Cataloging Field Books at the American Museum of Natural HistoryLeon Levy Foundation Grant, 2015-2016 Janine Veazue, Becca Morgan, Kendra Meyer

Table of ContentsBackground.........................................................................................................................................................................................................0

Planning...............................................................................................................................................................................................................1

Overview.........................................................................................................................................................................................................1

Deliverables....................................................................................................................................................................................................2

Scope...............................................................................................................................................................................................................3

Timeline..........................................................................................................................................................................................................3

Workflow.............................................................................................................................................................................................................4

STEP 1: Surveying...........................................................................................................................................................................................4

STEP 2: MARC Template Creation..................................................................................................................................................................6

STEP 3: Cataloging and Record Editing..........................................................................................................................................................9

Final thoughts: lessons learned in practice........................................................................................................................................................9

Addendum.........................................................................................................................................................................................................11

A. Field book cataloging field reference guide......................................................................................................................................11

B. Quick guide for field book cataloging in Connexion.........................................................................................................................24

C. Barcoding...........................................................................................................................................................................................26

Background

Field notes have long been used by scientists to document their findings as they observe, collect and study specimens in

their expeditions and research trips. Often in the form of a journal and following the organizational template laid out by Joseph

Grinnell, these documents provide rich, detailed resources which are still relevant to researchers and scientists today. As one of

most renowned natural science museums with a focus on research and education, the American Museum of Natural History

(AMNH) has amassed a sizable volume of field notes in the archival collections held in the Museum’s Special Collection and the

archives of the various scientific departments.

The National Museum of Natural History at the Smithsonian Institution (SI) has a similar legacy and collection of field

books, which have been well documented and described through the Field Book Registry and cataloging Field Book Project. SI had

been approached by the Council on Library and Information Resources (CLIR) to apply for funding for a collaborative digitization

project targeted at the field books invested across a number of institutions. AMNH was among the institutions invited to participate.

The project would leverage SI’s partnership with the Biodiversity Heritage Library (BHL), which will provide a publicly accessible

digital forum for field book research.

As a first step toward digitization, the field books needed to be thoroughly described. In 2015, AMNH was fortunate to

receive a Leon Levy Foundation cataloging grant, which has resulted in much-needed rich descriptive MARC catalog records for the

field books in the Museum collection. Not only does this help reveal the material for researchers, but the MARC records also

represent an important and necessary component in the future digitization workflow. Lastly, this grant is a wonderful opportunity

to continue the AMNH Special Collections long-term grant-based efforts to identify, inventory and describe our museum-wide

archival collections, including the vast number of field books produced through the institution’s history of exploration and

collection.

In 2011, AMNH began two projects funded by grants from CLIR and the Institute of Museum and Library Services (IMLS)

which resulted in a risk assessment survey and minimum level cataloging of archival collections in the varied science departments.

This produced a set of robust inventory spreadsheets of archival holdings through which field books in all scientific departments

have been identified. Combined, over 3000 field books have been identified, including:

565 in Ornithology

648 in the Research library

259 in Herpetology

96 in Ichthyology

1150 in Mammalogy

278 in Vertebrate Zoology

226 in Anthropology.

Some collections in the science departments are more fully organized and described than others. In many cases, call

numbers have not yet been noted on the physical collections, even though numbers have been assigned to the records. This lack of

permanent connection between the records and the collections relegates these records to a temporary status and without

permanent numbers and persistent identifiers, they cannot be added to the Library Catalog. Therefore, we have designed a

standard project workflow which is scalable to adapt to the needs of each individual department.

We have been fortunate to consult with Julia Blase and Lesley Parilla of the Smithsonian Field Book Project for guidance

on this project and in the creation of catalog records for the material. We have identified a set of data fields and hierarchy to create

a linked family of item and parent collection records in the Library Catalog. This data set and hierarchy will be adaptable to

contextualize each departmental through abundant searchable description and inter-record links. Besides exposure through the

AMNH Library Catalog, these rich records will allow the field books to be eligible for digitization and thus exposure to the public

freely on the Internet. This document provides an outline of the process undertaken to plan and execute the first phase of this

long-term project, including development of the MARC record template, the cataloging process and a reference guide for the

cataloging of field books at AMNH

Planning

OverviewThe goal of this project series is to catalog and eventually digitize the museum’s original material that records field

collection of specimens. This document describes the workflow and guidelines for the first stage: the description and preparation

of the items. It is hoped that this documentation will provide robust and adaptable tools for any future endeavors to increase the

accessibility of Archive collections and Field Books in this institution.

From the vast collection of field books at AMNH, we selected the material related to the Whitney South Sea Expedition

(WSSE) and Archbold Expeditions to be our pilot programs. Both collections present robust collections with strong research

interest. Additionally, the WSSE and many of the Archbold field books have been maintained with their associated archival

material, rather than being segregated due to their format. This makes their context much easier to identify and describe. Both

collections have also been previously processed in some degree by archival staff and volunteers, utilizing basic finding aid

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structures and descriptions. At this stage, emphasis in processing was placed primarily upon historical and biographical sketches

of the book’s creators in order to best place item/creator significance in the greater whole of their individual expeditions. These

existing finding aids have been enhanced to reflect the current arrangement of the material and support both ingest into

ArchiveSpace as well as correspond with the new MARC records. Our primary job with this Levy grant was to take the minimally

described field books and create deep, searchable, easily identifiable MARC records that would serve as metadata for a multitude of

future endeavors, including (but not limited to):

1. Digitization

2. Community-driven transcription

3. Integration with EAC-CPF records

4. Greater access for AMNH scientific staff, as well as outside researchers and institutions

5. Maintaining proper and effective source material preservation

Deliverables● Parent MARC record--use this to describe all series included in the collection (photos, unbound materials)

● Item (child) MARC records-- Bound volumes, select unbound items

● Descriptive tools including EAD finding aids and EAC-CPF authority records. These will be maintained in ArchiveSpace

and xEAC and when applicable will be linked through the catalog records.

● In addition to these publicly accessible resources, the project will produce tools for internal use during the project. These

include an initial conservation assessment of the material as well as an item level inventory of all material in the collection, including

barcodes, and therefore will be used to track its location in the lifecycle of catalog creation and then digitization. These will be

available to researchers upon request.

As can be seen, we strive to provide a multi-faceted contextualization for the material. However, the primary deliverables

for this project are MARC catalog records. The creation of these records serves many purposes. It allows us to describe the

material in its intellectual and physical context. It supports our future plans to share our digitized field materials with BHL, who

utilize an ingest tool called MACAW, which requires the records be attributed with MARC standard designations. Also, by using the

AMNH library’s bibliographic catalog we leverage the familiar public facing repository to attract that existing audience. The

addition of the field book MARC records from various departments in the AMNH library OPAC will have long-term benefits for the

entire institutional collection because user searches will populate with detailed records for published and unpublished materials

that are housed interdepartmentally. Additionally, the records will be minable through the cooperative OCLC for visibility on

Archive Grid.

Scope

Although we believe that all the material included in these collections combines to paint a rich picture of the scientific pursuits and

personal experiences of the members of their respective expeditions, we have set parameters to work within the guidelines of both

the grant and the time allowed. Therefore, we have consolidated our item level cataloging scope to include only bound field books

and select unbound material which fits the intellectual scope.

● Bound format material -- Create MARC records for the collection parent record and for items in a bound format only.

This includes items such as collector field books/diaries and ship’s logs.

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● Unbound field notes -- Create MARC records at varying levels of granularity. This collection material may include

original specimen lists and loose field notes. This generally supplemental material has or will be arranged in folders in

archival boxes. The items will be reviewed on a case-by-case basis by the team to determine the level of specificity in

record creation.

○ Factors to consider will include the research value of the material for the scientific researcher as well as

consideration of whether they are duplicates.

○ As one long-term goal of the project is to prepare the items for BHL digitization, which requires MARC records,

these selection decisions are challenging and not made lightly. We must weigh our wish to make as many

documents as possible available together in one digital repository with practical cost/benefit concerns.

○ Whether given an item level MARC record or not, each object will be thoroughly described through an inventory

as well as the finding aid, and if not digitized through the BHL project, may eventually be scanned at the local

level.

● Manuscripts -- Will be considered as part of the unbound material. Published: will not be included unless we think they

are important enough to include as a mention in the 520 field. Unpublished: will decide on a per document basis.

● Correspondence -- Will be considered as part of the unbound material. Normally we would endeavor not to include

administrative records for the expedition but in the case of the Whitney Expedition which was 20 years long, the

administrative records are sprinkled throughout, we may at times include them.

● Photographs -- Describe all collection series in the MARC parent record’s 520 field. If they were previously scanned they

potentially have their own unique ID and/or OMEKA cataloging. This is a facet of the work to be assessed later in the

project planning. At the minimum, these will be described in the finding aid for the materials.

TimelineOur primary focus is the Whitney South Seas Expedition housed in Ornithology and the Archbold Expeditions housed in

Mammalogy. If time we hope to turn our attention to the Central Asiatic Expedition Field books housed across the museum. This

could include the Roy Chapman Andrews field books held in the Library’s Rare Book cage and potentially the newly accessioned

Walter Granger field books held by Paleontology.

1 May 2015 MARC Template creation and Whitney South Sea Expedition inventory and

conservation survey

2 June MARC Template creation and Whitney South Sea Expedition records

3 July Whitney South Sea Expedition records

4 August Whitney South Sea Expedition records

5 September Whitney South Sea Expedition records

6 October Whitney South Sea Expedition records and barcoding

7 November Whitney South Sea Expedition records and final Finding aid

8 December Archbold Expedition inventory and conservation survey.

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9 January 2016 Archbold Expedition records

10 February Archbold Expedition records

11 March Archbold Expedition records

12 April Archbold Expedition records

13 May Archbold Expedition records and barcoding

14 June Archbold Expedition records and finding aid

15 July Final edits

16 August Final edits

WorkflowStep 1: Surveying the collection for possible preservation concerns

Step 2: _ Creating a co-departmentally agreed upon MARC template that serves as a guideline for efficient cataloging

Step 3: Cataloging the data based on the template, and Editing the cataloged data for inconsistencies, corrections, and possible

adaptations

Step 4: Enriching the collection description with finding aids and EAC-CPF records.

● This is a flexible, multi-level process, which lends itself well to brainstorming, edits, and alterations:

● Each stage can bend based on necessary quality control and reviewing/ reconfiguration of the data.

STEP 1: Surveying

An initial collection-level survey provides various avenues of insight into a group of items. It not only familiarizes the Archivist with

the breadth of the collection, but also its formats, its strengths, and its weaknesses. Surveys like this also provide the Archivist with

a visual memory of the individual items for improved care and processing down the line. In this particular case, an initial survey

also provided a valuable visual scope of the condition concerns that affected the field books after years of use. Problems such as

brittle pages, loose bindings, and hand-colored scientific illustrations requiring Mylar and/or acid-free interleaving were just some

of the points recorded. Survey template creation was based off previous large-scale conservation effort documentation.

Descriptions, columns, and survey steps were altered as needed to best represent the specific concerns of this collection.

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The image below is an example of a single item’s survey. The project archivist not only included fields that identified various basic

conservation concerns such as distressed edges, rolled bindings, and possible infestations, but a plethora of administrative data in

the event that the project was delayed, put on hold, or required future follow-up. In addition to an online spreadsheet, an identical

physical sheet was paired with the shelved item for future reference, identification, and back-up, in case the digital information was

misplaced or unavailable. These paper inserts also served as quick reference for the conservator, providing an outline to the

problematic concerns of the item at hand.

Once each field book was surveyed, each item’s issues were transferred to a master sheet which gave a concise overview of the

collection's conservation concerns. Initially created as quick-reference tool for the conservator, this kind of collected data also

sheds light on the pressing need for future digitization grants to maintain proper material stability. As we mentioned before, this is

a cross-departmental endeavor: the main research library providing the labor and the individual discipline departments provided

the storage and researcher guidance. We are very grateful for the enthusiastic cooperation of these departments and their staff, and

every step in this process is geared towards creating better relationships through better cared-for collections.

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By the end of this project, surveys such as this one will aid not only the conservator, but also the scientific department heads. With

the addition of item-level description, departments will have rich inventory deliverables that outline:

1. The physical quality of the items

2. The collections in robust detail

3. A highlighted list of items that were given MARC records as well as those which are in the queue for digitization

STEP 2: MARC Template Creation

The specimens and species data retrieved by the Whitney South Seas Expedition and the Archbold expeditions have formed the

cornerstones of world-wide scientific study for the museum. Akin to the groundbreaking work done by the Smithsonian Institution

Field Book Project, we believe that this first step of cataloging will facilitate an ongoing initiative to locate, identify, and catalog

other research-rich field books throughout other AMNH science departments.

In order to accurately describe these field books for optimum visibility and value, we first identified the core descriptive

components that each item’s OCLC record should include. These baseline standards were derived from our understanding and

familiarity with Describing Archives: a Content Standard (DACS). According to DACS, a minimum record must include the following

components:

· Reference Code Element (2.1) i.e., Call number

· Name and Location of Repository Element (2.2)

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· Title Element (2.3)

· Date Element (2.4)

· Extent Element (2.5)

· Name of Creator(s) Element (2.6)

· Scope and Content Element (3.1)

· Conditions Governing Access Element (4.1)

· Language and Scripts of the Material Element (4.5)

As mentioned before, our decision to create original MARC records for these archival items was one that best facilitated integration

with our current holdings (and the accepted ingest formats) of the Biodiversity Heritage Library (BHL). By linking Collection Level

(Parent) records with our Item Level (Children) records, we hope to provide access to these holdings through both direct and

serendipitous discovery.

Due to interest in interdepartmental collaboration and varying levels in MARC proficiency, a simple plain language template was

first created to maintain quality, consistency, and accuracy in cataloging. This template provided a backbone to the rudimentary

requirements of our already existing institutional cataloging. It’s creation also provided a stable jumping off point for further

adaptation and additions. These first steps included, but were not limited to:

● Research of minimal DACS-sanctioned record components and understanding of direct parallels to field books (as

previously mentioned)

● Creative collaboration between Head Library Cataloger and Project Team of initial template structure and components

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Pictured on the previous page is our basic first draft. It mainly reflects our archival needs only, without the detailed additions that

much of MARC cataloging includes. Using this rough template, we flushed out the need for several additional fields (as well as more

detailed, MARC indicator and subfield edits to existing fields) in order to satisfy the breadth of information we desired to capture

for each item. It was imperative that with each template edit, we expanded our view of the project, anticipating any possible future

metadata requirements that may assist both future field book project archivists and the vast array of potential researchers.

The updated template pictured above is the robust, rich final version used for the remainder of the cataloging. We came to the

conclusion that this set of fields (with a few variations and subtractions) best represents not only the item itself, but its relationship

to the collection, its parent department, the museum, and potential needs of researchers.

Each aspect must be taken into account, for although these items are quite unique, they are but a small percentage of the larger

field book collections throughout the museum, both historical and contemporary. Creating these avenues for easy and intuitive

access now, facilitates both research and expedition preparation as sites are visited and revisited for biodiversity study.

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STEP 3: Cataloging and Record EditingMost original cataloging was done on-site in the departments where the items were housed. This required significant pre-

preparation on the part of template creation, workflow, and documentation, in order for the cataloging to proceed as smoothly as

possible.

All items were cataloged individually. On the further recommendation of our Head Cataloger, some volumes with the same creator

and in the same series were consolidated into one single record. MARC fields such as 245, 300, 505, 520, and 583 were altered to

reflect each volume in the series. If/when the items are digitized, unique identifiers that match the scanned images will all refer to

the single, unified record via OPAC urls.

After original cataloging is complete, item records were transferred to a local staging area on Connexion, where multiple tier

editing took place. This process level remained the most ambiguous and time consuming. Since the collections were not allowed to

be moved to a communal location, cooperative, interdepartmental editing was completed with significant one-on-one discussions

as well as photographic aids of the materials in question. Trips were also taken by various team members to view particular items

in their specific museum departments.

In order to provide the most comprehensive and efficient cataloging edits, a 4-tier system was put into place:

1. Cataloger creates an original record for each item based on the final template schema.

2. Supervisor provides preliminary edits, which includes questions for further cataloging.

3. Cataloger corrects necessary edits and discusses/ brainstorms solutions with supervisor.

4. Cataloger sends final version to Head Library Cataloger for final edits and discussion for future records. The record is then

updated and exported into the institutional OPAC.

It is our hope that this process will eventually evolve into a more streamlined endeavor. Although each field book or loose

collection of field notes may require individual care and description, their placement in the larger project vision (and future

projects) remains the same. By stumbling through this initial phase of trial, error, and parameter establishment, we hope to

provide a more efficient system of information capture for future archivists and their projects.

Final thoughts: lessons learned in practice1. 4-tier catalog editing system: Coordinating and tracking the review process was critical. Mary LeCroy of the Department

of Ornithology kindly agreed to act as a reviewer, particularly of narrative content and biographical data, adding a fifth

step to the process. Additionally, because of the sheer volume of material and added experience, the item level review of

every record by the project supervisor was abandoned in favor of ‘as needed’ record-specific queries, and regular

meetings about higher-level decisions and template finetuning.

2. Process: The scientific departments have varying levels of internet readiness in the spaces where we worked. For that

reason, and more importantly, to optimize the time spent on site (in the field?) an alternative workflow I found useful was

to

a. take notes on the records on site using the template as a guideline and save locally

b. write the record afterwards in Word and save copy to a Master list on the network

c. copy and paste record into Connexion.

3. Research: It is fruitful to do some preliminary research or review of existing finding aids and EAC records of the

expeditions to familiarize yourself with the locations, names and activities in order to create a more robust record.

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4. Scope: With time, the issue of bound or unbound became less relevant than the content of the material. In the Archbold

records, there were a healthy number of unbound but ‘in-scope’ notes, as many sections of these notes had been typed in

the field and posted back to the Museum in batches. Additionally, correspondence became a lesser issue with the

Archbold material, because of the preexisting arrangement of the records, which almost exclusively separated

correspondence from field work. We also spent much time debating and executing “supplemental” records in an attempt

to capture and record all the extra material in the Whitney records, such as the correspondence, manuscripts, copies of

drafts, etc. This was ultimately abandoned, as the finding aid and parent record will lead the researcher to the material if

necessary. However, it seems an excellent example of the fundamental challenge in merging archival work with standard

cataloging structure and practice.

5. Awareness of the user experience: Once records were uploaded to the Library’s catalog, it became practice to review and

check for inconsistencies or problems. This led to some discoveries and improvements which we are currently working

on, including a way to group all the field notes by type into a clickable list, as well as cross-referencing locations to help

searching.

6. Retrievability: To make this template and workflow most meaningful for future use in archival cataloging at AMNH, we

added a leader fixed field 08 Type of Control: a, which indicates “Material is described according to archival descriptive

rules, which focus on the contextual relationships between items and on their provenance rather than on bibliographic

detail.” (https://www.loc.gov/marc/bibliographic/bdleader.html)

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Addendum

A. Field book cataloging field reference guide

Header Guidelines[items highlighted in grey are computer generated/inconsequential to this project]

ABBREVIATION TRANSLATION INPUT

Rec stat Record Status n [monograph/item]

Type Type of Record t [Manuscript language material]

BLvl Bibliographic Level m [Monographic component part]

Desc Descriptive Cataloging Form a [AACR2]

ELvl Encoding Level I (capital i) [full level]

Form Form of Item ___ [None of the following]

Cont Nature of Contents N/A

Ills Illustrations ___ [no illustrations]a [illustrations]b [maps]o [photographs]

Srce Cataloging Source d [Other]

Conf Conference Publication 0

Gpub Government Publication N/A

Fest Festschrift 0

Audn Target Audience N/A

Biog Biography N/A

LitF Literary Form 0

Dtst Type of Date/Publication Status

s [Single date]m [multiple dates (date span)]q [questionable dates]

Crtl Type of Control a [Archival—material is described according to archival descriptive rules] http://www.loc.gov/marc/bibliographic/bdleader.html

MRec Modified Record N/A

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Indx Index 0 [no index]1 [index present]

Dates Date 1 and Date 2 [enter in the beginning & end dates] (only if there is a date span. if single date, leave blank.)

Lang Language Code eng [English]

Ctry Country of Publication, etc. xx_ [use only for published works]

Field-by-field guideline(R) = repeatable, (NR) = non-repeatable

DATA FIELDS

040 Cataloging Source (NR) Page

043 043 Geographic Area Code (NR) Page

099 *Call Number (NR) Page

100 *Author (NR) Page

245 *Title (NR) Page

246 Varying Form of Title (R) Page

260 Publication, Distribution, etc. Page

300 *Physical Description (R) Page

500 General notes (R) Page

505 Formatted Contents Note (R) Page

506 Access Restrictions and Departmental Contacts (NR) Page

520 *Intellectual Summary (R) Page

530 Additional Physical Form Available Note (R) Page

545 Brief Biographical Sketch (NR) Page

546 Subject Added Entry–Personal Name (R) Page

555 Cumulative Index/Finding aids Note (R) Page

561 Ownership/ Custodial History (R) Page

583 Action note (R) Page

600 Subject Added Entry–Personal Name (R) Page

610 Vessel (NR) Page

611 Expedition Name Page

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650 *Subject—Topical Name (R) Page

651 *Subject Added Entry–Geographical Term (R) Page

655 Index Term–Genre/Form (R) Page

690 Local Subject Added Entry–Topical Term (R) Page

710 Repository Page

711 Expedition Name [if creator] Page

787 Other Relationship Entry Page

856 Electronic Location and Access (R) Page

949 *Local Processing Information (R) Page

Cataloging source040 Cataloging source (NR)

REQUIRED

General definition: OCLC symbol or Marc organization code for the institution providing the original catalog record.

Field Book Project relevance: AMNH code is YAMM. Note that once exported, this gets automatically updated when records are edited.ExamplesYAMM

MARC indicators1st Indicator: blank2nd Indicator: blankMARC subfields$a Original cataloging agency (NR)$b Language of record (NR)$c Transcribing agency (NR)MARC Examples040 __ $aYAM $b eng $c YAM

Geographic Area Code043 Geographic Area code (NR)

REQUIRED

General definition: Provides the Geographic area code which aids in searchability..

Field Book Project relevance: Use codes from the MARC Codelist for Geographic Areas (http://www.loc.gov/marc/geoareas/)that correspond to the locations identified in the 651 fields. These are repeatable as some notes cover more than one location.Examplesa-pp---

MARC indicators1st Indicator: blank2nd Indicator: blankMARC subfields:Use separate subfield a for each code and use dashes to fill 7 places.$a code (NR)MARC Examples099 __ $a a-pp---099 __ $a a-pp--- $a u-at-qn

Call Number099 Local Free-Text Call Number (NR)

REQUIRED

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General definition: Call number assigned to collection.

Field Book Project relevance: Use already existing departmental processed collection number. If this is not available, ask for assistance.ExamplesArchives .Orn60

MARC indicators1st Indicator: blank2nd Indicator: blankMARC subfields$a Classification Number (NR)MARC Examples099 __ $aArchives$a.Orn60

Creator: Personal Name100 Main Entry – Personal Name (NR)

REQUIRED – main entry can be 100, 110, 111, or Title (as main entry)

General definition: Person responsible for the creation of the item.

Field Book Project relevance: Use LoC Authorities for authoritative forms of the name. If there is no LoC Authority available, consult the AMNH OPAC for possible institutional authority forms.

ExamplesRichmond, Charles Wallace, 1868-1932.

MARC indicators1st Indicator: 0=Forename, 1=Surname, 3=Family Name2nd Indicator: blankMARC subfields$a Personal name (NR)$b Numeration (NR)$c Titles and other words associated with the name (R)$d Dates associated with a name (NR)$e Relator term/Role (R)$q Fuller form of name (NR)MARC Examples100 1_ Richmond, Charles Wallace $d 1868-1932.

Title statement245 Title Statement (NR)

REQUIRED

General definition: Title and statement of responsibility. For archival material this can be the title by which the item is known..

Field Book Project relevance: Utilize all titles that exist. If no title information is present, use brackets to enclose a devised title. For guidance in creating titles, see DACS 2.3.ExamplesLoyalty Islands Log 1937-1938 / Lindsay Macmillan.

MARC indicators1st Indicator: 1=added entry.2nd Indicator: number of non-filing characters.MARC subfields$a title (NR)$b remainder of title (NR)$f inclusive dates (NR)$c statement of responsibility (NR)MARC Examples099 __Loyalty Islands Log f 1937-1938 / c Lindsay ǂ ǂMacmillan.

Varying Form of Title246 Varying Form of Title (R)

OPTIONAL

General definition: Use for truncated DACS-compliant titles that are located on the spines of bound volumes.

MARC indicators1st Indicator: 2=No note no added entry

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Field Book Project relevance: Use Varying Form of Title for collections with names that differ from the title page. This is not a stand-alone title. If there is no title page, spine title can be used with the 245 Title Statement.

Examples

General notes on South pacific groups, I / C. W. Richmond 1920-1923.

2nd Indicator: 3=Other titleMARC subfields$a Title statement (NR)MARC Examples246 1 8 $a General notes on South Pacific groups, $n I, $p 1920-1923.

Associated Dates260 Publication, Distribution, Etc. (Imprint) (R)

REQUIRED

General definition: Dates assigned to the item.

Field Book Project relevance: Since the field books are not published, this field represents the span of each book’s creation as shown by title page or spine title. The dates included in this field correspond to the dates covered in each item. Dates are harvested from the title page (when applicable). When no date is apparent on title page, or if date is only on spine, dates are listed in brackets. If a date is listed in the 245 subfield $f, the 260 field is not required.Examples1923between 1923 and 1930

MARC indicators1st Indicator: blank2nd Indicator: blankMARC subfields$c Date of Publication, distribution, etc. (R)MARC Examples260 __ $c1923260 __ $c[between 1923 and 1930].

Physical Description300 Physical Description (R)

REQUIRED

General definition: Record item quantity. Calculate height to the nearest centimeter. Round measurement up when applicable. If necessary, note illustrations and types.

Field Book Project relevance:leaves: text, illustrations, etc. printed on ONE SIDE OF THE PAPER ONLYpages: text, illustrations, etc. printed on BOTH SIDES OF THE PAPER

Examples

For single volumes:177 pages: illustrations (chiefly color) ; 30 cm

MARC indicators1st Indicator: blank2nd Indicator: blankMARC subfields$a Extent (R)$b Other physical details (NR)$c Dimension (NR)$f Type of unit (R)$g Size of unit (R)$3 Materials specified (NR)MARC Examples300 __ $a 177 pages:$b illustrations (chiefly color) ; $c 30 cm.

300 __ $a 2 volumes (171, 282 leaves) ; $c 30 cm.

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For multiple volumes with the same title:2 volumes (171, 282 leaves) ; 30 cm

Notes500 General Note (R)

OPTIONAL

General definition: General notes. Includes such non-quantifiable physical descriptions as photographs, maps, brochures, as well as other descriptors relating to format.

Field Book Project relevance: Use this field to indicate physical formats that cannot be quantified, and unprocessed collections among other general notes. Also use the Notes field to record call numbers that have significance to the collection. This number can help identify the collection in additional inventories. Historical numbers may have been used in citations or previous numbers used may reference supporting documentation in the Library, therefore important to document. For terms that cannot be found in a standard thesaurus, please specify in the summary or notes field. Do not list formats that cannot be enumerated. See MARC 500, General Notes, for gathering information that states the inclusion of various formats.

ExamplesTypescript (carbon copy)

Bound Volume.

MARC indicators1st Indicator: blank2nd Indicator: blankMARC subfields$a General note (NR)$3 Materials specified (NR)MARC Examples500 _ _ Typescript (carbon copy)500 _ _ Bound volume.

Material descriptions should be taken from a standard thesaurus. Below is a short list of formats from the Getty Art & Architecture Thesaurus (http://www.getty.edu/research/tools/vocabularies/aat/ ). Using the LoC Thesaurus for Graphic Materials (http://www.loc.gov/pictures/collection/tgm/) is also allowed.

Formatted Contents Note505 Formatted Contents Note (R)

REQUIRED

General definition: Contents notes contain the titles of separate works or parts of an item. They may also include statements of responsibility associated with the works or parts. Volume numbers and other sequential designations are included in a contents note, but chapter numbers are omitted.

Field Book Project relevance: This is not commonly necessary with this material. Used primarily when dealing with multiple volumes with the same title. Instead of separating out each description (as with the 520 note), the information in this field can be listed all in one line.Examples

MARC indicators1st Indicator: 0=Contents2nd Indicator: blankMARC subfields$a Formatted contents note (NR)$g Miscellaneous information (R)MARC Examples505 0 _ v. 1. 1920- 1923 -- v. 2. 1924- 1926.

505 0 _ v. 1. Solomon Islands, May 1929-November 1930 -- v. 2. Caroline Islands, November 1930-February 1932 -- v. 3. New Britain, Bismarck Archipelago, February 1932-October 1933 -- v. 4. Admiralty Islands and others, October 1933-April 1935.

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v. 1. 1920- 1923 -- v. 2. 1924- 1926.

v. 1. Solomon Islands, May 1929-November 1930 -- v. 2. Caroline Islands, November 1930-February 1932 -- v. 3. New Britain, Bismark Archipelago, February 1932-October 1933 -- v. 4. Admiralty Islands and others, October 1933-April 1935.

Restrictions on Access Note506 Restrictions on Access Note (R)

REQUIRED

General definition: Globally populated with information from the department.

Field Book Project relevance: Different AMNH Department archives may have specific restrictions. The examples above reflects the final cooperative decision between the main Research Library, AMNH Department of Ornithology, and AMNH Department of Mammalogy.Examples

Restricted; for access, please contact libref@amnh.org.

MARC indicators1st Indicator: blank=Undefined, 0=No restrictions, 1=Restrictions apply2nd Indicator: blankMARC subfields$a Terms governing access (NR)MARC Examples506 _ _ Restricted; for access, please contact libref@amnh.org.

Summary520 Summary, Etc. (R)

REQUIRED

General definition: General, intellectual, descriptive summary of item. What general topics are included in this field book? Where are some of the locales? Summary may be taken both from the contents page (when applicable) and a liberal skim of the pages themselves. Use complete sentences.

Field Book Project relevance: When dealing with multiple volumes with the same name, utilize this repeatable field to describe each volume separately. Though not required in standard MARC record, it is one of our required minimal level cataloging elements. Rich description in this field will avoid superfluous multiple 650 and 651 field repeaters. When little can be gleaned from the text itself, include place and person names, dates, etc. to enrich the field.

Examples

MARC indicators1st Indicator: 2=Scope and content, 3=Abstract2nd Indicator: UndefinedMARC subfields$a Summary, etc (R)$b Expansion of summary note (NR)MARC Examples520 _ _ Includes General Notes, Lists of Birds, and Lists of Islands for the following groups: Society, Tuamotu, Marquesas, Line, Caroline Atoll, etc., Hervey (or Cook), and Samoa. Also included is similar information on Rapa (and the Vicinity), Islands East and Northeast of Samoa, and Clues to the Identity of South Pacific Birds.

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Includes General Notes, Lists of Birds, and Lists of Islands for the following groups: Society, Tuamotu, Marquesas, Line, Caroline Atoll, etc., Hervey (or Cook), and Samoa. Also included is similar information on Rapa (and the Vicinity), Islands East and Northeast of Samoa, and Clues to the Identity of South Pacific Birds.

Physical or Digital Availability Note530 Additional Physical Form Available Note (R)

OPTIONAL

General definition: In Action Note field, describes whether the item is available in another format, either physical or digital.

Field Book Project relevance: For now, we are NOT including this field at point of cataloging. Once proper URLs/URIs are established, we will add this field back into the MARC record.Examples

Also available online.

MARC indicators1st Indicator: Leave blank2nd Indicator: blankMARC subfields

MARC Examples530 __ Also available online.

Biographical or Historical Note545 Biographical or Historical Data (R)

OPTIONAL

General definition: A note with biographical information about an individual or historical information about an institution or event used as the main entry. This should be used mainly for information unrelated to the expedition which is the subject of the record.

Field Book Project relevance: Please refer to already-existing EAC-CPF Hidden Collections Project expedition files and OPAC authorities where available.

Example

Beck was the leader of field research for WSSE. During Beck’s lifetime, he was considered the foremost ornithologist in the field. He was renowned for his ability to quickly stuff and prepare a bird for mounting. He had traveled on the AMNH Brewster-Sanford Expedition (1912-1917) before joining WSSE. He acted as expedition leader for all eight years that he was a member of WSSE.

MARC indicators1st Indicator: blank2nd indicator: blankMARC subfields

MARC Examples545 _ _ Beck was the leader of field research for WSSE. During Beck’s lifetime, he was considered the foremost ornithologist in the field. He was renowned for his ability to quickly stuff and prepare studyskins of birds. He had traveled on the AMNH Brewster-Sanford Expedition (1912-1917) before joining WSSE. He acted as expedition leader for all eight years that he was a member of WSSE.

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Additional Languages Note546 Language Note (R)

OPTIONAL

General definition: Used only when there are additional languages present in the material.

Field Book Project relevance: Few foreign languages present.Examples

newspaper clipping in french

MARC indicators1st Indicator: blank2nd Indicator: blankMARC subfields$3 Materials specified (NR)$a Language note (NR)MARC Examples546 _ _ $3 newspaper clipping $a French

Finding Aid Note555 Cumulative Index/Finding Aids Note (R)

REQUIRED

General definition: Denotes whether or not there is a finding aid available for this collection.

Field Book Project relevance: This field will ultimately be replaced with an active link to the finding aid in ASpace.[ u http://linktothefindingaidinASPACE ]ǂExamples

Finding aid available for the American Museum of Natural History Whitney South Sea Expedition Collection.

Finding aid not available for this collection.

MARC indicators1st Indicator: blank2nd Indicator: blankMARC subfields

MARC Examples555 _ _ Finding aid available for the American Museum of Natural History Whitney South Sea Expedition Collection.

Finding Aid Note561 Ownership and Custodial History (R)

REQUIRED

General definition: A note about the ownership and custodial history of the described materials from the time of their creation to the time of their accession.

Field Book Project relevance: This field is being utilized in order to communicate both to the public AND to the associates in other departments of the physical departmental collection ownership.Example

Part of the AMNH Ornithology Archives.

MARC indicators1st Indicator: 1= Not private2nd Indicator: blankMARC subfields

MARC Examples561 1 _ Part of the AMNH Ornithology Archives.

Condition (including Action Note)

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583 Action Note (R)

OPTIONAL

General definition: In Action Note field, describe conservation issues and/or preservation actions.

Field Book Project relevance: Risk Assessment Note. In general, we are not tasked with rehousing or taking action when gathering this data. However, if you think you have a nitrate negative on your hands, please notify your supervisor immediately. The Library has cold storage for them and they should be removed from the collection with a separation sheet. A preliminary conservation survey has been done on these volumes and field books. As of May 2015 plans of action await an additional survey overview by Barbara Rhodes.

ExamplesAction Note: floor plans housed in a cardboard box, could be placed in archival boxes; oversize blueprints are folded; manuscript box needs a spacer, papers caving

MARC indicators1st Indicator: Leave blank2nd Indicator: blankMARC subfields$c Time/date of action (R) -- YYYYMMDD$l Status (R)$i actions takenMARC Examples583 __ reviewed $c 20110519 $l floor plans housed in cardboard box, could be placed In archival boxes; $l oversize blueprints are folded; $l manuscript box needs a spacer, papers caving

Subject: Personal Name600 Subject Added Entry–Personal Name (R)

OPTIONAL

General definition: Person identified as a subject of the collection.

Field Book Project relevance: Please refer to format used for 100 field.ExamplesBeck, Rollo Howard, 1870-1950.

MARC indicators1st Indicator: 0=Forename, 1=Surname, 3=Family Name2nd Indicator: 0=Library of Congress subject headingMARC subfields$a Personal name (NR)$b Numeration (NR)$c Titles and other words associated with the name (R)$d Dates associated with a name (NR)$e Relator term/Role (R)$q Fuller form of name (NR)MARC Examples600 1 0 Beck, Rollo Howard. $d 1870-1950. $z Travel $z Polynesia.

Subject: Corporate Name610 Subject Added Entry–Corporate Name (R)

OPTIONAL

General definition: Organization identified as a subject of the collection.

Field Book Project relevance: Vessels, such as the schooner used in the WSSE (the France) can also be

MARC indicators1st Indicator: 1=Jurisdiction, 2=Name in direct order2nd Indicator: 0=Library of Congress subject headingMARC subfields$a Organization name (NR)

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used.ExamplesFrance (Schooner)

$b Subordinate unit (R)MARC Examples610 20 France (Schooner)

Subject: Meeting Name611 Subject Added Entry–Meeting Name (R)

OPTIONAL

General definition: Expedition or event identified as a subject of the collection.

Field Book Project relevance: List people, corporations, or expeditions in which the collection is about. It is not incorrect to repeat the creator of the collection as the subject. Use LoC Name Authorities.ExamplesWhitney South Sea Expedition of the American Museum of Natural History (1920-1941)

MARC indicators1st Indicator: 2=Expedition name2nd Indicator: 0=LoC subject headingMARC subfields$a Meeting name (NR)$c Location of meeting (NR)$d Date of meeting (R)$e Name of a subordinate unit entered under meeting name (R)$q Name of meeting following jurisdiction name entry element (R)MARC Examples611 20 Whitney South Sea Expedition of the American Museum of Natural History $d (1920-1941)

Subject: Topical Term650 Subject Added Entry–Topical Term (R)

OPTIONAL

General definition: A topical subject used as a subject added entry. Subject added entries are assigned to a bibliographic record to provide access according to established subject cataloging principles and guidelines.

Field Book Project relevance: Leverage possible disciplines associated with the item to further searchable access.ExamplesOrnithologyHerpetologyMammalogy

MARC indicators1st Indicator: 0= No level specified2nd Indicator: 0=LoC subject headingMARC subfields$a Topical term or geographic name as entry element (NR)

MARC Examples650 0 0 Ornithology650 0 0 Herpetology650 0 0 Mammalogy

Subject: Geographic Name651 Subject Added Entry–Geographic Name (R)

OPTIONAL

General definition: A geographic name used as a subject added entry. Subject added entries are assigned to a bibliographic record to provide access according to established subject cataloging principles and guidelines.

Field Book Project relevance: Use the Library catalog

MARC indicators1st Indicator: blank2nd Indicator: 0=Library of Congress subject heading, 4=Source not specifiedMARC subfields$a Geographic Name (R)$v Form subdivision (R)

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(http://libcat.amnh.org/) and LoC authorities (http://authorities.loc.gov/) for the correct form of geographic terms. Geographic terms can be further subdivided to describe the contents in more detail. Leverage the 500 field for specific locations listed in the text, including historic names that have changed with the current name in parens following.In the 600 fields Diana has folks follow a rule of 3. List 3 places and if there are more choose a more general level of description. This would be the current name for these places.ExamplesCanada.Connecticut--Guidebooks.

$x General subdivision (R)$z Geographic Subdivision (R)MARC Examples651 _0 $a Canada.651 _0 $a Connecticut $v Guidebooks.

Index Term–Genre/Form (R)655 Index Term–Genre/Form (R)

OPTIONAL

General definition: A term indicating the form, genre, and/or physical characteristics of the materials being described.

Field Book Project relevance: Use the Getty Art & Architecture thesaurus or subject terms in the AMNH Library OPAC. Utilizing these facets effectively increase search access.Examples

Field notesBrochuresTopographical mapsNewspaper clippings

MARC indicators1st Indicator: blank2nd Indicator: 0=Library of Congress subject heading; 7=Source is specified in subfield ‡2;MARC subfields$2 Source of term (NR)

MARC Examples655 _7 Field notes $2 aat655 _7 Brochures $2 aat655 _7 Topographical maps $2 aat655 _7 Newspaper clippings $2 aat

Subject: Local Topical Term690 Local Subject Added Entry–Topical Term (R)

OPTIONAL

General definition: Use for keywords. Some may be LCSH but not expressed in a hierarchical string.

Field Book Project relevance: Local topical terms may be determined by review of supervisors and Head Cataloger, Diana Shih. This field is added (if needed) by the Project Archivists during the preparation stage. For the field books in Ornithology, we are utilizing this field for purposes of recording the original/historical call number given to the typescript field books.Examples

59.82(9)

MARC indicators1st Indicator: Level of subject (leave undefined)2nd Indicator: Leave undefinedMARC subfields$a Uncontrolled term (R)MARC Examples690 __ 59.82(9)

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Contributor: Corporate Name710 Added Entry–Corporate Name (R)

OPTIONAL

General definition: Use for organizations identified as co-creators or contributors to the collection.

Field Book Project relevance: Serves as hierarchical collection level.

ExamplesAmerican Museum of Natural History.Whitney South Sea Expedition of the American Museum of Natural History Collection (1920-1941)

MARC indicators1st Indicator: 1=Jurisdiction, 2=Name in direct order2nd Indicator: 2=Analytical entryMARC subfields$a Organization name (NR)

MARC Examples710 2_ American Museum of Natural History.710 2_ Whitney South Sea Expedition of the American Museum of Natural History Field Book Collection

Expedition Name (if creator)711 Added Entry–Meeting Name (R)

OPTIONAL

General definition: Use for expeditions or events identified as contributing entities to the collection.

Field Book Project relevance: This is a repeating field to also identify the Field Book Project. Dates are placed in parentheses.Examples

Whitney South Sea Expedition of the American Museum of Natural History, 1920-1941

American Museum of Natural History Field Book Project, 2015

MARC indicators1st Indicator: 2=Name in direct order2nd Indicator: 2=Analytical entryMARC subfields$a Meeting name (NR)$c Location of meeting (NR)$d Date of meeting (R)$t Title of a work (NR)

MARC Examples711 2_ $t Whitney South Sea Expedition of the American Museum of Natural History $d (1920-1941)

711 2_ American Museum of Natural History Field Book Project $d (2015)

Location856 Electronic Location and Access (R)

REQUIRED

General definition: The information required to locate and access electronic resources, including online resources.

Field Book Project relevance: In our case, the url will link back to the parent record. [Although this field is present in the master template, we are eliminating it from the MARC records until a suitable parent record URI is created. (as per Diana Shih)]Examples

MARC indicators1st Indicator: 4 HTTP (Hypertext Transfer Protocol)2nd Indicator: 2 Related resourceMARC subfields$u Uniform Resource Identifier (R)MARC Examples856 4 2 $u [applicable url]

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http://www.amnh.org/lsjdhfoiufvgljdfhgd

Processing Information949 Local Processing Information (R)

REQUIRED

General definition: Globally populated: a string of code to identify local holdings.

Field Book Project relevance: This will change slightly depending on scientific department. The code may differ from one AMNH Department location to another. Consult with Diana Shih.Code*ov=.b;bn=ornit;i=barcode/loc=ornit/ty=0/v=;

MARC indicators locally defined1st Indicator: blank2nd Indicator: blankMARC subfields$a-$z locally definedMARC Examples949 __ $a*ov=.b;bn=ornit;i=100220834/loc=ornit/ty=0/v=;

B. Quick guide for field book cataloging in Connexion

[NOTE: these directions are meant to be a very basic guide within the parameters of cataloging for the Field Book Project. They are by no means comprehensive or indicative of the typical cataloging processes at AMNH Research Library. For questions or more assistance with the nuances of Connexion please consult Becca, Ann or Diana.]

Open OCLC Connexion Client application

Toolbar:File ▪ Use for Log on/Log off

▪ Use to Print

Cataloging ▪ Use to Search Online Save or Search Local Save (to find or retrieve records)▪ Use to Create---> Single record---> Book (to create records)

Authorities ▪ Ignore

Edit ▪ Use to Validate (automatic check of record fields and indicators)

Action ▪ Use to Save to Online File or Save to Local File▪ Use to update Holdings---> Update Holding [NOT produce] (lets Worldcat know we have a copy of the title)▪ Use to Export (send to Sierra)

Batch ▪ Ignore

View ▪ Ignore

Tools ▪ Ignore

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Window ▪ Ignore

Help ▪ Use as needed (can search by MARC field or general topic)

Process:Logging on1. File---> Log on – enter username and password (will be given to you by Diana)2. Pop-up window will say “Hello, YOU!” and give customer service information – click Close

To create a record1. Create---> single record---> book2. At this point you will either have a word doc with the template and fields filled in (A), or the book in front of you (B).3. If (A), Select entire document, and copy; right click in upper left variable field box on Connexion display (will say 040)and paste; review record and perform any migration cleanup necessary4. If (B), open template Edit---> Constant data---> Online---> Apply from list---> OK; select ‘Field Book template’; then enter data into fields.

NOTE: to delete a field, either right-click in the space and select delete or hit Alt-Del. To navigate, use the arrows or your mouse/touch pad. To enter a new field, hit enter at the end of the field.

5. The fixed fields at the head will not be automatically populated. Select entries will need to be filled in. See the cataloging guide for guidance.6. Once record is complete, click Edit--->Validate to see if there are any gross errors to remedy (a pop-up window appears that provides field/subfield errors and brief descriptions)7. Action---> Save to Local file; the file will be given a number8. Print copy and give to Becca for review

NOTE: You are given two options for saving your files. The local file saves the records that are currently in progress to your ‘personal’ folder. The online file saves the records to the publicly saved folder that is accessible by other people in the library. Be mindful that this is one small cataloging project and these records are only a minor fragment of the cataloging that is being done weekly in the technical services department of the Library. So as not to inundate the online save folder, keep your records in the local save folder until they are ready for review by Diana. If you need to share the records in the interim, print a hardcopy.

To make edits to record in local file (NOTE: LOCAL file correlates to your laptop logon credentials NOT Connexion credentials.)1. Search ---> search local file2. Click on appropriate record3. Edit4. If ready, save to online file for Diana (NOTE: it will ask if you want to save to local file also -- YES)5. You will have a copy saved to the local file AND a public online one. 6. Let Diana know that you have put a record in the online save folder for her to check out or print out a hardcopy of the record to give her.

Uploading records to Worldcat and Sierra: either Diana, Becca or you will be doing this

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1. Locate record in the online save folder2. Action ---> Holdings ---> Update holdings - This updates the record in OCLC and lets Worldcat know that we have a copy. The record display heading should now say something like ‘one copy held at YAM-American Museum of Natural History’ or something similar.3. Export - This sends the record to Sierra, the AMNH Library’s ILS.● NOTE: you will possibly be asked to enter the file path before exporting the records. Please seek assistance to proceed.4. Note that if you need to wait to export after updating the holdings you should save a copy of the record to the online file.5. Once the record is in Sierra you can delete it from your local file.

Printing records: it is recommended that you keep a hard copy of your records until it is uploaded to Sierra. 1. If not already open, open the record2. File---> Print3. You will have to determine which printers you are connected to and select the appropriate one for printing.

Editing records AFTER they have been uploaded to Sierra: Although this is not a difficult procedure it does contain several steps. Whenever possible it is advised to avoid multiple edits after upload.

1. Open both Sierra and Connexion on your computer. 2. Identify the Worldcat number from the OPAC and retrieve the record in both applications. 3. In Sierra: (THIS UPDATES THE AMNH OPAC)

a. Click Edit. b. Make any edits to the record as necessary. If necessary to add a field, place the cursor in the correct location and then click Editinsert field (or Ctrl-I). A small window opens. Add the field number and indicators. Type or copy and paste the field data. Note that Sierra requires a key designation for fields in the drop-down cell on the left, generally for our use it will be ‘n’ for notes or ‘d’ for subjects. c. Click Save.

4. In Connexion: (THIS UPDATES WORLDCAT)a. ActionLock master record.b. Copy and paste any edits from the Sierra record to this record. Be sure to note that if the dataIncludes a subfield, Sierra displays the pipe sign, which needs to be replaced with the delimiter in Connexion.c. ActionReplace record.

5. Close out of both programs.

C. Barcoding

Besides the conservation assessment of the material, the physical preparation for digitization includes the application of barcodes to the items to identify the material and link the item to the MARC record and item level inventory. The application of the barcodes requires cooperation and consultation with various interlibrary departments including Cataloging and Conservation. Before applying barcodes for the first time it may be advisable to consult with Barbara Rhodes in Conservation.

Supplies needed:

● fresh wheat paste

● paintbrush

● barcodes—edited to reflect applicable science department archive and transferred to acid free paper—Seek assistance

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● barcode scanner plugged into laptop

● blotters

● Mylar1. Open the inventory spreadsheet on the laptop and filter to the material you will be working with.2. Determine where the barcode will go. It should be placed in a spot that does not contain data and provides as much physical support as possible. Generally this will be on the inside upper right hand corner of the back cover.

If possible, place the barcode on the item itself, even if it is in a folder. If a folder of items have been treated in one record, paste the barcode on the outside right hand front of the folder. 3. Cut the sheet of barcodes into individual segments. Use a paper cutter or straight edge and try to make them uniform.4. Using a piece of Mylar as support, apply a thin small amount of wheat paste to the back of the barcode and then gently tap onto the item in the designated location. 5. With the cursor on the appropriate cell in the inventory spreadsheet, scan the barcode with the scanner. 6. Place a blotter over the barcode and close the volume.7. Let dry at least a half hour, test for stickiness. If necessary, it may be appropriate to leave the volume with the blotter overnight.

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