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2009-09 Folger Meeting Minutes

Page history last edited by Kate Moriarty 10 years, 10 months ago


Meeting Minutes

Bibliographic Standards Committee Manuscripts Working Group

Folger Shakespeare Library

September 20-22, 2009



Present: Alison Bridger (Folger Shakespeare Library), Diane Ducharme (Yale University), Kate Moriarty (Saint Louis University, recorder), Jennifer Nelson (Robbins Collection, Law Library, UC Berkeley), Margaret Nichols (Cornell University, chair), Elizabeth O’Keefe (The Morgan Library).



We spent the entire meeting (Sept. 20-22) working on Area 1 in order to get a draft ready to submit to the Bibliographic Standards Committee (BSC) by early November for review and discussion at its Midwinter 2010 meeting.



Jenny had converted our Area 1 Version 5 wiki document into a Word document using the DCRM style format, eliminating all comments and redundancies present in the wiki. We worked from Jenny’s document (comparing it to the wiki Version 5 document to ensure that nothing important was omitted). The document that emerged from this meeting is on the wiki and is called Area 1 Version 6 (a read-only document, please do not edit).



These minutes reflect discussions and decisions made during the meeting. See the wiki, Area 1 Version 6 for the text written during the meeting.



Area 1 Contents



We have two types of title, which we collapsed into 1B. Title (adding another layer to the rules hierarchy):

  1. Devised title (1B1)
  2. Formal title (1B2)



The current Contents list reads:

1A. Preliminary rule

1B. Title

1C. Statements of responsibility

1D. Date

[1E. Multiple works in a single item – TBD]



1B. Title



We will include instructions on using incipits for modern manuscripts only for poems, hymns, and songs.



To be consistent with the elimination of all abbreviations, we will not use abbreviations such as ALS and TLS in the title.



We need more title examples from finding aids.



We still need to decide if we are following ISBD or ISAD, which will determine the form and order of elements. For example, if complying with ISBD, the statement of responsibility is the final element in Area 1; ISAD places the date as the final element of the title area.



1B1. Devised title



We changed the terminology from “supplied” title to “devised” title to be consistent with DCRM(B), and will include a reference in the index from supplied to devised, as DCRM(B) does.



We discussed the issue of item titles in a finding aid hierarchy and the problem of lack of context in search retrievals, for example, an item that may only have the title “1607” is unhelpful out of context, but makes sense in the context of a finding aid in which the series title is “Letters from James I.” We will discuss this more and explore the ways in which archives are dealing with the issue before considering addressing it in the rules.



We came up with two types of devised titles:

  1. 1B1.1. A devised title for which a formal title is appropriate, or is customarily used, for the type of material being described (e.g. a literary, historical, scientific, theological work), but is not available for the item in hand.
  2. 1B1.2. A devised title for which a formal title is not appropriate and is not customarily used for the type of material being described (e.g. letter, ledgers, legal documents, diaries, notes).



We discussed the issue of first entry of a devised title. Most of the examples in DACS begin with the creator. This often works better for groups of materials than it does for items. DACS does not prescribe the order of elements (see p. 18, footnote 22) and neither will DCRM(MSS). However, we have noticed that beginning the devised title with the material (scrapbook, diary, inventory, etc., see 1B3) is helpful and many of our examples will favor that style. We will also include examples that begin with creator. The goal is a title that is succinct yet avoids ambiguity.



1B2. Formal title



We have precedence from DACS for the use of this term for items that have a title page, so will continue to use it. We will define it in the glossary as DACS does: “A title that appears prominently on or in the material being described.”



DCRM(B)’s detailed rules on title proper (DCRM(B) 1B) primarily apply to title transcription and may not be useful for manuscripts. We decided to omit the section except for the rule on alternative titles (DCRM(B) 1B3.2) which is incorporated into DCRM(MSS) rule 1B2.1.3.



DCRM(B) 1C. Parallel titles: are there occurrences of parallel titles in manuscripts? We may omit this section if we cannot find examples.



Other title information: we will distinguish between other title information in devised titles (i.e. 1B3. Material type) and other title information found on a title page or colophon. Other title information will be addressed in both 1B1. Devised titles and 1B2. Formal titles.



We still need to write the rules for 1B2.5. Manuscripts without a collective title.



1B3. Material type



We came up with four types of material:

  1. Method of production: handwritten, typescript, galley proofs, etc.
  2. Relationship of ms. to creator: autograph, copy, etc.
  3. Status of ms. within the creation process: revised draft, fair copy, etc.
  4. Indication of completion or intactness: fragment, unfinished, incomplete, etc.

We will include in the Glossary the distinction between an unfinished ms. and one from which sections are missing.

We will refer to this section in the sections on devised title and formal title.



Material type information will be required but can be recorded either in the title area or in a note.



We decided not to use the term, holograph, even though AACR2 does. There will be an entry for it in the index with a see reference to Autograph.



Most of our examples for this section are title examples. We need to find more notes examples.



1C. Statements of responsibility



We finished the writing for this section. We need to get more examples.



1D. Date of creation



Alison had revised and rewritten the rules on dates. We worked from that document.



1D2.5. Julian/Old Style, Gregorian/New Style, and Lady Day dates



Add a footnote on: Gregorian calendar, Julian calendar, Lady Day dates. DCRM(B) already has this information in a footnote (DCRM(B) p. 94, footnote 15). To clarify the term, Gregorian calendar, we qualified it as “the current internationally accepted civil calendar” (1D2.6).



We discussed the issue of which dates to record in the date element. Since researchers want to know the dates that appear on the ms. and it is impossible to provide enough guidance on Gregorian and Julian calendars to a new archivist/cataloger we decided to follow the current convention of recording these dates: if both Old Style and New Style dates appear in the ms. they will both be recorded in a normalized form in the date element. With Lady Day dates, we will always record two dates in a normalized form, whether or not they both appear on the ms. The second date may be supplied if it does not appear on the manuscript.



We will add an Islamic calendar section to 1D2.6.



1D4. Conjectural date of creation. We may want to add to this rule: when arriving at a conjectural date of creation, consider the historical context, script, and life span of the creator.



In 1D4.3 we emphasize that recording a date, whether certain or conjectured, is preferred.



We reached rule 1D6 when the meeting ended.



Other Sections of the Rules:



As we discussed Area 1, ideas for other areas and sections came up.




1.      Include instructions on the fact that we are dealing with the creator and date of the physical item, not with its intellectual content.

2.      Do more with dates here. Include a definition of date of creation and of external sources.




  1. Appendix for locating examples.
  2. Appendix for sample catalog records.
  3. Appendix on dates






We will have a draft of Area 1 ready to submit to the BSC by early November. We divided Area 1, version 6 into six sections (see below) each of which is now called version 6a. When working on our section we will check it against version 5 of the wiki to make sure nothing important has been omitted.



Area 1A. Preliminary rules: Kate

Area 1B1. Devised title: Diane

Area 1B2. Formal title: Margaret

Area 1B3. Material type: Heather

Area 1C. Statement of responsibility: Liz

Area 1D. Date: Alison

Formatting and checking for consistency in examples: Jenny

Examples: Everyone will provide examples for any section




Oct. 6: Rewrites of the six sections due.

Oct. 6-13: Comment period on each other’s rewrites. Use the “Add a Comment” box at the bottom of the wiki page.

Oct. 20: Final revisions and clean copy of each section due to Jenny

Early November: Draft of Area 1, version 7 due to the BSC.



[Note: New timeline established 10/5/09:

Oct. 9: Rewrites of the six sections due.

Oct. 9-16: Comment period on each other’s rewrites. Use the “Add a Comment” box at the bottom of the wiki page.

Oct. 23: Final revisions and clean copy of each section due to Jenny

Early November: Draft of Area 1, version 7 due to the BSC.]



After we submit the text to the BSC we will review our reasons for our decisions.





Respectfully submitted,

Kate Moriarty

October 7, 2009



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