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Cataloging Graphic Materials

DRAFT 6/9/97

Access Points (MARC fields 6xx-8xx)

The Dance Heritage Coalition advocates that catalog records provide access to individual choreographic works and to the subject content of the choreographic works and other materials cataloged or 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 work and the constraints of both the national utilities and the system on which you are cataloging. Remember that all access points must be justified within the body of your catalog record.

6A. Choice of main entry and determining points of access

In the current machine environment the choice of main entry becomes less significant and a great deal of energy and time in determining the choice of main entry in unnecessary. Insuring that access points are provided to all responsible parties is the more significant task. The main entry does however convey the material to the user in a particular way and the value of this portrayal should not be underestimated. Use AACR2 Chapter 21 for further guidance on choice of access points.

6A1. Entry under personal name (MARC field 100) [21.1A]

Works of single authorship [21.4A] (single artist/designer or photographer named)

Enter graphic material executed by one artist/designer or photographer under the heading for that person.

Example:100 1- |a Zinkeisen, Doris.
 245 00 |a Planetomania :|b costume and set designs [÷] / |c Doris Zinkeisen.

6A2. Entry under corporate body (MARC field 110) [21.1B]

Enter graphic material executed by an organization or a group of persons that is identified by a particular name under the heading for that corporate body.

Example:110 2- |a Tunbridge Sedgwick London.
 245 00 |a Twelfth night, performed by the International Ballet :|b a group of photographs /|c by Tunbridge Sedgwick.

6A3. Entry under title [21.1C] (see 1B above)

Works of unknown or uncertain authorship [21.5]

If a work is of unknown or uncertain personal authorship, enter under title.

Works of shared responsibility [21.6]

If a group of graphic materials or an assembled collection is the work of two or more artists/designers/photographers or studios, enter under title. Make added entries under the names of all known persons or studios. Devise a collective title according to rules above (1B).

6B. 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) index terms, as appropriate, to indicate the content of the work(s) being cataloged. All such entries are under authority control: use only Name Authority File (NAF) headings for fields 600-630, Library of Congress Subject Headings (LCSH) for fields 650 and 651, and Descriptive Terms for Graphic Materials: Genre and Physical Characteristics Headings (LCTGM) for field 655.

[IS LCTGM the correct citation - check full title ]

When feasible, the use of subdivisions is encouraged in order to improve subject access and facilitate retrieval of items. 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).

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.

6B1. Personal and corporate name subject added entries (MARC fields 600 and 610)

Provide subject added entries for dancers for whom costumes were designed or were subjects of photographs (600 field) and for dance companies that commissioned the designs or photographs (610 field).

[Are there more categories to be added here?]

Example:100 1- |a Daniels, Fred.
 245 00 |a Giselle, performed by the International Ballet production /|c photographed by Fred Daniels [÷]
 511 0- |a Dancers: Michel de Lûtry, Mona Inglesby, Domini Callaghan, Joyce Gearing.
 600 20 |a Paschould de Lûtry, Michel,|d1923-
 600 10 |a Inglesby, Mona,|d1918-
 600 10 |a Callaghan, Domini.
 600 10 |a Gearing, Joyce.
 610 20 |a International Ballet

[Mollie was to check these records for the change to the 245]

6B2. Uniform title subject added entries (MARC field 630)

Make a uniform title subject added entry for any choreographic work described in the record. Many uniform title headings for choreographic works are established in NAF (for guidelines in establishing authorized uniform title headings see LCRI ???? for Uniform Titles for Choreographic Works in Appendix).

Example:100 1- |a Daniels, Fred.
 245 00 |a Giselle, performed by the International Ballet /|c photographed by Fred Daniels [÷]
 630 00 |a Giselle (Choreographic work : Sergeev after Coralli)

6B3. 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. The term "Dancing" from the red books, for example, was revised to "Dance".

 100 1- |a Daniels, Fred.
 245 00 |a Giselle :|b photographs of International Ballet production /|c photographs by Fred Daniels [÷]
 650 -0 |a Ballet |z England |y 20th century.
 100 1- |a Reinhardt, Max, |d 1873-1943.|e collector.
 245 00 |a Collection of Viennese costume designs [÷]
 650 -0 |a Ballet |x Costume.
 650 -0 |a Costume design.
 650 -0 |a Theater |z Austria.

6B4. Geographic name subject added entries (MARC field 651)

Use geographic name subject added entries to provide access to countries or areas represented in the material being cataloged.

[Need example]

6B5. Genre/form index terms (MARC field 655)

This field contains terms indicating the genre, form, and/or physical characteristics of the materials being described. In the context of graphic materials, genre headings denote categories of material distinguished by vantage point, intended purpose, characteristics of the creator, publication status, or method of representation. 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 give the terms that are used in this field; the specific list used is identified by a code in subfield 2.

Example:100 1- |a Daniels, Fred.
 245 00 |aGiselle :|b photographs of International Ballet production /|c photographed by Fred Daniels [÷]
 655 -7 |a Photographic prints.|2 gmgpc
 655 -7 |a Portraits.|2 gmgpc

Although 690 fields may be used for local subject headings, 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 that will drop out of the record when placed in the national bibliographic utilities. (See authority section of DHC Cataloging Guidelines for guidance.)

6C. 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 work(s) being cataloged, including those listed in statements of responsibility in fields 245 subfield c, 505, 508, and 511. Use only controlled headings as found in the NAF. Indicate individuals with direct responsibility for the conception of the choreographic work: the choreographer, composer, librettist, author on whose work the piece is based.

The number of name added entries given a specific item will depend on the relative importance of those persons and/or corporate bodies to the work(s) and the size limitations placed on the record by the national utilities and local practice.

[In cataloging council meetings there was some discussion as to the degree of relevance to the material required to provide access to the name of the choreographer, composer, etc. As in the example below - do the photographs really convey any information about the composerŪs work to warrant an added entry?]

Use relator terms in subfield e to describe the role(s) of the person or corporate body in relationship to the work. 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 by DHC participants (see relator list in Appendix).

Example:100 1- |a Melvin, Duncan.
 245 03 |aLa carnaval :|bphotograph of Algeranoff as Pierrot in International Ballet production /|c photographed by Duncan Melvin.
 508 -- |a Choreographer, Michel Fokine; restaged by Madame Evina; composer, Robert Schumann; costumes and decor after Léon Bakst.
 700 1- |a Fokine, Michel, |d 1880-1942,|e choreographer.700 1- |a Evina, |cMadame, |e choreographer.
 700 1- |a Schumann, Robert, |d 1810-1856, |e composer.
 700 1- |a Bakst, Léon, |e designer.

[no added entry for Bakst in record from Harvard - should he be a 700?]

6D. 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.

6D1. Uniform title added entries (MARC field 730)

Provide uniform title added entries for choreographic works For information about authorized form of uniform title headings, see field 630 (6B2).

[Need example]

6D2. 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 field 246 (see 1H). Uniform titles which are under authority control are entered in field 730 (see 6C1). Initial articles are not recorded in field 740 unless the intent is to sort on the article.

[Need example]

6E. Host item entry (MARC field 773)

This field contains information concerning the host item for the component part described in the record. The field is provided to enable the user to locate the record that contains the component part being described. Since the information in this field is coded, the relationship between the host item and the component part may be described in the linking entry complexity note (580 field, see 5B21).

[Need example]

6F. 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.

Examples:852 -- |b Archives, |a Getty Center for the History of Art, |e 401 Wiltshire Blvd., Suite 400, Santa Monica, CA 90401.
 852 -- |b Harvard Theatre Collection, |a Harvard College Library, |e Cambridge, MA 02138.

6G. Electronic location and access (MARC field 856)

This field contains the information required to locate an electronic resource, such as a finding aid available electronically. The data in field 856 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 field 856 have been prepared by the Network Development and MARC Standards Office of the Library of Congress.)

[Need example]

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