9) Linking Collection Level Records
2) Pictorial Restriction Notes and Macro Files
Descriptive MARC fields in the VM format are used as outlined in the USMARC Format for Bibliographic Data. Where there are options in the use of fields for archival pictorial materials, follow the existing precedent of the use of the corresponding MARC fields in the AMC format in cataloging documentation of the Bancroft Library.
For the keying of preliminary bibliographic records see the document Keying In Process Records for Pictorial Materials.
For a list of standard macros, including full VM template, restriction notes (506, 540), finding aid notes (555), and other common texts, etc., see Appendix 2) Pictorial Restriction Notes and Macro Files.
Title and Statement of Responsibility:
Avoid generic titles and unqualified generic terms in the 245. Descriptive cataloging should make clear the role of various persons or corporate bodies named or traced in the record.
500 Various photographers, including Gabriel Moulin, collected by John Smith.
520 Includes views of Yosemite taken by Carleton E. Watkins, and scenes in San Francisco taken by I.W. Taber.
545 Alfred A. Hart, of Sacramento, was official photographer for the Central Pacific Railroad.
561 Photographs collected by Pearl Brown Smith.
For all locally supplied titles add:
500 Title supplied by cataloger.
In other cases record the source of the title:
500 Title from cover.
500 Title from printed label on spine of album.
500 Title from introductory sheet, which also contains a brief description of the collection by F. Schiff.
Treatment of alternate titles:
100 1 Freres, Abdullah. 245 10 Abdul-Hamid II collection$h[graphic] :$blife in Turkey /$cAbdullah Freres. 246 30 Life in Turkey. [Title appears thus on the material]
245 00 Photographs from the Siberian War$h[graphic] 246 1 $iAlso know as:$aWar in Siberia. [Material is known by several different titles]Return to Table of Contents
Physical Description (300) generally represents the collection or subunit as received by The Bancroft Library. Usually only a single 300 will be needed. When the size of the images vary, and the range is not readily known, use "$cvarious sizes." In the case of albums, give the size of the albums.
300 36 photographic prints :$bb&w ;$con mounts 20 x 25 cm.
Separate 090's, holdings screens and 300 fields will not generally be made for different formats within the same collection, except in the most complex cases. If a portion of the images has some special significance, this can be noted a 500 field. Clarification concerning location is shown on the holdings screen (SHL field).
300 191 photographic prints :$bsome color ;$cvarious sizes.
500 Includes 106 daguerreotypes, ambrotypes, and tintypes.
SHL Daguerreotypes, ambrotypes, and tintypes shelved as: BANC PIC 1905.16242:1-106--DAG
Complex Collections with distinctive groups of material may be described with several 300 fields, starting with the most numerous part:
245 10 Crown Zellerbach Corporation photograph collection$h[graphic] 300 $3Albums:$a54 v. (ca. 6000 photographic prints) :$bb&w ;$c29 cm. 300 $3Slides and photographic prints:$a4 cartons and 1 box (ca. 300 slides, ca. 4800 photographic prints) :$bb&w ;$cvarious sizes.In general, do not attempt to determine the generation of photographic images in a collection or subunit as received by the library. If photographic prints or negatives are definitely known to be original or vintage, this can be noted in a 500 field. See also Special Situations below.
Copy negatives made by the Library are recorded in the Pictorial Survey Database (Microsoft Access) only.
The presence of nitrate negatives is noted in the catalog record. These should be reported to the Pictorial Survey Database for conversion to safety negatives, and the making of viewing prints, at which time the catalog record will be revised.
007 This field complements the 300, and generally represents the collection as a whole:
007 kh|buh [A collection consisting entirely or principally of tintypes] 007 kg|bj [A collection consisting entirely or principally of b&w safety negatives]Occasionally, multiple 007's may be appropriate:
007 kh|bo {A collection consisting of
{24 b&w photographic prints, and
007 kg|bd {24 b&w glass negatives.
More usually, mixed collections with a variety of materials can be represented
by a single 007:
007 kh| [A mixed collection of photographs, b&w and color] 007 gs| [A mixed collection of slides, lantern and 35mm] 007 ki| [A mixed collection of drawings, photographic prints, and photomechanical reproductions]For a fuller list of 007 values see Appendix 1) Pictorial 007 Fields
Use 351 to give details of arrangement only. Use for sections of arrangement created during the course of processing. Normally, do not use a 351 if there is a finding aid available at the time of cataloging giving details of arrangement.
351 Organized into subdivisions: 1. Indoor activities -- 2. Outdoor activities -- 3. Buildings -- 4. Vehicles -- 5. Portraits -- 6. Miscellany.
351 $bArranged alphabetically by place.
351 $bArranged by photographer's number.
The 351 should be so ordered as to facilitate retrieval of the material.
300 4 boxes (653 items)
351 $cSeries:$a1. Lantern slides (boxes 1-2) -- 2. Photographic prints (box 3) -- 3. Negatives (box 4)
Copy prints made for viewing purposes by the Library are noted in an appropriate restriction note (506) incorporating their call number.
300 25 negatives :$bglass, b&w ;$c8 x 10 in.
506 RESTRICTED GLASS NEGATIVES. USE VIEWING PRINTS ONLY: shelved as BANC PIC1983.001--PIC.$bUse of glass negatives only by permission of the appropriate curator. Inquiries regarding these materials should be directed, in writing, to the Curator of Pictorial Collections, The Bancroft Library.
N.B. If there are no viewing prints available for restricted items, note this in Pictorial Survey Database. Edit the restriction note in the catalog record once viewing prints become available.
506 COLLECTION STORED OFF-SITE:$bAdvance notice required for use.
506 UNARRANGED COLLECTION. UNAVAILABLE FOR USE:$bInquiries regarding these materials should be directed, in writing, to the Curator of Pictorial Collections, The Bancroft Library.
NOTE: Apply this automatically to anything housed temporarily for processing in TEMP. Leave any GLADIS VM record with this restriction at level "d".
506 VINTAGE PHOTOGRAPHIC PRINTS STORED OFF-SITE:$bAdvance notice required for use.
506 RESTRICTED DAGUERREOTYPES AND AMBROTYPES. USE VIEWING PRINTS ONLY: Shelved as BANC PIC 1999.022--PIC.$bUse of daguerreotypes and ambrotypes only by permission of the appropriate curator. Inquiries concerning these materials should be directed, in writing, to the Curator of Pictorial Collections, The Bancroft Library.
506 RESTRICTED NEGATIVES:$bUse of negatives only by permission of the appropriate curator. Inquiries concerning these materials should be directed, in writing, to the Curator of Pictorial Collections, The Bancroft Library.
For a complete list of restriction note texts and macros see Appendix 2) Pictorial Restriction Notes and Macro Files.
505 0 Skating in winter -- Gardening in Spring -- Fishing in Summer -- Hiking in autumn.Use 520 for all other descriptions of scope and contents, including caption titles, series present in a collection, and titles assigned by collector to individual albums. Do not list more than 10 such titles; summarize instead. Do not use a 520 if the collection's contents are adequately indicated in the title (245 field) or other notes of the record.
245 00 Crown Zellerbach Corporation photograph collection$h[graphic]
520 Includes photos of predecessor and subsidiary companies, mills, forestry and logging, primary manufacturing, products, research, and transportation in the American West, as well as company personnel in individual and group portraits. Photos of company buildings sometimes include manufacturing personnel and office interiors.
Reference Copies: If the material is known to consist of later reproductions or copy prints only, not in themselves significant, generally the main portion of the record represents the originals. Such material includes:
Copy prints made by the library for reference viewing
Copy prints made by another person or institution and given to the library.
Copy photos of historic scenes made early in 20th century, possibly signed by copy photographer
The significance of the material lies in the original. Therefore the cataloging reflects the original, information about the nature of the copies being given in 5XX notes.
007 Reflects original. Use "ki|" if in doubt.
245 Favor general terms, such as "Views," in constructing the title.
260 Dates, or approximate dates, of originals.
300 Describes originals to the degree possible. Omit data, such as size, which cannot be determined from the copies.
300 25 items (woodcuts, drawings) :$bsome color.
533 "Copy prints only," "Photographic reproductions only," or some such text. Elaborate on medium and nature of copies if possible.
533 Copy prints only.$cMade by T.E. Hackman of San Francisco,$dca. 1902-1920.$e25 photographic prints : some color ; 10 x 12 in. or smaller.$nTaken from originals.
535 Give the location of originals, with first indicator of "1." If unknown, state "Location of originals unknown, " with both indicators blank.
535 1 Western Reserve Historical Society;$bCleveland, OH.
540 When stated restrictions on the use of The Bancroft Library's copies exist, or when items are known to be copies from another institution, state "FOR REFERENCE USE ONLY. Reproduction prohibited."
007 kh|bo 245 00 Views of Boise, Idaho$h[graphic] 260 $cca. 1876-1878. 300 25 photographic prints :$bb&w ;$c8 x 10 in. 500 Title supplied by cataloger. 533 Copy prints only. 535 1 Edward Linott. 540 FOR REFERENCE USE ONLY. Reproduction prohibited.The medium of the original may differ from that of the copy print.
007 kd|co 100 1 Smith, George. 245 10 Yosemite scenes$h[graphic] /$cdrawn by George Smith. 260 $c1891-1893. 300 40 drawings :$bcolor. 500 Title supplied by cataloger. 533 Positive photographic reproductions only.$dMade ca. 1950.$e40 photographic prints : color ; 10 x 15 in. or smaller.$nFrom original drawings. 535 1 The Huntington Library;$bSan Marino, CA. 540 FOR REFERENCE USE ONLY. Reproduction prohibited.Return to Table of Contents
Significant Reproductions: If the material is known to consist of reproductions of any media, important in their own right, generally the main portion of the record represents the reproduction. Such material includes:
Vintage copy prints of other media
Copy prints used as a means of publication or distribution (e.g. Edward Vischer photo prints of his own drawings)
Copy prints having value because of the copy photographer (e.g., Ansel Adams)
Prints (lithographs, rotogravures, etc.) of paintings, original works of art, or photos, usually having significance independent of the original work, and representing a degree of intentionality greater than that of modern reference copies.
The significance of the material lies in the reproduction. Therefore the cataloging reflects the reproduction, information about the nature of the original being given in 500 notes.
007 Code for the medium of reproduction. Use " ki|" if in doubt.
245 Use title for clarity, if desirable.
260 Use date or approximate date of reproduction if possible.
300 Being flexible, describe the reproduction. Give clarifying details in a 500 note.
500 Give explanatory notes about medium and/or purpose of the reproduction.
Do not use 533 nor 535 since it is the reproduction itself which is being cataloged.
655/755 Trace genre/form of reproduction, if significant.
007 kh|co 100 1 Vischer, Edward. 245 10 Views of California missions /$cfrom original drawings by Edward Vischer. 260 $cbetween 1861 and 1864. 300 10 photographic prints :$b color ;$c24 x 32 cm. 500 Title supplied by the cataloger. 500 Prints made by Vischer of his original drawings as a means of publication.Return to Table of Contents
If the material is known to consist of published/distributed photomechanical reproductions, generally the main portion of the record represents the reproductions. Reference to the originals may be made as appropriate in a 500 note
007 kf|bo 245 04 The San Francisco earthquake and fire$h[graphic] :$brotogravure supplements to the San Francisco examiner. 260 $cMay 27-Aug. 5, 1906. 300 9 photomechanical reproductions :$brotogravure ;$c138 x 29 cm. or smaller. 500 Title supplied by cataloger. 500 After original photographs by Theodore Kytka and others. 700 1 Kytka, Theodore. 730 0 San Francisco examiner. 755 Rotogravures.$2gmgpcReturn to Table of Contents
If the material is published/distributed as a unit, the main portion of the record represents that unit. Include a 752 field representing the place of publication and first date.
007 kf|co 100 1 Smith, Cedric,$d1947- 245 10 Posters of early California scenes$h[graphic] 260 San Francisco :$bCalifornia Historical Society,$cc1975. 300 6 posters :$boffset photomechanical, color ;$c71 x 56 cm. 500 After original paintings by Cedric Smith. 520 Various scenes between 1868 and 1916. 710 2 California Historical Society. 752 United States$bCalifornia$dSan Francisco$9(1975)NOTE: Include a $b only for a U.S. State, Canadian province, or section (England, Scotland, Wales, Northern Ireland) of Great Britain.
If a collection consists of items, and/or separate images from photographers' series, published/distributed by a variety of firms/persons, catalog as an unpublished unit.
007 kh|bo 100 1 Watkins, Carleton E.,$d1829-1916. 245 10 Stereo views$h[graphic] /$cby Carleton E. Watkins. 260 $cca. 1865-1880. 300 75 photographic prints :$bstereograph, b&w. 351 Arranged by photographer's number. 500 Title supplied by cataloger. 520 Miscellaneous scenes of California and the West. Includes views from the following series: Watkins' New series; Watkins' Pacific Coast. 700 1 Watkins, Carleton E.,$d1829-1916.$tWatkins' New series. 700 1 Watkins, Carleton E.,$d1829-1916.$tWatkins' Pacific coast.Publishers' information may be included in a 500 note, or form part of a 520 note:
500 Some views published by Bradley & Rulofson, San Francisco.:
520 Views of San Francisco fire published by Bradley & Rulofson, San Francisco; views of Sacramento published by Pan-American Pub. Co.
If there are more than 3 series present in the collection, these can be represented by a general note; otherwise list them in a 520. Each series can be traced in a 7XX field.
500 Images from 5 series present. 700 1 Heller, Louis Herman,$d1839-1928.$tModoc War. 730 0 Central Pacific Railroad (Stereographs) [Etc.]Return to Table of Contents
Collections entirely in POR file:
These should not be cataloged until POR is surveyed. Dossiers are being filed as "problem locations" - bottom drawer of James Eason's wooden cabinet.
Collections surveyed in other locations with some additional POR items:
1) With only a cryptic note indicating "... portraits removed to POR file ..."
Catalog as if collection consists only of items surveyed. Do not include POR data in 300 field, 520, or in SHL note. Make PI note stating: "Accession records indicate additional portraits in POR. No item list and not confirmed by survey [yy/mm] - [Your Initials]". "POR" in the designator field of Pictorial Survey Database (Access) will allow us to follow up on this in future. These should be left at "d" level until POR is surveyed, and Access should state that GLADIS record is NOT sufficient, with explanation stating "Portraits not surveyed". (Use judgement - if collection is large and probably only very few items are in POR, consider making an exception and consider the record to be sufficient.)
2) With list of portraits removed, either on front of dossier or from INV:
Catalog as if surveyed. Include in 300 field and other relevant Bib record fields. Indicate their existence in POR file in an SHL note: "16 portraits filed in Portrait file under 'Brown, John (1-10), Brown, Jane (1-4), and Smith, Ella (1-2)'", or , if too many names are present to note easily, state: "58 portraits filed in Portrait File. See Collection Inventory for list." In a PI note, state: "POR not confirmed by survey [yy/mm] - [Your Initials]". Items will be surveyed with other POR as long as Pictorial Survey Database has "POR" in Designator field.
Note: Currently lists of portraits disbursed to Portrait File are usually kept only in the INV boxes. Ideally, copies should be available at the Reference Desk, in the Guide to Pictorial Collections (under main entry)
Prefer main entry under the creator of pictorial materials. Use collector as main entry only when collecting activity involved intellectual activity or physical arrangement and no other person or body is a stronger candidate for main entry. If the collector is not the main entry, trace as an added entry.
Headings are chosen from GLADIS or the Library of Congress Name Authority File. Original authority records are created as necessary according to the guidelines in the General Library's Cataloging Directives Manual, and the Anglo-American Cataloguing Rules (2nd edition, 1988 revision). Readily available sources, such as the Eastman House Index to American Photographic Collections, W.S. Johnson's Nineteenth-Century Photography: an Annotated Bibliography, or C. Mautz's Checklist of Western Photographers may be used to resolve conflicts.
Personal vs. Corporate entry for names of photographers: In general follow the guidelines for similar situations in the Bancroft Cataloging policy documment "Typographical/Special File Heading Forms: Guidelines" (Jan. 13, 1992). Briefly:
a) Favor personal name entries unless the language on the piece clearly implies a corporate body.
On piece: Jarvis, Pasadena. Entry: 100 1 Jarvis,$cphotographer.
On piece: W.J. Rea Photo. Entry: 100 1 Read, W. J.
On piece: Williams and Jones. Entry: 110 2 Williams and Jones.
On piece: C.C. Pierce & Co. Entry: 110 1 C.C. Pierce & Co.
b) Link related personal and corporate names with "See also" references.
c) Persons connected with one firm throughout their life, and that firm issues only the work of that one person: Generally prefer the corporate name of the firm, with a "See also" reference from the personal name.
d) Person connected with several firms throughout his/her life: If both the personal name and the firm name is included in the material in hand, trace both; otherwise, trace only the personal or corporate name found in the material.
e) Occasionally a photographer uses various corporate names to refer to himself, e.g., Eadweard Muybridge also used "Helios Flying Studio." In such cases, make both a personal entry and a corporate entry if both names occur on the material in hand. Link the two headings with "See also" references.
Do not use relator terms. Exception: an entry appropriate for the Association, Binding, or Typographical File should have the appropriate relator. See CDM C.32
Association: $4asn$5CU-BANC Binding: $4bind$5CU-BANC Typographical: $9([date])$4bkp$5CU-BANCReturn to table of Contents
In those cases where no topical heading is available in LCSH, choose terms from Thesaurus for Graphic Materials I: Topical Terms for Subject Access. DO NOT add the subdivision "$xPhotographs," but rather add "$2lctgm". [Authorization; CDM, C.32, p. 10]
See also Genre/Physical Characteristic Terms below.
Personal names (600): choose from GLADIS or the Library of Congress Name Authority File. Append the subdivision "$xPortraits," "$xPictorial works," "$xArt," "$xCaricatures and cartoons," or other as appropriate per LC Subject Cataloging Manual: Subject Headings. See there-in the list of free-floating subdivisions allowed under personal names, H1110.
Corporate names ( 610, 611): choose from GLADIS or the Library of Congress Name Authority File. Append the subdivision "$xPictorial works" or other as appropriate per LC Subject Cataloging Manual: Subject Headings. See there-in the list of free-floating subdivisions allowed under corporate names, H1105.
Geographic names (651): choose from GLADIS or the Library of Congress Name Authority File. Append the subdivision "$xPictorial works," "$xAerial photographs" or other as appropriate per LC Subject Cataloging Manual: Subject Headings. See there-in the list of free-floating subdivisions allowed under place names, H1140.
Generally speaking for photographic material, "Photographs" is used only with topical subject headings (650) for actual photographs; use "Portraits" or "Pictorial works" with personal and family names (600); use "Pictorial works" with corporate bodies (610, 611) and geographic names (651). See LC Subject Cataloging Manual: Subject Headings, H1935.
In general, choose the most specific subject headings to represent the predominant character or contents of the collection or subunit being represented by the catalog record.
043 The record must include at least one, and not more than three $a subfields of an 043 if the record includes 610's or 650's with a $z subfield, or contains a 651.
Terms are chosen from Thesaurus for Graphic Materials II: Genre and Physical Characteristic Terms. Add to each term "$2gmgpc". [Authorization: CDM, C.32, p. 7]
If a collection has several genres/physical characteristics of material, generally use single 007 for a mixed collection (see above), but trace specific terms, if they are a prominent aspect of the collection.
For instance, a collection consisting chiefly of silver gelatin prints, but having a large number of daguerreotypes and tintypes, together with a large body of cityscape prints, could have:
007 kh| 655 7 Cityscapes.$2gmgpc 755 Daguerreotypes.$2gmgpc 755 Tintypes.$2gmgpcIn some cases, geographic subdivisions may be used with genre or physical characteristic terms where there is no appropriate topical heading to bring out the geographic aspect of the material.
655 7 Portraits$zCalifornia$zSan Francisco.$2gmgpc [Portraits of persons of varying backgrounds important in San Francisco history or taken in San Francisco, but no views of San Francisco are present in the collection]but
650 0 Pioneers$zCalifornia$zStockton$xPhotographs. [Collection of portraits of early pioneers in Stockton, Calif., but no views of Stockton are present in the collection]
Collection level record: Kaiser pictorial collection (BANC PIC 1983.001-.075--PIC):
500 Various portions of this collection cataloged separately.Subunit record:
561 Forms part of: Henry J. Kaiser pictorial collection. 700 1 Kaiser, Henry J.,$d1882-$tHenry J. Kaiser pictorial collection.Collections related by Provenance:
Record a: Henry J. Kaiser papers (BANC MSS 83/42 c)
544 Photographs transferred to the Pictorial Collections of The Bancroft Library (BANC PIC 1983.001-.075--PIC)Record b: Kaiser pictorial collection (BANC PIC 1983.001-.075--PIC)
561 Transferred from the Henry J. Kaiser papers (BANC MSS 83/42 c) 700 1 Kaiser, Henry J.,$d1882-$tHenry J. Kaiser papers.Related collection records:
Record 1a:
110 2 Inter-America House (San Francisco, Calif.) 245 10 Inter-America House, San Francisco records,$f[ca. 1941-1946] 544 Photographs transferred to the Pictorial Collections of The Bancroft Library (BANC PIC 1957.019--PIC)Record 1b:
110 2 Inter-America House (San Francisco, Calif.) 245 10 Inter-America House, San Francisco photographs$h[graphic] 260 $cca. 1941-1950. 561 Transferred from Inter-America House, San Francisco records (BANC MSS C-A 234) 710 2 Inter-America House (San Francisco, Calif.)$tInter-America House, San Francisco records.Record 2a:
245 00 Alaska and Yukon stereograph collection$h[graphic] 260 $cca. 1890-ca. 1905. 500 Many individual stereographs cataloged separately.Record 2b:
245 00 Junction of the two richest creeks on earth$h[graphic] :$bthe gold-laden Eldorado and Bonanza, Yukon District, Canada. 260 [New York] :$bUnderwood & Underwood,$c[190-?] 561 Forms part of: Alaska and Yukon stereograph collection. 730 0 Alaska and Yukon stereograph collection.Base the added entry (7XX) on the name/title (1XX/245) or title (245) of the immediately superior or related collection or subunit record.
SEE: CDM C.36 p. 8-10
The GLADIS database includes a substantial number of collection level records, subunit records, and item-level records linked, according to older practice, by collection titles in 730 fields. Where this practice is in existence for related records, use the existing 730 entry, rather than the 7XX entry above, to avoid extensive maintenance.
Photographic prints
mixed collection kh| b&w on paper kh|bo color on paper kh|co handcolor on paper kh|ho b&w mtd. on bristol bd. kh|bob color mtd. on bristol bd. kh|cob handcolor mtd. on bristol bd. kh|hob sepia on paper kh|zo cyanotype kh|ao daguerreotype kh|bh ambrotype kh|bd tintype kh|buh (prim. support unknown, sec. support metal)Negatives
mixed collection kg| safety b&w kg|bj glass b&w kg|bd other b&w kg|bz safety color kg|cjPrints on paper (i.e., litho, wood engraving, etc.)
mixed collection kj| b&w kj|bo monochrome (not black) kj|ao handcolored kj|ho color kj|coLantern slides
mixed collection gs| b&w gs|bd handcolored gs|hd color gs|cdOil paintings
on canvas ke|ha (no secondary support)Drawings
mixed collection kd| on paper, one color kd|ao on paper, b&w kd|bo on paper, color kd|co on cardboard/illus. board kd|bc on wood kd|btPhotomechanical prints b&w
mixed collection kf| mounted on paper kf|boo mounted on board kf|bob posters Kf|boPictures
mixed formats collection ki|
544 Photographs transferred to the Pictorial Collections of The Bancroft Library (BANC PIC ___)
CTRL-F11
561 Transferred from the ____ ____ papers (BANC MSS ____)
CTRL-SHIFT-F11
L: eng CP: LEVEL: p BLT: kc EL: 5 DCF: a LCCN: PC: PD: / ARCV: a ISBN: Locat: BANC PO/CI#: Barcode: Call#: BANC PIC Holding: TAG IN TEXT 040 CU-BANC$cCU-BANC$egihc 852 The Bancroft Library,$eUniversity of California, Berkeley, CA 94720-6000. 245 00 $h[graphic] 260 $cca. 300 :$bb&w ;$c 007 kh|bo 500 Title supplied by cataloger. 500 Photographers unknown. 043 Cards? N HEADING: GN ---------------------------------------------------------------------- Press F1 or F5 to enter record; OR key heading and Press F1. PJR BLOCK
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