Cataloging for Graphic Arts Loan Collection (GALC)

100

Main Entry - Personal Name

Enter the authorized access point for the creator from the following sources (in priority order):

1. LC/NACO Authority File
2. Bibliographic records in Alma for cataloged resources

If an authorized access point for the creator has not been established, construct a unique authorized access point using “Last name, First name” as the base. Include dates of birth or death if readily ascertainable.

Examples
100 1# $$a Coplans, John
100 1# $$a Soyer, Raphael, $$d 1899-1987
100 1# $$a Davies, Arthur B. $$q (Arthur Bowen), $$d 1862-1928

To search the LC/NACO Authority File and bibliographic records in Alma, select Search & Browse > Browse Bibliographic Headings.

• Institution
• Heading Type: Names
• Source Code: [blank]
• Vocabulary: Library of Congress name authority records

If the creator is unknown, delete field 100.

If there is more than one creator, add the creator with principal responsibility or named first in field 100. Optionally, add other creators in field 700.

245 $a

Title Proper

First Indicator
If the creator is unknown, change first indicator to: 0

Example
245 00 $$a Man with Plate

Second Indicator - Nonfiling characters
If the title proper has an initial article, change the second indicator to account for the article, punctuation, and space as applicable.

$a - Title
Record the title from the spreadsheet.

Examples
245 10 $$a Flood in the Vendée
245 12 $$a A Piece by Schumann
245 13 $$a La Chambre
245 14 $$a The Clock and the Room

246 $a

Varying Form of Title

Record a variant title for titles in different languages. Change the first and second indicators to 1. Omit initial articles.

Example
245 12 $$a A Piece by Schumann
246 11 $$a Morceau de Schumann
[not Un morceau de Schumann]

Record other variant titles if considered important for identification or access.

Variant titles may be recorded when the following appear in the title proper:

• Abbreviations
• Ampersands
• Letters and initialisms (including acronyms)
• Arabic numerals (excluding dates)
• Roman numerals (excluding dates)
• Spelled-out form of numbers
• Signs and symbols

See LC-PCC PS 2.3.6.3 for Best Practices for Making Variant Titles for Permutations Related to Titles Proper.

Example
245 10 $$a 6 Squares on Green
246 3# $$a Six Squares on Green

264 #0 $c

Date of Production

Record a date of production as it appears on the source of information.

Example
264 #0 $$c 2020

If the date is taken from a source other than the print, enclose it in square brackets.

Example
264 #0 $$c [1979]

For one of two consecutive years, record both years separated by or.

Example
264 #0 $$c [1965 or 1966]

For a range of years, record between followed by the earliest possible date, then and and the latest possible date.

Example
264 #0 $$c [between 1955 and 1960]

If a probable year, follow the date with a question mark.

Examples
264 #0 $$c [1919?]
264 #0 $$c [between 1935 and 1940?]

008/06-14

Dates

1. In the 008 field, click on the ellipsis and select Open form editor.
2. For a single date (including decades), do the following:
   
   1. In Date 1(7-10), enter the production date recorded in 264 #0 $c.

Example
008/06-14 s1962####
264 #0 $$c 1962

2. For decades, use a u for the final character (e.g., 196u).

Example
008/06-14 s196u####
264 #0 $$c [between 1960 and 1969]

3. For a range of dates (excluding decades), do the following:
   
   1. In Type of date/Publication status(6), select: q - Questionable date
   2. In Date 1(7-10), enter the earliest date.
   3. In Date 2(11-14), enter the latest date.

Example
008/06-14 q19201922
264 #0 $$c [between 1920 and 1922]

300

Physical Description

$a - Extent
Generally, accept as provided: 1 print

$b - Other physical details
Record the following from the spreadsheet:

• Production method/medium
• Color content

$c - Dimensions
Record the height x width of the frame in inches.

Examples
300 ## $$a 1 print : $$b lithograph, color ; $$c frame 23.5 x 33.5 in.
300 ## $$a 1 print : $$b etching, black and white ; $$c frame 24.5 x 33.5 in.

007/03

Color

1. In the 007 field, click on the ellipsis and select Open form editor.
2. Change Color(3) to correspond with the color content recorded in 300 $b.
   
   1. If 300 $b has black and white, select: b - Black-and-white
   2. If 300 $b has color, select: c - Multicolored

Cataloging Statistics

Add local extension field:
955 ## $$a [yyyymm] $$b [initials] $$c CM

To add from a template, do the following:

1. Select Editing Actions > Expand from Template.
2. In the Expand from Template window, enter the following:
   
   1. Choose Template: Look-up or select the desired template to apply.
   2. Applying Method: Check Add all.
   3. Click Ok.

See Cataloging statistics in Alma for creating and updating templates.