Procedures for Cataloging Quaker Books

Summary

Cataloging

1. Perform copy cataloging as with all books. Set ICODE2: i. Add Quaker message field. Use call number from worksheet. Set ATRTY: g.
    
2. Add notes indicated on worksheet to Tripod record.
    
3. Add any name(s) or subject(s) as indicated on worksheet.
    
4. Change OCLC number (001) to protect from accidental overlay.
    
5. Produce a shelflist card through OCLC for Quaker Reference books using call number from worksheet and 049 [REF.]HVCQ . Delete all fields after 490.
    
6. Give to students for label production.

Processing

1. Follow established procedures.
    
2. After processing place book with worksheet(s) on shelf in OCLC area for matching with catalog card(s).
    
3. After cards arrive, match with books and send to Quaker.
    

Details

Quaker materials are cataloged jointly by the Quaker bibliographer and the Cataloging Dept. The Quaker bibliographer has an established classification system (expanded from LC) and a subject headings list of "Quaker" subjects.

New books go from Acquisitions to the Quaker bibliographer, who assigns the call number and any Quaker subjects or added entries desired. The Quaker bibliographer also deletes or modifies any existing subjects on the bibliographic record. She then places the books among the new acquisitions awaiting cataloging.
 
Personal names of Quakers and corporate names relating to the Society of Friends are "exempt" from the outsourced authority work we normally do. The Quaker bibliographer has the latitude to change the form of entry (if she does not, then the cataloger performs standard authority work). If there is a different form of the name in the LC Name Authority File, it should be in Tripod and then the Quaker bibliographer's form added as a 400 see reference.
 
Notes: Quaker bibliographer often includes notes bringing out areas of Quaker involvement (500s, 505s, 590s).
 
Cataloger finds the books with amended bibliographic printout and does the following:

1. All standard descriptive cataloging.
    
2. Authority work:

   Names - even if Quaker bibliographer has expanded name, check for LC authority record on Tripod and OCLC (which is the official form) and search Tripod (to confirm consistency). If Q.B.'s form has more or different information than the Authority File 100 field, and has not been added to the Authority File record, it should be, as a 400 10. If the only difference is in the dates, these should be added to a 670 note. Then add a 670 note IN ALL CAPS, containing: TCO H [YOUR INITIALS] [DATE], with the source of the information, i.e., title page, verso, accompanying letter, Quaker bibliographer. For example:

   670 TCO H RWA 19960823
   ADDED 400 FROM HQ FILES
    
   If there is no NAF record, and there are different forms of the name in Tripod, refer the heading to the Catalog Librarian.
   
   Subjects - for "non-Quaker" subjects, the heading must be in proper LC form. For "Quaker" subjects, check if it is a legitimate LC heading or not and tag accordingly (650 or 690). (Note that if any part of the subject string -- e.g., |a, |b, |v, |x, |y, |z -- is not based on LC practice, then the field is tagged 690. For example, although "Society of Friends" used alone and "Slavery" used alone are valid LCSH headings, tagged 650 _0, "Society of Friends |x Slavery" is not a valid LC heading and must be tagged 690 __.) Be sure the Quaker heading is on the established list and if not discuss with the Quaker bibliographer.
   
   The final step in authority work is to be sure the 05 ATRTY field has <g> in it. This will enable the bib record to be sent out for authority work.

3. Add notes and tag appropriately.
    
   Use 590 if the note is specific to our copy or if the note is Quaker-specific. "Includes references to Quakers," "The Author is a Quaker
    
   [NOTE: you should put the author/editor's name in this note, e.g., Elise Boulding is a Quaker]," etc. NOTE: "Gift of ..." notes are inserted in field k of the item record.
    
4. If there is a Friends Historical Library (Swarthmore location f) or other cataloged record, already on Tripod, ADD our holdings. Change NO Friends or other headings. This means that occasionally there will be headings: 650 0 Quakers ... and 650 0 Society of Friends ... that are otherwise identical, as the two collections sometimes use different terminology for the same concept.
    
5. As with other cataloging, edit the Tripod record to ADD ONLY all notes and/or subject headings from worksheet. However, if you add a subject heading, evaluate it using <CTRL><g>. If there are no other instances of this heading, or if it's a long, frequently subdivided heading, and there are no instances of a shorter (less subdivided) of the subject heading, consult with the Catalog Librarian.
    
6. Attach an item per standard practices. Set ICODE2 to i for all items housed in the Special Collections. However, in Quaker items that may circulate, you need to Insert a MESSAGE:
    
   Return to HC Quaker/Special Collections
    
7. For the Quaker Collection (hq), for any volume that is 29 cm. or more in height, insert a plus (+) in an OVERSIZE field in the item. Produce spine labels as usual. For the vault (hqr, htrb), if a volume is 29 cm. or more in height:
    
8. For hqr, insert a plus (+) in an OVERSIZE field in the item. Use QUAKER RARE BKS FOLIO on spine labels.
    
9. For rare books, use location code htrbf. DO NOT insert a plus (+). Use RARE BKS FOLIO on spine labels. The same goes for the Jenks collection (htjkf).
    
10. We produce shelflist cards for books housed in the Quaker Reference Collection. 049 should read [REF.]HVCQ for Quaker Ref. It is not necessary to have the extra notes appear on the shelflist cards for our Quaker Reference Collection. The cataloger need only be sure that the call number and descriptive cataloging are included.
     
11. Be sure to search Tripod shortly before downloading, so that you do not accidentally overlay a record.
     
12. We must protect Quaker Bib records.
     
    All records with Quaker notes, names, or subject headings must be "protected" in the on-line environment.
     
    As Tripod matches for overlay via the OCLC control no., we change it to protect the records. We do keep the OCLC control no. in the Bib record, in a different field. If the 001 in the record is already in the 800000000+ range, it has already been protected by Swarthmore, and we don't have to do anything. See procedures for protecting records in Tripod.