1. COOPERATION BETWEEN LIBRARY CATALOGING STAFF AND MUSEUM ARCHIVES
Upon completion of an archive finding aid, the archivist consults with the library staff person responsible for creating a MARC record for the finding aid to discuss what index terms will be used in both documents.
The archivist provides the library cataloger with copies of those portions of the finding aid containing biographical and historical data and any descriptions of the scope and content of the archive. The archivist also provides a list of suggested headings for the library cataloger based on appropriate terms discovered in Dadabase and the archivist’s knowledge of library cataloging.
Three types of index terms will be used.
1) Names of persons and/or corporate entities.
2) Topical terms drawn from the Library of Congress Subject Heading List.
3) Form/genre terms taken from the Art & Architecture Thesaurus (Getty Research Institute)
OR: Form/genre terms taken from other sources if lacking in AAT (e.g. RBMS Vocabularies for Use in Rare Book and Special Collections Cataloging)
The library cataloger produces a list of terms consistent with standard library cataloging practices. Once the list is created, it is presented to the archivist for further discussion and approval. The archivist finishes the finding aid, incorporating the agreed upon index terms.
After the finding aid is posted to the MoMA website, the cataloger a) copies the data from the finding aid to the MARC record in Connexion (see table below), b) updates the record to WorldCat with MoMA holdings, c) exports the record from WorldCat to Millennium. The appropriate link to the finding aid is provided in the MARC record.
2. FINDING AID TAGS MAPPED TO MARC
FINDING AID TAG
MARC TAG
Creator
1xx $a
Title
245 $a
Inclusive Dates
245 $f
Bulk Dates
245 $g
Quantity
300 $a $f $g
Abstract
520 3
Scope and Content
520 2
Arrangement
351 $a [organization] $b [arrangement]
Biographical Note
545 $a
Restrictions
506 $a
Ownership and Literary Rights
506 $a
Index Terms
6xx
Document Types
655 7 $a [aat term] $2 aat [or other] --OR--
655 0 $a [LC term] $2 lcgft
Related Material
544 $a
Preferred Citation
524 $a
Provenance
561 $a
Processing and Condition Information, also Accruals
583 $a
N/A
580 $a “Forms part of” note
N/A
773 $7 $a $b $t “Found in” link
N/A
856 42 $u [Finding aid] $z Finding aid
N/A
856 42 $u [MoMA Archive Website] $z ...
3. PREFERRED ORDER OF MARC TAGS
This ordering is subject to change and/or may be altered “in the event” with a cataloger’s judgement..
RECOMMENDATION: When cutting and pasting from the Finding aid, use Printable View.
RECOMMENDATION: When cutting and pasting large segments, break them up into multiple fields because the formatting from the Finding aid--even in Printable View--makes it difficult to cut and paste the full content into a single MARC field.
1xx
245 including: $ f [inclusive dates] $g [bulk dates]
300 First statement of extent usually expressed in terms of linear feet. Thereafter, “alternate forms of extent data are recorded in parentheses”--(quoted from MARC21)
[Example from b13636674 MoMA PS1 Archive. In the interests of clarity, we added a colon after the liner ft. extent statement and commas between $f and $g--punctuation that is not completely consistent with MARC21 but makes a reasonably understandable display]
300 313.5 linear ft.: ǂa (713 ǂf manuscript boxes , ǂg 5 in.) ǂa (1 ǂf record carton, ǂg 12 x 12 x 15 in.) ǂa (3 ǂf flat boxes, ǂg 16 x 20 in.) ǂa (1 ǂf card box, ǂg 5 x 12 in.) ǂa (9 ǂf flat files) Each parenthetical phrase is an additional “alternative form” that explains the 313.5 linear ft.
351 Organization ($a) and Arrangement ($b). This differs from standard archival usage, which accepts only the term “Arrangement.” Nonetheless, we should hold to library terminology when dealing with MARC records. Distinction should be made between organization and arrangement and appropriately coded with $a or $b. The Museum Archives has acknowledged this difference and has signed off on our usage for MARC records.
500 “Finding aid prepared by” note. Appears prominently on the Finding aid title screen. Cataloging practice in the past omitted this information. However, we should acknowledge who has put the archive together and who created access to it through the finding aid. (This note will “pop” into the top position by Millennium when the record is brought in from WorldCat because it’s the lowest numbered 5xx note in the record)
506 “Restriction on access” note. This appears farther down in the Finding aid but it’s valuable to remind library researchers about user limits before they delve deeper into the record or before they make an appointment with the Museum Archive.
520 3 “Abstract” and 520 2 “Scope and content” notes map directly from two separate entries in the Finding aid. Scope and content may be extensive. While the whole abstract should be used (it’s a shortened summary anyway), it’s not unreasonable to limit the scope and content note to the first paragraph. Add other selections deemed important.
545 “History/Biography” notes. As with the “Scope and content” 520 2 note, brevity is recommended. There are times, however, when most of the histories and bio notes need to be included. Cataloger’s judgement is required. Remember to use multiple 545 tags for ease in cutting and pasting, if needed.
561 “Ownership and custodial history” notes map from the “Provenance” notes. Again, use more than one 561 to make it easier to cut and paste.
544 “Location of other archival materials” note maps from “Related Material” tag in the Finding aid.
583 “Action” note. Maps from the “Processing and Condition Information” tag in the Finding aid, as well as from the “Accruals” tag.
524 “Preferred Citation of Described Materials” note maps from “Preferred Citation” tag in the Finding aid.
580 “Forms part of the: Museum of Modern Art. Museum Archives. Records.” This note is used in spite of duplication of information in the 773 field. 580 is a note, 773 acts as a link and appears up at the top of the display in the OPAC
773 0 $7c2pc $a Museum of Modern Art (New York, N.Y.) $b Museum
Archives. $t Records.
852 $a NNMoMA $x CONFAyyyy. To find all archives cataloged as part of this initiative, type in CONFA* as a Millennium or Dadabase keyword search. To find all archives cataloged in the year 2011, type CONFA2011. Same for later years.
856 42 $u [Finding aid URL] $z Finding aid
856 42 $u http://www.moma.org/learn/resources/archives/ $z Museum of Modern Art Archives Web Site
[For Connexion exporting, add]:
949 *recs=mbf; b2=p; bn=mmy;
949 1 ǂl mmym ǂt 8