1. INTRODUCTION
In order to provide better access to archival collections, the Woodson Research Center (WRC) and Cataloging and Metadata Services work together to provide full-level cataloging for archival collections. These records are created in Connexion and updated (added) to WorldCat and then imported into Sirsi. Typically, a provisional record already exists for each collection, so the new full-level record is overlayed on the provisional record.
WRC collections that are ready to be cataloged are recorded in an Access database file titled Woodson.mdb in the folder \\Fon-athena\group shares\WoodsonFiles\Woodson main database. This database lists the cataloging priority level for each collection: 1 (highest), 2, or 3. A link to the online EAD finding guide is listed for each collection. The catalog record is based on the information provided in the finding guide.
An example of such a collection is the Sam Houston papers. The online guide for this collection is here. The MARC record for this collection is “Sam Houston papers, 1821-1863,” OCLC # 84018945.
2. THE MARC RECORD
Title statement. The title is usually the main entry, unless the cataloger decides otherwise. The title proper is placed in the 245 subfield a. If the title does not contain a form word such as “papers,” “records,” “collection,” “diaries,” “correspondence,” etc., provide this information in a form subfield k.
Definitions of forms
- Papers - for collections of personal papers containing more than one type of material, e.g., correspondence, diaries, printed matter, photographs, etc.
- Records - for the archives of corporate bodies or groups.
- Collection - for any group of materials that was formed artificially around a person, subject, or activity and which otherwise lacks integrity and unity of provenance.
- Correspondence; Diaries; Legal materials; etc. - for collections consisting of a single form of material.
Date. Inclusive date ranges are placed in 245 subfield f. If the date range is an approximation, precede with “ca.” and place the date range in brackets. If the bulk of the collection was created in a more limited period, place this range in the subfield g. The beginning and ending dates are placed in the Date1 and Date2 fields in the fixed fields. For inclusive The Type of Date fixed field should be set to “k.”
245 00 Sam Houston papers, |f 1821-1863.
245 10 Billie Carr political papers, |f 1956-2002.
Extent of collection. The extent may be expressed in terms of cubic or linear feet or in terms of number of folders or boxes (usually used in combination with a specified number of linear or cubic feet). For linear feet or cubic feet, place the number in field 300 subfield a and the type of unit in subfield f.
For number of folders or boxes used in combination with linear or cubic footage, express the number of units in field 300 subfield a and the type of unit (e.g., boxes) in subfield f, followed by the number of linear or cubic feet in parentheses
300 __ 1 |f box originals, |a 1 |f box use copies |a (1 |f lin. ft. total)
300 __ 23 |f boxes |a (12 |f cubic ft.)
Organization. Place information about the organization of the collection in a 351 field.
351 __ The Houston letters have been arranged in 15 series which mainly represent chronological groupings. I: Early Letter and Documents, 1821-1828. II: Military Affairs, 1835-1842. III: Series III: Republic of Texas Indian Affairs, 1836-1843. IV: Relations of Texas and U.S. Government, 1842-1845. V: Colonists, 1835-1844. VI: Bills for General Houston, 1836-1859. VII: Family Letters, 1829-1863. VIII: Partially identified Sam Houston letters and fragment, 1836-1842. IX: Meeting Invitations, 1848-1855. X: General Correspondence, 1830's. XI: General Correspondence, 1840's. XII: General Correspondence, 1850's. XIII: Series XIII: Communications from Citizens' Groups regarding moving Texan seat of government, 1842. XIV: Notes, Essay, Newsclippings, Correspondence, 1842. XV: Photocopies of Family Letters, 1824-1857.
Biographical or historical data. Biographical information is placed in a 545 field.
545 __ Sam Houston was the leader of the Battle of San Jacinto which won Texan independence from Mexico, the first regularly elected president of the Republic of Texas, U.S. Senator from state of Texas, and later Governor of Texas.
Summary description. This field serves as a major source for subjects and added entries. Place information in a 520 subfield a. Both indicators should be blank.
520 __ This collection contains government letters and documents written by Sam Houston, letters to Sam Houston from other government officials, and people seeking favors, and personal materials such as letters to and from family members, and bills. Government and military correspondents include Col. James W. Fannin, James Bowie, Anson Jones, Thomas Jefferson Rusk, James A. Hamilton, Gen. Memucan Hunt, Gen. Albert S. Johnston, Cherokee Chief Bowles, Edward Burleson, Gen. George W. Terrell, John C. Calhoun, Prince Carl of Solms-Braunfels (founder of New Braunfels), U.S. Sec. of War George W. Hockley, U.S. Sec. of State Daniel Webster, U.S. Sec. of State, James Buchanan (later Pres. of U.S.), Prince Carl of Solms-Braunfels (founder of New Braunfels), and others.
Source of material. Place the name of the donor, office of origin, or other source in a 541 subfield a. Information about the method of acquisition is place in subfield c (preceding subfield a). The date of acquisition is placed in subfield d.
541 __ |c Gift; |a Charlotte Williams Darby, great-granddaughter of Houston, daughter of Franklin Weston Williams; |d 1992.
Restrictions. Place any restrictions on access in a 506 field.
506 __ This material is open for on-site research. See Woodson Research Center website for hours and information.
Use and reproduction. Place the terms governing use and reproduction in a 540 field. WRC has a standard use and reproduction policy, so this information is only included if the collection has a non-standard policy.
Citation. Place the preferred form of citation in a 524 field.
524 __ Sam Houston papers, MS 049, Woodson Research Center, Fondren Library, Rice University.
Related materials. Place information about related materials in a 580 field. This field is rarely used for WRC collections.
Subjects and other added entries. Subjects, as well as personal and corporate name added entried are included based on the contents of the collection.
600 10 Houston, Sam, |d 1793-1863 |v Correspondence.
651 _0 Texas |x Politics and government.
Genre terms. Genre terms may be added as appropriate.
655 _7 Correspondence. |2 aat
655 _7 Invitations. |2 aat
Local call number. Place the alphanumeric call number for the collection in an 099 field.
099 __ MS. 049
Online finding guide. Provide a link to the online finding guide in an 856 field. Provide the note “Finding aid available on-line at” in a subfield 3.
856 42 |3 Finding aid available on-line at |u http://library.rice.edu/collections/WRC/finding-aids/manuscripts/0049
3. COMPLETING CATALOGING
After the record is imported and overlayed, the following values are set in the Vol/Copy tab of the Sirsi record:
Call number: MS. ***
Class scheme: Alphanum
Library: Fondren
Type: Restricted
Location: WRC
Item1: Recon
Item2: Original
Current location: WRC
In the Control tab, the date cataloged well is set to “Today.”
When cataloging is completed, the Woodson.mdb file is updated to indicate the collection has been cataloged and Amanda Focke in the WRC is notified in order to review the record.