Copy Cataloging for Cartographic Materials
These instructions are for using cataloging copy for both rare (generally considered pre-1800) and non-rare maps.
Matching records:
The following elements of the record found must match the item being cataloged.
- ISBN if present
- 245 ‡a subfield. If appropriate also ‡b.
- Place of publication
- Edition statement must be the same, although format may vary if there is an edition statement on the map
- Date of publication should be the same if date present on the map
- Full level record with encoding level: “blank”, 1, 4, I or L
Fixed fields
Verify that the fixed fields match
Leader
- Change encoding level to “blank”.
- Ensure “Type of Record” is coded “e: Printed Cartographic Material”
- If upgrading record to AACR2, change “Cataloging code” to “a: AACR2”; otherwise leave blank “: Non-ISBD” or “i: ISBD” (if already coded this way)
007
Add 007 “Physical Description” field if not already in record. Use (or change if 007 already in record) the following codes:
- Specific Material Designation: [code according to the material in hand]
- Color = “| : No attempt to code” (if map is hand-colored, it will be noted in a 590 note)
- Physical Medium = usually coded “a: Paper”
- Type of Reproduction = code “n: Not applicable”
- Production/Reproduction Detail = code “z: Other”
- Positive/Negative Aspect = code “n: Not applicable”
008
- Publication status – normally “s” for single/probably date. Occasionally is “q” for questionable date.
- “Date 1&2” – make certain it matches 260.
- Add appropriate place of publication code if lacking
- Add language code if not already in record
- Add coding for “relief” if present.
034 - Add if not in record
245 - Title
Every word in the 245 must be on the map unless the word is in [brackets]. The converse is not true; not every word on the title page will appear in the 245 field. Not all punctuation in the 245 field will necessarily appear on the title page.
246 – Variant titles
Make 246’s as appropriate. Examples include:
- Add to record variations in use of u/v and i/j
- Add other titles present such as caption titles, panel titles, etc.
- Ampersands appear in title – e.g. for New Haven & Hartford; make a 246 as New Haven and Hartford
- Add a 246 if a number appears in the beginning of title (e.g. The XXth century citizen’s atlas of the world …; make a 246 for “20th century citizen’s atlas of the world” and “Twentieth century citizen’s atlas of the world”)
250 –Edition
Add if not in record.
255 – Scale
Verify if present. Add if not in record.
260 – Publication
‡a – Place of publication. Make certain that the record has the same place of publication as the map in hand.
‡b – Publisher. Add if known.
‡c The date of publication should be the same. With early maps it is not uncommon to have ca. or estimated dates that could vary slightly. E.g. ca. 1667 (although a reference source in hand has date 1668). Make certain that the dates in the fixed field match the 260 ‡c.
300 - Collation
Edit collation as necessary.
‡b Do not include hand colored in ‡b. This information is recorded in a 590 note.
‡c Measure map within neat line, usually to the outer edge of gradicule if one is present. Dimensions for rare maps are measured to the nearest tenth of a centimeter (e.g. 22.4 cm.) Enter the dimensions of entire sheet in 590 field.
5XX – Notes
590 - Copy Specific Notes (in this order)
(see Map Department’s Provenance Notes and Tracings documention for explicit instructions)
- Bibliographical variants
- Imperfections
- Provenance (autograph, stamp, handwritten numbers, etc.)
- Hand colored
- Sheet dimensions
- Mounting information – e.g. Mounted on linen
500 – The following notes are added if appropriate and not already in the record:
- Relief note (also ensure that the proper fixed field in 008 is correct).
- Language of map if not obvious from title. Enter in 546 field.
- Source of title proper (e.g. cover title, panel title).
- Variant titles, parallel titles and other title information. May or may not need a 246.
- Dedication
- Statements relating to authorship or responsibility (e.g., engravers) that are not considered formal statements of responsibility in a note.
- Note the author, title and imprint (if known) of an atlas or other bound volume if the map in hand was removed from an atlas, etc. Refer to specific instructions in Local Decisions.
- Prime meridian if not Greenwich and if possible to determine.
- If there is an inset map that is “important.” Make the note: Inset map: 15 miles around Boston. Normally it is not necessary to make a 740 title added entry.
510 – References
Reference works can play an important role in identifying a specific edition or state of an early map (i.e. pre-1800). Reference works can also provide a date of publication.
- For rare maps (pre-1800) verify accuracy if other aspects of the record don’t match the map in hand.
- If the map is not sufficiently identified, i.e. name of cartographer, place or date of publication is not present add a reference from the Map Dept.’s recommended list of references.
610/650/651 – LC subjects
Add a subject heading if none are present. If not already in record, pre-1800 imprints add ‡v Early works to 1800.
655 – genre headings
Add a 655 genre heading as required – see list at XXX (MAKE LINK)
7xx – Added entries
Add 7XX heading for contributors to a map’s production if not present. This includes engravers, delineators, publishers, printers, etc., but does not include individuals to whom a work is dedicated. (E.g. “sculp S. Smith”)
If it is determined that a map was removed or was sometimes issued as part of an atlas, make an appropriate author/title added entry for the atlas. See explicit instructions in Local Decisions.
Delete the following fields from a record downloaded from OCLC (the OCLC module can be set-up to strip these fields from exported records; see http://www.library.yale.edu/cataloging/Orbis2Manual/connexionexportoptions.htm):
011, 012, 029, 039, 049, 069, 072,092, 096, 098, 263, 500 (with $5), 541, 590, 599, 654, 658, 69x, 7xx (with $5), 79x, All 9xx
600, 610, 611, 630, 650, and 651 if 2nd indicator 1, 3-9
Retain other fields unless it is determined that they are inaccurate.
Rev. 25 July 2008