Graphic Materials guidelines spreadsheet

Introduction

This document was created in response to the 2013 publication of DCRM(G). Its purpose is to help Houghton catalogers when they work with graphic material, whether it is a single printed item, a single original piece of artwork, or a collection of any sort.

...

• DCRM(G) [2013]
• DCRM(B) [2007]
• DCRM(MSS) [2014 pre-comment copy]
• DACS(2) [2013]
• RDA [July 2014]

We created a spreadsheet using  using MARC fields as a tool to structure our examination of each element of a hypothetical thorough description of a graphic or graphic collection. In the final column of the spreadsheet we recorded miscellaneous observations and recommendations. We were loath to rewrite this spreadsheet in narrative form and instead recommend catalogers use it in combination with the following guidelines to educate their approach.

The following is not a set of rules – this document provides guidance in approaching the material at hand. It is ultimately up to the cataloger to choose which set of cataloging rules or combination of rules to employ. Keep in mind that coding an 040 means that the rules of that standard need be applied universally.^§ The only exception to this is that while DCRM(G) requires a GMD (subfield |h [graphic] in the MARC title field), according to RBMS-L, this can be replaced with judicious use of 3XX fields. Coding a record as DACS allows for some flexibility in description and coding, as DACS recognizes the vagaries of local decision-making based on an institution’s needs, history, and systems and is therefore less proscriptive. However, if a cataloger choses chooses to follow the guidelines below that align to DACS, keep in mind that the entire record needs to be DACS-compliant.

-- The Graphics Cataloging Committee (aka Andrea, Karen, and Susan W.)

§ This includes entering a 007 in the holdings record if using DCRM(G) (positions 00, 01, and 02; if applicable 04 and, optionally 05)

Minimum descriptive requirements

...

If a title can be discerned from the piece (e.g. printed with image, manuscript note on front or back, printed title on enclosure, etc.), transcribe the title. If there is no discernable title, supply a title according to the standard applied (see the Graphics Material spreadsheet for  for guidance). Cite the source of the title in a note, whether transcribed or supplied. Do not bracket a supplied title unless using DCRM(G) or DCRM(B) as the control standard for the record.

...

In addition to the minimal descriptive elements of title, creator, date, format, and extent we recommend judicious use of notes, subject headings, and form/genre headings. The graphics Graphics spreadsheet includes  includes extensive entries for types of information entered in MARC 5xx notes. Those most often used in graphics cataloging will be 500, 520, and 545, as well as the required 524 if you are cataloging using the DACS standard. A simplistic view of the differences between the types of information entered in the 500 and 520 note fields is to think of 500 as a physical description, one from which is culled 655 genre/form entries, and 520 is an intellectual description, from which one creates 650 subject entries. Sometimes a description will include both of these elements, but if it is mostly subject-oriented (rather than physical) it is likely a 520 note.