Cataloging Graphic Materials
Physical Description (MARC field 300)
The physical description area consists of the following elements:
Statement of extent -- : other physical details -- ; dimensions -- + accompanying material.
For list of standard abbreviations used in 300 field, see AACR2 Appendix B.
3B1. Statement of extent of item (including the specific material designation) (300 subfield a) [8.5B]
There are four ways of stating the extent:
a) Record the exact number of single items.
b) Record the approximate number of single items.
ca. 2,500 photographic prints
c) Record the number of containers or volumes.
d) Record the linear or cubic measurement.
24 linear ft.
3B4. Information on component parts
When describing an item which contains a number of parts or a group of materials and a more specific statement of extent is desirable, add the number of component parts in parentheses. When such details are numerous or complex, give them in the note area. Alternatively, provide a repeatable 300 field to describe each of the different materials
3B5. Specific material designation
Chose a term from the list below for the specific material designation (SMD):
[List from AACR2 is attached - also check in TGM and with Pat]
3C. Other physical details (300 subfield b) [8.5C]
Other physical details area includes information that:
gives an indication of color
describes the means by which text with the image was produced
For more specific information see GM:RD 3C1-3C4.3.
3D. Dimensions (300 subfield c) [8.5D]
3D2.1 Generally, the statement of dimension shows the height and the width. Height is always expressed first (e.g., 44 x 56 cm. indicates that the item is 44 centimeters high and 56 centimeters wide).
3D2.2 Generally, give the height and width for graphics in centimeters rounded up to the next whole centimeter (e.g., if a measurement is 37.1 centimeters, record it as 38 cm.). Use the abbreviation "cm." The following rules give guidance for special cases.
Optionally, for single items, give the dimensions to the nearest millimeter.
Since the size of some photographic material is standardized in the trade in inches or millimeters, the standard size may optionally be given in these cases. Use the abbreviations "in." and "mm."
Optionally, add inches in parentheses after the metric size, rounding off the size up to the next quarter inch. (When using the option of measuring to the nearest millimeter, give the additional size to the nearest eighth inch.)
3D3. Single items
3D3.2. When an image consists of more than one sheet, measure the whole sheet (as is the case with three-sheet posters for theater advertising).
Optionally, when the sheet sizes are uniform give the individual sheet sizes.
3D3.3. For unmounted photographic prints and those not on standard mounts, generally record the dimensions of the primary support (e. g., when photographic prints have been attached by pressing).
3D3.4. For photographic prints affixed to standard mounts, such as cabinet cards, record only the dimensions of the mount.
3D3.5. For photonegatives, record only the dimensions of the base of the emulsion.
3D3.6. Optionally, add other dimensions that help to identify the item (e.g., when there is a large difference between the image and primary support size) or that help to assess storage or exhibition requirements. Specify the aspect that has been measured. Separate each additional dimension by a comma.
3D4. Nonrectangular and irregular shapes
3D4.1. For circular shapes, give the diameter, specified as such Use the abbreviation "diam."
3D4.2. For oval shapes, give the major and minor axes, specified as "oval".
3D4.3. For an irregular shape, measure by squaring it off at the greatest points with two transparent triangles or strips of plastic. Use the abbreviation "irreg." And, if desirable, whatever word or phrase describes the shape.
3D5. Intaglio prints on trimmed sheets or with eradicated plate marks
When a sheet has been cut on or inside the plate mark subsequent to the creation of an intaglio print or the plate mark is indistinguishable, give the dimensions of the sheet and explain in a note.
3D6. Folded items
When an item is kept folded, give the dimensions of the primary support and add the dimensions when folded.
3D7. Sight measurements and framed items
3D7.1. When the full image is not visible because of nonremovable mat or other obstruction, give the sight measurements and, if desirable, the dimensions of the mat, etc.
3D7.2. When the item is in a frame of specific historical importance, the frame is considered a part of the work itself, or the work is permanently framed at the request of the creator or donor, give the dimensions of the frame separately, specified as such.
With daguerreotypes, specify the plate size, if known.
3D9.1. In general, give the measurements for a collection according to the terms of the first statement of extent and record only the outside dimensions. When some images are designed to be viewed horizontally and some vertically, give the measurements according to the majority.
3D9.2. When the items, containers, or volumes are of two sizes, give both. When they are of more than two sizes, give the greatest height of any of them followed by the greatest width of any of them and the words "or smaller."
3E. Accompanying material (300 subfield e) [8.5E]
Record the name of the accompanying material at the end of the physical description or record the name and details of the accompanying material in a note (500 field, see 5B1).
3F. Collections containing more than one distinct category of material
When a collection contains material falling into more than one distinct category, for which separate physical descriptions are desired, record each part in a separate physical description area (300 note).
3G. Arrangement (5B16) (MARC field 351)
Optionally, provide information about the general arrangement of a collection in a 351 note, specifying the structure and order of the material in the unit being cataloged. Organization is in subfield a; arrangement is in subfield b.