Full level records for Maps at Yale University Library
Based on the BIBCO Core Record with additions approved by the Map Cataloging Task Force.
These requirements are to be used in conjunction with AACR2, LCRI, and Cartographic materials, a manual of interpretation for AACR2, 2002 revision(referred to below as CM).
LDR
This field is mandatory for all records. Code Type of material as e for printed cartographic material and f for manuscript cartographic material.
001, 005
These fields are mandatory and are system-supplied.
007
This field is mandatory in all records. Use the map, globe, tactile material, or remote sensing image tabs as appropriate to the material being cataloged.
008
This field is mandatory in all records. Using the e or f code in the LDR will default to the 008 to the cartographic material subset.
010LCCN
Retain if present when using LC copy.
020ISBN
Record if present on the item. Note that some publishers of modern cartographic materials re-use ISBNs for different editions. An ISBN is unlikely to be found on rare maps.
034Coded mathematical data
This field is mandatory in all records. Subfield $a is mandatory. Subfield $b is used to encode any scale figure present in the 255 field. Subfields $d, $e, $f, $g are used to encode latitude and longitude values if present in the 255.
040Cataloging source
This field is mandatory in all records. Use standard input.
041Coded language
Always use in presence of a 546 note. Do not use 041/546 if the item is in a single language and that language is encoded in the 008 field. Omit 041 and 546 if the language of the item is English.
050LC call number
Retain if present in a record being used for copy cataloging, but do not add if it is not present.
052Geographic classification
This field is mandatory in all records.
086, 090 etcOther call number systems
Retain if present in a record being used for copy cataloging, but do not add if it is not present. It is essential to record the US Superintendent of Documents number in 086 when it is present or can be determined.
1XXMain entry
Generally, record the name of the cartographer or the entity responsible for the cartographic content of the item if provided or if it can be ascertained via external sources. Follow YUL authority control practices. The definitions regarding main entry are wider for maps than for books, and corporate authors are permissible under guidelines in CM. Corporate authors are unlikely to occur with early antiquarian materials, but are more likely from the 19th century forward. See also 7XX below.
240Uniform title
Use of this field is unusual with maps.
245Title statement
This field is mandatory in all records.
Most maps have a title appearing within the guidelines of the chief source of information, which are wider for maps than for books. See CM for specific guidelines. For cartographic materials that do not have a title, construct a title including the word “map” and the geographic area depicted, as well as any further descriptive terms considered to be useful. For example, “[A manuscript map showing the estates in Fairfax County, Virginia]” or “[A map of the routes used to cross the Great Plains in 1850].” For lengthy titles, break at a natural point between the main title in $a and the subtitle in $b. Do not include dedications as part of the title, but record in a note. Always include the statement of responsibility in $c if it appears on the map; on rare maps it is likely to vary in form or spelling from the main entry.
246Varying title
Particularly useful when Latin titles or those containing unusual characters are transcribed, in order to provide for alternative transcriptions. As antiquarian maps frequently have alternative or secondary titles outside of the border (for instance, when a map with a standard title appears in text which has a different title), it is useful to record the variation here as it may be known by the alternative as well. Ex:
245 1 $aMorea peninsola.
246 1 $iThis map appears in the atlas under the title: $aDescrittione della Morea.
500 $aAppears in the author’s L’isole piu famose del monde…, p.12.
250Edition
Record here if it is readily available from the chief source of information. Edition statements appear occasionally on antiquarian materials. Do not imply an edition statement from external sources, but record pertinent information in a note.
255Mathematical data
This field is mandatory in all records. Data recorded in 255 is also encoded in 034.
The scale of the map should be recorded in the standard format of a representative fraction as this is a key identifier for any map. Antiquarian maps generally do not give scales in this format and CM includes guidance on how to convert the scale to an RF. Optionally, the scale may also be recorded as it appears on the map either verbally (“1 inch to the mile” etc) or visually (bar scale, e.g. [1 cm = 54 millaria hispanica]) for the purpose of further identification, or the presence of such scale information can be included in a note. See CM 3B2 to determine if additional information is quoted directly. Prefer not to use the statement “Scale not given” if the map shows a real place and if the scale can be determined by any method listed in CM App. B.
Recording latitude and longitude values in modern values (i.e., Greenwich prime meridian) for the bounding box of the area depicted (westernmost, easternmost, northernmost, southernmost extents) or the center point for a city or town is optional in CM. Where Map Collections staff determine that latitude and longitude values are necessary, they will be added in decimal degree format by Map Collections staff.
260Publication
This field is mandatory in all records.
These elements are crucial but problematic with antiquarian maps. Often the data does not appear on the map but can be implied via a reference. Frequently a plate was used repeatedly over time to produce a print of the sheet. Without further evidence it may be impossible to determine exactly when the printing in hand was made, in which case the most responsible approach is to cite the first appearance of a print from the plate, with a note. With plates which appeared in atlases, it is often possible to determine at least the date of the publication of the atlas. In addition, the more prolific map publishers often coded the map on the verso, or included text on the verso in varying languages according to publication plans; a date can be inferred from this by using references such as Koeman or Burden. Ideally, when comparing more than one copy of a map, a side by side comparison (or one using a quality reproduction) is necessary. Record the publication date of the atlas in brackets for maps that are confirmed as removed from that atlas.
When the data is taken from an external source, or is implied or indefinite, use the standard applications of square brackets and question marks. Explain the source of the estimations in a note. There are standard phrases for recording estimated dates in CM.
300Physical description
This field is mandatory in all records.
The physical description is recorded according to CM. The standard measurement of a map (extensive guidelines appear in CM) is from the neat lines, with guidance for including the sheet measurements under specific circumstances. Measurements are done to the next higher centimeter.
For antiquarian items, also include the measurement of the entire sheet (see application at CM 5D). Of particular note: color present but not printed on the map is recorded as “hand col.” unless the item is a manuscript, in which case “col.” is assumed to be by hand.
352Digital graphic representation
Used to describe the method of referencing and the mechanism used to represent graphic information in a data set. This information consists of the type of storage technique used, the number of items in the data set, and the format in which the data is stored. See CM App. H for further instructions and MARC21 Format for input conventions
4XXSeries statement
True series are rare in antiquarian mapping. In modern mapping, use of the 4XX is determined by the decision for treatment of series. See CM Appendix E and consider the following from the LC Map Cataloging Manual:
“The choice of treatment for map series/set is dependent on many factors including:
- reference and user access to individual items;
- economic and technical factors;
- total number of sheets or items in a map series/set;
- relative strength of the relationship between the items in the map series/set.
Although there may be theoretical advantages to various options for treatment, selection of a treatment for a specific map series/set is primarily a management decision based on the cost effectiveness of the respective options. However, when a publisher explicitly identifies series status for a group of maps, the publisher’s intent must be considered in determining the treatment of the series.”
500Notes
Follow general instructions in CM Chapter 7 to improve access and description of the map. Avoid recording speculative information about an item.
Yale-specific guidance on notes in the 500 field for cartographic materials
Record the following information when appropriate and available in the following order.
Scope of item: describe the nature or scope of the item unless it is apparent from the title and other descriptive information, or for clarification if other information is incomplete, incorrect or misleading. Record the presence of statistical data, charts, tables, indexes. For rare maps, also record the presence of topographical views (scenes or buildings), portraits, directories, ships, sea monsters, compass or wind roses, and decorated cartouches and bar scales.
EX: 500 Shows North America from Newfoundland to Mexico.
(Title: The new British colonies in America)
500 Includes index of places of interest, and views of churches.
500 Shows California as an island.
500 Includes illustrations of ships, sea monsters, and a tableau of Neptune surrounded by sea creatures.
Date of situation: record if date of information differs from the date of publication or is otherwise unclear from the description.
EX: 500 Shows the main battles of 1943-44.
(Title: The war in the east)
Relief: record all forms of the depiction of relief to match coding in the 008 field.
EX:500 Relief shown by contours and spot heights.
(008 positions 18-21 coded as ag##)
System requirements and mode of access for electronic materials: see CM 7B1 for instruction.
Title proper: make notes on the source of the title proper if other than the chief source of information, and on variations in title.
EX: 500 Cover title.
500 Title supplied by cataloger.
500 Spine title: Rocque’s map of Shropshire.
Dedication: record in a note a dedication not recorded elsewhere. Record the full dedication unless it is excessively long.
EX:500 Dedication: To his most serene Majesty George III this map of the British colonies is dedicated by his most humble servant.
Statement of responsibility: For rare maps, make notes for all names of responsible parties which are not recorded elsewhere. Make 7XX added entries for these names whenever possible.
EX:500 Engraved by T.J. Newman.
500 “Ch. Smith sculp.”
Edition and history: Give brief notes on other editions and publication history when the information is readily available. For rare maps, include the source of this information if available. For series mapping, if sheets are of different editions, record that fact here. For maps originally appearing in atlases or other bound volumes, if it is certain the map in hand was removed from a volume, record the title of the volume here following the work “From:” If it is uncertain that the item in hand was removed from the volume, record the title of the volume here following the phrase “Appears in:”
EX:500 Includes sheets of various eds.
500 Reprint. Originally published in 1879.
500 A variant of the 1642 ed. according to Koeman.
500 Appears in: Las islas del mundo (1756).
Mathematical information: record any unusual aspects of the scale, coordinates and meridian. Always record a non-Greenwich meridian if given on the item. Optionally, for rare maps, record the units of measure of the bar scales.
EX: 500 Prime meridian: Ferro.
500 Bar scales in toises and millaria Germanica.
Publication: record the source of the publisher, place of publication and date if not present on the chief source of information.
EX:500 Date from Koeman.
Physical description: record important details which are not recorded elsewhere, especially if these effect use of the item or highlight conservation issues. Record in a 500 only those details which can reasonably be assumed to relate to how the item was published. For details which appear to relate only to the copy in hand, record the information in a 590 local note.
EX:500 Dissected and mounted on linen with title panel on front when folded.
500 Mounted on wooden rollers.
Accompanying material: record information about any accompanying material.
EX: 500 Includes separate explanatory text.
500 Each sheet accompanied by a sheet of geological sections.
Numbers: Record any numbers on the item if not recorded elsewhere.
EX:500 Plate 45.
See also other specific numbered notes below.
Examples of 500 notes for antiquarian maps (taken from LC records):
500$a Covers present-day New York City vicinity including Staten Island, Palisades area (N.J.), New Rochelle (N.Y.), and Jamaica Bay.
500$a Shows troop positions, fortifications, ship anchorage areas, roads, built-up areas, villages, and agricultural field areas.
500$a Relief shown by shading, hachures, and landform drawings. Depths shown by contours and soundings.
500$a Title devised by cataloger.
500$a Map appears to be a composite copied from the DesBarres sheets of the Atlantic Neptune.
500$a Map originally in the British archives at Cricklewood (near London), where a twin copy was retained.
500$a Pen-and-ink and watercolors.
500$a Originally drawn on 10 sheets.
500$a Accompanied by 2 textual description signs from former exhibitions of the map: Battle of New York, August-September 1776. [1] sheet : paperboard ; 29 x 25 cm. ---Battle of New York. [1] sheet : paperboard ; 28 x 42 cm.
501With note
502Dissertation note
505Formatted contents note
Use as indicated; however, be aware that Orbis does not display the display constants indicated in the MARC Manual.
510Reference
This field is mandatory when it has not been possible to identify an item sufficiently to provide a full level record without consultation with a reference source.
When consultation of a reference source is required to identify a map or in order to provide sufficient information for a full record (for instance, if the reference provides the cartographer’s name when it does not appear on the map), the reference should be listed here. There are standard citation forms included in CM Appendix G, or use author and title, and include location in source. This field can include reference to Internet citations as well, citing the url. This field can be repeated if multiple sources were needed to complete the record; however, general practice is to cite only one source. If a full record can be reasonably completed without use of external references, a 510 is not necessary, as the 510 is not meant to replace standard reference work.
Sources for references
Cartographic Materials, Appendix G.3.
Cartobibliography for catalogers:reference materials to support the identification of early printed maps, by Nancy Kandoian.Journal of Map & Geography Libraries, Volume 3, Number 2, June 2007 , pp. 45-78(34).
Concise bibliography of the history of cartography, aselected, annotated list of works on old maps and their makers, and on their collection, cataloging, care, and use / Compiled 1997 by Robert W. Karrow, Jr., The Newberry Library. items 197-312.
Library of Congress, Map cataloging manual, or available on Cataloger’s Desktop.
The Beinecke list at may be of use but probably not so much for maps.
534Original version note
This field is mandatory if the item being described is a reprint or is published with the intention of being a new item, when information about the original version is readily available. The reproduction is described in the body of the record, with details relevant to the original given in field 534.
546Language note
Language: record the language if it is not apparent from the description or if there are multiple languages. Assume English. Match to coding in the 041.
EX: 546 Legend in French, Italian and Spanish.
(041 $afre$aita$aspa)
552Entity and attribute note
Description of the information content of a data set, including the entity types, their attributes, and the domains from which attribute values may be assigned. See CM 7B18
590Local notes
Use to record information specific to the copy in hand but not the item in general, for example, physical damage and manuscript annotations. However, when cataloging a manuscript item, all notes are copy specific because the item is unique; therefore, all notes in a record for a manuscript item should be in 500 etc as appropriate.Always begin the 590 note with an identification of the Yale holding library and the item’s call number; for example, items in the SML Map Collection, begin the 590 note with “SML” and the call number of the item being described.Include the name of a special collection within the collection here, such as (for SML Maps) Cross Collection, Lanman Collection, Lada-Mocarski Collection, Franklin Collection. Also record here library ownership stamps which indicate a special collection or source of acquisition; however, do not record standard Yale ownership stamps. Some examples:
590$aSML *335 1735 imperfect: Brittle, cracked from rolling, torn at top, has metal grommets at upper left corner of margin.
590$a SML Covers 40 V55 1910 includes manuscript notes at lower right: (Two copies) L690, Press 83, New York.
590$a SML 40 1858 mounted on linen.
If deemed important to record provenance notes, see
6XXSubject access fields
This field is mandatory in all records. All records should have at least one subject access field. For maps this must include at least a 651 with the geographic area represented on the map recorded in the $a, or a 650 with the geographic area as a $z qualifier as appropriate.
Use Library of Congress Subject headings and LC Authorities for geographic names.
For places that have changed names, the current name is used in subject headings regardless of the date of information of the material being cataloged, unless there are specific instructions to the contrary.
Maps which are geographical in nature will be represented by 651 heading(s), and this is more often than not the case with antiquarian materials. Every map of an identifiable place must have a subject heading for the area. Maps of places that cannot be identified receive no geographic subject headings.