Summary: Instructions for cataloging the William D. Chase Collection of Almanacs and Works on Chronology items for Special Collections. As with all SPC cataloging, retain dust jackets and make a note as needed. Refer to general Special Collections cataloging procedures for other rare book cataloging considerations.
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Workflow
541 1_ $c Gift; $a William Chase; $d 2016; $n (insert number of issues being added) $o issues. $5 MiEM
590 _ _ MSU: Gift of William D. Chase (2016).
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For serials: if gift only encompasses part of the issues owned, adjust the 590 language to refer to a specific copy or issue, like so: MSU: SPC 1994/95 issue gift of William D. Chase (2016). |
830 _ 0 William D. Chase Collection of Almanacs and Works on Chronology. $5 MiEM
Genre form term
655_7 Almanacs $z [Country of publication] $z [City of publication] $y [Year covered by almanac] $2 rbgenr
Do not include date for serials.
Date in $y should reflect year covered by the almanac, not the date of publication, if different.
Almanac cataloging: general notes
Monograph or serial?
We are currently cataloging all almanacs as monographs, even if there's an existing serial record for issues already owned.
This is because Tad wants more thorough documentation of physical condition than a serial record can accommodate.
1901 to present: 948 = sprrr
1701 to 1900: 948 = sprar
1700 and earlier: 948 = sprar and 050 = $f XX before rest of call number
Treatment of dates
Unless you have explicit evidence to the contrary, almanacs are assumed to have been published the year before their coverage. But we use the year of coverage for the call number and subject headings.
Example: Pennsylvania Almanac 1865
Dates in the fixed fields: 1864, _ _ _ _
050: call number ends with 1865
245: $c [1864]
655: $y 1865
(These instrux are repeated in the tables below.)
What collection?
Most almanacs were acquired as part of the William Chase gift, but Tad is also purchasing smaller batches from various bookdealers. (Maybe have Ruth Ann do all non-Chase almanacs, so these instrux can be streamlined?)
Subject headings
We use LCSH and RBMS genre terms. See 6xx fields below.
Almanac cataloging: fixed fields
Field
Code
Stands for
Type
a
Language material
BLVL
m
Monograph
Elvl
blank
Full record by PCC library
Form
blank
Not microform, large print, etc.
Cont
blank
Not a bibliography, catalog, etc.
Ills
blank or a, b, d
Blank = no illustrations at all – a = drawings, photos, etc. – b = maps – d = charts
Srce
d
Cataloging agency other than LC etc
Conf
0
Not a conference proceeding
Fest
0
Not a festschrift
Audn
0
Age level not specified
Biog
0
Not a biography
LitF
0
Literary form is not fiction
DtSt
s
Single date
Ctrl
blank
No 'archival control' (that is, a nested description as in an archival finding aid)
MRec
blank
Not modified for machine-readable entry
Dates
_ _ _ _
Use the year before the almanac coverage (an 1870 almanac was published in 1869)
Lang
_ _ _
eng for English
Ctry
_ _ _
Country of publication:
For U.S. states, use postal abbreviation + u. (Michigan = miu, New York = nyu, etc.)
All others use https://www.loc.gov/marc/countries/countries_name.html
Almanac cataloging: 0xx to 3xx fields
Field
Content
Explanation
Examples
040
Language of cataloging
Add $b eng to new records
041
Language of material if other than English
1st indicator 0 if not a translation
1st indicator 1 if includes translated material
Code from https://www.loc.gov/marc/languages/
An bilingual almanac in German and English:
ger $a eng
043
Geographic area, if indicated
Code from https://www.loc.gov/marc/languages/
Pennsylvania almanac... 1865:
n-us-paDrop off
Almanacs will be placed on the designated project shelves in Technical Services.
- All books will be placed in mylar sleeves before arriving on TS shelves.
Copy cataloging
Almanacs needing analytic treatment will be set aside on the ANALYTICS shelfCathy will make a first pass through almanacs delivered from SPC, using streamers to make notes.
Almanacs needing original monographic cataloging will be placed on the ORIGINAL shelf.
Questions for Tad:
- Put duplicates on DUPLICATES shelf.
- If a title is an issue of a serial that we hold, place on ANALYTICS shelf; we will hold them until Folio functionality allows analytic work.
Original catalogers will pull from the ORIGINAL shelf.
- Save the For completed cataloging, save the record to the online save file in ConnexionMake a note , note save file number on the streamerPlace , and place on the QUESTIONS CATALOGED shelf
Otherwise, place almanacs on the REVIEW shelf
Location
1901 or later – sprrr
1701 through 1900 – sprar
all up through 1700 – vault (XX) sprar
Special MARC fields to check/add
26X field should be for the year previous to the date on the item (e.g. Almanac for 1759 is assigned 1758 as the date of publication), unless the imprint explicitly states otherwise.
563 use for bindings with covers printed with product or publisher, (e.g. "Printed paper binding with advertisement for Ovaltine," OR "In publisher's paper wrapper" OR "unbound").
Gift notes
- .*
Original cataloging
Almanacs needing original monographic cataloging will be placed on the ORIGINAL shelf.
- Original catalogers will pull from here.
- Questions & review
- For questions, save the record to the online save file, note save file number on the streamer, and place on the Q's FOR TAD shelf
- For completed cataloging, save the record to the online save file, note save file number on the streamer, and place on the CATALOGED shelf.*
- Remember to check the RETURNED FROM TAD shelf periodically for answered questions, Tad's requested revisions, etc.
*After this workflow has been in place for a bit, Tad will no longer need to review completed cataloging and we'll update the procedure accordingly.
General notes
| Location | 1901 to present: 948 = sprrr 1701 to 1900: 948 = sprar 1700 and earlier go to the vault: 948 = sprar
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Treatment of dates | Without explicit evidence to the contrary, almanacs are assumed to have been published the year before their coverage. But, use the year of coverage for the call number and subject headings. Example: Pennsylvania Almanac 1865
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0xx to 3xx fields
Field | Content | Explanation | Examples | ||||||
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050 | Call number | Use year of almanac coverage at end of call # | Pennsylvania almanac... 1865: AY81 .P3 $b N47 1865 | ||||||
090 | Local call number | Repeat the 050. Precede call number with $f Folio or $f XX if appropriate
| $f XX $a AY57 $b .P66 1732 | 1xxAuthor main entry: seldom used in almanacs | |||||
245 | Title & statement of responsibility | Almanac titles title can be very long , and hard to tell from the typography where the title ends! was meant to end. Okay to use first portion in 245 and quote remainder in 500. Always cite where quoted material comes from. | 245 04 The New England farmer's almanac for the year of the Christian era 1850 : $b being the second after bissextile, or leap year, and the seventy-fourth of the American independence. 500 00 "Containing, besides the usual astronomical calculations... " (blah blah blah) | 246 | Varying form of title | Supply if appropriate | 250 | Edition statement | Seldom seen in almanacs but supply if appropriate" –At foot of title. |
264 | Publication statement | For pub date, use the Use year before the almanac's coverage in brackets | Pennsylvania almanac... 1865: 264 _1 Philadelphia : $b Publisher name, $c [1864] | ||||||
300 | Physical description | If pages are unnumbered, count them Indicate the illustration types you noted in the fixed field Ills | 300 _ _ 32 unnumbered pages : $b illustrations, charts ; $c 22 cm or 300 _ _ [32] pages : $b illustrations, charts ; $c 22 cm |
almanac coverage, in brackets | Pennsylvania almanac... 1865: 264 _1 Philadelphia : $b Publisher, $c [1864] |
5xx fields
650 _ 0 Patent medicines
650 _ 0 Agricultural machinery
650 _ 0 Socialism
700 2 _ John Baer & Sons, $e publisher. $4 pbl
700 2 _ Socialist Party, $b National Lettish Organization, $e publisher. $4 pbl
Cataloging checklist
Element
MARC field
Example
Date of publication
264 $c
Should be date
Description of cover
500 __ lorem ipsum
Source of acquisition
541
541 1_ $c Purchase; $a Ian Brabner, Rare Americana; $d 2020; $n (insert number of issues being added) $o issues. $5 MiEM
541 1_ $c Gift; $a William Chase; $d 2016; $n (insert number of issues being added) $o issues. $5 MiEM
Laid in material
561
Book dealer's description
Provenance
561
Inscription
561
Margin notes
561
Binding type
Staple binding
Pamphlet stitch binding
Stab stitch binding
Hole/loop for hanging
Gift note
590
590 __ MSU: Gift of William D. Chase (2016).
Genre/form term
655
655_7 Almanacs $z [Country of publication] $z [City of publication] $y [Year covered by almanac] $2 rbgenr
Do not include date for serials.
Field | Content | Explanation | Examples |
|---|---|---|---|
500 | Cover illustration note | Optional , but desirable: a brief description of the cover illustration. This would be a big help for will aid future instruction and exhibit prep. Many agricultural themes here! | 500 _ _ Cover illustration shows an eagle holding a shield in its talons. The shield has a ship, a plow, and three sheaves of wheat. 500 _ _ Cover illustration shows a woman in ancient dress, holding a scythe and seated near a plow. 500 _ _ Cover illustration shows a kneeling man, holding the Earth on his shoulders. 500 _ _ Cover illustration shows a man plowing a field, with a farmhouse and orchard in the background. |
500 | Other general notes | Almanacs almost always have the title on the cover. Note the presence of advertisementsads. The cover may have Note other interesting stuff on cover. And as As noted above, if a title is extremely very long or you can't tell from the typography where the title is supposed to end, you can make the hard to tell where it ends, make 245 more readable by putting the excess in a 500 note. | 500 _ _ Cover title. 500 _ _ Includes advertisements. 500 _ _ At head of title: "Our 77th year!" 500 _ _ "50 cents."–Below title.500 00 "Containing, besides the usual astronomical calculations, a great variety of curious, useful, and entertaining matter; fitted to the latitude and longitude of Concord, N.H., but will serve, without sensible variation, for all the adjacent states."–Below title. |
541 | Immediate source of acquisition | Record name Name of donor or bookdealer; Gift or Purchase; book dealer, gift or purchase, date in format YYYYMMDD; and institution code MiEM.YYYYMMDD format, $5 MiEM Follow exact formatting in examples. Sometimes with gifts only the year is known. Date is when the item was received in Acquisitions, not the P.O. dateFor purchases, use date item was received in Acquisitions. | 541 1 _ William D. Chase ; $c ǂc Gift ; $d ǂd 2016. $5 ǂ5 MiEM Other examples: 541 1 _ Ian Brabner Rare Americana ; $c Purchase ; $d 20230415. $5 MiEM 541 1 _ DeWolfe & Wood Rare Books ; $c Purchase ; $d 20220926. $5 MiEM Serial 541 notes: 541 1_ Arie Koelewyn ; $c Gift ; $d 2019. $5 ; $a William Chase; $d 2016; $n (insert number of issues being added) $o issues. $5 MiEM |
546 | Language note | Specify if item is not in English. (With second example, I would not include $a eng in the 041 field.) 041 $a eng not necessary for second example, IMO.) | 546 _ _ In German. 546 _ _ In German, except for two advertisements in English. |
561 | Accompanying material | Accompanying material is : usually a bookdealer description, price list, or catalog. Occasionally, there's a note from a book dealer description, sometimes note from donor. After cataloging, these items are separated from the book and placed in MSS 466, a manuscript collection created to organize them.Start note with MSU: and end with our institution transferred to MSS 466. End with code $5 MiEM | 561 1 _ MSU: Bookdealer description transferred to MSS 466. $5 MiEM 561 1 _ MSU: Bookdealer catalog with description of this item transferred to MSS 466. $5 MiEM 561 1 _ MSU: Note from donor to MSU curator transferred to MSS 466. $5 MiEM |
561 | "Laid in" material | "Laid in" material means is anything that was left in the a book by a former owner. After cataloging, these laid-in items are separated from the book and transferred to an archival collection established to hold them: "MSS 466." Note where the material was found before moving it! Start note with MSU: and end with our institution End with code $5 MiEM | 561 1 _ MSU: New York Times article about the Hindenburg airship crash found between pages 15-16; has been transferred to MSS 466. $5 MiEM 561 1 _ MSU: A dried flower was pressed between pages 101-102; transferred to MSS 466. $5 MiEM 561 1 _ MSU: Entry ticket for Edgewater Amusement Park in Detroit, found between pages 225-226. Transferred to MSS 466. $5 MiEM |
561 | Provenance | Provenance information is evidence of use, damage suffered by the booksigns of damage, and marks of ownership.
Security is one reason for documenting provenance – if we need Documenting provenance would allow us to prove a stolen item is ours – so please don't feel you are being pedantic to note small things! Start note with MSU: and end with our institution belongs to MSU. If in doubt, just record it. End with code $5 MiEM | Sample notes for writing in book: 561 1 _ MSU: Front paste-down has pencil inscription "Louisa Elliot" on upper left corner. $5 MiEM 561 1 _ MSU: Pencil inscription "For my dear Albert" at head of title on front wrapper. $5 MiEM 561 1 _ MSU: Child's pencil scribbling on front paste-down and flyleaf. $5 MiEM 561 1 _ MSU: Margin notes on the astronomical tables for September to December. $5 MiEM 561 1 _ MSU: August 14 has pencil note "Terrible hailstorm" in the margin. $5 MiEM 561 1 _ MSU: Unread inscription on upper right corner of flyleaf. $5 MiEM MiEM ("Unread" means you can't read the inscription!illegible to you, but someone else might decipher?) |
561 | Provenance continued | We use the 561 for records damage that we want to note for security purposes. But we use the to existing content, but use 590 to note entire missing pages. That way , if you find can use copy with a 300 field showing the full page count, you can use it and note the missing material in a field that should always be displayed in public view. A 561 may only be visible in staff view but 590 should always be displayed. | Sample notes for damage 561 1 _ MSU: Pages 15-16 and 17-18 have lower corner torn away, with loss of text. $5 MiEM 561 1 _ MSU: Page 22 has dark stains, possibly ink blots, slightly obscuring the text. $5 MiEM |
561 | Provenance continued | There may be evidence of ownership and use other than a person writing their name in a book: bookplatesEvidence of ownership: besides inscriptions, you may see book plates, ownership stamps, etc. We take Take special note of ads printed on the back covers of almanacs because that : usually means the almanac publisher did a special print run for that customer to give away in their store. (This is why you WorldCat may see many have multiple similar records in WorldCat for the same almanac. The cataloger noticed that the an almanac: back-cover ad described in an existing record was different from the piece they had in hand.ads are different.) | Sample notes for ownership and distribution 561 1 _ MSU: Embossed ownership stamp for Western Reserve Historical Society on front wrapper. $5 MiEM 561 1 _ MSU: Bookplate of former owner, Joseph Higgins, on inside front wrapper. $5 MiEM 561 1 _ MSU: Ink stamp in blank area at bottom of back wrapper: "A free gift for you from Hankins Drugstore, Hinckley, Minn." $5 MiEM 561 1 _ MSU: Back wrapper printed with ad for James Wilder & Sons, Dayton, Ohio. $5 MiEM |
563 | Binding note | Tad wants us to use the phrase "Use term "printed paper wrappers" to refer to for front and back cover. In almost all cases these are printed, so we say "Printed paper wrappers." Specify whether the how pages are secured with staples, :
Watch out paper strips applied to reinforce the spine, often sometimes with stab stitch attaching it to the text block. Note when you see a hole holes drilled through the upper left corner for hanging. Note loops of string through this the hanging hole. Always end with our institution code, End with $5 MiEM. | 563 _ _ Printed paper wrappers, staple bound. $5 MiEM 563 _ _ Printed paper wrappers with pamphlet stitch binding. $5 MiEM 563 _ _ Printed paper wrappers with pamphlet stitch binding. Spine reinforced with strip of paper, attached with adhesive, over the pamphlet stitch. $5 MiEM 563 _ _ Printed paper wrappers with pamphlet stitch binding. Spine reinforced with strip of paper, which is attached to the text block with stab stitches. $5 MiEM 563 _ _ Printed paper wrappers, staple bound, with hole drilled at head of spine for hanging. $5 MiEM 563 _ _ Printed paper wrappers, staple bound, with hole drilled at head of spine and loop of string for hanging. $5 MiEM |
590 | Gift note | If applicable. | 590 _ _ MSU: Gift of William D. Chase (2016). 590 _ _ MSU: Gift of Arie Koelewyn, 2021. |
Almanac cataloging: 6xx to 9xx fields
Be sure to distinguish between language and nationality:
Almanacs, German = almanacs in German
Almanacs $z Germany = almanacs from Germany
EXCEPTION: Almanacs, American refers to nationality.
Almanac for German-Americans, in German language, published in Pennsylvania:
650 _ 0 Almanacs, German $z Pennsylvania $z Lancaster $y 1865
Almanac published in Germany:
650 _ 0 Almanacs $z Germany $z Berlin $y 1865
hanging. $5 MiEM | |||
590 | Gift note | If applicable. When we do serial analytics in future, will need to specify which issues give note pertains to. | 590 _ _ MSU: Gift of William D. and Helen M. Chase. 590 for serials: 590_ _ MSU: SPC 1994/95 issue gift of William D. Chase (2016). For serials: if gift only encompasses part of the issues owned, adjust the 590 language to refer to a specific copy or issue. |
6xx to 9xx fields
| Field | Content | Explanation | Examples |
|---|---|---|---|
| 600 | Personal name heading | Use if there's significant content about a person. | 600 1 0 Washington, George, $d 1732-1799 |
| 650 | Topical subject heading | Distinguish between language and nationality: Almanacs, German = almanacs in German Almanacs $z Germany = almanacs from Germany EXCEPTION: Almanacs, American refers to nationality. | Almanac for German-Americans, in German language, published in Pennsylvania: 650 _ 0 Almanacs, German $z Pennsylvania $z Lancaster $y 19th century Almanac published in Germany: 650 _ 0 Almanacs $z Germany $z Berlin $y 19th century |
| 650 | Topical subject heading | As appropriate. | 650 _ 0 Patent medicines 650 _ 0 Agricultural machinery 650 _ 0 Socialism |
| 655 | Genre term | Use 655, 2nd indicator 7 for genre terms, and actual year of almanac coverage (instead of century.) End with $2 rbgenr. | 655 _ 7 Almanacs $z Pennsylvania $z Lancaster $y 1865 $2 rbgenr |
| 700 | Added entry, personal name | Calculator of astronomical data is often identified. | 700 1 _ Perkins, George R., $d 1812-1876, $e contributor. |
| 710 | Added entry, corporate name | Note publisher name in 710, with relator term $e publisher. | 700 2 _ John Baer & Sons, $e publisher. 700 2 _ Socialist Party, $b National Lettish Organization, $e publisher. |
| 830 | Uniform title | Used for Chase Collection: | 830 _0 William D. and Helen M. Chase Collection. $5 MiEM |
| 947 | Instance record | Seldom for almanacs | |
| 948 | Location | Per date of coverage |
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| 949 | Item record | 949 Printed Material $d Non-circulating $f workstat $g Restricted |
Almanac images for reference
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