1. 245 $a Introduction to MARC and DACS for archivists : $b a workshop in cataloging for SIRIS members / $c Michelle McDaniel, Diane Shaw, and Karen Weiss, instructors, $f Mar. 26.

2. Introduction to MARC and DACS for Archivists SCHEDULE
9:00-9: Welcome Introduction: Cataloging Basics
9:45-10: Overview of Cataloging Content Standards
10:00-10:45 Part I Description DACS Requirements
Description for different formats/different levels
10:45-11:00 Break
11:15-12:00 Description, cont’d Exercise
12:00-1: Lunch
1:00-2: Part II: Access points / Index terms
Authority Records in DACS and MARC Subjects- Topical, Form, Geographic, Other 2:15-2: Index Terms: Exercises
2:45-3: Break
3:00-3: Fixed Field data, Action Fields, Linking Tags, Other Fields
3:30-4: Q&A and Discussion

3. Cataloging Basics
Why add catalog records for your archival materials to SIRIS?
Helps researchers find basic information about your holdings
Compared with creating a finding aid, a catalog record is a quicker (though less detailed) way to document what you have
Availability of collection management features for staff use

4. So what do you need to know to contribute records to SIRIS?
MARC - Machine Readable Cataloging (a data structure standard) and basic ISBD / International Standard Bibliographical Description punctuation
DACS - Describing Archives: A Content Standard, or other data content standard(s)

5. MARC
MARC (the current version is generally referred to as MARC 21) is a method of coding data that enables computer systems to properly display, index, search, and retrieve information from catalog records
MARC 21 has various formats, e.g: Bibliographic; Authority; Holdings; Classification (you’ll only be concerned with the first two; and this workshop will focus primarily on the MARC Bibliographic format)

6. Where did MARC come from?
MARC grew out of a Library of Congress-based initiative from the beginnings of computerized cataloging, ca. 1960s, and is still maintained by the Library of Congress, in cooperation with Library and Archives Canada
Website for MARC:

7. Elements of a MARC Record
A MARC record consists of these main sections:
The leader (partially computer-generated; includes information on encoding level, type of record, whether record is collection or item-level, archival control, etc. Includes “fixed field” elements)
The directory (entirely computer-generated, a sort of index to the fields in the record)
Variable control fields ( ; generally not used in archival cataloging)
Variable data fields (01X-8XX), where most of the data content is contained
MARC 21 specifications are defined for books, serials, computer files, maps, music, visual materials, and mixed material. Originally designed so that LC could share its records with other institutions; MARC is about 40 years old now (previously known as USMARC; became MARC21 in the 1990s)

8. Common MARC Terms Field (Type of data)
Examples: Title; Date; Creator; Subject
Tag (field identifier, generally 3 digits long)
Examples of tags: 245 (title statement); 300 (physical description); 650 (topical subject added entry)
Every tag has a specific meaning and is limited in how it can be used
Tags are grouped numerically according to purpose, e.g. 1XX fields are versions of main entry; 5XX fields are notes; 6XX fields are various kinds of subject headings

9. More common MARC terms Indicator:
Two character spaces immediately following each tag that instruct the computer on the number of characters to skip for initial articles in titles, or specify a particular label to accompany a field in the OPAC, etc. (often left blank)
Examples:
The cat in the hat.
520 __ Summary: ....
520 2_ Scope and content: ...

10. More common MARC terms Subfield: A component part of a field
Examples of subfield names: Extent; Dimensions; Inclusive dates
Subfield code: Alphabetical or numerical code that identifies a subfield for the computer system; preceded by a “delimiter” symbol (given here as $)
Example: 300 __ $a 3 boxes
Example: $a Diary, $f
Example: 655 _7 $a Aerial photographs. $2 aat

11. But we’re archivists! Why use MARC, instead of, say, EAD?
While EAD is also a data structure standard, it’s not what most Integrated Library System (ILS) vendors such as SIRSI-Dynix use for programming their catalogs. For the time being, MARC is considered the international standard for encoding bibliographic records.
MARC is the standard to use if you want to contribute records to a union catalog (e.g. OCLC’s Worldcat) or to participate in collaborative projects within SI (the cross-searching portal) or with other repositories
MARC records have fields that can link to finding aids, inventories, can serve as a companion or abstract to other descriptive tools.

12. OCLC / Worldcat OCLC’s Cataloging Service is called Connexion
Connexion is used for editing and creating MARC bibliographic and authority records
Bibliographic records in Connexion are made available on the Internet through the Firstsearch / Worldcat online union catalog (accessible through SIL’s “Tools for the Researcher” web page)

13. EAD and MARC
MARC will be moving to an XML framework eventually; and in the meantime it’s possible to use cross-walks to convert MARC to EAD or Dublin Core, etc
EAD Tag Library and Data Definitions include MARC encoding analogs to support cross-walks.

14. EAD TAGS and MARC ENCODING ANALOGS
<repository label="Repository:" encodinganalog="852$a">
<corpname>Archives of American Art, Smithsonian Institution</corpname>
</repository>
<origination label="Creator:">
<persname encodinganalog="100">Romare Bearden</persname>
</origination>
<unittitle label="Title:" encodinganalog="245$a">Romare Bearden papers</unittitle>
<unitdate label="Dates:"> </unitdate>
<physdesc label="Quantity:" encodinganalog="300$a">2 linear feet</physdesc>

15. DACS and its Antecedents
DACS was published by the Society of American Archivists in 2004
DACS is a revision of Steve Hensen’s / SAA’s manual, Archives, Personal Papers, and Manuscripts (1989), which was created to adapt Chapter 4 of the 2nd ed. of Anglo-American Cataloging Rules (AACR2) to the needs of the archival community. AACR2, as the grand-daddy of cataloging rules, is worth reviewing here briefly

16. Anglo American Cataloging Rules, 2nd ed. Revised (AACR2r)
Covers the description of, and provision of access points for, all formats of library materials. Includes rules for establishing name (but not subject) headings.
Published jointly by American Library Association, Canadian Library Association, and the Chartered Institute of Library and Information Professionals (U.K.). The 1st ed. (AACR) appeared in 1967; the 2nd ed. in 1978; the 2nd rev. ed. in It is slated for replacement by Resource Description and Access (RDA) in 2009.

17. Structure of AACR2 Part I – Description
Chapter 1 – General rules
Chapter 2 – Books, Pamphlets
Chapter 3 – Cartographic
Chapter 4 – Manuscripts
Chapter 5 - Music
Chapter 6 – Sound recordings
Chapter 7 – Motion pictures / video
Chapter 8 – Graphic materials
Chapter 9 – Electronic resources
Chapter 10 – Three Dimensional and realia
Chapter 11 – Continuing Resources
While AACR2 is a foundation for cataloging rules for archival materials, specialists have reworked the rules for their formats to reflect their close experience with the materials and their heightened understanding of the needs of their catalog users. E.g. DACS; Betz; etc.

18. Structure of AACR2 Part II – Headings, Uniform Titles, and References
Part II - chapters 21-26
Chapter 21 -Choice of Access Points
Chapter 22 - Headings for Persons
Chapter 23 -Geographic Names
Chapter 24-Headings for Corporate Bodies
DACS summarizes these 4 chapters in Part III
Incidentally, no chapters in AACR2. Chapters explain the principles behind the name headings in the LC Authority File. AACR2 appendices include Capitalization; Abbreviation; Numerals; Glossary; Initial articles to ignore

19. Future of AACR2: RDA
RDA (Resource Description and Access) is the working title for “AACR3”
RDA is being developed as a new standard designed for the digital world, covering all types of content and media (both digital and analog) with greater flexibility than AACR2
RDA will be able to align with a variety of metadata standards and emerging database technologies, not limited to MARC
Existing catalog records in MARC will be compatible with RDA; the form of some headings may be changed (e.g. for the Bible; also will allow a family name to be a “creator”)
RDA’s website:

20. Future Developments in Cataloging
Released Jan. 9, 2008
Working Group’s charge: Present findings on how bibliographic control and other descriptive practices can effectively support management of and access to library materials in the evolving information and technology environment
Recommend ways in which the library community can collectively move toward achieving this vision
Advise the Library of Congress on its role and priorities

21. Related Developments Social tagging added to catalog data
Open Source ILS development; integrating more non-MARC content with MARC
EAC – Encoded Archival Context – new data format to replace authority record promoted by international archival community

22. The Role of Companion Content Standards

23. MARC 21 Doesn’t Exist in a Vacuum
Behind every great MARC tag is a great content standard.
To use MARC tags, need to understand the various rules for different formats, and repository’s own policies, practices, priorities.
To use DACS, need to understand other content standards (DACS Appendix B)

24. Content Standards for Archivists see also http://www. loc
The nice thing
about
Standards
is that there are
so many
of them to
choose
from
AACR2 All formats
ISAD(G) Archives
DACS Archives
Betz (Graphic materials)
OHCM (Oral History)
IASA (Sound)
AMIM (Moving Image)
DCRM (Rare Books)
CCO (Art works, artifacts)
AMREMM – Ancient, Medieval, Renaissance…

25. Graphic Materials: Rules for Describing Original Items and Historical Collections
Supplement to Chapter 8 of the Anglo-American Cataloguing Rules,
Photographic prints, negatives, albums posters, cartoons, popular and fine prints, and architectural drawings. 
1982 (print)
Updates 1997 and 2002
Available online in PDF and Word
A second edition is planned as part of the Descriptive Cataloging of Rare Materials suite. It will provisionally be known as "Descriptive Cataloging of Rare Materials (Graphics)," or DCRM(G).
This work-in-progress can be seen at

26. Graphic Materials “Betz” http://www.itsmarc.com/crs/grph0412.htm

27. IASA Cataloging Rules: A Manual for the Description of Sound Recordings and Related Audiovisual Media
International Association of Sound and Audiovisual Archives.

28. Oral History Cataloging Manual (ohcm)
1995
Designed as companion to APPM; conforms to AACR2
Treats Oral History as a distinct intellectual form, defined as: “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”
Individual interviews; collection level; programs and projects

29. Archival Moving Image Materials: A Cataloging Manual, 2nd Edition (2000)
Prepared by a committee of LC Motion Picture, Broadcasting, and Recorded Sound Staff
Cataloging Rules (within the general framework of AACR2, Chapter 7) for all types of moving image materials including features, shorts, television programs, documentaries, newscasts, newsreels, educational works, home movies, compilations, commercials, trailers, excerpts, unedited footage, outtakes, and more. The rules cover all formats from 3-D to DVD.
New rules for collection-level cataloging
Examples using MARC 21 content designation

30. Archival Moving Image Materials (AMIM) http://www. itsmarc

31. DACS Describing Archives : A Content Standard
2004, 2007
Replaces APPM
Principles Developed out of CUSTARD – Canadian U.S. Task Force on Archival Description and based on ISAD(G)
Statement of Principles
Levels of description in statement

32. ISAD(G) – International Standard for Archival Description http://www
CONDITIONS OF ACCESS AND USE AREA
Conditions governing reproduction
Language/scripts of material
Physical characteristics and technical requirements
Finding aids
ALLIED MATERIALS AREA
Existence and location of originals
Existence and location of copies
Related units of description
Publication note
NOTES AREA
Note
DESCRIPTION CONTROL AREA
Archivist's Note
Rules or Conventions
Date(s) of descriptions
IDENTITY STATEMENT AREA
Reference code(s)
Title
Date(s
Level of description
Extent and medium of the unit of description (quantity, bulk, or size)
CONTEXT AREA
Administrative / Biographical history
Archival history
Immediate source of acquisition or transfer
CONTENT AND STRUCTURE AREA
Scope and content
Appraisal, destruction and scheduling information
Accruals
System of arrangement

33. DACS Describing Archives: A Content Standard
IDENTITY ELEMENTS (chapter 2)
Reference code
Name and Location of Repository
Title
Date
Extent
Name of Creators
Administrative / Biographical history
CONTENT AND STRUCTURE ELEMENTS (chapter 3)
Scope and content
System of arrangement
CONDITIONS OF ACCESS AND USE ELEMENTS (chapter 4)
Conditions governing access
Physical access
Technical Access
Conditions Governing Reproduction and Use
Languages and Scripts of the Material
Finding Aids
ACQUISITION AND APPRAISAL ELEMENTS (chapter 5) Conditions governing Custodial history
Immediate Source of Acquisition
Appraisal, Destruction, and Scheduling Information
Accruals
RELATED MATERIAS ELEMENTS (ch 6)
Existence and location of originals
Existence and location of copies
Related archival materials
Publication note
NOTES ELEMENT (chapter 7)
Note not defined by other elements
DESCRIPTION CONTROL ELEMENT
Sources used, rules or conventions, name of the person who prepared or revised, date created or revised

34. Requirements per DACS “SINGLE LEVEL” MINIMUM * Reference code(s)
Name and Location of Repository
Title
Date
Extent
Name of Creator(s)
Scope and Content (may be short)
Conditions Governing Access
Language and Scripts
* ex.: Preliminary accession record, database at a single level; METS record for a description of archival materials

35. Requirements Per DACS SINGLE LEVEL OPTIMUM – all minimum plus:
Administrative/Biographical History
Scope and Content (expanded)
Access points
SINGLE LEVEL ADDED VALUE– all optimum plus:
Any other elements the repository wants to include

36. DACS Single Level Minimum Requirements and MARC Equivalents

37. DACS, MARC and Multilevel Description
DACS: Examples of Multilevel descriptions include:
Preliminary or full inventory or finding aid
a database record in a CMS that describes materials at more than one level
multiple linked MARC records
Requirements at the Multi-Level are almost identical save for the Identification of Whole-Part Relationship
MARC 7XX Linking and Leader Bibliographic Level
MARC 007, c- collection; d-subunit (series/folder); m-item
In MARC 351 $c
MULTI-LEVEL LEVEL MINIMUM
Top Level: Same as Single Level Minimum Plus Identification of Whole- Part Relationship
MULTI-LEVEL OPTIMUM – all minimum plus:
Same as Single Level Optimum plus
Identification of Whole Part Relationship, Name of Creator if different from higher level (can be accomplished by indicating in title); Scope and Contents if title is insufficient
MULTI-LEVEL ADDED VALUE: all optimum plus: Any other elements the repository wishes, plus identification of whole-part relationship of each level to next subsequent level

38. Part I: Description Minimum Requirements (per DACS) Title (MARC 245)
Date (MARC 245 |f) 260 |c for some formats
Extent (MARC 300)
Name of Creator(s) (MARC 1XX, 7XX) Identifying Creators
Scope and Content (MARC 520)
Conditions Governing Access (MARC 506)
Reference code (MARC 040)
Location of repository (MARC 852)

39. Title MARC 245
Catalogers of archival materials will mostly supply a title
A formal title most often on published materials, items, or files – refer to AACR2 or specialized rules
Sources for information for supplied titles, use materials being described or any reliable source

40. Title MARC 245 continued Per DACS, supplied title composed of
Name segment + nature of the archival unit
Per Betz, supplied title should be descriptive, enclosed in brackets; optional to add general material designation (GMD)
Formal titles: refer to AACR2r or specialized manual

41. Title 245 Examples 245 $a Florence Allen papers
245 $a Leo Castelli Gallery records
245 $a Winslow Homer collection
245 $a Horace Pippin notebooks and letters
245 $a Willard Metcalf sketchbooks
245 $a Si Lewen photograph albums
245 $a Margery Hoffman Smith papers regarding Timberline Lodge, Oregon
245 $a [Diego Rivera and Robert H. Tannahill] $h [graphic]
245 $a Abraham and Esther Rattner letter to Helen Kroll Kramer

42. Date Marc 245 $f or 260 $c
Most archivists will record a range of dates or a single date of creation, such as date of writing a letter, photograph taken, sound recorded, video or aggregate of creation for all documents described
Use Fixed Field 008 Type of date and date

43. Date Marc 245 $f or 260 $c DACS outlines variety of situations:
Inclusive dates – earliest to latest
Bulk or predominant dates
Ongoing / accruals expected
Format for recording significant gaps
Estimated date ranges and estimated single dates
Exact dates
No dates
Examples show 260 $c for published and specialized formats (photographs)

44. Date 245 Examples
$aJack Greenbaum scrapbook and interviews,$f
$aAbraham and Esther Rattner letter to Helen Kroll Kramer,$fundated.
aKraushaar Galleries records,$f ,$gbulk
Lessing J. Rosenwald interview, 1970 Aug. 18.
Jackson Pollock and Lee Krasner papers, $fcirca

45. Extent Marc 300
Indicates the extent and physical nature of materials being described.
Formatted as a number and extent (linear or cubic feet, items, or containers); or material type.
Take material types, general or specific, from AAT, LC Thesaurus for Graphic Materials, LCSH.
Don’t repeat material type if provided in title
Can record multiple statements or highlights
Allows estimates, (“approximately,” “circa,” “about”)

46. Extent Examples DACS: 300 $a45 $f linear feet 300 $a10 $f items
300 $a 3 boxes
300 $a 3 sound recordings
300 $a 45 linear feet, including 200 photographs and 16 maps
$a 71 $f maps (3.5 cubic feet) Note: use of $f to code extent is optional

47. Extent Examples
$3Sound recording, master:$a7 sound cassettes (ca. 11 hrs.); $banalog.
300 $3Sound recording, duplicate:$a7 cassettes
300 $3Transcript: $a373 p.

48. Extent Examples Specific formats:
300 $a1 drawing :$bpencil, pen and ink on paper ;$c19 x 11.5 cm., on sheet 28 x 20.1 cm.
$3Sound recording:$a2 sound cassettes
300 $3Transcript: $a149 p.
300 $a3 $fphotographic prints :$bb&w ;$c10 x 8 in.

49. Name of Creator(s) DACS – Statement of Principle No. 8:
“The creators of archival materials, as well as the materials themselves, must be described.”
DACS Element 2.6 Name of Creator(s) requires following rules in Part II, Chapter 9, Identifying Creators.
Names of creators serve as access points

50. Name of Creator(s) 1xx, 7xx and title - name segment
DACS Part II, Describing Creators identifies 3 steps:
Identify the individuals, families, and corporate bodies that played a significant role in the creation of the materials.
Assemble biographical information for persons; history, structure, functions for an organization.
Formulate names in a standardized form based on AACR2 – outlined in DACS chapters 12, 13, 14.
Note: While Administrative history/biographical information is not required, it is likely that it will need to be included to fullfill step 2.

51. Name of Creator(s) 1xx, 7xx and title - name segment
Source for creator name(s) will usually be name segment in supplied title
DACS provides guidance for multiple names, family names, corporate bodies
Multiple person names can be in title, but only one corporate name can be in title
Also use Administrative/Biographical History Element (Chapter 10) (MARC 545)

52. Name of Creator(s) Examples
$aPollock, Jackson,$d
$aJackson Pollock and Lee Krasner papers
1 $aKrasner, Lee,$d1908-
__________________________
1 $aChurchill, Alfred Vance,$d
1 0 $aAlfred Vance Churchill papers regarding Lyonel Feininger,$f
Feininger is a 600 and 700 – other creator – in this record.

53. Name of Creator(s) Examples
$aAmerican Academy in Rome
$aAmerican Academy in Rome records,$f1855-circa 1981,$gbulk ___________________________
1 $aMontoya, José
1 0 $aJosé and Malaquias Montoya interviews,$f1988 Feb June 2.
$aMontoya, Malaquias,$d1938-
Relator codes can be used for interviewee, interviewer,

54. Administrative history Biographical information MARC 545
Provide admin/bio info. for each creator
Can be divided into brief summary – $a name, dates, profession and geographic location, and expanded in $b as a biographical/administrative history.
For MARC 545, usually brief.

55. Administrative history Biographical information MARC 545
Types of information to include for people:
Full name, title, married name, alias, pseudonyms, common or popular names
Families: provide info. on origin of the family, names of persons forming family, marriages, children
Dates
Place(s) of residence
Occupation, life, activities

56. Administrative history Biographical information MARC 545
Types of information to include for corporate bodies:
Functions, activities
Dates of founding and dissolution
Geographical areas
Structure
Predecessor and successor bodies
Changes in name
Officers

57. Administrative history Biographical information Examples
545 $a John Frederick Peto ( ) was a painter; Island Heights, N.J.
545 $a Jacob Lawrence ( ) was an African-American painter and educator; New York, N.Y. and Seattle, Wash.. $bLawrence was born Jacob Armstead Lawrence, September 17, 1917, Atlantic City, N.J. He died June 9, 2000, in Seattle. Worked for the WPA's Federal Art Project and taught at Black Mountain College, in North Carolina, Pratt Institute ( ), Brandeis University (1965), The New School (1966), the Art Students League (1967), the University of Washington, and others.

58. Administrative history/biographical Information -Example
545 $aArt school; Rome, Italy. $b Organized in 1894 as the American School of Architecture in Rome. In 1897 it was dissolved and its assets turned over to the newly established American Academy in Rome, not a traditional school, but a place where architects, painters and sculptors could work in close association. After merging with the American School of Classical Studies (f. 1895) on the last day of 1912, the American Academy in Rome consisted of the School of Fine Arts and the School of Classical Studies. The School of Fine Arts soon expanded its scope to include fellowships in landscape architecture (1915), musical composition (1920), and history of art (1947). The Academy's New York office is now located at 7 East 60th St., New York, N.Y. (2001).

59. Scope and Content Element 520
For minimum level records, can be brief.
Can include the following information:
Functions, activities, transactions, etc.
Documentary forms or intellectual characteristics (diaries, reports, correspondence)
Time period(s) covered
Geographic area(s)
Subjects - topics, events, people, organizations
Any other information repository feels is relevant

60. Scope and Content Element Examples
Note: MARC $a and $b for expansion.
520 $a Almost one-half of the collection consists of printed materials, including full issues of New Masses, Liberator, and Der Hammer, all featuring illustrations by Gropper. Circa 600 letters include those written to Gropper by Frank Crowninshield, Robert Henri, Louis Lozowick, Raphael Soyer, and others. Also found are photographs of Gropper, his family, colleagues, and friends, as well as scattered writings and notes, business records, biographical information, three drawings, and a fabric sample designed by Gropper.
$aThree folders of scattered Biographical Information are found for William Gropper, his wife Sophie and their children. Business Records consist of lists of artwork, price lists, contracts, receipts, and other financial records. Scattered Writings and Notes include mostly writings about Gropper by others, lists of works of art, and miscellaneous writings. Works of Art include three original drawings by Gropper and a sample of fabric designed by Gropper. Circa 600 letters within the papers were written to William Gropper between 1916 and 1977 (bulk, 1970s), although Sophie Gropper's correspondence is also included. Found here are letters from Frank Crowninshield, Robert Henri, Louis Lozowick, Frank Alva Parsons, Raphael Soyer, and others. There are also letters concerning Gropper's participation in the Federal Art Project and from Ben Horowitz of the Heritage Gallery who represented Gropper's artwork.

61. Conditions Governing Access 506
Provides information about access restrictions imposed by a donor, the repository, or regulations.
Use also if there are no restrictions.

62. Conditions Governing Access Examples
506 $cCollection is currently being processed and is closed to researchers.
506 $c Collection is open for research use.
506 $cAccess restricted; use requires written permission until 2020.
506 $c Access to microfilmed materials will only be given through microfilm; no access to originals will be allowed due to their fragile condition. [Note: Online access will be available approximately 2009].

63. Language and Scripts of the Material MARC 546
Identifies the language(s), script(s) and symbol systems employed in the materials described particularly as they may affect use
Common practice to use for materials not in English

64. Language and Scripts of the Material EXAMPLES
Can use $3 to describe a portion of the materials.
$3 Entire collection is in $a Italian. or
$a In Italian.
546 $3 Letters from Auguste Rodin in $a French.

65. Reference Code MARC 040 Unique identifier consisting of 3 elements:
Local identifier
Repository code – corresponds to Name of Repository Element (MARC 852)
Country code (not required in MARC)
Uses national and international code lists
Different requirements for EAD, MARC
Description convention in MARC (040 $e) is DACS <descrules>, chapter 8, Description Control

66. Name and Location of Repository MARC 852
DACS: Identifies the name and location of the repository that holds the materials.
MARC: Identifies the organization holding the item or from which it is available. May also contain detailed information about how to locate the item in a collection.
Follow institutional/unit policies and procedures.
Note: MARC has additional subfields for specific shelving locations
Can by mapped to MARC Holdings Format.

67. Name and Location of Repository Example
852 $a Archives of American Art, Smithsonian Institution, $e Washington, D.C
852 $3 (1 box) $c V30E5

68. Other DACS Elements and MARC Tags
System of Arrangement 351
Physical Access 340, 506
Technical Access 340, 538
Sponsor 536
Conditions governing reproduction and use 540
Immediate Source of Acquisition 541
Location of other archival materials 544

69. OTHER DACS ELEMENTS AND MARC TAGS
Finding aids 555
Custodial history 561
Appraisal, destruction 583 (Action)
Existence Location of Originals 535
Existence/location of copies 530
Related Archival Materials 544
Publication Note 581
Rules or conventions 583
Archivist and date 583
MARC 856 Electronic Location and Access

70. AUTHORITY RECORDS

71. Authority Records and DACS
DACS Chapter 11, Authority Records, provides rules for elements, not how records are stored or displayed
Based on International Standard Archival Authority Record for Corporate Bodies, Persons, and Families (ISAAR(CPF).
Four types of information:
Authoritative form of name and variants
Description of history or activities
References to related persons, families, corporate bodies
Management information re the authority record

72. Authority Records and EAC
Encoded Archival Context (EAC) out in beta version.
Companion XML Schema to EAD.
For more info.:

73. EAC Projects http://www.ncecho.org/nceac/
About NCEAC: The North Carolina Encoded Archival Context (NCEAC) Project seeks to create a central location for information related to the creators of records housed by North Carolina's cultural heritage institutions. This project is hosted by NC Exploring Cultural Heritage Online (NC ECHO) and Duke University Libraries, with generous support from the Gladys Krieble Delmas Foundation.

74. Authority Records in MARC
040 – Cataloguing source (NR), the agency responsible for the cataloguing
$a Abbreviation of the agency responsible for the original cataloguing
$b language of the cataloguing
$c Transcribing agency
$d Modifying agency
$e Description conventions
100 – Personal Name
$a Last name, first name, middle names and initials
$q (Fuller forms of initials)
$b Numeration
$c Titles
$d Dates
400 – See From Personal name, used when there are other versions of a name or for name changes

75. Authority Records in MARC cont’d
500 – See Also Personal name, used when another name is another bibliographic identity, often used to keep fiction works separate from professional work
667 – Non-public note, used for information pertinent to cataloguers, to aid in further identifying the 100
670 – Source data found
$a Reference source
$b Information
675 – Source data not found, used for those times when respected reference works do not turn up any useful data

76. Name Authority Record 000 01043cz 2200217n 4500
na acannaabn fa aaa c
$anr $a
$a(DLC)nr
$aDSI-AAA$beng$cDSI-AAA$dDLC
$aHuston, Clair Aubrey,$db. 1857
$aHuston, Aubrey,$db. 1857
$aHuston, C. Aubrey$q(Clair Aubrey),$db. 1857
$aHuston, C. A.$q(Clair Aubrey),$db. 1857
$aHuston, C. Aubrey
$aSeeker in the Marshes:$b(Aubrey Huston)
$aPhiladelphia Sketch Club records, :$b(C. Aubrey Huston)
$aWwasW Amer. art, 1999:$b(C. Aubrey Huston, b. 1857, Philadelphia, Penn., painter)

77. OCLC – Connexion Authority Record
Sample LC Authority File record in Connexion

78. Sample bibliographic record in Connexion

79. AUTHORITY RECORD MONTHLY UPDATES (SIRIS OFFICE)
From the SIRIS office: these authority records used by your office have been 'updated' during February, 2008.  Merging other auths into a record changes its modification date

80. Access Points Subject and Genre Headings

81. Subject Cataloging Manual (SCM)
Focuses on LC subject cataloging practices
Divided into sections on Classification, Shelf-listing, and Subject headings (the latter part is the only one relevant for archivists).
Explains the principles behind formulating subject headings and subdivisions
Currently in 5th ed.

82. Basics of subject cataloging
MARC has special fields for adding Library of Congress Subject Headings, Local (non-LC) subject headings, form-genre headings, and thesaurus headings to your records
Ideally, your repository should have its own guidelines for the subject cataloging of its materials, based on what is most effective and helpful for the needs of your staff and researchers

83. Library of Congress Subject Headings
Search the LC Authorities file for subject, name, and title forms at
For personal name and family name headings as subjects, use tag 600 with the LC Authority File form (if available). If the name is not in the LCAF, use the guidelines in DACS chapter 12 to develop the proper heading.
Henry, Joseph, $d
Adams family.

84. Library of Congress Subject Headings, continued
For corporate body name headings, use tag 610 with the LC Authority File form (if available). If the name is not in the LCAF, use the guidelines in DACS chapter 14 to develop the proper heading
Smithsonian Archives.
United States. $b National Park Service.

85. Library of Congress Subject Headings, continued
For conference or meeting name headings, use tag 611 with the LC Authority File form (if available). If the name is not in the LCAF, use the guidelines in DACS chapter 14.7 and 14.8 to develop the proper heading
Smithsonian Folklife Festival.
United States Exploring Expedition $d ( )

86. Library of Congress Subject Headings, continued
Topical subject headings taken from the LC Authority File use tag 650 with indicators _0:
650 _0 Mexican American artists.
650 _0 World War,
650 _0 Apache Indians.
650 _0 Aeronautics.

87. Library of Congress Subject Headings, continued
Geographical subject headings taken from the LC Authority File use tag 651 with indicators _0:
651 _0 United States.
However: U.S. as a political jurisdiction is tagged as a
651 _0 Washington (D.C.)
651 _0 Harpers Ferry National Historical Park.

88. Library of Congress Subject Headings, continued
Use authorized subdivisions with LCSH headings.
There are 4 basic types:
1. Topical
650 _0 Endangered species $x Research.
650 _0 Flags $x Conservation and restoration.
Smithsonian Institution $x Art collections.

89. Library of Congress Subject Headings, continued
2. Geographical
650 _0 Architecture $z Africa
650 _0 Volcanoes $z Pacific Ocean
650 _0 City planning $z Washington (D.C.)
650 _0 Museums $z California $z Los Angeles

90. Library of Congress Subject Headings, continued
3. Chronological
651 _0 United States $x History $y
651 _0 United States $x History $y Civil War,
650 _0 Art, Japanese $y 20th century.
651 _0 Virginia $x Social life and customs $y To 1775.

91. Library of Congress Subject Headings, continued
4. Form
650 _0 Women $v Biography.
Washington, George $d $v Portraits.
New York times $v Indexes.
Motherwell, Robert $v Exhibitions.
650 _0 Air pilots $v Correspondence.

92. Form / Genre Headings
You can use selected LCSH headings as form / genre headings. Instead of tagging them as 650’s, you should tag them as 655 _0:
655 _0 Diaries.
655 _0 Foreign films.
Sometimes, you’ll see the $2 lcsh added:
655 _7 Blueprints. $2 lcsh

93. Local Subject Headings
Local subject headings selected from a controlled vocabulary list (e.g. a list created by your repository or taken from a published list) are tagged 650 _7 with a $2 code specifying the source of the term
650 _7 Nok terracottas. $2 aat
Uncontrolled subject terms are tagged as 653 and can be listed in the same string (each gets $a)
653 __ Horses $a Diseases $a Germany

94. Weekly Subject Heading Lists ex.: for Art Librarians (ARLIS-L)

95. ADDITIONAL FIELDS AND TAGS

96. LEADER DATA
Has no indicators or subfield codes; the data elements are positionally defined.
In SIRIS, the Label View is helpful to understand the definitions and options

97. LEADER
05 - Record status a - Increase in encoding level c - Corrected or revised d - Deleted n - New p - Increase in encoding level from prepublication

98. LEADER
06 - Type of record a - Language material c - Notated music d - Manuscript notated music e - Cartographic material f - Manuscript cartographic material g - Projected medium i - Nonmusical sound recording j - Musical sound recording k - Two-dimensional non-projectable graphic m - Computer file o - Kit p - Mixed materials r - Three-dimensional artifact or naturally occurring object t - Manuscript language material

99. LEADER, cont’d
07 - Bibliographic level a - Monographic component part b - Serial component part c - Collection d - Subunit i - Integrating resource m - Monograph/Item s - Serial
08 - Type of control # - No specified type a - Archival

100. CONTROL FIELDS
001 - Control Number Full | Concise
003 - Control Number Identifier Full | Concise
005 - Date and Time of Latest Transaction Full | Concise
006 - Fixed-Length Data Elements - Additional Material Characteristics Full | Concise
007 - Physical Description Fixed Field Full | Concise
008 - Fixed-Length Data Elements Full | Concise

101. Physical Description Fixed Field 007
007 --MAP
007--ELECTRONIC RESOURCE
007--GLOBE
007--TACTILE MATERIAL
007--PROJECTED GRAPHIC
007--MICROFORM
007--NONPROJECTED GRAPHIC
007--MOTION PICTURE
007--KIT
007--NOTATED MUSIC
007--REMOTE-SENSING IMAGE
007--SOUND RECORDING
007--TEXT
007--VIDEORECORDING
007--UNSPECIFIED

102. 007 Videorecording
01 - Specific material designation Special class of videorecording to which an item belongs.
c - Videocartridge
d - Videodisc
f - Videocassette
r - Videoreel
u - Unspecified
z - Other
| - No attempt to code
02 - Undefined Contains blank (#) or a fill character (|).
03 - Color Color characteristics of a videorecording.
a - One color Not used with videorecordings.
b - Black-and-white
c - Multicolored
m - Mixed
n - Not applicable Item has no images, e.g., a videorecording with sound only.

103. 008 - Fixed-Length Data Elements
Forty character positions (00-39) that provide coded information about the record as a whole and about special bibliographic aspects of the item being cataloged. These coded data elements are potentially useful for retrieval and data management purposes.
Dates in 245 $f (or 260 $c) are coded for retrieval here

104. 008 - Fixed-Length Data Elements
Positions used for date related information, including type of date (inclusive, single, unknown, questionable, multiple, etc.) and dates.