Cartographic Preliminary Level Bibliographic & MFHD
Overview
Preliminary bibliographic records are created for maps that are (1) on order (2) recently received or (3) not yet represented in Orbis. Preliminary bibliographic records contain standard MARC fields with appropriate content designation and sufficient information to permit the determination of a bibliographic match manually or by machine processing.
The procedures described in this document are to be followed by all staff with responsibility for creating preliminary records in Orbis for maps that are in one of the above categories.
Part 1: General procedures for preliminary level bibliographic records for maps
Part 2: Creating a new preliminary level map record
Part 3: Creating a preliminary level record in ORBIS using "standard" copy from OCLC
Part 4: Authority validation
Part 5: Creating or editing MFHDs for maps
Part 1: General Procedures for Preliminary Level Bibliographic Records for Maps
Search Orbis thoroughly before creating a preliminary level bibliographic record. If a preliminary record already exists for the map in hand, replace it with a matching full record from OCLC following the instructions in Part 3. If a preliminary record already exists but no matching copy in OCLC, check and make sure that this preliminary record contain the required data described in Part 2.
If there is a full level record in Orbis for the map in hand, accept and place the order on it.
If no record is found in Orbis for the map in hand, search and bring in a matching record from OCLC following the instructions in Part3. If no matching record is found in OCLC, create a preliminary level record for the map in hand following the instructions in Part 2.
Part 2: Creating a New Preliminary Level Map Record
Invoke the bibliographic template for cartographic materials by pressing the "New" toolbar button. Code the fixed fields as follows, using the drop-down menus:
Leader:
Type of Record: e (cartographic material [template default]).
Bibliographic level: m (monograph/item [template default]).
Encoding level Assign the value 5 (minimal level [template default]).
007:
This field is mandatory in all records. Use the map, globe, tactile material, or remote sensing image tabs as appropriate to the material being cataloged. General template for 007 in preliminary map records (a-Map):
| Specific Material Designation | j: Map |
|---|---|
| Original vs Reproduction Aspect | _: OBSOLETE |
| Color | c: Multicolored |
| Physical Medium | a: Paper |
| Type of Reproduction | n: Not applicable |
| Production/Reproduction Detail | z: Other |
| Positive/Negative Aspect | n: Not applicable |
008:
Cataloging source: d ("Other")
Type of Date/Publication status: Assign the code s for single maps (single sheet or on multiple sheets), r for facsimile reprints, or, if inferring a date for a range of dates, q.
Date 1 (Beginning date of publication) and Date 2 (Ending date of publication): Record the date(s) of publication. If there is no date of publication on the map use 200u or, for older material, 19uu.
| 260 ‡c | DATE 1 | DATE 2 | 008 Code(s) | Explanation |
|---|---|---|---|---|
| c2002. | 2002 | ____ | s | Single map, or map set issued in one year. Copyright date used in 260. |
| 1998. | 1998 | 1836 or uuuu | r | Facsimile reprint: 2nd date for original map (uuuu if date of original unknown) |
| [1572?] | 1572 | ____ | s | Probable date |
| [ca. 1742] | 1742 | ____ | s | Approximate date |
| 1998 | 1998 | 1836 or uuuu | r | Facsimile reprint: 2nd date for original map (uuuu if date of original not unknown) |
| 1945- | 1945 | 9999 | c | Multipart map set (monographic or series), if start and end date are known and differ. |
| 1996-1997. | 1996 | 1997 | q | Multipart map set (not series), if start and end date differ. |
| [200-] | 200u | ____ | q | Inferred date, decade/century known. |
| [19--] | 19uu | ____ | q | Inferred date, century known. |
Material Input Table
| 008 Position 25 code | Label | Detail |
|---|---|---|
| a | Single map | A single sheet cartographic item or multiple sheet cartographic item issued at the same time by the same publisher and meant to be used together to form a single bibliographic entity. |
| b | Map series | A number of related but physically separate and bibliographically distinct cartographic units intended by the producer(s) or issuing body(s) to form a single group. Each sheet includes sufficient detail (title, legend) to be used alone. Not used for atlas series. |
| c | Map serial | Issued in successive parts bearing numerical or chronological designations and intended to be continued indefinitely. For serially issued atlases, code e (Atlas) is used. |
| d | Globe | A 3-dimensional cartographic item. |
| e | Atlas | Includes atlas series, and serially issued atlases. |
Place of publication (not map coverage)
Assign, if known, the appropriate code from the list of MARC Codes for Countries, found in Cataloger's Desktop. Note that there are separate codes for U.S. states, Canadian provinces, and countries of the United Kingdom.
Type of cartographic material: Assign a ("Single map").
Language
Assign, if known, the appropriate code from the list of MARC Codes for Languages, found in Cataloger's Desktop.
Reminder: when beginning with a preliminary record, check fixed fields; do not assume they are correct.
034 (Coded mathematical data)
This field is mandatory in all records. Subfield a is mandatory. Subfield b is used to encode the scale given in the 255 if it is in the form of representative fraction.
040 (Cataloging source)
This field is mandatory in all records. Use standard input.
100/700, 110/710, or 111/711 (Main or added entry: Personal, Corporate or Conference Name):
If the map has three or fewer authors, record the first-named author in the appropriate 1XX field. If there is no 1XX and there is an editor, compiler, etc., record the name in field 7XX.
Search for the correct form of the heading (personal, corporate, or conference) in ORBIS and, if necessary, in LC Authorities. If a personal name or a corporate name is not represented in ORBIS or in LC Authorities, use the form of the name as found on the item (last name first for personal names unless instructed otherwise). Do not include dates even if such information is readily available on the item in hand.
If a conference name is not represented in ORBIS or LC Authorities, do not record it in field 1XX or 7XX.
Examples:
George Philip & Son, Ltd. (form as found on map; authorized form exists)
| 110 | 2 | ‡a George Philip & Son. |
G.F. Cruchley (form as found on map; not authorized, and not found in ORBIS or in LC Authorities)
| 100 | 1 | ‡a Cruchley, G. F. |
Institut géographique national (form as found on map; authorized form exists)
| 110 | 2 | ‡a Institut geographique national (France) |
Hermann Haack Geographisch-Kartographische Anstalt (form as found on map; not authorized, not found in ORBIS or in LC Authorities)
| 110 | 2 | ‡a Hermann Haack Geographisch-Kartographische Anstalt. |
Great Britain. War Office. General Staff. Topographical Service. (form as found on map; not authorized, not found in ORBIS, but used in LC Online Catalog records)
| 110 | 1 | ‡a Great Britain. ‡b War Office. ‡b General Staff. ‡b Topographical Service. |
Hans Oberdorfer, Herausgeber [i.e., editor]. (Form as found on map; authorized form exists.)
| 100 | 1 | ‡a Oberdorfer, Hans, ‡d 1846-1927. | |
| 245 | 1 | 0 | ‡a Frankreich / ‡c Hans Oberdorfer, Herausgeber. |
245 ‡a, ‡b, and ‡c (Title, other title information, and statement of responsibility) Record the title in field 245 according to the following pattern:
| 245 | 1 | 0 | ‡a Title : ‡b other title information / ‡c [3 or fewer authors]. |
| 245 | 0 | 0 | ‡a Title : ‡b other title information / ‡c [editor, compiler, etc., or no statement of responsibility]. |
Transcribe the title as it appears on the map, including an article, if present. If the title begins with an article, set the second indicator to reflect the number of characters preceding the title proper (including a space, if there is one; see the fourth example below). If the title does not begin with an article, set the second number indicator to 0 (zero).
If a map is in a cover or has a panel title, record additional title in 246 (e.g., "Maputo streets, monuments, and government offices" on the cover or panel vs. "Map of Maputo" on the map). Use ‡b for other title information (such as subtitles, parallel titles, etc.) and precede it with space-colon (#:). Transcribe the statement of responsibility in subfield ‡c, following a slash. end the field with a period.
- The order of preference for choosing a title proper for the 245 field is:
- Title located within the neat line (which encloses the details of the map) or border of the main map
- Title from the recto but outside the neat line or border of the main map
- Panel title
- Title from verso of the cartographic item
- Title from cover, container, envelope, etc.
Examples:
Title and statement on map: Atlas du Nord de la France, Institut de géographie, Université de Lille.
| 245 | 1 | 0 | ‡a Atlas du Nord de la France / ‡c Institut de gâeographie, Universitâe de Lille. |
Title on map (no statement of responsibility): France.
| 245 | 0 | 0 | ‡a La France. |
Title and statement on map: France et ses colonies, Alexandre Vuillemin grav.
| 245 | 0 | 0 | ‡a France et ses colonies / ‡c Alexandre Vuillemin grav. |
Title and statement on map: The Ordnance Survey map of Namibia, prepared by the Ordnance Survey.
| 245 | 0 | 0 | ‡a The Ordnance Survey map of Namibia / ‡c prepared by the Ordnance Survey. |
246 (Varying form of title) Rarely used in preliminary records. If the title on the map varies from the title on the card, record the title on the map in a 246, transcribing exactly as it appears.
250 (Edition statement) Record edition statements in field 250 according to the following pattern:
| 250 | ‡a Edition statement. |
1 édition
| 250 | ‡a Edition statement. |
Fifth edition
| 250 | ‡a 5th ed. |
Revised second edition
| 250 | ‡a Rev. 2nd ed. |
Zweite Auflage
| 250 | ‡a 2. Aufl. |
1 édition
| 250 | ‡a 1. éd. |
1 opplag
| 250 | ‡a 1. op. |
255 (Mathematical data) This field is mandatory in all records. Data recorded in 255 is also encoded in an 034 field. Record if present on the card in whatever form is present.
260 (Place, publisher, and date) Record the place of publication, the name of the publisher, and the date(s) of publication according to the following pattern:
| 260 | ‡a Place of publication : ‡b Name of publisher, ‡c date(s) of publication. |
If there is more than one place of publication, record the first named only. If there is no place of publication stated, use [S.l.].
If there is no publisher, omit ‡b (do not use [s.n.]). If there is no publication date, record the latest copyright date preceeded by "c."
If there is no publication date, use [200-] or, for older material, [19--] in ‡c.
Examples:
| 260 | ‡a Paris : ‡b Pneu Michelin, ‡c 2001. |
| 260 | ‡a [S.l.] : ‡b Jeremias Wolff, ‡c 1709. |
| 260 | ‡a Boston : ‡b [s.n.], ‡c 1997. |
| 260 | ‡a London : ‡b London Topographical Society, ‡c c1997. |
| 260 | ‡a London : ‡b London Topographical Society, ‡c [1997] |
| 260 | ‡a London : ‡b London Topographical Society, ‡c [19--] |
| 260 | ‡a Bern : ‡b Hallwag, ‡c [200-] |
| 260 | ‡a Chicago : ‡b Rand McNally, ‡c c1995-1997. |
300 ‡a (Extent) Record the extent of the item in field 300 as follows:
| 300 | ‡a 1 map |
Give the dimensions of both the size of the map, as measured by the neat line (which enclose the details of the map) and the size of the whole sheet on which the map is printed, rounded up to the nearest centimeter (with map in reading position). Also give folded size if map is designed to be folded (it has a panel or cover).
| 300 | ‡a 1 map ; ‡c 17 x 25 cm., on sheet 20 x 30 cm. |
| 300 | ‡a 1 map ; ‡c 51 x 75 cm., folded to 23 x 11 cm. |
830 (Series)
If a series is clearly stated, treat as a 830 #0. (490 1 is not made for preliminary records)
| 830 | ‡a Series statement ; ‡v volume number |
Example (a):
| 830 | ‡a Baxter's pathfinders ; ‡v 5237 |
| 830 | ‡a Traveller's series |
| 830 | ‡a Gousha travel publication |
| 830 | ‡a Tourismuskarten des XX. Jahrhunderts ; ‡v Nr. 56 |
Part 3: Creating an ORBIS Record Using "Standard" Copy from OCLC
If a matching record is found in OCLC, and it meets the criteria below, it is considered "standard" copy and can be used as is as a preliminary record. Do not edit any fixed fields; edit variable fields only when it is necessary in the authority validation process to correct headings to their authorized forms.
An OCLC record is considered standard only if the Encoding level (Elvl) is blank, 1, I, L, 4 or 8.
Part 4: Authority Validation
After completing the record, attempt to save it by clicking on the sailboat icon labeled "Save to DB." The authority validation window will appear. Validate all of the headings which appear on the record (name and series) according to established policy.
Part 5: Recording Information in the Orbis MFHD
As a rule of thumb, MFHDs for order records should have a location code, but the ‡h should be left blank. Records created with the book in hand should have the words "In process" in the ‡h.
In process materials (single volumes, order records):
For multi-volume sets, when there is not an acquisitions order record present for receiving, the words "In Process" must be added in ‡h.