Data Entry Manual for Polish Samizdat Ephemera
i. Data Entry Manual for Polish Samizdat Ephemera
This section is a sample framework for producing bilingual master records in Koha for the Digital Repository, specifically for Polish Samizdat Ephemera.
1. Log in to Koha (http://koha.osaarchivum.org:8080/)
2. Go to Cataloging
3. Choose “New record” from the default “Polish Ephemera” framework.
In the Koha system, a question mark next to MARC field name will link system users to the Library of Congress help pages.
Most values in Leader (Field 000, 003, 007, 008) are default values and settled for the Ephemera collection.
|
Tag |
Label |
Description |
Instructions |
|
000 |
Leader |
Coded values that provide information for the processing of the record. |
Default values, settled in the framework. Cannot be changed by the cataloguer: 5: k - new record 6: k - Two-dimensional non-projectable graphic 7: m - monograph/item 17: 7 – minimal level 18: a – AACR2 |
|
001 |
Control Number |
Assigned by the creating institution. |
Leave it blank. |
|
003 |
Control Number Identifier |
Our MARC Organisational Code |
Default value, settled in the framework. Cannot be changed by the cataloguer hubpceu |
|
005 |
D & T Latest Transaction |
Current date and time. |
Click in this field to fill it in. Required. If it is not filled in, you cannot save the record. |
|
006 |
Fixed-Length Data Elements. General |
Additional coded information |
Default values, settled in the framework |
|
007 |
Physical Description General |
Default values, settled in the framework 00: k – Nonprojected graphic |
|
|
008 |
Fixed-Length Data Elements |
Field containing computer-readable representations of a number of things. |
Default values, settled in the framework 15-17: country code: pl 35-37: language code: pol Other values not specified |
|
Cataloging Source |
Identifies which libraries created and modified the record. |
Default value, settled in the framework #a, #c: hubpceu |
|
|
041 |
Language Code |
Identifies all the languages used in an item Controlled by authority list. |
Default value, settled in the framework By default: Polish The default value can be changed. Use the drop-down menu. If more than one language is represented, clone the field, and choose another value from the list. |
|
099 |
Local free-text call number |
Default value, settled in the framework #a: Classification number. By default: HU OSA 300-55-7- (refers to archival fond-subfond-series) #f: Filing suffix. Changing value. Add folder and document/object number (eg. 1-1, 1-2, … 1-18) Required subfield. |
People
Form: for people enter “last name, first name”. This is the minimum required. If a middle initial or name is known, this may also be entered as “last name, first name middle initial.” List pseudonym only in the case if proper name is not known. Alternative name forms.
Documentation: if a secondary source is the source identification based on a pseudonym, this should be documented in the additional notes field.
Associated People/Role: creators, printers, designers, publishers, distributors, collectors, etc; list the role (taken from controlled list of roles/relators) if known, not required.
Documentation: if contributors are discovered based on research in secondary source, this should be documented in the additional notes field.
Groups
Form: Group names should be written using the language appropriate case, in this case Polish. For dissident groups, it is best to use the most commonly known or documented name. Alternative name forms (such as found on the document), should be recorded in the Authority record.
Documentation: if a secondary source is the source identification based on a pseudonym, this should be documented in the additional notes field.
Associated People/Role: creators, printers, designers, publishers, distributors, collectors, etc; list the role (taken from controlled list of roles/relators) if known, not required.
Documentation: if contributors are discovered based on research in secondary source, this should be documented in the additional notes field.
Associated Groups/Role: list the role (taken from controlled list of roles/relators) if known, not required.
|
Tag |
Label |
Description |
Instructions |
|
100 |
Main Entry-- Personal |
Authorized form of the main author's name |
By default this field will be locked. It can only be filled from authorized values found with an authority search. Click the ellipsis next to the name to start an authority search. |
|
110 |
Main Entry – Corporate Name |
Authorized form of the main author's name |
By default this field will be locked. It can only be filled from authorized values found with an authority search. Click the ellipsis next to the name to start an authority search. |
Titles
Basis: titles are generally written as inscribed. However, in the case of ephemera, titles are almost always constructed.
Form: Titles for individual objects should consist of a “form/genre” term with a description of 1) subject matter (historical, people, etc.), 2) iconography (religious, political, etc.), and/or 3) mottoes or captions. All may be considered and they may be combined as needed. The decision of which is appropriate for a specific item is left to the cataloger's discretion.
Titles for groups of objects should consist of the phrase, e. g. “sheet of stamps”, “set of stamps”. (NB a “sheet of stamps” is a single attached grouping of stamps as released. A “set of stamps” may be several unattached stamps, a partial sheet, or several sheets of stamps; the physical description can be used to provide more detail in this case.) The most important shared features or subject matter can be highlighted. (Be cautious when using terms like “series” or “suite” unless we have evidence that the group of objects held at OSA is a complete set.)
Titles should be written in sentence case according to LC practice.
Examples: [Sheet of unofficial stamps commemorating the fifth anniversary of the August Agreements]
[Stock certificate…]
[Stamp representing Kornel Morawiecki]
[Sheet of stamps displaying logos of Polish Independent Press]
[Envelope representing Lech Wałęsa]
[Envelope with the sign of Victory]
[Calendar from 1986 in the form of a sticker]
Kalendarz Solidarnosci 1984
[Leaflet announcing the broadcast of Radio Solidarity]
[Leaflet in the form of an invitation to the wedding of Józef Pinior]
[Set of stamps…] In Physical description (Field 300) add: “5 stamps” or “2 sheets (4 stamps)”
Documentation: if the title is taken from secondary source, this should be documented in the additional notes field.
|
Tag |
Label |
Description |
Instructions |
|
242 |
Translation of title |
The ENGLISH translation of the title statement from the title page (or chief source of information), as given in field 245 |
242#a Title statement. Title. Translation of the 245#a field. Required field. 242#c Statement of responsibility, etc. Translation of the 245#c field. 242#y: by default: English |
|
245 |
Title Statement |
Transcription of the title statement from the title page (or chief source of information) By default: POLISH See its English translation in field 242. |
245#a Title statement. Title. As a rule you enter title as inscribed on the item. Titles in Ephemera are almost always constructed. For constructed titles use square brackets. The title should be descriptive and specific. Required field. 245#c Statement of responsibility, etc. Enter the statement of responsibility in subfield 'c' as inscribed on the item. |
|
260 |
Publication (Imprint) |
Publication information. |
260#a Place of publication. Supply the name of country, region, city, as it appears on the item. Otherwise leave it blank. Example: Polska 260#c Date of publication. Dates should be taken, if possible, from the source itself. If there are no dates listed, a secondary source may be used. If date is given, use square brackets. If date is unknown or approximate, use square brackets with “ca.” Example: [ca. 1986] |
|
300 |
Physical Description |
Physical description |
300#a Extent. Give the number of objects and the genre. Example: 1 postcard For group of objects, use general designation followed by the number of parts enclosed in parenthesis. Example: 1 sheet (6 stamps) Required field. 300#b Other physical details. Include the process/technique if known. Include col. for color graphics, or b&w for black and white graphics. Required field. 300#c Dimensions, Height x width in centimeters, to the next whole centimeters up. Example: 10 x 5 cm Required field. Polish language physical description should be recorded in a separate occurrence of field 300! |
|
Tag |
Label |
Description |
Instructions |
|
500 |
General Note |
Physical note |
500#a: As appropriate, provide type of paper, colors, details of the creation technique, and other qualities, eg. perforation. Also describe added features, eg. stamp on envelope, handwritten annotations, etc. Add a note on physical condition or legibility as needed. The presence of duplicate physical copies, which have not been digitized, should also be recorded as “Stored with duplicate.” Enter notes as full sentences. Eg: [Stamp] Blue and red color print on perforated silver paper. [Bank note] Yellow and blue ink on white paper, printed on both sides. Printing of uneven quality. Stored with duplicate, also of uneven quality. [Envelope] Sealed envelope with a stamp affixed. Paper is water stained. Required field. Polish language notes should be recorded in a separate occurrence of field 500! |
|
510 |
Citation/ Reference Note |
Controlled by a drop-down list. |
510#a: Add a short form of a citation for any references used. Choose from the controlled values. 510#c: Location within sources: add page number. Example: p. 5, pp. 5-9. Repeat the field if more than one reference was used. |
|
520 |
Summary, Etc.. |
A detailed summary |
520#a Summary of the content of the item. Describe what is depicted (e. g. symbols, people, groups, events, places, mottos, logotypes), on the object and general subject matter and context of creation, distribution, and circulation. Required field. Places should also be listed as standardized added entries in field 651. People should also be listed as standardized added entries in field 600/700. Groups (as corporate names) should also be listed as standardized added entries in field 610/710. Polish language summary should be recorded in a separate occurrence of field 520! |
|
580 |
Linking Entry Complexity Note |
Default value, settled in the framework for all items. |
By default: Forms part of Polish Underground Publications. Printed Ephemera, 1981-1989. |
|
Tag |
Label |
Description |
Instructions |
|
600 |
Subject Added Entry-- Personal |
Authorized form of personal names for people discussed in the work as given in LC Authorities. |
Persons mentioned in the summary note as important to the subject matter of the work may be highlighted as standardized added entries. By default this field will be locked. It can only be filled from authorized values found with an authority search. Click the ellipsis next to the name to start an authority search. |
|
610 |
Subject Added Entry-- Corporate |
Authorized form of corporate names for organizations discussed in the work as given in LC Authorities. |
Groups mentioned in the summary note, including those important to the subject matter or creation of the work, may be highlighted as standardized added entries. By default this field will be locked. It can only be filled from authorized values found with an authority search. Click the ellipsis next to the name to start an authority search. |
|
650 |
Subject Added Entry-- Topical Term |
Authorized form of topical terms. Source of heading terms: LC Authorities. |
Enter the same general LC headings for all items! #aDissenters—#zPoland #aUnderground literature--#zPoland |
|
651 |
Subject Added-- Geographical |
Library of Congress Subject Heading geographical terms describing the subject of the work. Repeatable field |
By default: Poland (should be added to each item in the collection!) + Places mentioned in the summary note, including those important to the subject matter or creation of the work, may be highlighted as standardized added entries. These places should taken from a. LC; b. Webster’s; c. TGN Samples: Zielona Góra (Poland) Lublin (Poland) |
|
655 |
Index Term-- Genre/Form |
Describes what an item is as opposed to what the item is about. Controlled by authority records. |
By default this field is locked. Make sure to find the authorized heading! Genre/Form terms all controlled by Authority records: Bank notes Certificates Postcards Invitations Fliers Postage stamps Posters Calendars Envelopes |
|
Tag |
Label |
Description |
Instructions |
|
700 |
Added Entry-- Personal |
Used for second authors and other persons related to the production of the work. |
Associated People/Role: creators, printers, designers, publishers, distributors, collectors, etc; list the role (taken from controlled list of roles/relators) if known, not required. Persons mentioned in the summary note as important to the creation of the work may be highlighted as standardized added entries. By default this field will be locked. It can only be filled from authorized values found with an authority search. Click the ellipsis next to the name to start an authority search. Procedure to be established: (LC) |
|
710 |
Added Entry-- Corporate |
Used for corporate bodies related to the production of the work (e.g. publishers). |
See Authorized headings sheet and AACR2. Set the first indicator to '2'. NSZZ "Solidarność" (Labor organization) -- (should be added to each record!) |
|
773 |
Host Item Entry |
Default value, settled in the framework for all items. |
773#t Title that identifies the host item. By default: Polish Underground Publications. Printed Ephemera, 1981-1989. |
|
942 |
Added Entry Elements (Koha) |
Used for Koha-specific data. Choose from a drop-down list. |
Set the subfield 'c' to the appropriate item type. Default value: Ephemera: stamps, postcards Required. If it is not filled in, you cannot save the record. |
