Scope

The Arts of the Books Collection (AOB) collection documents the arts that are used in the creation of the book. From original examples to works of art in the book format (artists’ books), the collection is the largest component of the Robert B. Haas Family Arts Library Special Collections.

Treatment of Items​

• Items are no longer shipped to the Technical Services Department at 344 Winchester Ave. for cataloging. The cataloger assigned to do original cataloging of AOB collection may be emailed photographs of items to catalog or go to the AOB to catalog items on site.

• From time to time, items from the general collections are flagged for review to be offered to ALSC for inclusion in the AOB collection. See Workflow for Reviewing and Cataloging Items for Arts Library Special Collections.

• When working with physical items, remember that items may be fragile and valuable. Handle with care and don’t leave them exposed to damage.

• Make sure your hands are clean when handling.

• Keep items well away from liquids or other things that may spill.

• If a barcode label is on a strip or envelope, do not transfer it to the front cover or anywhere else on the item.

• Items in non-Latin scripts should be distributed to catalogers with language expertise for cataloging.

Cataloging in OCLC

All cataloging work, at the exception of of local notes, subjects, and access points should be done in OCLC Connexion or WorldShare Record manager.

Vendor, Publisher, and Creator Descriptions

• Nothing is more useful when cataloging artists' books and other art works than a description of the item by a vendor, publisher or artist.

• If ALSC has any of these, they should provide the information with the item, since a lot of time will be saved in entering descriptive details in the bibliographic record

• If vendor notes are used, be sure to take out the advertising elements.

• Descriptions provided by ALSC should be included when returning items.

• If none have been provided, search online to see if the information is available.

Standards

• Follow RDA instructions and LC-PCC PS for original cataloging description and access.

• OCLC Cataloging copy using DCRM is accepted.

• Member copy cataloging under AACR2 or pre-AACR2 rules is accepted if it is adequate.

• Under current OCLC guidelines, catalogers have the option to update any non-RDA record to RDA and to create hybrid records.

• When working with cataloging copy, review for correct application of standards and possible errors, e.g. an added entry that duplicates the main entry.

Access Points

• Cataloging AOB materials may involve extensive use and assignment of personal and corporate name authorities, e.g. publishers, printers, binders.

• A personal name will often be needed for multiple items. For that reason, take the time to update the Name Authority Record (NAR) to RDA and to establish new names if possible. Many of the AACR2 NARs are RDA compliant. Consequently, reviewing a NAR is often quick, a simple matter of changing the descriptive cataloging rules in the 008 field to z and inserting $e rda in 040.

• Some personal names for older material have been established as undifferentiated. In such cases, a NAR must be created with additions to the name for differentiation, and the citation for the person must be removed from the undifferentiated name authority record.

• When reviewing cataloging copy, ensure all authorized access points represent the correct entity.

• Control all access points that are established.

Notes

• For fine press, paper and font may be noted.

• Papermakers are not noted unless they actively collaborate in the creation of the book.

• The number of copies is recorded for limited edition.

Subjects

• Use this heading without geographic subdivision for actual specimens of artists' books:

• Works about artists' books are entered under 650 -0 $a Artists' books with geographic subdivision when appropriate.

• Add subjects and genre/form terms from LCGFT, AAT and other vocabularies when appropriate. Record the source of the term in $2. Note that MARC 655 cannot be subdivided geographically.

• When working with copy, review all subjects for their accuracy.

• Do not add subjects [theme] in art such as Flowers in art, Emotions in art, for artists' books. These subjects can only be added to books about the theme in art and to exhibition catalogs.

• Control subjects when possible (LCSHs, LCGFTs, AATs).

Classification

• Always use the Library of Congress classification.

• Most books will fit within the N7433.3-.4 range.

Replacing, Producing, and Exporting records

• When done updating a record in Connexion, replace and update the holding (one action).

• When done updating a record in WorldShare Record Manager, replace the record and set the WorldCat holding (two actions).

• Export the record to Alma. For detailed information, see https://yalelibrary.atlassian.net/wiki/spaces/YLM/pages/168165390

Working with Records in Alma

Importing Records to Alma

• When overlaying an Alma record, retain all local notes and subjects added by acquisition staff to the In Process record.

Local Notes (590)

• Retain local notes added by acquisition staff to the acquisition record, but modify them when necessary to phrase them more objectively or edit them for clarity.

• Add local notes for AOB copies if needed.

• Record copy numbers (copy x of y copies) as well as presence of autograph. The colophon is a good source for notes.

• If the record also includes Beinecke local notes, the Beinecke local notes are always to be given first.

Local Subjects (69X)

• Retain local subjects added by acquisition staff to the acquisition record, but edit them when necessary.

• If book is autographed by the artist, add:

• For more information, see Local Subject Headings (aka Special Collections Subjects) and Provenance Notes and Tracings

Local Access Point (710)

Add the following local access point:

Holding Records

The Alma Library code for items in the Arts of the Book Collection should be arts or lsf.

The Alma location code is artspc or lsfartr.

For more information about working with holdings records in Alma, see https://yalelibrary.atlassian.net/wiki/x/IQAWFg and Working with Holdings Records

Item Records

• Create and item record for each artist’s book.

• Artists' books with many volumes and/or pieces are usually boxed. Only the box receives a barcode.

• Most artists' books receive the material type: Book.

For more information about working with item records in Alma, see https://yalelibrary.atlassian.net/wiki/x/UQDyFQ, https://yalelibrary.atlassian.net/wiki/x/RYHyFQ and Working with Item Records

Additional Resources

Showemaker, Beth, Cathrin Verano and Maren Cornette. “Cataloging Artists' Books.” Slides for a webinar sponsored by the RBMS Bibliographic Standards Committee on cataloging artists' books. May 5, 2023.

White, Maria. Artists' Books: A Cataloguers' Manual. London: ARLIS/UK & Ireland, ©2006.