Digitisation of Traditional Format Library Materials

Spencer collection of slides of Papua New Guinea, 1953-1978

Cataloguing Guidelines | Project Brief

Creation of catalogue records for Spencer collection

Specification to create new records from a base record

Background

One cataloguing record exists on AMICUS for a collection of just over 1,000 slides held in the National Library’s Pictorial Collection. The individual titles and subtitles of each item in the collection are held in a Word table. We want to create individual cataloguing records for each of the 1,000 slides by inserting the title and subtitle into a base record, and create a http link to the image. The http link is based on the amicus number of the individual cataloguing record.

We may want to generate individual cataloguing records for other collections of photographic material where we create a base record and similar information is held in a Word table. The information in the Word table could include data in addition to title and subtitle, such as a note field.

Specification

Data to be supplied by NLA

  1. A base cataloguing record on AMICUS.
  2. A table containing the data to be inserted into the base record to create a new one. The table for this first collection has three columns (Title, Subtitle and Call number). The table can be supplied as a Word table or an Excel spreadsheet.

Action by IBM GSA

Each line in the table is to be used to create a new record.

The data in the three columns of the supplied table is to be inserted as follows:

Title column: text to be inserted in 245$a subfield. The $a subfield will exist in the base record (it can be left out if this will help).

Subtitle column: text to be inserted in 245$b subfield. Do NOT create a $b subfield when there is no data in the Subtitle column on a particular line. There will be no $b subfield in the base record.

Call number: text to be inserted in 850$c subfield.

In addition, an URL is to be created and added to the 856$u subfield. The URL is different for each record created and includes the AMICUS number of the new record. The format of the URL is http://www.nla.gov.au/picR/AMICUSNO/, e.g. http://www.nla.gov.au/picR/83748329

The 856$u will exist in the base record (without any data), however it can be removed if preferred.

Example

Base record: please note that this is a sample only. The correct base record will be added to Kinetica the week beginning 16 April.

TAG     cp VALUE
000     6 k Two dimensional non-projectible graphic
      7 d Subunit
001       12341234
007     0 k Non-projected graphic
      1 i Picture
      3 g Multicolored
      4 e Synthetics
      5 m Mixed
008     6* i inclusive dates of collection
      7-10* 1953
      11-14* 1978
      15-17 xx
      18-20 nnn
      22 {blank} Unknown or not specified
      28 {blank}Not a government publication
      33 s Slide
      34 n Not applicable
      35-35 {leave blank}
      38 {blank} Record not modified
      39 d Other institution cat
TAG 1st IND 2nd IND TEXT  
040     ‡aANL‡beng  
043     ‡aa-pp---  
100 1   ‡aSpencer, Terence E. T.  
245 1 0 ‡h[picture] /‡cTerence and Margaret Spencer  
260     ‡c[between 1953 and 1978]  
300     ‡a1 slide :‡bcol. ;‡c35 mm.  
651   0 ‡aPapua New Guinea ‡vPhotographs  
600 1 0 ‡aSpencer, Margaret, ‡d1916-  
773 0   ‡iIn collection :‡tSpencer collection of slides of Papua New Guinea, 1953-1978‡w(AKIN)21914078  
830     ‡aSpencer collection of slides of Papua New Guinea, 1953-1978  
856 4 1 ‡u  
850     ‡aANL  

Table

Title Subtitle Call number
Kondiga clan hills, behind the native hospital Minj station PIC/3803/1 LOC Cold Store Pic SPE
Nop-nop's house (Konumbuga clan) with bombas   PIC/3803/2 LOC Cold Store Pic SPE
Fully decorated men the Tengerap clan Sing sing PIC/3803/3 LOC Cold Store Pic SPE

Final record for first line of table

TAG     cp VALUE
000     6 k Two dimensional non-projectible graphic
      7 d Subunit
001       43214321
      1 i Picture
      3 g Multicolored
      4 e Synthetics
      5 m Mixed
008     6* i inclusive dates of collection
      7-10* 1953
      11-14* 1978
      15-17 xx
      18-20 nnn
      22 {blank} Unknown or not specified
      28 {blank}Not a government publication
      33 s Slide
      34 n Not applicable
      35-35 {leave blank}
      38 {blank} Record not modified
      39 d Other institution cat
TAG 1st IND 2nd IND TEXT  
040     ‡aANL‡beng  
043     ‡aa-pp---  
100 1   ‡aSpencer, Terence E. T.  
245 1 0 ‡a Kondiga clan hills, behind the native hospital :‡bMinj station‡h[picture] /‡cTerence and Margaret Spencer  
260     ‡c[between 1953 and 1978]  
300     ‡a1 slide :‡bcol. ;‡c35 mm.  
651   0 ‡aPapua New Guinea ‡vPhotographs  
600 1 0 ‡aSpencer, Margaret, ‡d1916-  
773 0   ‡iIn collection :‡tSpencer collection of slides of Papua New Guinea, 1953-1978‡w(AKIN)21914078  
830     ‡aSpencer collection of slides of Papua New Guinea, 1953-1978  
856 4 1 ‡uhttp://www.nla.gov.au/picR/43214321  
850     ‡aANL‡cPIC/3803/1 LOC Cold Store Pic SPE  

Final record for second line of table

TAG     cp VALUE
000     6 k Two dimensional non-projectible graphic
      7 d Subunit
001       98765432
      1 i Picture
      3 g Multicolored
      4 e Synthetics
      5 m Mixed
008     6* i inclusive dates of collection
      7-10* 1953
      11-14* 1978
      15-17 xx
      18-20 nnn
      22 {blank} Unknown or not specified
      28 {blank}Not a government publication
      33 s Slide
      34 n Not applicable
      35-35 {leave blank}
      38 {blank} Record not modified
      39 d Other institution cat
TAG 1st IND 2nd IND TEXT  
040     ‡aANL‡beng  
043     ‡aa-pp---  
100 1   ‡aSpencer, Terence E. T.  
245 1 0 ‡aNop-nop's house (Konumbuga clan) with bombas‡h[picture] /‡cTerence and Margaret Spencer  
260     ‡c[between 1953 and 1978]  
300     ‡a1 slide :‡bcol. ;‡c35 mm.  
651   0 ‡aPapua New Guinea ‡vPhotographs  
600 1 0 ‡aSpencer, Margaret, ‡d1916-  
773 0   ‡iIn collection :‡tSpencer collection of slides of Papua New Guinea, 1953-1978‡w(AKIN)21914078  
830     ‡aSpencer collection of slides of Papua New Guinea, 1953-1978  
856 4 1 ‡uhttp://www.nla.gov.au/picR/98765432  
850     ‡aANL‡cPIC/3803/2 LOC Cold Store Pic SPE  

List of Spencer Collection Records

This list shows call number, Amicus number and title of each slide in the Spencer Collection. This list is used when the slides are being digitised to identify each slide and enable the correct file name to be assigned.

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