1. Cataloging Individual Oral History Interviews
Susan C. Wynne
OLAC Conference
Macon, Georgia
16 October 2010

2. Outline Definition and importance of oral history
Summary of cataloging issues from 2007 survey of Georgia academic libraries
Description of CSU project
Cataloging decisions/considerations
Creating MARC records for individual interviews
Exercise

4. What is oral history?
“The process of deliberately eliciting and preserving, usually in audio or audio and visual recording media, a person’s spoken recollections of events and experiences based on first-hand knowledge.”
Oral History Cataloging Manual

5. Another definition
“A process of collecting, usually by means of a tape-recorded interview, recollections, accounts, and personal experience narratives of individuals for the purpose of expanding the historical record of a place, event, person, or cultural group.” Smithsonian Center for Folklife and Cultural Heritage

6. And another…
“Oral history is the recording, preservation and interpretation of historical information, based on the personal experiences and opinions of the speaker.” Wikipedia, 23 August 2010.

7. Oral history interview
Covers subject(s) of historical interest
Conducted by an interviewer who has some understanding of the subject(s)
Knowledgeable interviewee
Interactive
Question and answer format
Intended to be available to researchers

8. Oral history project
“Series of oral history interviews focused on documenting a topic, theme, era, place, organization, event, or group of people, conducted according to a plan, usually under the auspices of an institution or a group of cooperating institutions.”
OHCM

9. Oral history collection
“Oral history materials from various interviews not associated with an oral history project, usually assembled at some time after their creation by an individual collector, or by a repository for convenience in management or description. A collection, like an oral history project, often has an identifiable theme or focus.”
OHCM

10. Why is oral history important?
Fills gaps in the historical record
Supplements and aids in understanding the historical record
Often preserves viewpoints or experiences of underrepresented groups
May document everyday life or give behind-the- scenes perspective on a well known event, person, organization, etc.
Connects personal experiences with history and social context
Catalogers may be shifting local expertise to unique or hidden collections

11. Why are oral histories difficult to catalog?
Lack of consensus in access methods
Standard manual needs updating
“Neither fish nor fowl” … are they more like archival or published materials?
Multiple formats
Names and organizations often require some authority work
Often no dedicated staff or funding for managing access to oral histories
May be little or no accompanying information

12. Choice of cataloging methods
MARC records in local catalog and/or WorldCat
Finding aids (online and/or print)
Inventory
In-house
Digital library
Non-MARC metadata (e.g., Dublin Core)

13. Benefits of the MARC approach
No need to consult a separate resource to discover oral history materials
Navigate between oral histories and other types of material on the same subjects
Contributing to WorldCat is one way to share beyond the local institution
Less of a learning curve if staff are already familiar with MARC

14. Grimsley and Wynne’s 2007 survey
31 Georgia academic institutions
Access issues related to oral histories
Methods of intellectual access vary
Respondents held variety of formats
Only one respondent (CSU) reported using OHCM
Few respondents reported applying authority control to subjects and names related to oral histories [caveat]

15. Methods of intellectual access in GA academic libraries

16. Cataloging standards/procedures
Standard/procedure
Oral History Cataloging Manual 1
Anglo-American Cataloguing Rules, 2nd ed. (AACR2) 6
Archives, Personal Papers, and Manuscripts (APPM)
Describing Archives: A Content Standard (DACS) 3
Dublin Core
Other Metadata
Local Procedures 4
Other
No Answer 8

17. Columbus State University’s project (or, How did I get myself into this?)
Project initiated by former archivist Reagan Grimsley
~500 oral histories lacking intellectual access except for rudimentary in-house finding aid
Many typescripts and analog recordings from the 1970s and 1980s
Collaboration between archivist and cataloger
New acquisitions and cataloging policies
Grant to digitize selected typescripts
Collective finding aids and MARC records for selected individual interviews

18. CSU’s workflow
Archives staff copy typescript onto acid-free paper and create artificial title page for each typescript
Periodicals Assistant prepares photocopied typescript for binding
Cataloger creates MARC record using OCLC Connexion Client, exports record from OCLC into ILS, and creates holdings (for copied typescripts only)
Cataloging Assistant creates item record and performs minimal physical processing on bound typescript

19. Cataloging considerations (top-level)
Staffing
Priority level
Size of collection/backlog
Transcripts

20. Cataloging considerations
Unit of description
Format(s) to be described (especially which format(s) are available for use)
“Readily available” information
Level of authority control
Classification
Choice of cataloging method (not discussed in depth here)

21. Unit of description
Collection level
Project level
Individual

22. Collective vs. individual descriptions
Collective (Project or Collection Level)
Individual (Item level)
Required according to OHCM
Oral histories typically collected in groups
Consistent with archival principle of provenance
Demonstrates shared focus and characteristics within the group
Useful when interviews are more meaningful as a group
No need to repeat information in multiple individual records
Optional according to OHCM
More granular access
More time-consuming
Need a mechanism for demonstrating relationships
Useful when interviews may be able to stand alone
Useful when information about the collection/project is scarce

23. You can always do both and link from one to the other

24. Formats to be described
Rule: describe the format(s) available for use
Optionally, also describe original recordings

25. “Readily available” information
Which pieces of information are most important?
How much time can you spend in research?
Consider your users, priorities, staffing, and possibly the context of each interview

26. Authority control
Contribute records to OCLC authority file (NACO participants)
Create records in local system (always, or only in special cases)
Construct AACR2 (or RDA?!) headings but do not create authority records
Use LCSH or another controlled vocabulary
Create a specialized vocabulary
Uncontrolled keyword

27. Classification possibilities
Biographies
Local history
Subject of the interview (i.e., textile mills, school desegregation)
Accession number or other local system
Class interviews in a project together
Others?

28. Crash course in oral histories for catalogers
Context is more important
Less emphasis on transcribing information from the item into the record—most information is provided by the cataloger
Obtain information from the typescript and/or recording itself, finding aids, release forms, labels, and any accompanying material
External reference sources can be helpful and sometimes necessary (to clarify names, events, locations, etc.)
Copious notes

29. OHCM’s fundamental elements for individual interviews
Indication of form (i.e., oral history interview)
Name(s) of interviewee(s)
Date(s) of interview
Statement of quantity or extent, including physical format
Name(s) of interviewer(s)

30. OHCM’s fundamental elements for individual interviews
Language of interview, if other than English
Summary of the nature, content, and scope of the interview
Restrictions on access and/or use, if applicable
Name of the project or collection, if applicable
If any of these fundamental elements is not available, state in a note that it is missing

31. 2-minute version of this presentation
Who … interviewee(s) & biographical sketch, interviewer(s), persons or groups that are subjects of the interview
What … oral history interview, format(s)
When … date(s) involved, time periods discussed
Where … place(s) discussed in interview, location of interview
Why … project or collection name, subjects discussed, summary

32. Walk through a MARC record for an individual interview

33. Type code (Leader/06)
Varies according to the format(s) you are describing
p (mixed materials) for multiple formats
i (nonmusical sound recording) for audio only
g (projected media) for video only
t (manuscript language material) for unpublished typescript/transcript only

34. BLvl code Depends on unit of description
Cannot use BLvl “m” with mixed materials workform
Use “c” with mixed materials workform or for collective description
Use “m” when describing one format only

35. Other fixed fields Country code = xxu (unpublished, United States)
Add 006 for each format as needed
Add 007 for each format as needed
Ctrl = a (archival control)
DtSt = usually s (single date) for individual interviews, could be i (inclusive dates) for interviews, projects, or collections spanning different dates

36. 006 and 007 examples
006 for typescript: t for sound recording: innn t 007 for sound recording (standard cassette): s $b s $d l $e u $f n $g j $h l $i c $j u $k p $l n $m u $n e

37. Main entry (MARC 1XX or 245) Interviewee (MARC 100)
If multiple interviewees, use the predominant interviewee (or title)
Use relator terms in $e
100 1_ $a Perry, Ophelia S., $e interviewee.

38. Title (MARC 245) Form element Name(s) element Date(s) element
GMD not used unless describing only one format: electronic resource, microform, sound recording, or videorecording
$a Oral history interview with Ophelia S. Perry, $f 1988 Feb. 23.

39. Statement of responsibility (MARC 245 $c)
OHCM omits statement of responsibility
Rule: give responsibility information in notes
CSU decided to add SOR:
/ $c conducted by Harvey Phelps.

40. Edition statement (MARC 250)
Do not give an edition statement
If the interview exists in multiple versions (e.g., edited transcript), give this information in a note
500 $a Transcript heavily edited.

41. Publication information (MARC 260)
Do not provide a publication statement for unpublished oral histories
Date appears in 245 $f

42. Physical description (MARC 300)
Describe formats available for use (optionally, may also describe original format)
Multiple MARC 300 fields if applicable
Use $3 with multiple 300 fields to specify the material
Required: specific material designation and number of units
Optional: playing time, type of recording (analog or digital), playing speed, dimensions
Playing time is usually not readily available for CSU’s holdings

43. Physical description examples
300 __ $3 Typescript: $a 13 leaves, bound ; $c 29 cm. 300 __ $3 Sound recording: $a 1 sound cassette : $b analog.

44. Series statements
OHCM: Concept of series does not apply to oral histories
CSU uses series statements as one means to collocate projects and collections in the absence of collective descriptions
CSU also collocates the entire oral history collection with a series statement

45. Series statement examples
830 _0 $a Mill worker oral history collection 830 _0 $a Columbus State University oral history collection

46. Minimum required notes in OHCM
Interview details (MARC 518)
Scope/content/abstract (MARC 520)

47. Interview details (MARC 518)
Required:
Date(s) of interview
Name of interviewer
Language (if other than English)
Optional:
Location of interview
Names of any other persons present
Sponsorship (if applicable)
Any other circumstances surrounding the interview

48. Interview details example
518 __ $a Interview conducted by Harvey Phelps in Columbus, Ga., for the Mill Worker Oral History Project, 23 February

49. Scope/Content/Abstract (MARC 520)
Topics, conditions, issues, etc.
Events, activities, etc.
Places or geographic areas
People
Organizations
Time periods
Opinions/attitudes of interviewee
Summary of stories/anecdotes

50. Scope/content/abstract example
520 __ $a Ophelia Perry discusses working conditions, wages, labor- management relations, race relations, benefits, and women’s jobs, in the Bibb Manufacturing Company mill during World War II through the 1970s.

51. Biographical information about interviewee (MARC 545)
Birthplace
Education
Race, ethnicity, nationality
Family information
Occupation(s)
Political/religious/other affiliations
Accomplishments
Other…

52. Biographical sketch example
545 __ $a Ophelia Perry, who was born in Harris County, Ga. and moved to Columbus, Ga., during the Depression, worked in the Bibb Manufacturing Company mill from 1940 to the 1970s.

53. Other notes
Additional physical form available (MARC 530) for digitized typescripts
Restrictions on access (MARC 506)
Terms for use and reproduction (MARC 540)
Reproduction, if applicable (MARC 533)

54. Other notes Location of originals or duplicates (MARC 535)
Provenance (MARC 561)
Immediate source of acquisition (MARC 541)
Finding aids (MARC 555)
Citation (MARC 510)—refer to other works that index, describe, cite, etc. the interview(s)
Preferred form of citation (MARC 524)—of the interview(s) themselves
Publications (MARC 581)—cite works based on the interview(s)

55. Other notes Supplementary materials Relationships to other materials
Missing information
Transcripts—versions, editing, etc.
Any other information deemed important not covered by other notes
Sound recording is housed in the Manuscript Collection at call no. MC 109.

56. Notes examples
506 __ $a Available for use only in the Columbus State University Archives Reading Room. 540 __ $a Permission to publish material from the Columbus State University Oral History Collection must be obtained from the Columbus State University Archives _ $a Finding aid available in the Columbus State University Archives and online.

57. Notes examples
541 1_ $c Gift; $a John Smith, $b Columbus State University History Department, $d __ $a Oral history interview with Ophelia S. Perry, 1988 Feb. 23, Columbus State University Archives, Columbus, Georgia. (524 __ $a [Title of interview], [date of interview], Columbus State University Archives, Columbus, Georgia.)

58. Access points for individual interviews
Additional interviewees other than the main entry—use relator term $e interviewee (MARC 700)
Interviewer(s)—use relator term $e interviewer (MARC 700)
Name of the oral history project (MARC 710)
Any corporate bodies associated with the interview, project, or collection (MARC 710)
Alternate titles (e.g., title supplied by the interviewer or transcriber) (MARC 246)

59. Access points examples
700 1_ $a Phelps, Harvey, $e interviewer _ $a Mill Worker Oral History Project _ $i Caption title on typescript: $a Beeler Haines interview

60. Subject access
Not covered by OHCM, AACR2, DACS … will be covered in RDA later?
Name of interviewee(s) with $v Interviews. (MARC 600)
Names of other people that are prominent subjects of the interview
Organizations or corporate bodies that are prominent subjects in the interview (MARC 610)
Geographic headings for places discussed (MARC 651)
Topical headings for subjects discussed (MARC 650)
Classes of people or ethnic groups, as applicable
Title or name-title entries for named works that are subjects of the interview

61. Subject access
LCSH may not be specific enough for specialized collections
Subject-specific thesaurus
Locally developed thesaurus

62. Subject access examples
$a Perry, Ophelia S. $v Interviews $a Bibb Manufacturing Company $x History $a Bibb Manufacturing Company $x Employees. 650 _0 $a Cotton textile industry $z Georgia $z Bibb City $x History. 650 _0 $a Women textile workers $z Georgia $z Bibb City $v Interviews. 650 _0 $a African Americans $z Georgia $z Bibb City $v Interviews. 651 _0 $a Bibb City (Ga.) $x History $y 20th century.

63. Genre/form access
Library of Congress Genre/Form Terms for Library and Archival Materials
655 _7 Oral histories. $2 lcgft
(practice to be implemented late 2010/early 2011?)
Art & Architecture Thesaurus
655 _7 Oral histories. $2 aat
655 _7 Transcripts. $2 aat

64. Links to online content, when applicable (MARC 856)
Digital version of typescript, audio, video, etc.
$3 Typescript $u /OpheliaPerry-OralHistory.pdf
Finding aid(s)
$3 Finding aid $u mc109.php

65. Linking collective and individual descriptions (MARC 773)
Only if creating BOTH collective and individual description
Use “Forms part of”
Give project or collection title (created according to guidelines for project or collection titles)
$i Forms part of: $a Mill Worker Oral History Project.

66. Record examples Connexion browser http://connexion.oclc.org/
CSU catalog

73. Exercise
Frank Brown interview

74. Were rules meant to be broken?
Do consider the unique needs of your users and your collections (and your staffing/workflow)
MARC records unlikely to be used for traditional copy cataloging, but…
You may be crosswalking them into non-MARC metadata
… which may be harvested by other institutions
… and repackaged in unexpected ways
How does your data look outside the catalog, and outside of your institution? (“On a horse”)

75. Advice
Standardize what you can (title format, 006/007/300 for common format(s), selected notes, genre/form headings, etc.)
Use constant data, templates, macros, text strings, etc. when you can
Document decisions—choice of thesaurus or classification scheme, deviations from guidelines, etc.
Provide context in notes

76. Collaboration between catalogers, archivists, oral historians
“All my investigations point to the information gap between the creators of oral histories and those who care for them. The need for standards, best practices, and a spirit of collaboration is essential … to ensure that the work of oral historians is preserved as part of our cultural heritage.” --Nancy MacKay, Curating Oral Histories: From Interview to Archive (Walnut Creek, Calif.: Left Coast Press, 2007), preface.

77. Awareness of non-cataloging issues (which may affect cataloging)
Ownership
Consent forms
Preservation
Format refreshment or transfer
Restrictions on access
Transcription
Technology
Acquisitions and collecting policies

78. Information forms Names of interviewee(s) and interviewer(s)
Date(s) and location(s) of interview
Summary of content
Biographical information about interviewee
Subject keywords or places, topics, events, etc. discussed
Name of oral history project, program, etc.
Sponsoring institution
Access restrictions
Playing time of recordings

79. RDA and oral histories? Glossary and 6.9.1.3 Recording content type
Content (MARC 336), Media (MARC 337), Carrier (MARC 338)
Content type “spoken word” includes oral histories
Relationships
Interviewee and interviewer are relationship designators for creators (work-level relationship)

84. Questions?

86. Contact me
Susan Wynne University of Wyoming