland ǂd Edinburgh. 
      • 752  ǂa Ireland ǂd Dublin. 
      • 752  ǂa United States ǂb Massachusetts ǂd Boston. 
      • 752  ǂa United States ǂb New York (State) ǂd New York. 
      • 752  ǂa Australia ǂb Victoria ǂd Melbourn.  
      • 752  ǂa Netherlands ǂd Hague. 
      • 752  ǂa France ǂd Paris.
    • Note that current practice is to include the country / "empire" name  in the $a; i.e. ‡a Great Britain ‡b England ‡d London.
    • Copy and paste rather than rekeying.
    • Scrub $2 fields 
  • Add "; rev [your initials] [today's date yyyymmdd]" to the record in first 852 $x; e.g.:  ‡x EGB 20111117; rev JCK 20111130


Intern tips from Carrie:


Here are a few tips for looking up names, particularly useful when trying to determine first name if only an initial (or none) is given.


First, here is a link to a list of online resources linked on Bard – if you cannot access these, let me know:


Artists – Printmakers – Print Publishers:






  1. Try LC name authority file
  2. Check Hamnet for the name to see if it fits the profession/time period
  3. Check BBTI (British Book Trade Index) or SBTI (Scottish Book Trade Index)




  1. Check Plomer or Maxted, two books in the cataloging office (across from Deborah’s desk)
  2. Check Dublin Book Trade, above my desk
  3. Ask any of us if you’re stuck!


On another note, keep in mind that you should also read the 500 notes in each record, as another name might pop up. For example the current record that I’m working on reads:


260  London : ǂb Printed for C. Bathurst; J. Beecroft; W. Strahan; J. and F. Rivington; J. Hinton; L. Davis; Hawes, Clarke, and Collins; R. Horsfield; W. Johnston; W. Owen; T. Caslon; E. Johnson; S. Crowder; B. White; T. Longman; B. Law; E. and C. Dilly; C. Corbett; W. Griffin; T. Cadell; W. Woodfall; G. Keith; T. Lowndes;T. Davies; J. Robson; T. Becket; F. Newbery; G. Robinson; T. Payne; J. Williams; M. Hingeston; and J. Ridley, ǂc MDCCLXXIII [1773]


500  Volumes 2-4 imprints with additional name: T. Evans.


500  Engraved frontispiece portrait lettered: G. Vander Gucht sct. Each play with an engraving lettered: H. Gravelot in; G. Vander Gucht scul.


  • You will have to trace Evans as well as the artists.
  • The names in the 260 field are transcribed with commas <,> or semi-colons <;> separating entities, depending on the circumstances. If there are corporate entities in which commas are used within the name (e.g., Hawes, Clarke, and Collins), or addresses with the names, use semi-colons between booksellers (L. Davis” is one bookseller, while “Hawes, Clarke, and Collins” another bookseller). Otherwise, use commas. Note: do not leave a space before the semi-colon.
  • Another tip – I know that 99% of the names in this record have been traced before, most together – so if you find a long record in Hamnet with their names, you won’t have to do more than cut and paste the fields into Voyager. So when I lookup Bathurst in Hamnet and select the 11 records with that name who’s a bookseller, I see lists of other names in the publisher field. Odds are those names are also in this record – particularly the closer you are in publishing date to each other.

Comments (2)

Deborah J. Leslie said

at 3:30 pm on Nov 21, 2011

I added a qualification to the point about tracing editors, and added the point that catalogers will continue to make notes about illustrative elements

"Catalogers will continue to make notes describing annotations, and other copy-specific information"--I deleted "extensive" preceding "annotations," because practice calls for mentioning all but the strayest marks, even if we don't trace them in a 655, and I don't remember agreeing to change our practice. Please confirm that was correct. I would prefer something like: Catalogers will continue to make copy notes as before.

It may make more sense in the long run to make these meeting notes for November 17, on the main wiki where the other team project meeting notes are kept, and incorporate these changes into existing current instructions pages. Do you have any objection?

Jim Kuhn said

at 11:57 am on Nov 30, 2011

No objections, thanks.

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