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506 field: Restrictions on access

When access to a collection or a portion thereof is restricted, or when reproduction is restricted, explain the nature and extent of the restrictions.

[JE] 506 ‡a Restricted: Original materials are extremely fragile; ‡c Researchers must use microfilmreference prints.

[GM] 506 ‡3 Copyright held by Bernard Walter.

545 field: Biographical or historical note

Provide biographical or historical information about the individual or organization referenced in the 1XX or 245 field.

[B] 545 ‡a John Elliott Patterson was a forest entomologist with the US Bureau of Entomology, an amateur ornithologist, and an amateur photographer. He first worked in the Pacific Northwest (1913-1929), then in California at the Berkeley Forest Insect Laboratory. In 1950 he retired to Ashland, Oregon.390Screenwriter for film and television, playwright and author.

[B] 545 ‡a George Heard Hamilton was born June 23, 1910, in Pittsburgh, Pennsylvania. He studied at Yale University where he received a B.A. in English in 1932, an M.A. in History in 1934, and a Ph.D. in Art History in 1942 ...

[B] 110 2 ‡a San Francisco Call Bulletin (Firm)Monday Evening Concerts of Los Angeles.

245 10 ‡a [The San Francisco News-Call Bulletin newspaper photograph archiveMonday Evening Concerts programs].

545 ‡a The San Francisco Call and the San Francisco Bulletin merged in 1929 to form the San Francisco Call Bulletin. The San Francisco News, published by the Daily News Co., merged with the San Francisco Call Bulletin to form the San Francisco News-Call Bulletin in 1959.391The Monday Evening Concerts, first known as Evenings on the Roof, began in 1939 under the direction of Peter Yates. The concerts featured his wife Frances Mullen, among others, playing chamber music and other experimental works ...

520 field: Summary, etc.

Summary notes are narrative, free-text statements of the scope and contents of collections. Details may include forms of materials, dates of subject coverage, and the most significant topics, persons, places, or events. Extrapolations and conjectures should be clearly indicated by wording or a question mark. A summary note may be used in lieu of or in addition to a 505 note. If the collection contents are listed in a separate finding aid, use only a 520 note and also make a 555 finding aid note.

If the contents of a multi-container collection are not listed in a separate finding aid, provide sufficient details in the 520 about arrangement, distinct series, or container numbers so that specific materials described may be easily found.

520 ‡a Summary: The collection includes pictorialist photographs by F. Holland Day (Fred Day), who was a leading American exponent of pictorial photography. Day experimented with compositions and themes derived from painting and sculpture and executed many portrait and figure studies. Included are portraits of Kahlil Gibran and his family and the famous series based on the passion of Christ in which Day himself appears as the principal figure. (Source: Melville guide).392

520 ‡a Summary: Primarily architectural drawings by Arthur B. Heaton for residential, commercial, industrial, religious, educational, recreational, health care, transportation, and organizations' buildings in a wide range of styles located in the Northwest and Northeast quadrants of Washington, D.C., and surrounding suburbs. The majority of the drawings were executed from 1910-1950. Among his commissions were single detached houses, some for prominent clients; groups of houses in the Burleith section of Washington, D.C.; apartment houses in Lyon Village,...393

520 ‡a Summary: The photographs of Alexander Graham Bell and his family, activities, and scientific investigations consist of daguerreotypes and other cased images, photographs, glass negatives, and photograph albums. Included are professional portraits of several generations of the Bell, Fairchild, Grosvernor, and other families, and photographs by family members. Snapshots and family scenes taken during travels in the United States, Canada, Europe, and Australia and at homes in Washington, D.C., New York, New Hampshire, Nova Scotia, and Scotland are included as are photographs relating to Bell's experimental work with deafness and "Visible Speech," the invention of the telephone, genetics and sheep breeding, experimental kites and aviation, and the hydrofoil. (Source: Washingtoniana Guide).394

520 ‡a Summary: Photographs of Pittsburg, Calif., including Los Medanos Hotel (:2--A), Pioneer Rubber Mills (:4--A), Contra Costa County Bank (:5--A), and two panoramic views of the town (:7-:8--G). Also includes views of Shasta Dam (:1--A), a portrait of Wigginton E. Creed (:6--A), an unidentified portrait (:3--A), and panoramic views of the Eastern and Western Lumber Company yard (Portland, Oregon?) (:9--G) and the Dempsey Lumber Company yard (Tacoma, Washington?) (:10--G).395

(Comment: Item numbers and alphabetic storage location codes have been included parenthetically for each item listed, following local convention.)

[B] 520 ‡a Pamphlets relating to the High Church's disciplinary hearings on Karl Sydow, held because of Sydow's position (both preached and published) on the interpretation of Christ's birth.

505 field: Formatted contents note

Formatted contents notes provide an ISBD-structured method of recording item-level information. Elements may include artist, title, state, date of creation or publication, extent, scale, etc. Assign a number to each item, record it within square brackets in the 505 note, and write it on each item. For most graphic materials (that which generally lack routine bibliographic indicia), or for large collections of many items, prefer the more narrative 520 summary note to the 505 note.

505 0 ‡a Titles included in Suite of 1993 mezzotints: 1. Big Red -- 2. Composition in Brown #1 -- 3. Composition in Brown #2 -- 4. Movement -- 5. Nocturne -- 6. Silver and Blue -- 7. Sonia's Nocturne -- 8. The Sisters -- 9. Untitled.396[B] 505 0 ‡a [1] Espagne rouge & noire [1963?] -- [2] The Spanish regime helps communism [1960?] -- [3] El marxismo en España / por Luis Araquistain [1957?] ...

524 field: Preferred citation

Use to provide a specific citation format for citing the collection.

[B] 524 ‡a Cite as: The Louise Imogen Guiney Collection, Library of Congress, Prints & Photographs Division.397Early Paperback Collection. Rare Books and Manuscripts Library, The Ohio State University.

541 field: Immediate source of acquisition

Record the immediate source from which the library repository acquired the collection unless this information is confidential. Use only for materials acquired as a collection.

[B] 541 ‡a Acquired by exchange from Auburn University; ‡d 1954.

[B] 541 ‡a Received: 5/22/1989; ‡3 master copy; ‡c gift; ‡a Mrs. James Hickey.

[B] 541 ‡a On permanent loan from the J. Paul Getty Museum.

555 field: Cumulative index/finding aids note

Specify the existence of any separate finding aid. If the finding aid has been published, make a standard bibliographic citation for it. An external electronic finding aid may be linked to from this field, if permitted by the local system (see also the 856 field). 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.

555 8 ‡a Original caption cards, arranged by photonegative number, are available in the Reading Room.

555 0 ‡d Flipwinkle, James, ed., Concordance to the Jerome Manuscript (Harvard University Press, 1946).

555 0 ‡a Finding aid available in the library and online.

561 field: Provenance note

Briefly describe any relevant history concerning the ownership of the materials from the time of their creation up until the time of their acquisition by the libraryrepository. When the provenance and immediate source of acquisition are the same, record the information only in the source note.

[B] 561 ‡a Prior to the donation to the Library, the collection was on deposit at the National Geographic Society where they were organized and maintained in a special location called the Bell Room.398The collection belonged to the Earls of Westmoreland from 1759-1942.

[GM] 561 ‡a Originally collected by Paul Jones and maintained by his nephew, John Smith, after Jones' death. Purchased in 1878 by Henry Green, who added prints and drawings purchased at auctions in New York and Paris, 1878 1893.

580 field: Linking entry complexity note (i.e., Relationship note)

Use this note to state the relationship between the materials described and a broader collection of which it is a part. Use only when parts of the collection are being described in separate records (see also the 7XX fields).

580 ‡a Forms part of the Gilbert H. Grosvenor Collection of Photographs of the Alexander Graham Bell Family.399

773 1 ‡t Grosvenor collection of Alexander Graham Bell photographs Gilbert H. Grosvenor Collection of Photographs of the Alexander Graham Bell family400

6XX fields: Subject headings

Assign subject headings as specific as the collection warrants. The relevance of headings assigned should be evident from the title and/or notes of the record.

If assigning subject heading in accordance with the Library of Congress Subject Cataloging Manual (LCSCM) or the Library of Congress Thesaurus for Graphic Materials (LCTGM), subdivide headings with form terms appropriate to graphic materials. Subdividsions most commonly applicable include:

‡v Photographs

‡v Portraits

‡v Pictorial works

‡v Posters

245 00 ‡a [Lantern slides of railroad and mining scenes] ‡h [graphic].

600 10 ‡a Agassiz, Louis, ‡d 1807-1873 ‡v Portraits.

610 20 ‡a Central Pacific Railroad Company ‡v Pictorial works.

650 0 ‡a Railroads ‡z California ‡v Photographs.

650 0 ‡a Mines and mineral resources ‡z California ‡v Photographs.

650 0 ‡a Transportation ‡z California ‡v Photographs.401

[B] 245 00 ‡a [Janus Press miscellaneous printed ephemera].

610 20 ‡a Janus Press.

600 10 ‡a Van Vliet, Claire.

650 0 ‡a Artists' books ‡z Vermont ‡z West Burke.

650 0 ‡a Paper, Handmade ‡z Vermont ‡z West Burke.

[B] 245 00 ‡a [Italian Communist Party pamphlets].

610 20 ‡a Partito comunista italiano.

[B] 651 0 ‡a Italy ‡x Politics and government ‡y 20th century.

Assign as many subject headings as seem appropriate, remembering that economy in processing may suggest that a reasonable limit be observed.

655 fields: Genre/form headings

Assign as applicable. Use terms from controlled vocabularies such as the Thesaurus for Graphic Materials, RBMS Controlled Vocabularies, and Art and Architecture Thesaurus. As with subject headings, assign headings as specifically and numerously as the collection and institutional policy warrant. The relevance of headings assigned should be evident from the title, physical description, and/or notes of the record.

245 00 ‡a [Taller de Gráfica Popular collection] ‡h [graphic].

7 ‡a Relief prints ‡z Mexico. ‡2 gmgpc

655 7 ‡a Woodcuts ‡z Mexico. ‡2 gmgpc

655 7 ‡a Linocuts ‡z Mexico. ‡2 gmgpc

655 7 ‡a Lithoraphs ‡z Mexico. ‡2 gmgpc

655 7 ‡a Posters ‡z Mexico. ‡2 gmgpc

100 1 ‡a Mackay, Zelda,|d1893-1985. ‡e collector.

245 10 ‡a [Zelda Mackay collection of daguerreian era photography in California |h [graphic].

655 7 ‡a Portraits. ‡2 gmgpc

655 7 ‡a Group portraits. ‡2 gmgpc

655 7 ‡a Cityscapes. ‡2 gmgpc

655 7 ‡a Daguerreotypes. ‡2 gmgpc

655 7 ‡a Ambrotypes. ‡2 gmgpc

655 7 ‡a Tintypes. ‡2 gmgpc

655 7 ‡a Ceramic photographs. ‡2 gmgpc

[B] 245 00 ‡a [American theater programs of the late 19th and 20th centuries].

655 7 ‡a Theater programs ‡z United States ‡y 19th century. ‡2 rbgenr

655 7 ‡a Theater programs ‡z United States ‡y 20th century. ‡2 rbgenr

[B] 100 1 ‡a Elliott, Harrison, ‡d 1879-1954, ‡e collector.

245 10 ‡a [Paper specimens and research material relating to the history of papermaking].

655 7 ‡a Handmade papers (Paper). ‡2 rbpap

655 7 ‡a Mould-made papers (Paper). ‡2 rbpap

7XX fields: Added entries

Types of added entries considered useful for various types of materials include: creators of collections, names of collections, etc. In cases where a person or corporate body is both the creator or issuing body and the subject of a collection, it may be appropriate to provide both a 6XX subject entry and a 1XX or 7XX entry. The relevance of headings assigned should be evident from the title and/or notes of the record.

If a linking entry complexity note has been used in field 580 to describe the relationship of the collection being cataloged to a larger collection, make an added entry for the larger collection using field 773.

856 field: Electronic location and access

Use to specify the location or means of access to an electronic finding aid prepared for the collection or for other reasons, such as to point to scanned items or digital images selected from the collection. Take special note of the second indicator, which specifies the relationship of the electronic resource being linked to the item described in the record. (Electronic finding aids may, alternatively, be linked in the 555 ‡u field.)

856 42 ‡3 Finding aid ‡u

B5. Additional considerations

B5.1. Lengthy descriptions divided into more than one record. It may be desirable to divide the description of a collection into more than one bibliographic record due to factors such as complexity or length of the description or system limitations on record length. The description may be divided in whatever way is most sensible. For example, the collection may be organized in logical groupings, each of which can be represented in a single record (e.g., subject files, chronological files, and portraitsportraits of men, portraits of women, group portraits with men and women). Alternatively, a new record may be started at a logical breaking point, such as with every twentieth item, based on chronology, etc.

When multiple bibliographic records are created for one collection, most data elements will be the same across all records, according to the guidelines discussed above, with the following exceptions:

245 field: Title statement. Indicate in subfield ‡n which part of the collection is being represented in the record.

260 field: Publication, distribution, etc. (Imprint). If the collection is divided based on chronology, include the appropriate range of dates in each record.

300 field: Physical description. Indicate in the extent statement in the subfield ‡a of each record the number of items represented in the record out of the total number of items in the collection, using terminology appropriate to the material being described.

300 ‡a Items 1-40 of 80 in 1 bound volume

300 ‡a Items 41-80 of 80 in 1 bound volume

5XX fields: Notes. With the exception of the 505 contents note (see below), give the same 5XX fields in each record. In addition, indicate in a note in each record that the collection being cataloged is represented by more than one record, and provide references to the other records.

505 field: Contents note. List in a 505 note only those items described in the particular record. Numbering within contents notes should be consecutive from one record to another.

B5.2. Considerations when adding to collections. Sometimes items are added to collections after initial processing or cataloging has been completed. In such cases, edit or add to the description as necessary, paying particular attention to the following elements:

Dates (260 field and fixed fields)

Extent (300 field)

Contents (505 and/or 520 field)

Subject and genre/form headings (6XX fields)

Added entries (7XX fields)

[New Appendix X?]
This appendix provides a summary of DCRM(G) rules most useful for creating {core level? Minimal level?} records. The rules included here are selected from the main body of the DCRM(G) text because they are broadly applicable to the greatest possible variety of graphic materials. Rules pertaining to transcription of textual information and details specific to given media or material types have been omitted.

This appendix is intended as a reference for those wishing to provide brief descriptions of graphic materials regardless of their repostitory’s descriptive environment. For example, those describing archival graphic materials using DACS may wish to incorporate graphics-specific descriptions within their archival collection description. (For example, the collection listing within a finding aid may be enhanced to contain item descriptions of pictures in a collection.)


This section highlights the DCRM-G rules most relevant for providing basic brief descriptions of graphic materials. These rules are applicable to creating descriptions at the series, group, file, album, or item level within collection listings or elsewhere in archival descriptions. This section is provided as a pointer to the referenced DCRM-G rules, which should be consulted for more complete explanation and examples.

Those requiring more guidance or example in formulating any descriptive areas should refer to the main body of the text.
DCRM-G rules most useful for describing graphic materials in a DACS environment

1A2.1. General rule. The prescribed source of information for the title and statement of responsibility area is text (printed or manuscript) provided by the creator or creating body on or with the material.

1B9. If there is no text, devise a brief descriptive title, preferably in the language and script of the cataloging agency, and use this devised title, enclosed in square brackets, as the title proper.
1B9.2.1. For documentary material, give the factual content as far as possible, enclosed in square brackets. Details of the content, nature, scope, context, motivation, arrangement, etc., of the material may be fully described in the note area.…

1B9.2.2. Use the most tersely descriptive phrasing of the subject(s) when devising a title for works for which the interest is in the individual artist and the aesthetic value of the work itself. Enclose the devised title in square brackets.

Statements of Responsibility

1A2.3. If no statement of responsibility is on or with the material, omit the statement of responsibility element. If possible, provide information about the creator in a note (see 1E152).

1E2. Statements of responsibility from other sources (attributions). If a statement of responsibility is not in the chief source, do not supply a bracketed statement. Record the attribution to a creator and the source of the attribution in a note.

[And any Appendices addressing Access Points / Main Entry / Added Entry?]


4D1.1. Transcribe dates of publication, distribution, etc., as part of this element. Transcribe the date of execution for unpublished material. Transcribe dates of printing or other manufacture only if appropriate according to the instructions in 4A6 (i.e., when the wording or layout of text on the material suggests that the manufacturer is also functioning as the publisher, distributor, etc.).

4D1.2. Transcribe dates as they appear on the material, including the day and month, if present.

4D5. Conjectural date of publication, distribution, creation, etc.

Supply in square brackets a conjectural date of publication, distribution, etc., based on any information available. Indicate the basis for the conjecture in a note.

4D3. Restrikes, later printings of photographs, etc.

4D3.1. If the material bears a publication date, transcribe it as found and supply the date or estimated date of printing in square brackets. Make an explanatory note.

4D3.2. If no date can be transcribed from the material, supply both the date or estimated date of the original matrix and of the later printing. Make an explanatory note.

Physical Description

5B1.1. Record extent as an arabic numeral indicating the number of physical units issued. Do not use square brackets. This numeral precedes the Specific Material Designation (see 5B2). Record arabic numeral 1 if there is only one item unit, even if implicit in the use of the specific material designation in the singular.

5B1.2. Optionally, when the exact extent is difficult to determine, record the approximate number of items. Precede the approximate number with “ca.” (for “circa”).

ca. 50 drawings

(Comment: Impossible to determine if some sheets have multiple drawings or a single drawing with multiple elements)

ca. 500 photographs

5B2.1. Choose a term from the list below for the specific material designation (SMD). If considered important, give further description in other physical details (see 5C) and in the note area.





Or, as a last resort



5B4.1. Record the number and type of containers or carriers original to the material in parentheses immediately following the specific material designation.

5D. Size and format

5D1.1. Generally, record dimensions in terms of height x width. Height and width are defined with reference to the position in which the image would be viewed. Height is always expressed first.

5D2.1. Optionally, for material commonly described in terms of format (i.e., shape and size), add the format followed by the word “format” in parentheses following the size element.


7A1.1. Notes qualify and amplify the formal description, especially when the rules for such description do not allow certain information to be included in the other areas. Notes can therefore deal with any aspect of the material.

7B1. Summary (nature, scope, artistic form, etc.)

Give a brief objective summary of the content, meaning, or iconography of the material, if not apparent from the body of the description, introduced by the word “Summary.” Make notes on the nature, scope, or artistic form when useful to amplify or explain the title proper and other title information. For a collection include, as appropriate: date or span dates and bulk dates depicted; the most significant topic(s), event(s), person(s), place(s), etc.; arrangement; and remarks on printed or handwritten explanatory or identifying text and the language of the material. Extrapolations and conjectures should be clearly indicated by wording or a question mark.

Crosswalk for Appendix B or New Appendix?

Elements discussed in Appendix B, B4.





DCRM(G) (applicable to collections)


Type of record.

Leader 06

Bibliographic level

Leader 07

Type of date.

Control field: 008 : 06

Date 1

Control field: 008 : 07-10

Date 2

Control field: 008 : 11-14

Country of publication

Control field: 008 : 15

Main entry


2.6 Name of creator(s)

Appendix F

Title Statement


2.3 Title

Area 1: especially 1A2.1, 1B9, 1B9.2.1, 1B9.2.2

Variant form of title


1B8 ?

Publication, distribution, etc.

260 (usually only $c)

2.4 Date

Area 4: especially 4B1.1, 4B12.2, 4B12.4?

Physical description


2.5 Extent

and subelements

, ,


Area 5: especially 5B1.1, 5B1.2, 5B2.1, 5B4.1, 5D1.1, 5D2.1

3.1.4 and and and possibly 3.3 (carrier type)

Organization and arrangement


3.2 System of arrangement

Series statement


Area 6 (rarely applicable for collections)

General note


7. Notes


Area 7: especially 7A1, 7A5.1, 7B3.1, 7B6.3.1, 7B6.4, 7B9, 7B12, 7B16

Restriction on access note


4.1 Conditions governing



Biographical or historical note


2.7 Admin/Biog history




3.1 Scope and content


Formatted contents note



Preferred citation


Immediate source of acquisition


5.2 Immediate source of



Cumulative index/finding aid note


4.6 Finding aids

Provenance note


5.1 Custodial history


Linking entry / Relationship note



Subject headings


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, , , or ] <br /></td> <td width=130> <br /> <br /> <br /></td> <td width=58> <br /> <br /> <br /></td> </tr> <tr valign=top> <td width=93> <br />Genre/form headings <br /></td> <td width=89> <br />65<font style="color:#55F;">5</font> <br /></td> <td width=80> <br /> <br /> <br /></td> <td width=108> <br /><controlaccess><genreform> <br /></td> <td width=130> <br /> <br /> <br /></td> <td width=58> <br /> <br /> <br /></td> </tr> <tr valign=top> <td width=93> <br />Added entries <br /></td> <td width=89> <br />7xx <br /></td> <td width=80> <br />2.<font style="color:#55F;">6</font> Name of creator(s) <br /></td> <td width=108> <br /><origination> <br /></td> <td width=130> <br /> <br /> <br /></td> <td width=58> <br /> <br /> <br /></td> </tr> <tr valign=top> <td width=93> <br />Electronic location and access <br /></td> <td width=89> <br />85<font style="color:#55F;">6</font> <br /></td> <td width=80> <br /> <br /> <br /></td> <td width=108> <br /> <br /> <br /></td> <td width=130> <br /> <br /> <br /></td> <td width=58> <br /> <br /> </p> </td> </tr> </table></origination></genreform></controlaccess>

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