Section V, Chapter C
Cataloging WRC Collections
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.
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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.
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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 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.
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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.
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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
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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.
Prepared by: Brian E. Surratt
Last updated: September 20, 2011
Index Terms: Archival collections, WRC collections.