Antique Map Cataloging in OCLC & ALEPH UF Practices

SEARCH Connexion and Aleph

1. BASIC GOOD COPY RECORD UPDATE

Search for a copy of map. If the map is exactly the same (including title, author and publication place/date) then UPDATE the holdings in OCLC. Use judgment or ask for advice in revising these records in OCLC or locally, (i.e., if not broken, don’t fix).

2. DERIVED RECORD UPDATE

If search did not hit any results then try to find a record with at least same AUTHOR or TITLE or other relevant info to use as a template and Derive

3. WHEN FUG RECORD IS FOUND IN CONNEXION

If the search finds a record of the same map from FUG and states NO HOLDINGS it was probably created in error. Upgrade this record and update holdings.

4. FIND ANY RECORD FOR THIS MAP IN ALEPH

Change OWN code to PUBLIC and overlay with OCLC record, carefully retaining any important local information in HOL notes.

THE OCLC RECORD BY FIELDS

INDX: value 0 (zero) if no index; 1 if index present

RELF: input all that may apply: i = pictorial relief; d = hachures; e = fathoms, etc.

Special attention to DTST: value s if single date is given, other values also

Fields 100 and 110 should always be checked with authority file

Statement of responsibility at the end of Field 245 should only be added when it appears on map.

Scale statements follow the same procedure as in any modern map. When scale is calculated, field 255 should show: Scale [ca. 1:xxx.xxxx]. Provide coordinates from map if supplied; if not, estimate coordinates.

NOTES FIELDS 500

A required 500 note should be the original source or any other publication that may contain copies if the map has been taken from or is part of a book or atlas.

(Ex.: “From: Bellin’s Modern Atlas…” or “Appears in: Ptolemy’s Geographia..”
In general, 500 note fields should be in prescribed order and contain information about:

Relief; Watermarks; Index (if present); Prime meridian [if not Greenwich]; (Washington, D.C., Paris, Ferro Is., etc., if applicable); Orientation (only if NORTH is not pointing upwards);

Any information quoted from map that is relevant for description, or explanation;

Any distinctive characteristics of the map such as decorative cartouches, dedicatory, relevant ill., inset maps, or if the map served a specific purpose and this information is printed on the map.

REFERENCE FIELD 510

The correct entry for this field should look like this:

510 _ 4 [title of publication or last name of author], ‡c [Ref. number or page]

For a guide on the reference resources at UF Maps Library please see “Working with References” below

SUBJECT ENTRIES and TERM FIELDS 6xx

FIELDS 651 will express all the same geographic locations described in FIELD(S) 052. In general these fields are not different from the modern map records, except that they usually include the additional form information subheading: ‡v Maps ‡v Early works to 1800.

If the maps cataloged fall in the 19^th century (1801 – 1900), use the following 69x fields:

691 9 $$a GEOGRAPHIC LOCATION $$x Maps $$x Early works to 1801 to 1900.

Note, this field will not retain in OCLC but will export to Aleph.

GENRE 655

Please note: We will have an lcgft 655 for Early maps to 1800..

655 7 Early maps. ‡2 lcgft (ONLY early maps [to 1800])

AND a local 655 for Early maps 1801-1900

655 7 Early maps 1801-1900. ‡2 local (ONLY early maps, 1801-1900)

FIELDS 700 and 710

Usually these fields correspond with additional responsible persons as in the 100 and 110. Delimiter ǂt on these fields is used for specific cataloguing purposes at UF Libraries.

In general the line should read:

700 1 NAME OF MAPMAKER, ‡d 1xxx-1xxx. ‡t ATLAS/other PUB. TITLE.

Example: 700_1 Carey, Henry Charles, ‡d 1793-1879 ‡t Complete historical, chronological, and geographical American atlas.

__________________________________________________________________________________________

WORKING IN ALEPH

DELETE any TKR fields no longer correct such as those including “prov.”

HOLDINGS RECORD

The Holdings Record should be updated immediately after the local OCLC record is saved and ready for review. The general outline is as follows:

852 0_ $$a FUG

$$b UFMAP

$$c MAP

$$h Gxxx.Xxxx 1xxx

$$i .Xxx CARTA

$$z LIMITED ACCESS; ASK STAFF FOR ASSISTANCE

$$x Document rips/tears/repairs and any other distinguishing physical information that would be unique to the item in hand.

$$x Document presence of property stamp and location (if not encapsulated, stamp)

$$x Any other pertinent local note.

WORKING WITH REFERENCES (510)

Make an effort to find map in probable sources. If unsuccessful, do NOT spend more than 30 mins. looking.

Sources include:

Van der Krog, Peter. KOEMAN’S ATLANTES NEERLANDICI (4 vols.)

The folio Atlases published by Mercator, Hondius, Janssonius, Ortelius, Blaeu.
These books contain a very detailed index of maps titles, and a map description list that may include every edition of the map (with a picture in most cases) in the last pages (for example pages 700-900 in vol. IIIb)

31:041 (1592 Latin): 83 #83

31:052 (1601 Latin): 91 #88

then we examine the verso of map and look for a page number (or, in many cases, a combination of numbers and letters). In this example, if the verso page number is 88, then this map is from 1601.

510 _4 Koeman's Atlantes Neerlandici, ‡c xx:xxx

Phillips Geographical Atlases (8 vols.) -- A very extensive catalogue of antique maps mainly from the Americas. Most commonly used are volumes 1,2,3 and 4.

_ 4 Phillips, ‡c xxxx

Shirley Maps in the Atlases of the British Library (2 vols.) -- Great reference source for any map published in the United Kingdom and for many English mapmakers.

_ 4 Shirley’s Maps in the Atlases of the British Library, ‡c X.xxx-xx

Laor Maps of the Holy Land. -- Probably the most important reference book for maps of Palestine/Israel and the most important cities. Includes index with names of mapmakers at the end.

_ 4 Laor, ‡c xxxx

Tooley’s Dictionary of Mapmakers -- Great reference used especially for non famous geographers. Usually quotes and dates all works by the mapmaker.

4 Tooley’s Dictionary of Mapmakers, ‡c [pag. No.]

Norwich Maps of Africa. -- This is a very complete reference guide for all maps of Africa old and new, with extensive descriptions.

510 _ 4 Norwich, ‡c xxx
Cueto Cuba in Old Maps. -- The most complete reference guide for antique maps of Cuba.

510 _ 4 Cueto’s Cuba in old Maps, ‡c xxx

DIGITAL REFERENCES

Antique Map Price Record, Compiled by Jeremy Pool (CD-ROM)

This CD is a great resource for unidentified mapmakers and antique maps. The entries usually quote a specific catalogue where to find more information, including the books mentioned above.

INTERNET REFERENCES

WARNING, the Internet is a valuable research tool but it may lead to wrong or inaccurate information, use carefully. In general the Internet should be used for getting clues about the map, mapmaker, publisher, etc. and identifying publications where the information can be found. I suggest the following websites as some of the most reliable antique maps search engines.

DO NOT USE THE FOLLOWING AS REFERENCE IN THE 510 FIELD:

http://www.davidrumsey.com/ [A very reliable database with pictures and many research tools, unfortunately holds maps mostly from the XIX and XX centuries. It uses Phillips as the main reference. An example of the reference number is: P3103.]
http://www.oldmaps.com/ [This auction website lists hundreds of antique maps and is a good site for gathering some clues about the map in question. Always compare the information from here with the reference books]
http://www.oldworldauctions.com/
http://www.oldmapgallery.com/catalog/
http://www.oldprintshop.com/maps.htm