20.0 DEFINITIONThe process of deliberately eliciting and preserving, usually in audio or audio and visual recording media, a person's spoken recollections of events and experiences based on first-hand knowledge. 20.1 OVERALL MANAGEMENT/WORKFLOWOral history interviews are collected by the Oral History (OH) Office. The interviews can be individual interviews or a project consisting of a series of interviews focused on documenting a specific topic, event, organization, etc. The OH Office assigns an AV donor number to the interview/project, prepares interview transcripts, description sheets, labels the sound cassettes/reels and videocassettes (but not the containers), and makes duplicate sound recordings and video recordings to be used as user copies (restricted tapes are not copied until the restriction is removed). There are instances where MHS receives only the transcript(s) of an interview (the sound recordings may be held at another institution or no longer available). When these steps have been completed all items are transferred to the Processing Department. The OH Office retains all related materials, i.e. donor records, release forms. After arriving in Processing the interview/project is checked. Are all the component parts there? Is spelling of names consistent? Correct AV donor number? Any missing items, discrepancies, corrections, should be reported to the OH Office. Once all the correct material and information is at hand, final processing can begin. 20.2 CATALOGINGCopy cataloging All cataloging is original. | ||
20.2.A MARC FIELDSFollow the cataloging guidelines in: Oral History Cataloging Manual, compiled by Marion Matters (OHCM). Enter record in OCLC using the Mixed Materials Format. For example records in PALS connect to the following online: Individual interview: http://www.pals.msus.edu/cgi-bin/pals-cgi?set%20web%20mhscat/oc%20%2047210280 Project interview: http://www.pals.msus.edu/cgi-bin/pals-cgi?set%20web%20mhscat/oc%20%2048999661 Transcripts only, no sound recordings: http://www.pals.msus.edu/cgi-bin/pals-cgi?set%20web%20mhscat/oc%20%2031812948 Fixed Fields | ||
| Bib Level: c Type: p Ctry: xxb | ||
| 007 | Physical Description Fixed Field | |
| Do not use. | ||
| 043 | Geographic area codes | |
| 1. Assign geographic codes to a work when a subject heading assigned to the work contains a geographic term in any form or position. In addition, assign geographic codes when such codes are warranted by the subject matter, even if no specific geographic term is used in the subject heading. | ||
| 2. Whenever applicable, assign one or more 043 codes (up to the limit of three). | ||
| A list of geographic codes is available in Cataloger's Desktop or on the web at http://lcweb.loc.gov/marc/geoareas/ | ||
| 045 | Time period of content | |
| Assign an 045 field whenever a work explicitly treats a particular time period or if the work has chronological relevance. | ||
| 049 | Local Holdings | |
| Oral histories are entered in holding library MHVR. | ||
| 052 | Minnesota Geographic classification | |
| See 043 For a list of Minnesota geographic codes see Appendix 99-03. | ||
| 099 | Local Free-Text Call Number | |
| Enter locator number. See 20.3 for directions on assigning numbers to oral histories. | ||
| Example: OH 78 | ||
| 1xx | Main Entry | |
| Follow the guidelines in Chapter 1 and Appendix 99-11 for establishing name headings. All name headings for interviewers and interviewees will include subfield $e (relator term). | ||
| 100 | ||
| The main entry for individual interviews is the interviewee. | ||
| Example: | ||
| 100 1 _ Stevens, Ruth Bovey, $d 1902- $e interviewee. 245 1 0 Oral history interview with Ruth Bovey Stevens. | ||
| 110 | ||
| The main entry for project interviews is the project title. | ||
| Example: | ||
| 110 2 _ Weyerhaeuser Family Oral History Project. 245 1 0 Oral history interviews of the Weyerhaeuser Family Oral History Project. | ||
| 245 | Title area | |
| Follow guidelines in OHCM 2.1. Supply a title consisting of form, name and date elements (the date is entered in subfield $f). | ||
| Example of a title for an individual interview: | ||
| 245 1 0 Oral history interview with Ruth Bovey Stevens, $f 1994 Nov. 17 | ||
| Example of a title for a project: | ||
| 245 1 0 Oral history interviews of the Minnesota Farm Economy Oral History Project, $f 1988-1992 | ||
| Do not supply a statement of responsibility (subfield $c) for oral history materials. Instead, give information about responsibility in the notes. | ||
| 260 | Publication, Distribution, etc. Area | |
| Do not use. | ||
| 300 | Physical description area | |
| Describe the user copies. * (See OHCM 2.5A4) This field is repeatable, so each subset of materials is entered separately. Use $3 in each 300 field to distinguish the parts. All 300 fields are displayed in PALS, but only the first 300 field entered prints on the shelflist card. | ||
| Examples: | ||
| If the interview with an individual consists of two 90 minute cassettes, one 60 minute cassette and a transcript, enter as: | ||
| 300 _ _ $3 Sound recordings : $a 2 sound cassettes (90 min. each). 300 _ _ $3 Sound recordings : $a 1 sound cassette (60 min.). 300 _ _ $3 Transcript : $a 20 leaves ; $c 28 cm. | ||
| If the project consists of sixteen 60 minute sound cassettes, eight 90 minute sound cassettes, five 60 minute videocassettes and fourteen transcripts, enter as: | ||
| 300 _ _ $3 Sound recordings : $a 16 sound cassettes (60 min. each). 300 _ _ $3 Sound recordings : $a 8 sound cassettes (90 min. each). 300 _ _ $3 Videorecordings : $a 5 videocassettes (60 min. each). 300 _ _ $3 Transcripts : $a 14 v. ; $c 28 cm. | ||
| * If the interview(s) is restricted there will be no user copies. User copies will be made after restriction is lifted. In this case describe the master copies. | ||
| 5xx | Notes area | |
| The following notes are required and should be entered in the following order. For other information requiring notes see guidelines in OHCM 2.7. | ||
| 518 | Date and Place of Event. | |
| Record interview details. | ||
| Examples: | ||
| 518 _ _ Interviewed by James E. Fogerty at the Stevens home in Wayzata, Minn. on Nov. 17, 1994. | ||
| 518 _ _ Interviewed by Leilee W. Reiter on 6 occasions from 24 Mar. 1986 to 23 Jan. 1987 in St. Paul, Minn. and Milton, Mass. | ||
| 518 _ _ Interviewed on various dates by: Bo Thao, May Hang, May Kao Hang, Pacyinz Lyfoung, Mai Neng Moua, Kim Yang, Khias Yang. | ||
| If only interviewer(s) name needs to be recorded, enter in a 500 note. | ||
| Example: 518 _ _ Interviewed by Lila J. Goff. | ||
| 520 | Scope/Summary area | |
| Give information relating to the general content, nature and subjects discussed in the interview(s). Refer to the Summary on the description sheet prepared by the OH Office. The cataloger can change the wording, condense, or expand if it seems appropriate. | ||
| Optional: Interviewees names can be listed in the summary; consider importance and record length. | ||
| 500 | Biographical information | |
| If the description sheet(s) contain useful biographical information on the interviewee(s) include in a note or use the following note: For biographical information see individual description sheet(s) in the oral history notebooks. | ||
| 500 | Video components | |
| Include a note describing video components, if included in an interview or project. This information is on the description sheet. | ||
| Example: | ||
| 500 _ _ Video components are available for the following interviews: William Bryson, Paul Hansen, Margaret Kohring, and Grant J. Merritt. Shot lists of the videotapes are available in the Oral History Office. | ||
| 555 | Finding aids note | |
| Give information about the presence of any related materials that provide administrative control over the described materials. | ||
| Example: | ||
| 555 8 _ Interview description sheet is available in the repository, filed in the oral history notebooks as OH 7. | ||
| 506 | Restrictions on access note | |
| Give information about any restrictions imposed on access to the interviews. Enter in all capital letters for emphasis. | ||
| Example: | ||
| 506 _ _ ACCESS IS RESTRICTED: WRITTEN PERMISSION REQUIRED UP TO DEC. 31, 2003; OPEN TO SPECIFIED HEIR. | ||
| 541 | Source of acquisition note | |
| Enter AV donor number(s) in subfield $e. | ||
| Example: | ||
| 541 _ _ $e AV2000.122 | ||
| If a project has multiple accession numbers, do not not use 541. | ||
| 6xx | Subject Headings | |
| See section 1.2.A. | ||
| 655 | Genre/Form | |
| All records have two genre headings. The genre terms are from the Art & Architecture Thesaurus (aat). | ||
| 655 _ 7 Oral histories. $2 aat 655 _ 7 Interviews. $2 aat | ||
| 7xx | Main/Added Entries | |
| Follow the guidelines in Chapter 1 and Appendix 99-11 for establishing name headings. All name headings for interviewers and interviewees will include subfield $e (relator term). | ||
| 700 | Added Entries | |
| For individual interviews the interviewer is assigned an added entry, with $e interviewer. For project interviews all interviewees and interviewers are assigned added entry headings, with the appropriate $e (interviewee or interviewer). | ||
| 949 98 | ||
| See Appendix 99-10. | ||
| 949 99 | ||
| Record here information on the number, format, and location of sound reels, sound cassettes, videorecordings, and transcripts. | ||
| Example: | ||
| 949 9 9 $c Master $n AV1988.167, AV1988.258, AV2000.12 $z 32 sound cassettes (60 min. ea.) $l stored in Rm. 105.7 | ||
| 949 9 9 $c User $z made by MHS, 16 sound cassettes (60 min. ea.), 8 sound cassettes (90 min. ea.) $l stored in Rm. 486 | ||
| 949 9 9 $c Master $n AV1999.261 $z Betacam: 18 Videocassettes (20 min. ea.) $l stored in Rm. 486 | ||
| 949 9 9 $c User $z 8 VHS Videocassettes $l stored in Rm. 486 | ||
| 949 9 9 $c Transcripts $z 18 vol. $l stored in Stack Level A2 | ||
20.3 CALL NUMBERS/CUTTER NUMBERS/LOCATOR NUMBERSThe location number consists of OH and a number. The number is assigned consecutively. Check the shelflist for the next available number. When number is assigned to a project, each interview is assigned a unique number, i.e. OH76.1, OH76.2, etc. The location number is written in pencil on the first page (upper right corner) of the transcript, in black ink on the description sheets(s) (upper right corner), and the location number will appear on the cassette/reel/video spine labels. This number is entered in the 099 field on the MARC record.20.4 HOLDING LIBRARIES/ MULTIPLE CALL NUMBERS | ||
20.4.A GENERAL INFORMATIONThe holding library code for oral history is MHVR. Display in the record reads: ORAL HISTORY. 20.4.B HOLDINGS IN MULTIPLE LOCATIONSDoes not apply. | ||
20.5 CARD PRODUCTIONWhen a record is produced in OCLC at the end of the cataloging process, a card is generated at OCLC and sent to MHS where it is filed in our shelflist. Records for oral history projects are often very long, mainly due to the number of interviewee names recorded in the 700 fields. OCLC will not accept the records when they exceed field limits. If the record exceeds OCLC limits, eliminate fields until acceptable number is reached. Eliminate 043, 541, 555, 655, 949s first. After record is on OCLC/PALS, can update record on PALS, adding in all deleted fields. 20.6 LABEL PRODUCTIONLabels are not produced through OCLC. See End Processing. 20.7 END PROCESSINGIf a project, the processing assistant will need to prepare an interview list. The list contains location number, project title, and a list of the interviewees (last name first) with their unique locator numbers, and the AV donor number noted at bottom of page. If interview(s) is restricted, note restrictions next to name. The end processing technician will label all spines on containers of cassettes/reels/videos, folders for transcripts, and storage boxes. Container and folder labels contain location number and name of interviewee or project and interviewee. If an interview has multiple cassettes, indicate this on the label, i.e. (1 of 2), (2 of 2). Also identify cassettes/reels as master or user copies. Storage boxes need exterior labels indicating range of numbers included in each box. (Currently this information is indicated on post-it notes attached to the items needing labels). If interview is restricted, add red adhesive dot to transcript folder. The description sheet(s) along with the project interview list are filed in blue notebooks in the Library, center range of shelving. They are filed by location number. All sheets should have the punch holes reinforced. (Notebooks available through Central Supplies). The user copies (sound cassettes) are stored in green boxes by adding to the boxes, be sure to leave space for the cassettes of restricted tapes that will be added when the restriction is removed. (Green boxes are in Room 486-ordered through Oral History Office). The master copies are shelved in 105.7 (Level B). Sound cassettes are stored in gray boxes (available in Room 486, ordered through Oral History Office). Reels are stored in bacases (available in Processing Department supply room). Each transcript is inserted in an acid-free letter size folder. Transcripts are stored in Hollinger boxes on Level A2 of Library Stacks. (Folders ordered by Sound and Visual Collections Cataloger, boxes available in Processing Department supply room). 20.8 MAINTENANCE | ||
20.8.G MISCELLANEOUSRemove restrictions The OH Office will notify Processing when restrictions are removed from an interview. The OH Office will make user copies of the sound/videorecordings and send them to Processing along with updated description sheet(s). If the user copy(s) is on a cassette and the master copy is on a reel or if the number of user copies differs from the number of master copies or if the length of the user copy cassette is different than the master copy then the 300 field must be updated to describe the user copy(s). The new description sheets will replace the description sheets currently filed in the notebooks. If interview is part of a project, the restrictions will be deleted from the interview list. Remove red dot from transcript folder. Update OCLC/PALS record to delete restrictions note. Ongoing projects There are some projects that are ongoing. Currently they include: Minnesota Artists Oral History Project, Minnesota Photographers Oral History Project, Supreme Court Justices Oral History Project, Minnesota Historical Society Oral History Project. These projects are added to on an irregular basis. A 505 note (contents) lists OH #, name of interviewee and date. The OH Office will send Processing the cassettes/reels/videos, description sheets, updated project description sheet, and transcripts. The cataloger will make additions to the PALS record, update the project interviewee list, if applicable, and label the materials for shelving. It is important with ongoing projects to leave expansion room in the storage boxes. For example record in PALS connect to the following online: | ||