Cataloging
Introduction
Processors will also fill out a MARC record document that the Lead Archivist for Collections Management will use to create a MARC record that will be accessible in the Catalog section of Library Search (public link), the U-M Library Services Platform. This step is typically done after the finding aid has been drafted, as most of the elements in the finding aid's front matter can be copied over to, or otherwise repurposed for use in, this MARC record document.
To facilitate completing this document, the Lead Archivist for Collections Management has created a MARC cheat sheet (public link) that provides a useful reference to MARC fields and subfields, and also includes sample entries. However, neither the cheat sheet nor the guidelines on this page are intended to be an exhaustive tutorial on MARC records. For additional information about MARC records and their fields, consult the MARC Record Resources section, below.
MARC Record Resources
Getting Started
Library of Congress's MARC website (public link). Included in this site is a listing, in a Table of Contents form (public link), of the different MARC fields, subfields, etc. Each section contains substantial information on how to complete that specific field.
Authority files (approved forms of personal, family, corporate names, and topical subjects)
Library of Congress Linked Data Service (public link) (commonly found standards and vocabularies). Included in this list are Library of Congress Authorities, which can also be found on this specific website (public link).
Library of Congress Authority fields definitions (public link).
OCLC FAST (Faceted Application of Subject Terminology) (public link).
Formats (e.g., audio, visual, and/or digital formats).
Library of Congress Thesaurus for Graphic Materials (LCTGM) (public link). Use to locate subject headings for visual materials.
Art & Architecture Thesaurus (AAT) (public link). Use for genre/form subject headings.
Selecting the Right MARC Record Template
When the processor is ready to begin creating a MARC record, they will need to download a template document to be completed. Depending on the kind of material in the collection, the processor will need to use one of three different MARC record templates. If the collection contains:
Mixed materials (e.g., a collection containing a variety of formats, such as paper, photographic, digital, and/or audiovisual materials): Use the MIXED.mrk template (public link).
Exclusively sound formats (e.g., audio recordings): Use the SOUND.mrk template (public link).
Exclusively visual formats (e.g., video and audiovisual recordings, photographs, slides, posters, etc.): Use the VISUAL.mrk template (public link).
General Guidelines
As noted in the MARC cheat sheet, much of the content from the finding aid's front matter can be reused in the MARC record template. However, there are some important differences in how this information must be entered into the MARC template:
MARC fields have indicators which convey important information about their data. These indicators are numbers following field numbers, such as “100 1_” or “545 0_”. Consult the MARC cheat sheet to choose the correct indicator.
Fields are divided into subfields that designate specific kinds of information. Consult the MARC cheat sheet or any of the MARC Record Resources for more information on subfields (generally), what kinds of subfields are associated with specific fields, and what kind of information is associated with particular subfields.
If the collection contains materials in different containers, carriers, or digital locations, they can be listed in a single 300 field. In other words, if a collection contains 12.4 linear feet, 2 oversize folders, 350 GB (online), and an archived website, the MARC record would represent this information as "300 __$a 12.4 linear feet, 2 oversize folders, 350 GB (online), 1 archived website (online)".
Periods are only used between subfields to designate an administrative part of the corporate body. For example, in "610 20 $a University of Michigan. $b Department of English.," a period is used between subfields $a and $b for this reason. However, a period would not be used in "610 20 $a University of Michigan $x Students" because subfield $x is a topical (rather than administrative) subdivision.
When processing accessions to collections that already have MARC records, the processor should compare the pre-existing MARC record available in Library Search (public link) with the finding aid. This is a good way to identify and remedy inconsistencies between the finding aid and the MARC record.
If the processor wishes to add new agents or subject headings to MARC records, but doesn't have the appropriate permissions to create them in ArchivesSpace, they should add the agent or subject heading to MARC record template, and add a comment that 1.) provides a link to the term from the appropriate resource and 2.) note that it needs to be created AND added to the finding aid.
When processing accessions to collections that already have MARC records, the processor only needs to complete those fields or subfields that are being updated.
All fields in the MARC record template document should conclude with a period.