A MARC (machine-readable) record is a catalog record which is designed to make information about a specific collection accessible online or via a repository's networked catalog. The record should describe the whole collection, not individual items in the collection. The DHP office can supply you with a sample MARC record. MARC records are not difficult for an archivist to write and do not require special software or equipment. Your project archivist should easily be able to create them.
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The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department.