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Cataloging Manuscript And Archival Materials

Access Points (MARC fields 6xx-8xx)

Catalog records for performing arts materials should provide access to individual performance works and to the subject content of the materials described in catalog records. Therefore, be as generous with subject and other added entries as is practical, taking into consideration the relative importance of the material and the constraints of both the national utilities and the system on which you are cataloging. Remember that all access points should be justified within the body of your catalog record.

In the examples that follow, all the possible subject and name headings have not been listed, only the ones that illustrate the field being discussed. For full sample records, see the section at the end of the guidelines. (See APPM Chapter 2 for further information on choice of access points.)

2.0B. Choice of main entry and sources for determining access points

Generally, determine access points for the material being cataloged from its chief source of information (see 1.0B1). If necessary, use information appearing outside the chief source to determine access points.

2.1 Enter a body of archival materials on the basis of provenance, under the name of the person, family, or corporate body chiefly responsible for its creation.

2.1A1. Personal papers of an individual (MARC field 100)

Enter archival materials of an individual person under the appropriate heading for that person. Personal papers may consist of correspondence, writings, legal and financial records, and related materials.

Example:100 1- |a Mitchell, Arthur, |d 1934-
 245 00 |a Arthur Mitchell papers, |f 1951-1965.

2.1A2. Personal papers of two or more individuals

If a collection of archival materials consists of papers and other material of two or more persons, enter the material under the heading for either the person whose papers predominate or the more prominent person. If no individual predominates or is more prominent, make entry under title (see 2.1C2-2.1C3) and make added entries for all persons (see 2.3).

[Check Example]

Example:100 00 |a Kaye, Danny
 245 00 |a Danny Kaye and Sylvia Fine papers, |f 1945-1985
 700 00 |a Fine, Sylvia

2.1A3. Family papers

If a collection of archival materials has been formed around or generated by several generations of, or a number of individuals in, the same family, enter it under the heading for the family name. If one individual is the principal focus of the family archives, enter them under the heading for the individual and use the title "Family papers". If the material consists of the papers of two or more families, enter under title (see 2.1C5).

Examples:245 00 |a Kemble family papers, |f 1763-1845.

2.1A4. Artificial collections

A collection of archival materials that has been artificially accumulated around a person, subject, event, activity, etc., is entered under the heading for the person chiefly responsible for the creation of the collection. Add the term "collector" to the heading. If the collector is unknown, enter the collection under title. If the collection is known under another title, enter it under that title. If there is no title, supply a title reflecting the nature and/or focus of the collection.

Example:100 1- |a Duncan, Irma, |e collector.
 245 00 |a Music scores from the Isadora Duncan School, |f [1914?-1949?]

2.1A5. Entry under author

Enter an individual manuscript, letter, diary, etc., of known authorship or origin under the heading for the person chiefly responsible for the intellectual content of the item. Enter a collection of letters, documents, manuscripts, etc., written or signed by the same person under the heading for that person. Enter scores for choreographic works under the name of the choreographer.

Example:100 1- |a Hay, Deborah.
 245 00 |a Lamb at the altar :|b dedicated to John Cage /|c choreographed and performed by Deborah Hay, |f 1992.

2.1A6. Oral history interviews/collections

Enter an individual oral history interview (whether on audio or video tape or in typed transcription) under the heading for the person interviewed. Follow the heading with the relator term "interviewee". Make added entries for the interviewers, as appropriate. For collections of oral history material relating to diverse topics and individuals, follow the appropriate guidelines for choosing headings (personal, corporate, or title) for collections.

Example:100 1- |a Lathrop, Welland, |d 1905-1981,|e interviewee.
 245 00 |a Reminiscences of Welland Lathrop :|k oral history,|f 1979.

For further information about handling oral history material, see [Cataloging Oral Histories - SAA manual]

[Add something re: works of mixed responsibility and CC:DA task force material?]

2.1B. Entry under corporate name (MARC field 110)

A corporate body is an organization or a group of persons that is identified by a particular name and that acts, or may act, as an entity. Examples of corporate bodies for performing arts holdings are dance companies, groups, and schools, foundations, and organizations related to dance activities, etc.

Enter the records of a corporate body under the appropriate heading for that body. The heading chosen should accurately reflect the administrative unit having most direct responsibility for the creation and provenance of the materials described (for further information concerning corporate bodies, see APPM 2.1B1-2.1B5) [21.1B]

Examples:110 2- |a Kehl School of Dance (Madison, Wis.)
 245 00 |a Kehl School of Dance records, |f 1890-1980.
 110 2- |a Dance Notation Bureau (New York, N.Y.)
 245 00 |a Dance Notation Bureau master files, |f 1940-1985.

2.1C. Entry under title (see 1.1)

When the author or creator is unknown or uncertain, enter archival materials directly under title.

Example:245 00 |a Frammenti relativi alla danza [÷]
 546 -- |a Manuscript, in an unknown hand, in Italian and French, probably of Italian origin.

2.1C2. Artificial collections

Enter under title collections that have been collected or assembled by an individual but that are known under another name or title. Make an added entry for the collector when known.

Example:245 00 |a Documentation of exhibitions pertaining to Kurt Weill in the collections of the Weill-Lenya Research Center, |f 1976-[ongoing]
 561 -- |a Artificial collection of the Kurt Weill Foundation for music and the Weill-Lenya Research Center [÷]

2.1C3. Personal papers of two or more individuals

Enter under title a collection of the personal papers of two or more individuals where no one person can be identified as more prominent or predominating and where the individuals are not members of the same family.

Example:245 00 |a Stadler and Rose scrapbooks, |f 1921-1949.
 520 -- |a Documents the performance, tours, and travels of the professional dance team of Marion Stadler and Don Rose [÷]

2.1C4. Performance records

Enter a group of materials documenting a performance work or event under the title of the work or event. Make added entries for those responsible for content and performance of the work or event.

[Check example and get a second example]

Example:245 00 |a Dance at IrolerŪs store
 700 10 |a Iroler, Dan, |e performer
 700 10 |a Fleischauer, Carl, |e ethnographer
 245 00 |a Romeo and Juliet production file, |f 1972.
 700 10 |a Shakespeare, William, |d 1564-1616.
 710 10 |a New York Shakespeare Festival
 700 10 |a Papp, Joseph, |e director.

2.1C5. Multiple family papers

Enter under title the combined papers of two or more families. Make an added entry for each of the families named in the title.

Example:245 00 |a Papers of the Meade-Funsten families, |f 1792-1926.
 600 30 |a Meade family.
 600 30 |a Funsten family.

2.1C6. Manuscripts and collections of manuscripts of unknown origin or authorship

Enter under title (either formal title or supplied title based on subject, form, or content) manuscripts and manuscript collections for which the author or creator is unknown.

Example:245 00 |a Les chroniques illustrées des bals de lŪOpéra [÷]
 520 -- |a Anonymous manuscript, in French, giving a synopsis of a projected history of the opera balls in Paris.

2.2 Subject added entries (MARC fields 6xx)

Provide personal name (600), corporate name (610), uniform title (630), topical (650), geographic (651) subject added entries, and genre/form (655) and occupation (656) index terms, as appropriate, to indicate the content of the material being cataloged. Subject added entries are assigned to a record according to established subject cataloging principles and guidelines (for guidelines in assigning subject headings, see Library of Congress Subject Cataloging Manual: Subject Headings). All such entries are under authority control: use only Name Authority File headings (NAF) for fields 600-630; Library of Congress Subject Headings (LCSH) for fields 650, 651, and 656, and the Art and Architecture Thesaurus (AAT) for field 655.

When feasible, the use of subdivisions is encouraged in order to improve subject access and facilitate retrieval of material. Specificity can be achieved with the use of general topical or form subject subdivisions (subfield x), chronological subdivisions (subfield y), and geographic subdivisions (subfield z).

2.2A. Personal and corporate name subject added entries (MARC fields 600 and 610)

Provide subject added entries for persons, groups, or organizations who may be considered subjects of the material. These names should be mentioned in the descriptive area of the catalog record, usually in the Scope and Content note (520 field, see 1.7B2).

Example:100 1- |a Mitchell, Arthur,|d1934-
 245 00 |a Arthur Mitchell papers,|f1951-1965.
 520 -- |a Consists primarily of photographs and news clippings documenting Mitchell's career with the New York City Ballet, as well as study at the High School of Performing Arts and the School of American Ballet. Also includes some programs from performances.
 610 20 |a High School of Performing Arts (New York, N.Y.)
 610 20 |a New York City Ballet.
 610 20 |a School of American Ballet.

2.2B. Uniform title subject added entries (MARC field 630)

A uniform title provides the means to bring together various manifestations of a work under a standardized heading. Uniform titles are particularly used for choreographic works to distinguish between different choreographic versions and to identify the choreographer without whom the particular work or version of a work would not have been created. This heading is used when the manuscript or archival material includes material about a particular choreographic work.

Example:100 1- |a Kirstein, Lincoln,|d1907-
 245 00 |a Lincoln Kirstein papers, |f ca. 1914-1991.
 520 -- |a Consists chiefly of professional and personal correspondence with dancers, artists, sculptors, musicians, family members, and friends. Papers do not significantly document Kirstein's administrative role as director of the New York City Ballet. |b Included are files of Kirstein's childhood letters, war letters, background material about ballets such as Figure in the Carpet, Bugaku, and The Combat [÷]
 630 00 |a Bugaku (Choreographic work : Balanchine)
 630 00 |a Combat (Choreographic work : Dollar)
 630 00 |a Figure in the carpet (Choreographic work : Balanchine)

2.2C. Topical term subject added entries (MARC field 650)

Topical subject added entries may consist of general subject terms including names of events or objects with subdivisions which provide further specificity. When using LCSH, make sure to verify headings through the LC online system, available over the Internet; do not rely on the LCSH "red books." This is particularly necessary with dance-related subject headings, which were recently changed across the board. For example, the term "Dancing" from the red books was revised to "Dance". If a particular subject is not included in LCSH consider submitting the heading through the DHC NACO project (see Authority section in Appendix).

Examples:100 1- |a Mitchell, Arthur, |d 1934-
 245 00 |a Arthur Mitchell papers, |f 1951-1965.
 520 -- |a Consists primarily of photographs and news clippings documenting Mitchell's career with the New York City Ballet, as well as study at the High School of Performing Arts and the School of American Ballet. Also, includes some programs from performances.
 650 -0 |a Afro-Americans in the performing arts |z New York (N.Y.)
 650 -0 |a Ballet |x Study and teaching.
 650 -0 |a Ballet companies |z New York (N.Y.)
 650 -0 |a Dance |x Reviews.
 650 -0 |a Performing arts |z New York (N.Y.)
 110 2- |a Dance Notation Bureau (New York, N.Y.)
 245 00 |a Dance Notation Bureau master files, |f 1940-1985.
 520 -- |a Consists of production files for notated theatrical dances, including photocopies of Labanotation scores, news clippings, photographs, costume sketches, costume swatches, music scores, and miscellaneous related material.
 650 -0 |a Ballet |x Costume.
 650 -0 |a Ballet |x Stage setting and scenery.
 650 -0 |a Ballets.
 650 -0 |a Choreography.
 650 -0 |a Costume design.
 650 -0 |a Dance notation.
 650 -0 |a Dance production.
 650 -0 |a Labanotation.

2.2D. Geographic name subject added entries (MARC field 651)

Use geographic name subject added entries to provide access to countries or areas when information about these areas are included in the material being cataloged.

Example:100 1- |a Leyda, Si-lan Chen, |d 1909-
 245 00 |a Si-lan Chen Leyda papers, |f 1928-1980, |g (bulk 1930-1949)
 520 -- |a Papers include printed matter, transcripts, manuscripts, water colors, photographs, programs, reviews, and clippings documenting Chen's dancing career and personal activities. |b Other topics include Chinese politics and foreign relations and her difficulty receiving a U.S. visa. An autobiography and diaries are included as well as articles on dance and political topics [÷]
 651 -0 |a China |x Politics and government |y 1937-1949.
 651 -0 |a Soviet Union |x Civilization |y 1917-

2.2E. Genre/form index terms (MARC field 655)

Use this field for terms indicating the genre, form, and/or physical characteristics of the materials

making up the collection. Genre terms for textual materials designate specific kinds of materials distinguished by the style or technique of their intellectual contents. Form and physical characteristic terms designate historically and functionally specific kinds of materials as distinguished by an examination of their physical character, subject of their intellectual content, or the order of information within them. Standard published lists provide the terms that are used in this field; the specific list is identified by a code in subfield 2. For archival materials, use terms from the AAT. Access to the AAT is available through the LC online system.

Example:110 2- |a Atlanta Ballet Company.
 245 00 |a Atlanta Ballet Company collection, |f 1929-1984.
 520 -- |a Consists of printed material, organization files, photographs, biographical material, and correspondence concerning Dorothy Alexander, the Atlanta Ballet [..]
 655 -7 |a Broadsides. |2 aat
 655 -7 |a Photographic prints.|2 aat

2.2F. Occupation index terms (MARC field 656)

Use this field to provide index terms for access to occupations (and avocations) reflected in the materials. Standard published lists should be used for the occupational terms and the list is identified in subfield 2. For archival materials, occupation terms come from LCSH.

Example:100 1- |a Duncan, Isadora, |d 1877-1927.
 245 00 |a Isadora Duncan collection, |f 1880-[ongoing]
 656 -7 |a Dance teachers |z United States. |2 lcsh
 656 -7 |a Dancers. |2 lcsh

2.2G. Local subject added entries (MARC fields 690-699)

Although 690 fields may be used for local subject headings, a local heading should be used only in cases when the subject access is specific to your repository, not to the subject matter of the material. If it is the subject matter of the material and an appropriate heading is not available in LCSH, DHC participants should submit subject heading proposals for those headings not available in LCSH, and thus increase future dance access through subject terminology, rather than opt for a local heading which may drop out of the record when placed in the national bibliographic utilities. (See authority section of DHC Cataloging Guidelines for information about submitting subject heading proposals.)

Examples:245 00 |a Memorial collection of Jewish music, |f[ca. 1930-1962]
 690 -4 |a Bobover hasidim.
 245 00 |a Music scores from the Isadora Duncan School, |f [1914?-1949?]
 690 -4 |a Accompaniment for dance class.

2.3. Personal and corporate name added entries (MARC fields 700, 710)

Provide added entries for persons and corporate bodies having some significant form of responsibility for creation of the material being cataloged, including those listed in statements of responsibility in field 245 subfield c, and 505, 508, and 511 fields. Use only controlled headings as found in NAF. Make added entries for performers, designers (costume or set), composers, producers, directors, and others are similarly traced with the addition of a relator term (see below). All names for which such added entries are made should be found in a note or in the title statement. Other name added entries (correspondents, etc.) may not be listed individually in the note area but the context of the scope note should explain their inclusion as added entries.

The number of added entries given a specific item will depend on the relative significance of those persons and/or corporate bodies in the material and the size limitations placed on the record by the national utilities and local practice.

Use relator terms in subfield "e" to describe the role(s) of the person or corporate body in relationship to the material. If the same person or body fulfills multiple roles, assign multiple subfield e's (e.g. if the choreographer also appears in a performing role). Use the relator terms given in the USMARC Code List for Relators, Sources, Description Conventions (LC, 1993), and the additions to the list made as necessary by DHC participants (see relator list in Appendix).

Examples:110 2- |a American Ballet Theatre.
 245 00 |a American Ballet Theatre records, |f 1936-1978, |g (bulk 1936-ca. 1967)
 545 -- |a American Ballet Theatre was founded in 1939 by Lucia Chase and Richard Pleasant with the objective of forming a company which would perform new American ballet choreography as well as the traditional classical repertoire. [÷]
 520 -- |a American Ballet Theatre records are two collections in one, containing both the records of the Mordkin Ballet and those of the much larger American Ballet Theatre. Collection contains papers dated as late as 1978, but documentation of the years after 1967 is minimal. Records consist mainly of office correspondence, papers, and memoranda. |b Artists series includes correspondence of Antony Tudor, [÷] Bookings series includes administration files for Richard Pleasant, Oliver Smith, [÷]
 700 1- |a Chase, Lucia, |d 1897-1986.
 700 1- |a Mordkin, Mikhail, |d 1881-1944.
 700 1- |a Pleasant, Richard,|d1909-1961.
 700 1- |a Smith, Oliver,|d1918- |e designer.
 700 1- |a Tudor, Antony,|d1908-1987,|e choreographer.
 [Additional personal name added entries are included in database record]
 710 2- |a American Ballet Theatre.
 710 2- |a Mordkin Ballet.
 100 1- |a Oukrainsky, Serge, |d1886-1972.
 245 00 |a Serge Oukrainsky papers, |f ca. 1916-1964.
 520 -- |a Contains correspondence, manuscripts of memoirs and other writings, biographical data, artistic and financial records of Pavley-Oukrainsky Ballet, programs, art scrapbooks, sketches, press clippings, photographs, and costumes. |b Persons represented include OukrainskyŪs partner, Andreas Pavley (1892-1931).
 700 1- |a Pavley, Andreas, |d 1892-1931.
 710 2- |a Pavley-Oukrainsky Ballet.
 100 1- |a Jones, Bill T.
 245 00 |a Fever swamp |h [microform] / |c choreography, Bill T. Jones, 1983, as taught by Janet Lilly ; music, Peter Gordon, "Intervallic expansion" from the album Star Jaws ÷ ; notation, Virginia Doris, 1988.
 700 1- |a Lilly, Janet.
 700 1- |a Gordon, Peter, |d 1951-
 700 1- |a Doris, Virginia Bosler, |e notator.
 100 1- |a Washington, Eno Asabo.
 245 00 |a Memoirs of a Mississippi shaman :|b the autobiography of Donald Eno Washington /|c edited by Jill Cutler and Ivor Miller, |f 1993.
 300 -- |a1 v. (26 p.) ;|c28 cm.
 520 -- |a Text is composed of excerpts of taped interviews from 1990-1992 and additional writings of Washington developed to accompany the videotape production, Dance on the Wind.
 700 1- |a Cutler, Jill, |e ed.
 700 1- |a Miller, Ivor, |e ed.

2.3a Author/Title added entries (MARC field 700 |t)

If scripts, promptbooks, scores or whole texts are included in a manuscript collection make an author title added entry for the work.


[Need example from Billy Rose Theatre Collection]

2.4. Title added entries (MARC fields 730-740)

Title added entries may be uniform titles for choreographic works or uncontrolled titles for other forms of title access.

2.4A. Uniform title added entries (MARC field 730)

Make a uniform title added entry for any choreographic work contained in the material being cataloged (for information about authorized form of uniform title headings see 630 field, 2.2B).

Example:100 1- |aBalanchine, George,|d1904-1983.
 245 00 |aStars and stripes /|bchoreography, George Balanchine (1958) as taught by Francia Russell (1983),|f1984.
 730 0- |aStars and stripes (Choreographic work : Balanchine)

2.4B. Uncontrolled related/analytical title added entries (MARC field 740)

Record uncontrolled (not under authority control) related or analytical titles for items to which you wish to provide access, such as uncontrolled titles for works contained in the item being cataloged. Variant forms of the title of the item being cataloged are entered in 246 field (see 1.1G). Uniform titles which are under authority control are entered in 730 field (see 2.4A). Initial articles are not recorded in 740 field unless the intent is to sort on the article.

[Need example?]

2.5. Host item entry (MARC field 773)

Record information concerning the host item for the component part described in the record. The field is provided in order to enable the user to locate the record that contains the component part being described. Subfield "a" contains the main entry heading from the 100 field of the related record. Subfield "w" contains the system control number of the related record preceded by the NUC symbol, enclosed in parentheses, for the system to which the control number applies. Subfield "7" contains up to four character positions that indicate special characteristics of the linked entry: the first character position contains a code indicating the type (personal or corporate) of the name contained in subfield "a"; the second character contains a code indicating the form (forename, single or multiple surname, family name, or corporate name ) of the name contained in subfield "a"; the third character contains a code indicating the type of record for the related item (language material, archival and manuscript material, sound recording, etc.); the fourth character contains a code indicating the bibliographic level of the related item (monograph component part, collection, subunit, item, etc. Since the information in this field is coded, the relationship between the host item and the component part may be explained in the linking entry complexity note (580 field, see 1.7B5).

Example:100 1- |a Lathrop, Welland, |d 1905-1981.
 245 00 |a Welland Lathrop reminiscences :|k oral history, |f 1979.
 580 -- |a Forms part of: Bennington Summer School of the Dance project.
 773 0- |7 nnbc |a Bennington Summer School of the Dance project. |w (CStRLIN)NXCP86-A375.

2.6. Location (MARC field 852)

Optionally, use this field to give information required to locate material being cataloged. The information may identify the organization holding the material or the source from which it is available.

Example:100 1- |a Kirstein, Lincoln, |d 1907-
 245 00 |a Lincoln Kirstein papers, |f ca. 1914-1991.
 852 -- |b Dance Collection, |a The New York Public Library for the Performing Arts, |e 40 Lincoln Center Plaza, New York, NY 10023-7498.

2.7. Electronic location and access (MARC field 856)

This field contains information required to locate an electronic resource, such as a finding aid available electronically. The data in 856 field may be a Uniform Resource Locator (URL) which is recorded in subfield "u" or it may parse the necessary locator information into separate defined subfields. Guidelines for the use of 856 field may be obtained from the Network Development and MARC Standards Office of the Library of Congress.

[Need example]

For Glossary:

A parallel title is defined as a title proper appearing in another language or script on the title page or its equivalent

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