Michigan plat books (discontinued)

Summary: This procedure details how to add volumes to Michigan plat books collection level records.

Records can be called up by title.
Example: Ingham County Michigan Plat Book

Checkin records should be suppressed unless actual checkin cards are in place and new volumes are checked in on it.

500 field

• This field states information about the various maps in the plat book.
• A generic map name and the year when the map started appearing in the book is stated, with a dash following the year.
  Example: school districts, 2001-
• Lists of maps should be stated with the type of map, a colon, and the alphabetical list of towns, lakes, etc. 
  Example: lake maps: Crooked Lake, Fine Lake, 2001-
  Example: maps for: Freeport, Middleville, Nashville, 2001-
• Verify each map stated in the field appears in the volume being added. If the map is there, the year and the dash do not have to be edited. If the map is no longer included, close the date by removing the dash and using a period.
  Example: 2001- becomes 2001.
• When a new type of map appears in the book, add a semi-colon to the end of the list of maps and add the title of the new map and the year with a dash.
  Example: school districts, 2001-
  Example: school districts, 2001- ; Color Tour Road Rally, 2003-
• When a new map of a city or lake is included in the new volume, add a semi-colon and a space after the year with the dash; then add the name of the city or lake and include the year the map started being included.
  Example: maps for Freeport, Middleville, Nashville, 2001-
  Example: maps for Freeport, Middleville, Nashville, 2001- ; Delton Unincorporated Community 2003-
• An additional 500 field may be added to the record for features unique to the new volume.
  Example: Vol. for 2003 includes photographs from the Barry County Fair.
• If a “feature” 500 field exists in the record, new features may be added to the end of the field.
  Example: Vol. for 1945, 2nd ed., edited and distributed by Hastings City Bank, includes: A brief history of Barry County / by William W. Porter. 
  Example: Vol. for 1945, 2nd ed., edited and distributed by Hastings City Bank, includes: A brief history of Barry County / by William W. Porter; 1975 bi-centennial issue includes a special listing of centennial farms. 

505 field

• This field contains the title of each volume and the year the volume was issued.
  Example: Atlas of Barry County, Michigan, 1945 – Farm plat book, [1955] – Farm plat book with index to owners, [1960] -- ……. Land atlas and plat book, 1981, 1983-84, 1986-87, 1988 – Land atlas & plat book, 1990, 1993, 1995, 1998, 2001.
• The title of each volume is usually taken from the cover, a title page does not usually appear in each volume
• If the title of the new volume is the same as the title of the last volume received, change the ending period to a comma and state the year of the volume.
  Example: 1995, 1998, 2001.
  Example: 1995, 1998, 2001, 2003
• If the new volume has a different title, change the ending period to two dashes with a space before and after, and state the new title and the year.
  Example: Land atlas and plat book, 1990-92, 1993, 1995, 1998 – Land atlas/plat book, 2001.
  Example: Land atlas and plat book, 1990-92, 1993, 1995, 1998 -- Land atlas/plat book, 2001 -- Land atlas & plat book, 2003.

515 field

• This field states number peculiarities reflected on each volume.
  Example: Vols. for 1993- also called 12th ed.-
  Example: Vol. for 1975 called bicentennial issue; 1990- also called 13th ed.-
• Edit the field by adding closing date, if new volume is not an edition.
• Add new information at the end of the field by adding a semi-colon and then stating the new numbering information.

550 field

• This field contains changes in publisher information and notes issuing bodies.
  Example: 1945-1998 published by Rockford Map Publishers; 2001- published by Thornapple Printing, Inc.
  Example: Sponsored by: Barry County Cooperative Extension Service, <1955>-1969; Barry County Community Building Board, 1972-1988; Barry County Fair, 1990; Barry Expo Center, 1993-
• If the new volume is produced by a different publisher, edit the field closing an open date. Add a semi-colon, the year of the volume with a dash, and the name of the new publisher at the end of the field.
  Example: 1945-1998 published by Rockford Map Publishers; 2001 published by Thornapple Printing, Inc.; 2003- published by J-Ad Graphics Inc.
• If the new volume is sponsored by a different body, close the open date with the years of the last volume sponsored, add the appropriate new sponsor information, and state the year of the change and a dash.
  Example: Sponsored by: Newaygo County 4-H Clubs, 1955-1962; Newaygo County 4-H Council, 1965-
  Example: Sponsored by: Newaygo County 4-H Clubs, 1955-1962; Newaygo County 4-H Council, 1965-2001; Newaygo County Commissioners, 2003- 

555 field

• This field identifies cumulative indexes found in the plat book.
  Example: Includes index to owners, 1960- ; index to highways & roads, 1993-
• If the new volume has the stated indexes, no editing of the field should be done.
• If the new volume does not have one of the stated indexes, the last year the index was included should be placed after the year with the dash.
• A new index should be added to the end of the field with a semi-colon separating the list of indexes. The year of the new index should be included after the name of the index.
  Example: Includes index to owners, 1960- ; index to highways & roads, 1993-
  Example: Includes index to owners, 1960- ; index to highways & roads, 1993- ; index to parks, 2003-

651 field

• There is a 651 field for each of the towns that the plat book has a map for. The list of 651 fields should be in alphabetical order by the name of the town.
• Add a 651 field when a new town or city map appears in the volume being added.
  Example: 651 2nd indicator 0 Delton (Mich.)|vMaps.

710 field

• A 710 field should be added to the record when the 550 field has been edited to reflect a new publisher. If a 710 appears on the record because the latest publisher previously published volumes, an additional field is not needed.
• Some new volumes will have additional organizations stated as major contributors of information, funding, assistance, etc. Determine the importance of the contribution and create an appropriate 710 field for the organization or group.

740 field

• Each variant title of the plat books requires two 740 fields; one field with the title of the plat book at the beginning and one field with the name of the county preceding the title.
  Example: 740 02 Triennial atlas & plat book, Barry County, Michigan.
  Example: 740 02 Barry County, Michigan, triennial atlas & plat book.

Item record fields

Itype: 199
Location: mppbc (Ingham County is the only exception and should be mppar)
Status: o
Volume field: year of the plat book
Workstats: dcaddvser(initials)

Physical volume

The volume should have the call number written on the inside front cover. 
The call number should have the year of the volume stated at the end.
The volume should be placed on the cataloging truck for labeling.

Order records

• Plat books are ordered as monographs, usually on individual records. They should be routed to Catalog Maintenance for cataloging.
• New volumes should have the order record attached to the individual monograph record moved to the collection level record and the individual record should be deleted.

Library of Michigan records

• Do not use Library of Michigan records for plat books. Always use the MSU collection level record.