Description of Graphic Materials

AACR2 Chapter 8

• The rules in this chapter cover the description of graphic materials of all kinds, whether opaque (e.g., two-dimensional art originals and reproductions, charts, photographs, technical drawings) or intended to be projected or viewed (e.g., filmstrips, radiographs, slides), and collections of such graphic materials

• Includes– Photographs– Original costume and set designs– Posters– Prints– Paintings– Drawings

Graphic Materials

• Shortly after the publication of the second edition of the Anglo-American Cataloguing Rules, the Library of Congress announced it would prepare separate manuals to deal with specialized materials that were not fully covered in the code. For graphic materials, this meant a concern for the collections of the Library's Prints and Photographs Division, custodian of some eleven million original photographs and negatives, historical prints, fine art prints, posters, drawings, and paintings on paper. Comparable collections in other institutions, including museums and archives, would benefit from an expansion of the rules, as there was no existing cataloging code addressing these materials.

Graphic Materials

• Graphic Materials: Rules for Describing Original Items and Historical Collections, complied by Elisabeth Betz Parker in 1982.

• Last revision: 2002

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Chief Source• For single items, treat as the chief source of information printed or

manuscript text provided by the creator or creating body on or with the item. When the text is not known to have been provided by the creator or creating body, use information from the following sources, in this order of preference:– a) text on or with the item provided by sources other than the creator

or creating body – b) reference sources, such as published descriptions, catalogues

raisonnés, exhibit catalogs, auction catalogs, dealers’ catalogs– c) any source, such as unpublished descriptions, including provenance

and accession records, inventories, advertisements, personal information, etc.

• In cases where the title is taken from a chief source of information other than a) above, describe the chief source in a note.

• For collections, treat as the chief source the whole collection itself, relying first on textual information on the material and its containers, then accompanying textual material, such as finding aids, provenance and accession records, then the visual content of the material itself.

Title• Title proper is transcribed from the chief source of information for

single items. If the title in the source disagrees with one or more other sources, give information about variant title(s) in varying form of title field (246).

• When no title for a single item is in the chief source, but one is transcribed from another source, enclose it in brackets and cite the source in a general 500 note

• When a label or writing on a drawing or photograph, not necessarily intended as a title, is descriptive, this information may be added by the cataloger for clarity

• When parts of the title are scattered over the item, compose the title proper based on those elements distinguished by position, typography, or size of lettering.

• When the title information is arranged decoratively, or other elements of the description (e.g., creator or publisher) are interspersed with the title information, deduce the logical sequence and then record the title in its semantic order.

Title

• Frequently theatrical posters will have scattered title elements. Deduce a logical sequence and record the titles in semantic order, preferably company name, production title, venue, date (or production title, company name, venue, date).

• When a collection of graphic items is acquired with a title specified by the donor or source, transcribe it as the title or use a suitable collective title as it appears on the collection.

Title

• If a collection of graphic items lacks a title, supply a title by which the collection is known or a title indicating the nature of the collection. For formulating titles for a collection grouped by production, devise a brief descriptive title and record it without brackets. Use a brief title of the choreographic work or performance followed by a brief description of the type of material.– Examples: – 245 00 |a Planetomania, costume and set designs for

International Ballet   – 245 00 |a Airs de ballet, performed by the San

Francisco Ballet :|b a collection of photographs

Title

• For single items with no title information in the chief source (design itself, accompanying material, etc.), devise a brief descriptive title and enclose it in brackets.

– Example:245 00 |a [Costume design for female dancer]

GMD

• LC policy is to use the GMD [graphic] when applicable to materials cataloged according to Graphic Materials: Rules for Describing Original Items and Historical Collections.

• LC does not use the following GMDs, but local option:– art original– art reproduction– chart– diorama– picture (use for posters)– slide– technical drawing– transparency

Statement of Responsibility

• Record the name of the photographer, artist or designer responsible for the graphic work in the statement of responsibility if known, as it appears on the item or accompanying material. Record statements of responsibility relating to the production depicted in the graphic work in a creation/production credits note (508 field) or a participant or performers note (511 field).– Example:245 00 |a Planetomania :|b costume and set designs

for International Ballet /|c Doris Zinkeisen.• Record the statements of responsibility in the order

in which they appear on the item, or in other sources. – Example:245 00 |a Mademoiselle Taglioni [as "Flore"] / |c

lithograph by R.J. Lane after A.E. Chalon.

Statement of Responsibility• When up top three persons or corporate bodies are responsible for the

same function, record all the names in the statement of responsibility. If, however, the number of responsible persons or bodies is more than three or some are unidentified, record the names in a note– Example:245 00 |a Nutcracker, performed by New York City Ballet / |c

photographs by Jack Mitchell, Nan Melville, and Martha Swope.

– Example:245 00 |a Latin American festivals and folk dance photographs 

– 500|a Photographs by various identified and unidentified field and news photographers including Leah Marie Boehm, Amber Cualfield, Marissa de Leon, John Franklin, and Carl Weinrothe 

– 500|a Dances depicted included the Cuando and the Pericon• Add a word or short phrase in brackets to the statement of responsibility

when the relationship between the title and the person(s) or body (bodies) named in the statement is not clear.– Example:245 00 |a Merce Cunningham, City Center / |c [poster

designed by] Jasper Johns.

Edition

• Record information regarding the "edition" of a print in a general note (500 field rather than in the 250 field.

Publication, Distribution, etc.

• Use the publication, distribution, etc. area to record information about the place, name and date of publication and/or distribution as well as printing and manufacturing activities considered important for graphic materials that have been commercially produced. For unpublished material and collections, this area consists only of the date element (260 subfield c).

• For graphic materials, a publisher may be found with prints, published photographs (i.e. postcard series, stereographs, etc.), and sometimes posters. For drawings, designs, and paintings, this area would usually consist only of the date element.

Publication, Distribution, etc.• Record the place of publication, distribution, etc. of a published

graphic item in the form in which it appears in the source. Add the name of the country, state, province, etc., if it is considered necessary for identification. When no place or probable place can be supplied, give the abbreviation "s.l." in brackets.

• When only an address, a district, or sign appears in the source, supply the name of the place of publication in English, in square brackets. Use the current, well-established English form of the name, if there is one. When supplying the place, give a justification in the note area, if necessary.– [London] : Published according to law & sold by R. Willock,

bookseller in Cornhill, & J. Boydell, engraver in Cheapside– [Paris]– (publisher statement reads: a l'enseigne de l'éléphant," the trade

sign of a Paris printer)– [London]– (publisher statement reads: "sold in St. Paul's Church yard")

Publication, Distribution, etc.

• When no publisher is named but a printer is, assume that the printer is equivalent to the publisher.

• Transcribe the name of the publisher in the full form in which it appears in the source. If publisher is unknown, supply abbreviation "s.n." in brackets.

Publication, Distribution, etc.

• Sponsor-advertisers may have a role both in the creation of the material as well as in its publication. Thus, a sponsor-advertiser may appear both in the statement of responsibility and in the publisher’s position. – Congress playing cards : crisp, flexible, luster finish,

new designs : sold by dealers / The U.S. Playing Card Co. -- [S.1.] : The U.S. Playing Card Co., c1900 (Cincinnati, U.S.A. : The U.S. Printing Co.)

– (The U.S. Playing Card Co. commissioned the poster and acted as the publisher as well)

Publication, Distribution, etc.• Give the date or span dates of commercial publication, etc. as a

year or years. Optionally, include the month and day as found on the material. Add the date of copyright following the publication date if they differ. When no date is known, supply a probable date in brackets.

• Examples:– 245 04 |a The celebrated pas des Déesses in the Ballet le jugement de

Paris / |c color lithograph by J. Bouvier from his own drawing. – 260 -- |a London : |b T. McLean,|c1846.

– 100 10 |a Schneider, Ernst.  – 245 00 |a Anna Pavlova at home :|b postcard photographs /|c

photographed by Ernst Schneider [et al.]– 260 -- |a Berlin : |b Ross Verlag, |c [ca. 1910] 

Publication, Distribution, etc.

• Give the date or span of dates of execution as a year or years. Optionally include month and day as found on the material.

• Example:– 245 00 |a International Ballet costume and set designs and

photographs – 260 -- |c 1939-1953.

• When no date is known, supply a probable date enclosed in brackets – Example:– 245 00 |a Collection of Viennese costume designs formerly in

the possession of Max Reinhardt –  260 00 |c [ca. 1890-ca. 1935]

Physical Description

• The statement of physical characteristics gives:– an indication of the extent (e.g., number of physical units);– specific material designation -- an indication of the medium or

format of the material (and in some cases both);– an indication of the material upon which the image(s) is printed

or executed (primary support ), if significant;– an indication of the material upon which the image is mounted (

secondary support ), if significant;– other details of physical description , as appropriate;– dimensions;– an indication of accompanying material .

Physical Description: Extent

• There are four ways of stating the extent: – a) Record the exact number of single items.

• 1 drawing4,945 transparencies

• 16 pictures – b) Record the approximate number of single items.

• ca. 465 prints• ca. 2,500 photographic prints

– c) Record the number of containers or volumes.• 1 portfolio• 8 albums• 65 boxes

– d) Record the linear or cubic measurement.• 56 cubic ft.• 24 linear ft.

Physical Description: Extent• When describing an item which contains a number of parts or a

group of materials and a more specific statement of extent is desirable, add the number of component parts in parentheses. When such details are numerous or complex, give them in the note area. Alternatively, provide a repeatable 300 field to describe each of the different materials

• Example:– 300 -- |a 4 albums (65 photographic prints, 2 broadsides, 3 postcards– 300 -- |a 1 portfolio (40 lithographs)  

– 245 00 |a Henri McDowell collection of photographs – 300 -- |a 300 photographic prints 

– 300 -- |a 7,000 slides 300 –– |a ca. 3,000 photonegatives ;|c 35 mm.

Specific material designation

• Chose a term from the list below for the specific material designation (SMD):– Collage– Drawing– Painting– Photomechanical reproduction– Photonegative– Photographic print– Picture– Print– Slide– Transparency

Physical Description: Other Physical Details

• Other physical details area includes information that:– describes more specifically the means by

which the image was produced

– gives an indication of color

– describes the means by which text with the image was produced

Other Physical Details: Examples

• $a 1 print : $b woodcut, with text in letterpress• $a 1 negative : $b glass, collodion • $a 1 drawing : $b silverpoint• $a 1 painting on paper : $b oil• $a 1 print : $b lithograph, color• $a 1 painting : $b watercolor• $a 155 photographic prints : $b gelatin silver,

albumen

Physical Description: Dimensions

• Generally, the statement of dimension shows the height and the width. Height is always expressed first (e.g., 44 x 56 cm. indicates that the item is 44 centimeters high and 56 centimeters wide).

• Generally, give the height and width for graphics in centimeters rounded up to the next whole centimeter (e.g., if a measurement is 37.1 centimeters, record it as 38 cm.). Use the abbreviation "cm.“

• Optionally, for single items, give the dimensions to the nearest millimeter.

Physical Description: Dimensions

• Since the size of some photographic material is standardized in the trade in inches or millimeters, the standard size may optionally be given in these cases. Use the abbreviations "in." and "mm."

• Examples:– 300 -- |a 1 drawing ;|c 15 x 18 cm.– 300 -- |a 1 photographic print ;|c 10 x 8 in. – 3 00 -- |a 1 photonegative ;|c 35 mm.

• Optionally, add inches in parentheses after the metric size, rounding off the size up to the next quarter inch. (When using the option of measuring to the nearest millimeter, give the additional size to the nearest eighth inch.)– Example:300 -- |a 1 print ;|c 20 x 25 cm. (8 x 9 æ in.)

Physical Description: Dimensions

• When an image consists of more than one sheet, measure the whole sheet (as is the case with three-sheet posters for theater advertising).– Example:300 -- |a 1 picture (3 sheets) ;|c full sheet 220 x 120

cm.• Optionally, when the sheet sizes are uniform give the individual

sheet sizes.– Example:300 -- |a 1 picture (3 sheets) ;|c each sheet 110 x 60

• For unmounted photographic prints and those not on standard mounts, generally record the dimensions of the primary support (e. g., when photographic prints have been attached by pressing). – Examples:– 300 -- |a 1 photographic print ;|c 10 x 8 in. –  300 -- |a 1 photographic print ;|c 14 x 16 cm.

Physical Description: Dimensions

• For circular shapes, give the diameter, specified as such Use the abbreviation "diam."– Examples:300 -- |a 1 print :|b mezzotint ;|c diam. image 6 cm.,

plate mark 8 x 7 cm., on sheet 24 x 17 cm.   – 300 -- |a 1 photographic print :|b Kodak bullís eye ;|c diam.

image 5 cm., on sheet 16 x 14 cm.

• For oval shapes, give the major and minor axes, specified as "oval".– Example:300 -- |a 1 print ;|c oval image 7 x 5 cm.

• When the item is in a frame of specific historical importance, the frame is considered a part of the work itself, or the work is permanently framed at the request of the creator or donor, give the dimensions of the frame separately, specified as such.– Example:300 -- |a 1 painting ;|c visible image 30 x 24 cm., in

frame 47 x 41 cm.

Picture Caption Note

• When the pictorial element of a single work with text (e.g., a poster or broadside) has a distinctive caption independent of the chosen title, give it in a note introduced by the words "Picture caption." Headings and mottoes may be similarly described with the appropriate label– Picture caption: No, Ma’am, no! I am not a damaged

article.– Motto above title: Good cards make card games

enjoyable.

Statement of Responsibility Note

• Make notes to convey the following information:• statements of responsibility not recorded in the title and

statement of responsibility area;• names of persons or corporate bodies connected with

the material if they have not already been named in the description.– Also attributed to Alexander Gardner.– Photographed, at least in part, by William H. Pennington.– Designed in apparent collaboration with...– Printed and signed by Cole Weston, son of the photographer.– Statement of responsibility taken from printed label on verso.

Statement of Responsibility Note

• Attributions and conjectures:– Make notes on attributions and cite sources, if

appropriate. Mention creators to whom the material has been attributed, in cases of doubtful origin.

• Attribution made by donor Mrs. Maud Hunt Patterson, daughter of Leavitt Hunt.

• Attribution made on the basis of the relationship of this print to Baillie's "Miss Mary Taylor & Mr. F.S. Chanfrau in the new piece called 'A glance at New York,' " for which Magee is delineator.

• Variously attributed to Mathew B. Brady and Timothy O'Sullivan.

• Possibly photographed by Edward Sheriff Curtis.• Hassan Straightshanks is the pseudonym of an unknown

artist; Major Downing is a fictitious character.

Statement of Responsibility Note

• Give the creator after whose original work the image(s) in hand has been made, if known and not part of the body of the entry

• After: Indicates a print made from another work (e.g., a drawing , painting , photographic print ), by a second artist or craftsman. – After photographic print by Mathew B. Brady.– After painting by Rembrandt.

Creation/production credits note

• If the graphic material being cataloged provides documentary evidence of the work of those responsible for the production or performance, provide a note with credits information relating to the production in the following order: choreographer, composer, librettist, scene designer, costume designer, lighting designer. The sources of information for credits are, in order of preference: item(s) itself, program from performance, reference book containing repertory, first performance note in uniform title authority record.– Example:508 -- |a Credits for [name of production]:

choreographer, Martha Graham; composer, Louis Horst; scene and costume designer, Isamu Noguchi.

Participant or performer note

• If the graphic material being cataloged documents a production or performance and cast information is not provided in the title, list dancers in order of billing on program, if known. Optionally, include role in parentheses following the name (suggested for major identifiable roles). Begin note with "Dancers:" (use first indicator 0 to suppress display constant "Cast"), followed by names of dancers performing in the work. Do not include list of entire company or corps de ballet if it is extensive, but end note with "and company members", or "and corps de ballet".– Example:511 0- |a Dancers pictured: Amanda McKerrow (Sugar

Plum Fairy); Mikhail Baryshnikov (Nutcracker) [Ö] and corps de ballet.

Date/time and place of event note

• Include a note on the date/time and/or place of creation, or capture, of the item, if such information is considered important and is not included elsewhere in the record, e.g. the title area for event-based photographs.– Example:518 -- |a Photographed during dress

rehearsal, 1975.

Summary and subject description note

• Use to provide information about the subject content of the item if that information is not evident through contents notes or another area of the catalog record. Subject description notes may be needed to justify subject added entries that provide access to the subject content of the work.

• If desired, use this note for a brief objective narrative summary of a group of images or for clarification of the content, meaning, or iconography of a single item. (The note will begin with "Subject" followed by a colon, when first indicator 1 is used.)– Examples:520 1- |a Collection consists of costume and set designs for

nine International Ballet productions, along with production photographs and portraits of several dancers. Included are the designs of Hein Heckroth, Doris Zinkeisen, William Chappell and Prince Aleksandr Shervashidze.   

–  520 1- |a Stage designs depict a Russian ghetto at the beginning of the 20th century. Included are scenes of interiors of homes, a temple, a city street, [Ö]

Biographical or historical note • Use for describing historical context of the performance or event

for which the items were produced or which they document. Indicate choreographer, librettist, composer, set and costume designer and, where appropriate, on whose work the choreographic work was based. This note field may be used for designs which do not directly represent or indicate information pertaining to a performance or production of a choreographic work. – Examples:545 -- |a Historical note: Ode was choreographed

by Leonide Massine to music by Nicholas Nabokov. The libretto was written by Boris Kochno. Costumes and decor were designed by Pavel Tchelitchew.   

– 545 -- |a Historical note: Le Spectre de la Rose was choreographed by Michel Fokine to Carl Maria von Weberís "Invitation to the Dance". Libretto was based on a poem by Théophile Gautier. Costumes and decor were designed by Léon Bakst.

Contents Notes

• Optionally, make a note of the specific contents of a published collection having titled parts. The note should begin with display constant "Contents:" (first indicator 0) or "Partial contents:" (first indicator 2). Suppress the display constant (first indicator 8) on all but the first 505 field. Add the number of cards, frames, slides, etc., when appropriate.– Examples:505 0- |a Flore--La Tirolienne--La

Bayadère--La Naiade--La Napolitaine--Marie Taglioni.   

– 505 0- |a Air and variations (6 photographs)--Alma Mater (2 photographs)--Apollo (12 photographs)--Charade (2 photographs) [Ö]

Immediate source of acquisition note

• This field contains information about the immediate source of acquisition of the described material and is used primarily with original or historical items, or other archival collections. Record how the material was acquired (i.e., gift, purchase, deposit, transfer, etc.) and the donor or source (i.e., the immediate prior custodian). Unless this information is confidential, follow the status statement with the source and date of acquisition. In addition, the donorís relationship to the material may be indicated. Add the year or years of accession (and the accession number, if desirable) to the name of the donor or source. – Examples:541 -- |c Transfer|afrom the Dinwiddy collection. – 541 -- |c Purchase, |a Classic Photographic Apparatus,|

d1977. – 541 -- |c Anonymous gift,|d1979.  – 541 -- |c Gift and purchase, |d 1903-1936.

Restrictions on access note

• When the material is not generally available to researchers, or when access and handling is restricted, make a note either simply stating the fact of this restriction or specifying the details. Optionally, introduce this note by the word "Restricted:" so as to alert the user. If the restrictions are lengthy, simply indicate that restrictions exist and refer the user to the appropriate paperwork or person.– Examples:506 -- |a Restricted: Closed to researchers

until 1999. – 506 -- |a See reference librarian.– 506 -- |a Material extremely fragile; access by

appointment only.

Finding aids note

• Make a note on any guides the repository may have to the organization and contents of a collection. If the guide has been published, make a standard bibliographic citation for it. Note also the existence of other related unpublished material, such as indexes, card catalogs, caption lists, lecture notes, and checklists, which are not actually located with the collection (use first indicator "0" to get display constant of "Finding aids:"; first indictor "8" to suppress display constant). – Examples:555 0- |a Original caption cards, arranged by

photonegative number, |b are available in the Reading Room. • For information about finding aids available

electronically, see electronic location and access field (856 field).