Meetings at ALA Midwinter in Denver

When and where: 

• Tuesday, Jan. 27, 8:45am to 5pm, Colorado Convention Center, Room 102 [note: we have the room from 8am, but will be starting later]
• Wednesday, Jan. 28, shortly after 10am to 4pm, Denver Public Library Central Library, 10 W. Fourteenth Ave. Pkwy.

Present:

• John Attig (observer, Tuesday only)
• Erin Blake (member)
• Ellen Cordes (member)
• James Eason (member)
• Marcy Flynn (DACS liason)
• Lenore Rouse (member)
• Joe Springer (member)
• Helena Zinkham (member)

Topics discussed (list is a work in progress; please add to it as desired):

General

• use "A0." in "Preliminary rule" section for "Scope" (particularly important to have a 6A0. for Series Area because it's hard to wrap one's head around for graphics, and a 2A0. for Edition Area because that's the ISBD name for where information about states, not editions, goes)
• what we're calling a "set" is DCRM(B)'s "multipart monograph" (and needs to be kept distinct from a series)
• standard phrase will be "on or with the material" (omit "itself" as redundant in phrases originally written as "the material itself" or "the publication itself" )
• if transcribed information belongs in more than one transcription field but is only present on or with the material once, bracket any appearance after the first
• include some collection-level examples within the body of the text, since following the main instructions should create a record that looks the same as following Appendix B instructions; see Appendix B, below.
• schedule: drafts to EB in late February so the documents can be combined into a single text for a conference-call discussion in mid-March

Area 1: Title and Statement of Responsibility

• use "still image" instead of "graphic" in GMD

Area 2: Edition

• Lenore will experiment with re-naming the area along the lines of State Area (i.e., ISBD "Edition Area") or Edition Area (i.e., State), etc. so we can stay true to ISBD without using graphic materials terms incorrectly.
• change of state means an intentional change to the matrix (warrant: Gascoigne; Griffiths), and requires a new record; accidental changes, changes because of normal wear-and-tear, and changes because of different inking or paper are not changes of state (N.B. a restrike also requires a new record, but is handled in area 4)
• a transcribable statement of state is rare; use catalogues raisonnés for evidence (if someone has gone to the trouble of figuring out the difference, don’t lose that work by ignoring it in the record) but can also use your own eyes if there's enough material for comparison

Area 4: Publication, Distribution, Etc., Area

• N.B. there are times you can’t tell if the material is published or unpublished, but you have place-of-creation information that ought to be transcribed. Joe will draft a rule that allows use of 1st element of area 4 for unpublished materials so we have something to try out. We agree we want it, but not sure how to deal with uncertainty and unknowability: for published material, we urge always making an educated guess, even if it's very general; for original and unpublished material, this isn't necessarily useful.
• copyright date: 
  • we agreed that transcribing a copyright date instead of supplying a creation date isn't appropriate, however there are times where a transcribed copyright statement in addition to a creation date is valuable (e.g., when there's nothing else transcribable on the material), and thus should be an option (with statement transcribed, not substituting [copyright] for the phrase)
  • source of supplied creation date should always be noted, not just left implicit because a copyright statement is transcribed in the note, e.g., " Publication date based on statement "Entered, according to Act of Congress, in the year 1866 ... in the clerk's office of the Dist. Court of the U.S., for the Southern District of New York"

Area 5: Physical Description

• James will experiment with restricting the SMD terms to the short list of material types, and excluding container types (albums, boxes, etc.), so that extent statements are always in terms of the number of images, by material type.  Containers may be added parenthetically (e.g. "12 photographs, 2 drawings (1 album)", not "1 album (12 photographs, 2 drawings)".)
• Use of format area, following dimensions in parethesis, will be presented as an option. It may be used for daguerreian formats ("ninth plate"), or for standard 20th century photographic formats when the dimensions are given in cm but the standard industry term is expressed in inches (8x10).

Area 8: Standard Number and Terms of Availability Area

• replace Area 8 text with "No general use of this area is made for graphic materials." (i.e., same as Area 3)

Appendix B: Collection-Level Records

• won't be prescriptive about what should be described using DACS versus DCRM(G); will state something about traditional archival description being different from traditional bibliographic description (rather than saying G is not for "tranditional archival collections" as such)
• the point of Appendix B is to provide a short-cut to what's needed for collection-level records so you don't have to wade through all the transcription instructions (i.e., unlike DCRM(B), which covers only published material, G covers unpublished, original, and grey-area material, thus body-of-the-text instructions will include much that is equally applicable to collections)