Part 5: Cataloging

The ability of the public to search the records successfully is directly related to the quality of our catalog records.  The creation of quality catalog records describing the historical photographs requires the intensive effort of a talented staff. The cataloging of images is broken into 2 phases: research and MARC record creation (conducted by Catalog Assistants) and editing and application of controlled vocabulary subject headings (conducted by Catalog Librarians.)

For our project, we create an item level MARC record for every image. MARC (Machine Readable Cataloging) is an international standard developed by the Library of Congress and others to define the elements within a bibliographic record. Learn more on our MARC Cataloging page.

We are sometimes asked why we create MARC records rather than Dublin Core records.  When our program was begun in 1993, Dublin Core did not exist.  This format has only recently emerged.  We selected the MARC format because this standard was compatible with all the local and national databases we wanted to put our records into.  We are also asked if we plan on switching to Dublin Core or converting existing MARC records into Dublin Core.  At this point, although we continue to review and evaluate information, we do not plan on changing our cataloging format.

These records are created off-line using OCLC (Online Computer Library Center, Inc.) Cataloging Micro Enhancer.  When records are complete, they are loaded onto the OCLC database and the Library’s on-line catalog, which is part of the CARL Corporation network.

The Catalog Librarian reviews material and sets up a MARC record template.  Catalog Assistants remove negatives and prints from storage boxes and enter the following information into the record:

·        The identity of the photographer, if known.

·        All notation and writing on the front or back of the photographs, storage envelopes, album pages, end pages, and accession lists.

Figure 13 : The back of this print provides handwritten information about the date and location of the image.  A newspaper clipping provides even more information. (Call number X-22406)

Figure 14:  One of the most difficult jobs of the catalog assistants is to transcribe handwriting on the back of images! (Call number Z-519)

·        Complete physical descriptions and condition notes.

Figure 15: For this image, a note was made in the catalog record saying “Emulsion is severely cracked and peeled off of glass plate, reproduced in photoprint.” (Call number RH-54)

·        A title, if it exists.  Otherwise, one is created.

Figure 16: Information scratched on the print or negative provided a title for this image. (Call number X-13368)

Figure 17: The catalogers assigned the title “Actress” for this image. (Call number X-22083)

·        The content of the photograph.  Dates, historical context, proper names, and geographic locations are researched and recorded.  The comprehensive holdings of the Library’s Western History Collection support this research.

Figure 18: Research staff using the Western history map collection to help identify photographs.

·        The image file name. This number is needed to link the catalog record with the associated digital image. This file name is embedded in the barcode that is attached to the acid-free envelope containing the photograph. 

When the research and descriptive cataloging is complete, a Catalog Librarian edits the record. The Librarian ensures that all MARC tags are correct and checks for spelling and grammar errors.  The Catalog Librarian assigns appropriate subject headings and names (classifications) using controlled vocabularies.  The thesauri used are the Library of Congress Subject Headings (LCSH), the Thesaurus for Graphic Materials (LCTGM), the Art and Architecture Thesaurus (AAT), and the USGS Geographic Names Information System (GNIS).