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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. 

In general, pre-1830 almanacs/works on chronology will be treated as monographs and post-1830s will be given serials treatment. The exception being when good copy is available in OCLC or when aligning with already cataloged titles in the MSU catalog (e.g. previous titles cataloged as monographs). When in doubt, contact Tad Boehmer.

*Return duplicates copies to Tad Boehmer.

Location

1901 or later – sppop

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
  • 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).

    Note

    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: FIXED FIELD

    FieldCodeStands forTypeaLanguage materialBLVLmMonographElvlblankFull record by PCC libraryForm blank

    Not microform, large print, etc.

    Cont blankNot a bibliography, catalog, etc.Illsblank or a, b, d

    Blank = no illustrations at all

    a = drawings, photos, etc.

    b = maps

    d = charts

    SrcedCataloging agency other than LC etcConf 0Not a conference proceedingFest0Not a festschriftAudn0Age level not specified Biog0Not a biographyLitF0Literary form is not fictionDtStsSingle date CtrlblankNo 'archival control' (that is, a nested description as in an archival finding aid)MRecblankNot modified for machine-readable entryDates_ _ _ _Year of publication is the year before the almanac's coverage (that is, an 1870 almanac was published in 1869)Lang_ _ _eng for EnglishCtry_ _ _

    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

    FieldContentInstructionExamples

    Cataloging checklist

    ElementMARC fieldExampleDate of publication264 $cShould be dateDescription of cover500 __ lorem ipsumSource of acquisition541

    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 material561Book dealer's descriptionProvenance561Inscription561Margin notes561Binding type

    Staple binding

    Pamphlet stitch binding

    Stab stitch binding

    Hole/loop for hangingGift note590590 __ MSU: Gift of William D. Chase (2016).Genre/form term655

    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.

    Table of Contents

    Workflow

    1. Drop off

      1. Almanacs will be placed on the designated project shelves in Technical Services.

      2. All books will be placed in mylar sleeves before arriving on TS shelves.

    2. Copy cataloging

      1. Cathy will make a first pass through almanacs delivered from SPC, using streamers to make notes.

      2. Put duplicates on DUPLICATES shelf.
      3. 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.
      4. For completed cataloging, save the record to the online save file, note save file number on the streamer, and place on the CATALOGED shelf.*

    3. Original cataloging

      1. Almanacs needing original monographic cataloging will be placed on the ORIGINAL shelf.

      2. Original catalogers will pull from here.
    4. Questions & review
      1. 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
      2. For completed cataloging, save the record to the online save file, note save file number on the streamer, and place on the CATALOGED shelf.*
      3. 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

    • and precede call number in 090 with $f XX to designate items for the Vault

    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 

    • Fixed field Dates: 1864, _ _ _ _

    • 050: call number ends with 1865

    • 245: $c [1864]

    • 655: $y 1865

    0xx to 3xx fields

    Field

    Content

    Explanation

    Examples

    050

    Call number

    Use year of almanac coverage

    Pennsylvania almanac... 1865:

    AY81 .P3 $b N47 1865

    090

    Local call number

    Repeat 050.

    • Oversize: precede with $f Folio
    • Vault items (1700 or earlier): precede with $f XX

    $f XX $a AY57 $b .P66 1732

    245

    Title & statement of responsibility

    Almanac title can be very long and hard to tell from typography where 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)" –At foot of title.

    264 

    Publication statement

    Use year before almanac coverage, in brackets

    Pennsylvania almanac... 1865:

    264 _1  Philadelphia : $b Publisher, $c [1864]

    5xx fields

    Field

    Content

    Explanation

    Examples

    500

    Cover illustration note

    Optional but desirable: a brief description of the cover illustration.

    This will aid future instruction and exhibit prep.


    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 presence of ads.

    Note other stuff on cover.

    As noted above, if title is very long or hard to tell where it ends, make 245 more readable by putting excess in a 500 note. 

    500 _ _  Cover title.

    500 _ _  Includes advertisements.

    500 _ _  At head of title: "Our 77th year!"

    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

    Name of donor or book dealer, gift or purchase, date in YYYYMMDD format, $5 MiEM

    Follow exact formatting in examples. 

    Sometimes with gifts only the year is known. For purchases, use date item was received in Acquisitions.

    541 1 _  William D. Chase ; ǂc Gift ; ǂd 2016. 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_ $c Gift; $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. 

    (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: usually book dealer description, sometimes note from donor.

    After cataloging, these items are transferred to MSS 466.

    End with code $5 MiEM

    561 1 _  Bookdealer description transferred to MSS 466. $5 MiEM

    561 1 _  Bookdealer catalog with description of this item transferred to MSS 466. $5 MiEM

    561 1 _  Note from donor to MSU curator transferred to MSS 466. $5 MiEM

    561

    "Laid in" material

    "Laid in" material is anything left in a book by a former owner.

    After cataloging, laid-in items are transferred to an archival collection established to hold them: "MSS 466."

    Note where material was found before moving it! 

    End with code $5 MiEM

    561 1 _  New York Times article about the Hindenburg airship crash found between pages 15-16; has been transferred to MSS 466. $5 MiEM

    561 1 _  A dried flower was pressed between pages 101-102; transferred to MSS 466. $5 MiEM

    561 1 _  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, signs of damage, and marks of ownership. 

    • Anything written in book

    • Significant damage plus any damage that obscures text

    • Bookplate, ownership stamp, etc.

    Documenting provenance would allow us to prove a stolen item belongs to MSU. If in doubt, just record it.

    End with code $5 MiEM

    Sample notes for writing in book:

    561 1 _  Front paste-down has pencil inscription "Louisa Elliot" on upper left corner. $5 MiEM

    561 1 _  Pencil inscription "For my dear Albert" at head of title on front wrapper. $5 MiEM

    561 1 _  Child's pencil scribbling on front paste-down and flyleaf. $5 MiEM

    561 1 _  Margin notes on astronomical tables for September to December. $5 MiEM

    561 1 _  August 14 has pencil note "Terrible hailstorm" in the margin. $5 MiEM

    561 1 _  Unread inscription on upper right corner of flyleaf. $5 MiEM ("Unread" means illegible to you, but someone else might decipher?)

    561

    Provenance continued

    561 records damage to existing content, but use 590 to note entire missing pages. 

    That way you can use copy with a 300 field showing the full page count. A 561 may only be visible in staff view but 590 should always be displayed.

    Sample notes for damage

    561 1 _  Pages 15-16 and 17-18 have lower corner torn away, with loss of text. $5 MiEM

    561 1 _  Page 22 has dark stains, possibly ink blots, slightly obscuring the text. $5 MiEM

    561

    Provenance continued

    Evidence of ownership: besides inscriptions, you may see book plates, ownership stamps, etc.

    Take special note of ads printed on the back covers of almanacs: usually means almanac publisher did special print run for that customer.

    (This is why WorldCat may have multiple similar records for an almanac: back-cover ads are different.)

    Sample notes for ownership and distribution

    561 1 _  Embossed ownership stamp for Western Reserve Historical Society on front wrapper. $5 MiEM

    561 1 _  Bookplate of former owner, Joseph Higgins, on inside front wrapper. $5 MiEM

    561 1 _  Ink stamp in blank area at bottom of back wrapper: "A free gift for you from Hankins Drugstore, Hinckley, Minn." $5 MiEM

    561 1 _  Back wrapper printed with ad for James Wilder & Sons, Dayton, Ohio. $5 MiEM

    563 

    Binding note

    Use term "printed paper wrappers" for front and back cover.

    Specify how pages are secured:

    • staple bound
    • pamphlet stitch
    • stab stitch

    Watch out paper strips applied to reinforce the spine, sometimes with stab stitch attaching it to the text block.

    Note holes drilled through the upper left corner for hanging.

    Note loops of string through the hanging hole.

    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.

    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

    FieldContentExplanationExamples
    600Personal name  headingUse 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 headingAs appropriate.

    650 _ 0  Patent medicines

    650 _ 0  Agricultural machinery

    650 _ 0  Socialism

    655 Genre termUse 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 nameCalculator of astronomical data is often identified.700 1 _  Perkins, George R., $d 1812-1876, $e contributor. 
    710 Added entry, corporate nameNote 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. 

    830Uniform titleUsed for Chase Collection:830 _0  William D. and Helen M. Chase Collection. $5 MiEM
    947Instance recordSeldom for almanacs
    948LocationPer date of coverage
    • 1901-present = sprrr (Remote)
    • 1701-1900 = sprar (Rare)
    • 1700 and earlier = sprar (Rare (and precede call number in 090 with  $f XX to designate items for the Vault)
    949Item record
    		949  Printed Material $d Non-circulating $f workstat $g Restricted


    Almanac images for reference

    View file
    nameAlmanacs visual reference.pdf
    height250



    Page Properties
    idpage-info


    ContactTad BoehmerAutumn Faulkner or Ruth Ann Jones
    TeamCMS
    UpdatedJanuary 2019November 2023
    CreatedJanuary 2019