StaffGuide: Cataloging and Acquisitions

Bookplates

BOOKPLATES

 

In 1997 Acquisitions requested that donors be acknowledged in the bibliographic records. Acquisitions puts flags in books marked BOOKPLATE. For Special Collections these are virtual bookplates (we no longer adhere actual bookplates inside the front cover of books). Regular processing will have a bookplate inside front cover. Titles are to be processed in the normal fashion with one exception: searching the InfoLinks subject authority file for donor or honoree information and adding that information to the bibliographic records. These names will be searchable in InfoLinks by a subject search for the name in direct order preceded by the word “Bookplate:” For example: Bookplate: J. Laurence Charlton.

1. Open the book to the inside cover where you will see the bookplate

     For instance:

           A gift by Sona and Thomas Hoisington

             In memory of J. Laurence Charlton

For ARK COLL and SPEC COLL this information will be on PROCESSING INSTRUCTIONS flag provided by Special Collections.

2.  Search each donor and/or honoree in the InfoLinks subject index. Precede the name with the word “Bookplate:” and type the name in direct order. For example:

     Bookplate: J. Laurence Charlton

Honoree authority record

Donor bookplate search

Honoree bookplate search

‚Äč

a. If you find a matching subject authority record, add to the bibliographic record a 690 heading (local subject field) for that donor/honoree. The 690    must match the 150 field in the corresponding subject authority record. For example:

690      Bookplate: Sona and Thomas Hoisington 

690      Bookplate: J. Laurence Charlton

b. If no subject authority is found, establish a subject authority for donor/honoree access point.

    i. Add to the bibliographic record a 690 field for each donor/honoree. Enter the name or names in direct order, preceded by "Bookplate."

    ii. After completing the cataloging process, key in an authority record for these new local subject access points using the following procedures:

 

CREATING AUTHORITY RECORDS IN INFOLINKS WITH MILLENNIUM CATALOGING: BOOKPLATE:

From Millennium Edit Functions, Catalog function, Choose: File, New Record, Authority Record.

Create new authority record

Add New Record: Select template.

Select template from add new record

Select Subj: Subject Auth

Subject author template

 

The system will prompt you from the template for the SUBJ AUTH,

Insert subject authority into marc field

You may Insert the authorized form the local subject access (690 in bibliographic record) using the Insert function if not already prompted (Ctrl I).

 

Fill in the box for ACODE2 with d (for subject). Add the following fields as a minimum, the authorized for of subject (150, Name in direct order preceded by Bookplate:), see from form of subject (450, Name in direct order), locally created information (990 I), holdings symbol (040 AFU) and cataloger's initials (945). 

Please note the indexes and tags for the subject authority, subject see from reference, and the cataloger's initials:

Tags and indexes:

d

SUBJ AUTH

=

150

(authorized subject form)

 

e

SUBJ S FRM

=

450

(see from subject form)

 

y

MARC

=

945

(cataloger’s initials)

 

y

MARC

=

990

(l (small letter L) for local)

 

y

MARC

=

040

(AFU)

 

After you are satisfied with the information you have added, remember to SAVE the record (<CTRL><S>)

 

Completing Authority Workform on Paper Form BOOKPLATE:

AUTHORITY WORKFORM                                                           Used as:   a   s   t   945_msk___Date_11/2006_

*First indicator value "2" invalid for 100, 400, 500 fields

*Second indicator value now valid for X30 field only

040                       AFU

053                       ________________________________________________________________________________

1_50 _____         _Bookplate: J. Laurence Charlton____________________________________________________

                            _________________________________________________________________________________

4_50 _____         _J. Laurence Charlton______________________________________________________________

                            _________________________________________________________________________________

4___ _____         _________________________________________________________________________________

                            _________________________________________________________________________________

5___ _____         _________________________________________________________________________________

667                      _________________________________________________________________________________

                            _________________________________________________________________________________

670                      _________________________________________________________________________________

 

Bookplate: 09-20-06 msk ; 10-05-06