Yale University Library Manuscript Cataloging Guidelines

This manual is maintained by the Yale Archival and Manuscript Description Committee. Please direct comments to Alison Clemens (chair).

Introduction

This manual was created by the Manuscript Cataloging Committee, a precursor to the Archival and Manuscript Description Committee, in response to a need for Yale-wide manuscript cataloging policies. A first version, based on the Beinecke Library's Orbis Cataloging Manual: Mixed Materials Format, was completed in 2006 and addressed collection-level cataloging only. Instructions for single manuscript cataloging were added in 2010. Links to the Beinecke Library's local manuscript cataloging decisions were added in 2011. Guidelines for RDA-compliant name and uniform title headings were added in 2013.

Guidelines in this manual reflects past and current practice of repositories represented on the committee: Arts, Arts of the Book, Beinecke, Divinity, Historical Medical, Manuscripts and Archives, and Music. Guidelines are intended to establish common ground among manuscript catalogers at Yale, by setting standard policies and presenting options and best practices. Field definitions include only those MARC fields, subfields, indicators, and codes which are most commonly used in manuscript cataloging. For complete MARC definitions, see the Library of Congress MARC standards website.

This manual provides information on the creation and maintenance of Orbis records for manuscript collections and single manuscripts using record type p (mixed materials). Specific procedures for inputting and editing records conform to national standards (such as DACS, DCRM(MSS), LCAF, and LCSH) and Yale's general cataloging policies. Instructions in the main text address cataloging of manuscript collections with finding aids, and most are also applicable to other types of manuscript cataloging. Each section includes links to instructions for cataloging single manuscripts and collections without finding aids and links to the Beinecke Library's local manuscript cataloging decisions. Links are active when instructions are available; inactive links will be updated as these additional instructions are created. Criteria for cataloging manuscripts individually or as a collection, with or without a finding aid, are locally determined.

In cases where field names differ slightly between Voyager and MARC documentation, Voyager names are used. Some display constants defined by MARC indicator codes are not available in Voyager; see "Orbis Public Display Constant" in each field definition. While most common situations are covered, staff needing guidance on specific situations should consult Library of Congress MARC standards or other documentation (see Appendix F: Reference Sources), lead catalogers in each unit, or the Manuscript Cataloging Committee.

Orbis is Yale University's integrated library management system. There are several ways to input and upgrade records in Orbis: direct input, electronic transfer from OCLC, and copying a record already in Orbis. This manual contains instructions for creating original records directly in Orbis and exporting records to OCLC and MARS (OCLC Automated Authority Control). Also included are instructions for searching existing authority records and gathering information needed to create new authority records. Catalogers who have completed training may create or update authority records through the Name Authority Cooperative Project (NACO).

A typical catalog record consists of a bibliographic record, one or more associated holdings records (MARC format for holdings, or mfhd, pronounced "muffhead"), and possibly one or more item records. The bibliographic record contains an author, title, subject headings and description of the item, as appropriate, and the mfhd contains the location and call number. Item records, not used by all repositories, contain barcodes governing circulation to readers or to offsite shelving.

Orbis records are input in the Voyager cataloging module. When records are saved, the Voyager system generates indexing and OPAC field labels (e.g. Title: or Notes:), as determined by Yale-wide policy. The Voyager system also assigns and indexes separate record ID numbers for each bibliographic, mfhd, and item record.

The following symbols are used in this manual:

_ = blank space
‡ = subfield delimiter

Return to:
Introduction top
Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

Preparation for Cataloging

Determine whether full or preliminary level cataloging is appropriate. Preliminary cataloging may be used for unprocessed collections or partially-examined single items, such as recent accessions, or retrospective conversion. Generally, all other cataloging should be full level. See Encoding Level in fixed field definitions and Appendix B: Preliminary Records.

Determine sources of information for manuscripts as follows (for more information, see DACS 2.3.1-2.3.2):

For collections with a finding aid, the finding aid is the chief source of information.

For collections without a finding aid, the chief source of information may be either provenance and accession records, the materials themselves, or outside reference sources. Always edit differing forms of descriptive information found in these sources to conform to cataloging standards.

For single manuscripts, the chief source of information is the manuscript itself, its housing or accompanying documentation, or any reliable reference source.

Perform additional background research as appropriate, such as:

Identifying related materials already in the repository, including cataloged and backlog materials.

Reviewing accession files.

Compiling historical or biographical notes to place materials in context, or for use in creating authority records.

Verifying literary manuscripts against published versions.

Generally, consult basic reference sources, as needed, for an overview of names and events pertaining to the material being cataloged. Extensive research should be the exception rather than the rule. Consult with a staff member with knowledge of the subject matter, as appropriate.

Return to:
Preparation for Cataloging top
Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

Bibliographic Record

General Information
Creating Templates
Revising Existing Records
Creating and Editing Bibliographic Records
Validating and Saving Records
Exporting Records
Making a New Record by Copying an Existing Record
Deleting Records
Troubleshooting Common Problems
Coding Order and Indexing

General Information

The bibliographic record contains all information except for the location, which is contained in a linked MARC Format for Holdings record (mfhd), and barcodes, which if present are in linked item records. A system-generated record ID number is displayed in the title bar of the bibliographic record. Note that call numbers optionally may be listed in the bib record in the 090 field, which is keyword indexed and searchable. The mfhd is the only place in which the call number is call number-indexed and searchable.

The upper portion of each record consists of three tabs:

MARC tab:
Fixed fields, with buttons for Leader, 008, and 006. Do not use 007 fields with record type p (Mixed Materials).
"Suppress from OPAC" check box. If a bibliographic record is suppressed, any associated mfhd records are automatically suppressed.

System tab:
Click on "OK to Export", and then save the bib record to DB to send a record to Backstage for authority control processing.

History tab: Record of date and operator ID for creation and all subsequent saves. (System supplied)

A record type assigned in the Leader of a new record determines format-specific fixed fields in the 008 field. Yale catalogs manuscripts using the Mixed Materials record type (p). Use of this record type was implemented in spring 1996, in response to the elimination of the Archival and Manuscript Control (AMC) format and limitations encountered in implementing format integration in Notis (Yale's former library management system).

Creation and modification of bibliographic records must be performed in the cataloging module, which may be accessed only with a net ID and Voyager password. Records are displayed in MARC coding in the cataloging module. The OPAC includes tabs for Full View and for MARC coding display. A bibliographic record may be searched in the cataloging module by either of the following procedures:

Click the Search icon and search by keyword or index term.

Click Record>Retrieve by Record ID>Bibliographic>[enter record ID].

Creating Templates

New bibliographic records are created by use of templates, which may be developed locally by a repository and stored on the cataloger's hard drive or on a networked drive. To create a new template, click Template>New, add fields, and save. To edit an existing template, click File>Template>Edit, add, delete or edit fields, and save. Use editing techniques described below for adding, deleting, or editing template fields. Template file names must have extension "tem". The location of a default template may be specified in Preferences. See the Archival and Manuscript Description Committee SharePoint site for sample bibliographic and mfhd templates. Fields, subfields, indicators, and text shown in the templates may be modified to conform to local use.

To open a blank template for creation of a new catalog record, either click the New icon or click Record>New>Bibliographic. This will bring up the default template specified in Preferences. This default may be changed by clicking Options>Preferences>Folders/Files, and entering a path in the Bib box. If no path is specified in Preferences, clicking the New icon will open a generic Voyager-supplied template.

Revising Existing Records

To ensure that existing records in Oclc will be matched and overlayed by revisions:

Edit the existing record instead of creating a new record.
Avoid changing the record type of an existing record.

If a duplicate record is inadvertently added to Oclc, via Backstage export, or if it is necessary to change a record type, see Deleting Records.

Creating and Editing Bibliographic Records
Start the cataloging module by either clicking Start button>Programs>Voyager, and then double clicking Cataloging, or by clicking a Cataloging icon shortcut. Supply your net id and Voyager password. To obtain a Voyager password, contact the Chief Catalog Librarian.

View the fixed fields by clicking on the Leader, 008, and 006 buttons found on the MARC tab. The Leader and 008 field are required in every record. Fixed fields are edited by choosing codes from drop down menus accessed by clicking in each field, with the exception of date fields in the 008, which are keyed in. Note that changing the record type in the Leader will invalidate the 008, which must then be re-entered. Complete these fields according to instructions in the section on Fixed Fields. Optionally create 006 fields, for additional materials characteristics according to instructions for 006 fields. Do not use the 007 field with record type p (Mixed Materials).

Complete the variable fields according to instructions for 0XX, 1XX, 2XX, 3XX, 5XX, 6XX, 7XX, and 8XX, arranging fields in the order specified in each of these sections. The following fields are required in every record: 040, 1XX (if applicable), 245, 300, 520, 506, 546, at least one 65X, 852.

Variable fields are edited using standard Windows keyboard and menu bar editing techniques. The Edit menu or right clicking on the gray selection column will display commands that may be used for cutting, copying, moving, and deleting selected text or fields. The following are basic Voyager-specific commands:

F2 with the cursor in the selection column: displays a menu of valid tags.
F2 with cursor in an indicator or field: displays a menu of valid indicators or subfields.
F3: adds new field above selected field
F4: adds new field below selected field.
F9: adds a subfield delimiter symbol.

See the Appendix G: Voyager Quick Reference section for other Voyager-specific commands.

A diacritic is entered after the letter it modifies, and displays on the letter. To delete a diacritic, position the cursor after the modified letter and press the backspace key. In Voyager, diacritics and other special characters may be accessed by three methods:

Edit>Special character entry (or Ctrl-E). Select diacritic from window; insert and close.

Edit>Special character mode (or Ctrl-D). Use mapped keyboard to enter diacritic. Keyboard mappings are shown in the special character entry window. Diacritic mode continues until turned off by toggling the same command.

Open Macro Express (this software must be loaded on your computer separately from Voyager). Click on the Macro Explorer icon on the Actions toolbar. With the cursor in the catalog record, enter the keystrokes for the diacritic.

Validating and Saving Records

After entering all fields, save the record to Voyager by clicking the Save to DB icon. Do not click the Save icon, as this will save the record only to the workstation hard drive. The following windows will display:

Import/Replace Verification: Displays the first time a record is saved during a session. This message will display even though it is not necessary to specify a profile for original cataloging. Click No.

MARC Error Report: Displays if MARC tagging errors are present, as determined by Yale Library tag table. Click OK, correct errors, and click Save to DB again. Errors must be corrected before saving the record.

Authority Validation Window: Shows headings specified for validation in Options>Preferences>Validation. Use this window to view and copy/paste authorities, as necessary. Name or title headings must either validate as an authorized heading or conform to RDA standards and not conflict with an authorized heading. Subjects must be authorized headings and must use authorized subdivisions. Subjects with free-floating subdivisions will be partially validated, meaning that validation results apply only to the main part of the heading. Correct use of free-floating subdivisions must be verified separately. See Authority Control at Yale for complete information. After verifying or editing all headings, click Continue.

Add or Update Confirmation: Click OK. A new record will now display a record ID number in the title bar. Creation and each subsequent save after editing will be listed on the History tab.

Create a mfhd record and, if required by local practice, an item record. A bibliographic record must exist before a mfhd or item record can be created.

Exporting Records

Authority Control Processing

Add the record to YUL's daily batch export to Backstage Library Works (OCLC's MARS authority control service) by checking the "OK to export" box on the System tab, and then clicking Save to DB. Records exported each day are processed by Backstage and overlaid in Orbis overnight. The date of overlay is identified on the bibliographic record history tab by an entry with operator "MARS".

Suppressed records are not exported to Backstage. If the "OK to export" box is checked on a suppressed record for more than 30 days, it will not be exported to Backstage when the record is unsuppressed, because the bulk import application only exports records from the last 30 days. If a record has been suppressed and marked "OK to export" for more than 30 days, unsuppress it, then click "Change to Today" in the system tab and Save to DB. This will requeue the record for export to Backstage. See policy on Exporting Bibliographic Records from Orbis for more information about exporting to Backstage.

As of 2017 April, Backstage processing includes addition of LC Linked Data Service authority URIs to 100, 110, 111, 130, 600, 610, 611, 630, 700, 710, 711, and 730 fields, in subfield ‡0 (Authority record control number or standard number). Subfield ‡0 is added only to fields with exact authority matches; fields with free-floating subdivisions are excluded.
In 2017 August-September, LC URIs for the above fields and AAT URIs for 655 fields were retrospectively added to records with accession records or finding aids in ArchivesSpace. These records are identified on the bibliographic record history tab by an entry with date 2017 August or September and operator "ARCHIVESPA2."

Examples:
100 1_ ‡a Stein, Gertrude, ‡d 1874-1946. ‡0 http://id.loc.gov/authorities/names/n79006977
655_7 ‡a Photographic prints. ‡2 aat ‡0 http://vocab.getty.edu/aat/300127104

OCLC Export

New records are automatically queued for YUL's next weekly batch export to OCLC during processing by Backstage. After processing by Backstage, any updates in a bibliographic record will automatically queue the record for re-export to OCLC in the next weekly batch export. At least one previous authority control export, as indicated by "MARS" on the history tab, is required for export of updates to OCLC. Only bibliographic records are exported to OCLC; MFHD and item records are not.

Records created before 2010 September 4 were re-exported to OCLC as part of a YUL OCLC reclamation project completed in 2011 June. The reclamation overlaid all existing Yale holdings in OCLC with the contents of Orbis, current as of 2010 September 4. Records with 008/record type p were exported as master records, and an institutional record was created for each. Records that were exported to OCLC as part of this reclamation are identified on the bibliographic record history tab by an entry with date 2011 and operator "OCLCREC."

As the 2011 reclamation resulted in problems with overlay of updated records, export of new and updated records was suspended during during 2010 September 4 - 2017 July 11. Subsequent OCLC export status varies according the following groups:

Collection-level manuscript records (records coded record type p and bibliographic level c):
Export of new records was resumed in 2017 July.
Existing records were re-exported in 2017 November. These records are identified on the bibliographic record history tab by an entry with date 2017 November and operator "OCLCREC."

Single manuscript records (records coded record type p and bibliographic level c, with 006t and 33x):
Following implementation of these coding changes, export of new records was resumed in 2018 September.
Existing records were re-exported in 2018 October-2019 March. These records are identified on the bibliographic record history tab by an entry with date 2018 October-2019 March and operator "AMDECO."

Making a New Record By Copying an Existing Record

Click Record>Make a Copy, then edit and click Save to DB. The record will be saved with a new record ID number.

Deleting Records

If a bibliographic record is entered accidentally and should not be in the database, notify a staff member who has a catalog librarian profile password, which allows deletion of records. If the record should be deleted from bibliographic utilities, notify Metadata Services and Catalog Management.

Troubleshooting Common Problems

You cannot create or make changes in a record:

Make sure that you have logged on with your correct log on and password.

You get a warning message that changing the record type will invalidate the 008:

If you intended to change the record type, click Yes, and then enter format-specific fixed fields in the new 008.

You want to rearrange fields:

Right click on the selection column next to the desired field and click either "Move this field up by one" or "Move this field down by one."

You know you've edited a record, but when you check it, none of your corrections appear:

Make sure that you weren't logged into a Voyager test database when you made your corrections. Check which database you are by doing a non-keyword title search on "where am i". In Voyager, you will get an index including the item "Where am I? I am in **ProdOrbis**. Use this database for permanent production work. Do not use this database for training or testing".

You can't find a record in the OPAC that you know was saved.

The bibliographic record or mfhd may be suppressed. Display a record by deselecting the checkbox on the system tab. Or, you might accidentally have keyed your record into a test database (see above).

Record has not been exported.

Make sure record is not suppressed.

Call number in OPAC is "Status unknown".

Deselect "Suppress from OPAC" box on system tab in the mfhd record.

Coding Order and Indexing

OPAC Display Constant

Non-Keyword OPAC Indexing

Non-Keyword Staff Indexing

035

System Control No.

None

Original Orbis Bib Number

None

None

Geographic Area Codes

None

100

Main Entry - Personal Name

Author

Staff Name or Name/Title Headings

110

Main Entry - Corporate Name

Author

Staff Name or Name/Title Headings

111

Main Entry - Meeting Name

Author

Staff Name or Name/Title Headings

245

Title Proper

Title

Title, Author Sorted by Title

Title

Description

Organization and Arrangement

Organization

545

Biographical or Historical Data

Biographical/Historical Note

Summary

Notes

Additional Physical Form Available

Available In Other Formats

533

Reproduction Note

Notes

Title, Series Title

535

Location of Originals Note

Notes

506

Restrictions on Access

Access and Use

Access and Use

Indexes/Finding Aids

510
0 b/

Citation/References Note

Citations/References

Citation/References

510
1 b/

Citation/References Note

Indexed In Its Entirety By

Citation/References

510
2 b/

Citation/References Note

Indexed Selectively By

Citation/References

510
3 or 4 b/

Citation/References Note

References

Citation/References

581

Publications Note

Publications

562

Copy Identification Note

Notes

561

Ownership and Custodial History

Notes

Notes

Local notes

Formatted Contents Note

Contents

Title

502

Dissertation Note

Dissertation

544

Location of Other Archival Materials Note

Notes

580

Linking Entry Complexity Note

Notes

524

Citation of Materials Note

Cite As

600

Subject Added Entry, Personal Name

Subjects (Library of Congress)

Subject

Names, Subjects, Staff Subject Heading, or Staff Subject Subdivision

610

Subject Added Entry, Corporate Name

Subjects (Library of Congress)

Subject

Names, Subjects Staff Subject Heading, or Staff Subject Subdivision

611

Subject Added Entry, Meeting/Conference

Subjects (Library of Congress)

Subject

Names, Subjects, Staff Subject Heading, or Staff Subject Subdivision

630

Subject Added Entry, Uniform Title

Subjects (Library of Congress)

Subject

Title, Subjects, Staff Subject Headings, Staff Subject Subdivision

650

Subject Added Entry, Topical Term

Subjects (Library of Congress)

Subject

Subjects, Staff Subject Heading, or Staff Subject Subdivision

651

Subject Added Entry, Geographic Term

Subjects (Library of Congress)

Subject

Subjects, Staff Subject Heading or Subject Subdivision

655

Genre/Form

Type of Material

Subject

Subject: Genre/Form, Subjects

656

Occupation

690

Local Subject Heading - Topical Subjects

Subjects (Local Yale)

Subject

Subjects, Local Subjects

692

Local Subject Heading - Personal Name

Subjects (Local Yale)

Subject

Subjects, Local Subjects

693

Local Subject Heading - Corporate Name

Subjects (Local Yale)

Subject

Subjects, Local Subjects

700

Added Entry, Personal Name

Also Listed Under

Author, Author Sorted by Title

Name, Title, Staff Name, and Staff Name/Title

710

Added Entry, Corporate Name

Also Listed Under

Author, Author Sorted by Title

Name, Title, Staff Name, and Staff Name/Title

711

Added Entry, Meeting/Conference Name

Also Listed Under

Author, Author Sorted by Title

Name, Title, Staff Name, and Staff Name/Title

730

Added Entry, Uniform Title

Variant and Related Titles

Title

Title, Staff Title

740

Added Entry, Variant Title

Variant and Related Titles

Title

Title

None

Electronic Location and Access

Electronic Version

Return to:
Bibliographic Record top
Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

MARC Format for Holdings (Mfhd) Record

General Information
Creating Templates
Creating and Editing Mfhd Records
Saving Mfhd Records
Multiple Call Numbers for a Single Collection
Deleting a Mfhd Record

General Information

The following instructions address creation and editing of MARC Format for Holdings records (or mfhd, pronounced "muffhead"). For detailed definitions of mfhd tags, indicators, and subfields, see MARC 21 Concise Format for Holdings Data or full documentation on Catalogers Desktop.

A mfhd record contains location and call number information, and is linked to a bibliographic record. A system-generated record ID number is displayed in the title bar, followed by the record ID of the associated bibliographic record. The upper portion of mfhd record consists of three tabs:

MARC tab: Fixed fields. (system supplied; do not edit). Contains "Suppress from OPAC" check box. Do not suppress a mfhd when its associated bibliographic record is displayed, as this will generate the following message in the OPAC:
"No longer held by the Yale Library. If another edition is not in Orbis, try Borrow Direct/ILL.".

System tab: Do not use "OK to export" checkbox. Mfhd records currently are not exported.

Bib Title(s) tab: Record ID and title of associated bibliographic record(s). (System supplied)

History tab: Record of date and operator ID for creation and all subsequent saves. (System supplied)

The mfhd record is visible only in the cataloging module, but call number and location information derived from the mfhd are displayed in the OPAC. To search a mfhd record in the cataloging module:

Click Record>Retrieve by Record ID>Holding>[enter record ID].

When a bibliographic record is active in the cataloging module, an associated mfhd record may be displayed by either of the following procedures (A record is active when its title bar is highlighted in blue):

Click the Get Holdings icon.

Click the Hierarchy icon, expand if necessary, highlight the mfhd record, and click Retrieve.

Creating Templates

New mfhd records are created by use of templates. For instructions on creating new templates and editing templates, see Creating Templates in the section on the Bibliographic Record.

To open a blank template for creation of a new mfhd, click on the New Hldgs icon, with the associated bibliographic record in the active window (a record is active when its title bar is highlighted in blue). This will bring up the default template specified in Preferences. Multiple templates may be stored on the hard drive or a networked drive, and the default may be changed by clicking Options>Preferences>Folders/Files, and entering a path in the Hldg box. If no path is specified in Preferences, clicking the New Hldgs icon will open a generic Voyager-supplied template.

Creating and Editing Mfhd Records

A mfhd record is required for each call number associated with a bibliographic record.

The Leader contains a system-supplied record type x (single part item). Do not change fixed field defaults in the leader, 007, or 008.

Edit the variable fields using editing techniques described in the section on the Bibliographic Record. Complete the variable fields according to the following instructions.

014	Collection	Single Manuscript
852	Collection	Single Manuscript	Additional Guidelines: Beinecke
866	Collection	Single Manuscript	Additional Guidelines: Beinecke

Linkage Number (014)

Do not delete or edit. 014 fields contain linking or migration information, such as the Notis key for an associated bibliographic record migrated from Notis (Yale's former library management system). This field does not appear in records created in Voyager.

Location (852)

Repeatable: yes
Indexed:
Holdings Keyword
‡b: Limit by location
Additional Staff Indexes: Holdings Boolean
‡b: Limit by location
Orbis Public Display Constants:
‡b: Holdings/Location [code displays as full library name]
‡h and ‡i: Holdings/Call Number
‡x: [no display]
‡z: Notes

Indicators:
1st
8 Other scheme (local, non-LC call number)
2nd
0 Not by enumeration (not a serial)

Subfields:
‡b Sublocation
‡h Classification part
‡i Item part
‡k Call Number Prefix
‡x Nonpublic note
‡z Public note

Instructions

Required Subfields
‡b Sublocation or Collection. Determined by the default set in Preferences (General-Holdings/Item Default Location). This subfield may also be set in a template, and may be edited either manually or by a menu accessed by putting the cursor in the 852 field and pressing control l (i.e. lower case L). All locations in Voyager are coded as a single string without punctuation. The name of the holding library derived from this code is displayed in the Opac.

‡h Classification Part. Contains the non-unique part of the call number.

‡i Item Part. Contains the unique part of the call number. Enter a space, with no punctuation between multiple parts within ‡i.

Examples:
852 80 ‡b beingen ‡h GEN MSS ‡i 452
852 80 ‡b beinycal ‡h YCAL MSS FILE ‡i 132
852 80 ‡b beinwa ‡h WA MSS ‡i S-2440 R514

Other Subfields
Use the following subfields as appropriate.

‡x Nonpublic Note. Use for local processing notes for library staff use, such as notes regarding deletion of an existing access point or transfer from another Yale library, or to identify a recon record.

Examples:
‡x To be completed with additional name tracings once curator supplies them; bein, ms 3/94.
‡x Before recon title was.... ; bein, ms 10/98.
‡x Before recon call number was... ; bein, ms 1/03.
‡x Recon collection, processing has been completed and Orbis record has been updated; bein, ms 4/99. [This is for recon collections that were reconned and then later recataloged. See note under Encoding Level.]
‡x Transferred from muddzeta; former call number was ... ; bein, ms 3/04.

‡z Public Note. Use for notes to be displayed in the OPAC.

‡k Call Number Prefix. Use rarely for a call number qualifier to be displayed in the OPAC. Contents are not indexed and cannot be globally edited. Before using this subfield, consult the Chief Catalog Librarian.

Holdings (866)

Repeatable: yes
Indexed: Holdings Keyword
Additional Staff Indexes: Holdings Boolean
Orbis Public Display Constant: Library Has

Indicators:
1st
4 Holdings level
2nd
1 ANSI/NISO Z39.71 or ISO 10324

Subfields:
‡8 Link and sequence number
‡a Textual holdings
‡x Nonpublic note
‡z Public note

Instructions

Optionally use when multiple mfhd records are attached to a bibliographic record, to list boxes, volumes, or other containers shelved in the location specified by each mfhd. Especially consider using when a collection is split between onsite and LSF locations.

Subfield ‡8, with value 0, is required.

Example:
Mfhd for part of collection stored onsite:
852 80 ‡b beinycal ‡h YCAL MSS ‡i 999
866 41 $8 0 $a Boxes 1-10, 15-17
Mfhd for part of collection stored at LSF:
852 80 ‡b lsfbeiar ‡h YCAL MSS ‡i 999
866 41 $8 0 $a Boxes 11-14, 18-20

Saving Mfhd Records
After completing the 852 field, save the record to Voyager by clicking the Save to DB icon. Do not click the Save icon, as this will save the record only to the workstation hard drive. A message will appear confirming the save; click OK.

Multiple Mfhd Records
Multiple mfhd records may be attached to the same bibliographic record. Multiple mfhds may be used to record on- and off-site locations for parts of a single collection, or to record multiple call numbers for a single collection. Use of multiple mfhds ensures that all locations and call numbers are searchable. Each mfhd will have a unique Record ID. To view all mfhds attached to a bibliographic record, bring the bibliographic record to the active window and click either the Get Holdings icon or the Hierarchy icon.

Deleting a Mfhd Record
If a mfhd record is entered accidentally and should not be in the database, notify a staff member who has a catalog librarian profile password, which allows deletion of records.

Return to:
Mfhd Record top
Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

Item Record

General Information
Creating Item Records
Modifying Item Records for Material going to LSF

General Information

The item record describes the physical piece, including location, barcode number, and item type. The purpose of the item record is to track physical pieces, either for circulation or movement to and from the Library Shelving Facility (LSF).

Multiple item records can be attached to a single holdings record (MFHD), and there is no limit to the number of item records. The number of item records attached to a MFHD corresponds to the number of individually-circulating physical components, and not necessarily to the bibliographic level. For example, a collection could be housed in one box or multiple boxes, and an unbound single manuscript, or a single manuscript with accompanying material, could be housed in one box or multiple boxes.

Creating Item Records

Before an item record is created, the bibliographic and holdings records must be created.

In the cataloging module, retrieve the holdings record. Click on the "New Items" button. An item record appears with some information already entered. The "Title" field has the title taken from the 245 field in the bibliographic record. The "Location" field is from the holdings record (subfield ‡b of the 852 field.) The "Call #" is also from the holdings record (subfields ‡h and ‡i of the 852 field.) The "Perm. Loc." and "Item Type" fields will be system-supplied according to a Voyager profile pre-determined by the department. If information in the holdings record is changed, review the item record to determine if related updates are required.

The cursor will be blinking in the "Barcode" field. Enter the first barcode. (This can be done either by typing in or wanding the barcode.)

The "Enum:" and "Chron:" fields, while traditionally used for serials, can be used for item-specific information, such as box numbers, accession numbers, or any other identification.

(Example: Enum: Box 1 06/15/2004 2004-M-087)

Most repositories do not use any other fields in the item record.

Once the barcode and any other relevant information have been entered, click the "Save to DB" button.

If multiple item records are needed, you can copy the first record. With the current item record active, click "Record" from the menu and select "Make a copy" from the drop-down options. You will get a blank item record. Enter the new barcode and remember to change any information entered in the "Enum:" or "Chron:" fields so that it is specific to the item in hand. Click the "Save to DB" button.

Continue to follow the procedure until all the item records are created.

Modifying Item Records for Material Going to the Library Shelving Facility (LSF)

Before transfer to LSF, item records must include the following:

Title, Location, and Call #
Barcode
Perm Loc = onsite location
Item Type = lsfr
Temp Loc and Temp Type = blank

If a large quantity of item records require manual updates in preparation for transfer to LSF, you can use macros, programming, and/or the Voyager "Pick and Scan" function. Contact a repository or cataloging unit using these methods for additional information.

When materials are transferred, MFHD 852 ‡b and Item record Perm Loc must be changed to lsf locations, usually by LSF during their accessioning process.

Contact LSF to schedule transfers and verify procedures.

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Item Record top
Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

Authority Record

General Information
Determining When to Create an Authority Record
Searching and Using Headings
Gathering Information for Creating Authority Records

General Information

Authority work ensures consistency of headings in catalog records. Authority records also explain the use of headings in a catalog record, and provide a reference structure which guides readers to bibliographic information. Yale participates in the Name Authority Cooperative Project (NACO) and Subject Authority Cooperative Project (SACO). Only catalogers who have completed NACO training are authorized to establish name authority records. This section offers guidance in the use of established names and subjects, and in assembling supporting information for use in the creation of new headings. To create a new heading, route the supporting information to an authorized NACO cataloger in your unit. For further information see the Authority Control at Yale website.

Determining When to Create an Authority Record

The Yale Libraries create authority records for headings that meet criteria outlined in Authority Control Workflow for Yale Catalog Librarians. Generally, these criteria state that an authority record is created when necessary to break a conflict, for headings that require cross references, or in cases when research on the heading should be documented in the authority record. In addition, creation of an authority record for a name used as the main entry for a collection of personal papers is recommended. This ensures that a repository holding a major collection of papers of that person will determine the form of the heading. Research should be documented only to justify the form of the heading and the necessity of any cross references. Further research on biography or historical context should be documented in the 545 (Biographical/historical data) in the bibliographic record.

If there is no existing authority record, and creation of a new authority record is not required, according to the criteria above, enter the heading in accordance with RDA and in a form that does not conflict with existing headings.

Examples:

Smith, Jane, ‡d 1897-1973.
(dates needed to distinguish from an existing heading for Smith, Jane)

Luhan, Mabel Dodge.
(requires cross reference from Dodge, Mabel)

Wilbur, George W.
(main entry for George W. Wilbur Papers)

Carroll Trail (Mont.)
(requires cross references for Helena-Carroll Wagon Road (Mont.) and Helena Road (Mont.))

Salsbury, Nathan, ‡d 1846-1902.
Cross references:
Salsbury, Nate, ‡d 1846-1902
Salsbury, N. ‡q (Nathan), ‡d 1846-1902
Research justifying dates, cross references, and verifying identity:
Nathan Salsbury papers, 1860-1965 ‡b (Nathan Salsbury; b. 1846; d. 1902)
RLIN, Jan 17, 2003 ‡b (hdg.: Salsbury, Nate, 1846-1902; usage: Nate Salsbury; N. Salsbury)
Nat. cycl. of Amer. biog.: ‡b v. 8, p. 166 (Salsbury, Nathan; actor and manager; b. Feb. 28, 1846; d. Dec. 24, 1902)

Burton, Charles O.
(no authority record required; does not conflict with existing headings)

Searching and Using Headings

The Orbis database ("Local Database") contains authority records for established headings used by Yale catalogers.

An authority record may be searched in the Orbis Local Database by any of the following procedures:

Click Record>Retrieve by Record ID>Bibliographic>[enter record ID].

Click the Search icon and search one of the indexes beginning with "Staff":
Staff Name Headings Search
Staff Subject Headings Search
Staff Title Headings Search
Staff Name/Title Headings Search
Highlight a heading identified as "Authorized" or "Reference" in left column, click the authority button, and highlight and click the authority record.

With the bibliographic record active, click Record>Retrieve Authorities

Headings may be validated by either of the following methods, when the bibliographic record containing them is active:

Select a heading by left clicking on the gray selection column, and click Validate Heading in This Field

When saving the bibliographic record, an authority validation box will appear (see Validating and Saving in the section on the Bibliographic Record).

Parameters for validation may be changed by clicking Options>Preferences>Validation. When using Voyager validation, keep in mind that a valid heading may be a heading for another person with the same or a similar name. Always verify that each valid authority record is the correct heading.

For each name, subject, or title access point in a catalog record, search the Local Database for an an existing authority record. If the Descriptive Cataloging Rules in the 008 field is coded either z (RDA), c (AACR2), or d (AACR2 compatible), the heading may be used. If no authority record is found, search for usage of an unestablished heading in bibliographic records. If the Cataloging Form in the Leader of a bibliographic record is coded either i (RDA) the unestablished heading may be used. If the Cataloging Form is coded a (AACR2), the unestablished heading may be used, with editing as necessary in accordance with RDA rules and LC interpretations.

If no authority record exists, and no RDA or AACR2 usage is found in bibliographic records, review Yale's Authority Control Workflow and local repository guidelines to determine if an authority record is required. If an authority record is not required, create the heading in conformance with RDA.

If an authority record is required, gather the materials to create one, according to the instructions below.

Gathering Information for Creating Authority Records

In gathering information for an authority record, search the following, in order, as appropriate:

Orbis database (Local Database)
Library of Congress Authorities.
OCLC
National Union Catalog
Reference sources (see suggestions in Appendix F: Reference Sources)
Manuscript materials in hand

Record the following types of information from the sources listed above, as appropriate, and pass all information on to an authorized NACO cataloger:

Personal Name:

‡a Personal name
‡b Numeration
‡c Titles and other words associated with the name
‡d Dates associated with a name
‡q Fuller form of name

Corporate Name:

‡a Corporate name or jurisdiction name as entry element
‡b Subordinate unit

Meeting Name:

‡a Meeting name or jurisdiction name as entry element
‡c Location of meeting
‡d Date of meeting
‡e Subordinate unit

Geographic Name:

‡a Geographic name

For all headings:

Any variants for "See" tracings.

Any variants for "See Also" tracings. Each "See also" reference must also be separately established as a heading.

For each source consulted: title, date, page number if applicable, and exact form(s) of heading found.

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Variable Control Fields

Records with obsolete record type b were globally changed to record type p, as part of Webvoyage 7 upgrade, 2010 December.

Leader

Field

Guidelines

Record Status	Collection	Single Manuscript	Additional Guidelines: Beinecke
Type of Record	Collection	Single Manuscript	Additional Guidelines: Beinecke
Bibliographic Level	Collection	Single Manuscript	Additional Guidelines: Beinecke
Type of Control	Collection	Single Manuscript	Additional Guidelines: Beinecke
Encoding Level	Collection	Single Manuscript	Additional Guidelines: Beinecke
Cataloging Form	Collection	Single Manuscript	Additional Guidelines: Beinecke
Other Fields	Collection	Single Manuscript	Additional Guidelines: Beinecke

008

Field

Guidelines

Publication Status	Collection	Single Manuscript	Additional Guidelines: Beinecke
Date 1 and 2	Collection	Single Manuscript	Additional Guidelines: Beinecke
Place of Publication	Collection	Single Manuscript	Additional Guidelines: Beinecke
Form of Item	Collection	Single Manuscript	Additional Guidelines: Beinecke
Language	Collection	Single Manuscript	Additional Guidelines: Beinecke
Modified Record	Collection	Single Manuscript	Additional Guidelines: Beinecke
Cataloging Source	Collection	Single Manuscript	Additional Guidelines: Beinecke

006

Collection

Single Manuscript

Additional Guidelines: Beinecke

007

Collection

Single Manuscript

Additional Guidelines: Beinecke

Leader

Record Status
Required

Indexed: no

Codes:
a Increase in encoding level
c Corrected or revised
d Deleted
n New

Instructions:

Use n for all new records. Voyager will automatically update a record to c following any subsequent save. When a preliminary or recon Encoding Level is upgraded to full level, the Record Status may be manually changed to a. However, coding will automatically change to c after subsequent saves, unless a is entered manually each time.

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Type of Record
Required

Indexed: Limit search by Item Type

Codes:
p Mixed materials

Instructions:

Code p for Mixed Materials, formerly known as Archives and Manuscripts Control (AMC), was introduced with format integration, and was implemented in 1996 March. The record type code for AMC records was b. Records with obsolete record type b were globally changed to record type p in 2010 December.

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Manuscript Cataloging Guidelines
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Bibliographic Level
Required

Indexed: no

Codes:
m Single item
c Collection
d Subunit

Instructions

Use c for collections or small groups of two or more items. Also use c for a collective record for items in a scrapbook, photograph album, or multiple manuscripts bound together or with into a printed work which has been cataloged separately.

Use d for a subunit of a collection or analytic for item in a collection or multiple manuscripts bound together.

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Type of Control
Required

Indexed: no

Codes:
_ No specified type of control
a Archival

Instructions:

Ue a for all manuscript materials. This field was introduced with format integration, and was implemented in 1996 March.

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Encoding Level
Required

Indexed: no

Codes:
_ Full level
1 Full level, material not examined
5 Preliminary or accession level record
7 Minimal level

Instructions:

Use _ for full level cataloging. Use 1 for records converted from existing cataloging data, such as retrospective conversion of catalog cards. Use 7 for unprocessed collections with provisional cataloging, as well as for permanent brief catalog records. Code _, 1, or 7 is required for export to utilities and MARS authority control. Change 1, 5, and 7 to _ when upgrading to full level.

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Cataloging Form
Required

Indexed: no

Codes:
i ISBD punctuation included

Instructions:

Use i for all records, indicating conformance to DCRM or DACS standards, and use of RDA headings. Code i may be used for retrospective conversion, whether or not headings are upgraded to RDA.

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Other Fields
Required

Codes for the following fields are supplied by Voyager. Do not edit these fields.

Multipart Resource Record Level: _
Length of the Length-of-Field Portion: 4
Length of the Starting-Character-Position Portion: 5
Length of the Implementation-Defined Portion: 0
Undefined: 0

These fields were added retrospectively to all records during a tag table update in 2008 May.

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008 (Mixed Material)

Publication Status (Type of Date)
Required

Indexed: no

Codes:
_ No dates given; B.C. date involved
e Detailed date
i Inclusive dates of collection
k Range of years of bulk of collection
n Dates unknown
q Questionable dates
s Single known date/probable date

Instructions

Use i for a span of known dates or a span of dates qualified by "circa.". Note bulk dates, if appropriate, in subfield ‡g of the 245 (Title Statement).

If a known or estimated span of dates falls within one year, either use i and enter the year in both Date 1 and Date 2, or use s, enter the year in Date 1, and leave Date 2 blank, according to local practice.

If all materials in a collection are known or estimated to have the same date, use s, enter the year in Date 1, and leave Date 2 blank.

Use q for a date span qualified by a question mark.

0xx

035	Collection	Single Manuscript	Additional Guidelines: Beinecke
040	Collection	Single Manuscript	Additional Guidelines: Beinecke
041	Collection	Single Manuscript	Additional Guidelines: Beinecke
042	Collection	Single Manuscript	Additional Guidelines: Beinecke
043	Collection	Single Manuscript	Additional Guidelines: Beinecke
079	Collection	Single Manuscript	Additional Guidelines: Beinecke
090	Collection	Single Manuscript	Additional Guidelines: Beinecke
099	Collection	Single Manuscript	Additional Guidelines: Beinecke

035 (System Control Number)

Repeatable: yes
Indexed: Keyword
Additional Staff Indexes: Original Orbis Bib Number

Indicators:
1st
none
2nd
none

Subfields:
‡a System control number
‡z Cancelled/invalid system control number
‡9 Notis record key or search string for link from Finding Aid Database

Instructions:

System-Generated Fields

Do not edit or delete system-generated 035 fields. The following system-generated 035 fields are typically found in manuscript records:

Notis Keys. In records migrated from Notis to Voyager in 2002, an 035 ‡9 contains the Notis system record key. This key originally consisted of a three-character alphabetic range followed by a four-digit sequential number. During migration to Voyager, "YL" was added to the end of these keys. The list below shows Notis key spans and corresponding cataloging sources:

AAAxxxx - BZZxxxx	RLIN (cataloged in RLIN)
CAAxxxx - CZZxxxx	RLA (Beinecke print recon)
DAAxxxx - DZZxxxx	OCLC (tape load)
EAAxxx -	Electronic Scriptorium (CCL recon)
FAAxxx - FZZxxx	Created Online
PAAxxxx - PLPxxxx	GEAC (Circulation)

Example:
035 __ ‡9 FKY6244YL

Voyager Bibliographic Record ID. In records created in Voyager and exported to MARS, an 035 ‡a field containing the Voyager bib id number is system-generated when the record is returned by MARS. For more information on exporting records, see section on exporting bibliographic records.

Example:
035 __ ‡a 4075432

OCLC Institutional Record ID. System-generated following export of a new record to OCLC. Contains OCLC institutional record number, preceded by the code (OCoCL). This field is used in matching when a record updated in Voyager is re-exported to OCLC. For more information on exporting records, see section on exporting bibliographic records.

Example:
035__ ‡a (OCoLC)ocn702230877

Local Fields

Local use of the 035 field must be approved by the Head of Cataloging. Currently, three approved types of local 035 fields are used for special collections records: search strings that link from finding aids to the associated catalog records (see below), HVT numbers used by the Fortunoff Video Archives for Holocaust Testimonies, and Manuscripts and Archives microform numbers.

For new records created in Voyager, a new 035 field must be entered if a link between the Finding Aid Database and the associated catalog record is needed. Enter this search string in a subfield ‡9, using the following syntax: (YUL)ead.[repository id].[ead id]. The "ead id" is a unique identifier for the text file containing the finding aid. The form of the repository and ead identifiers are determined locally.

Examples:

035 __ ‡a HVT-4257
(HVT number)
035 __ ‡a Film HM 216
(microform number)

035 __ ‡9 (YUL)ead.beinecke.wkent
035 __ ‡9 (YUL)ead.beinecke.prycejon
035 __ ‡9 (YUL)ead.divinity189
(finding aid links)

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040 (Cataloging Source)
Required

Repeatable: no
Indexed: Keyword

Indicators:
1st
none
2nd
none

Subfields:
‡a Original cataloging agency
‡b Language of cataloging
‡c Transcribing agency
‡d Modifying agency
‡e Description conventions

Instructions

Subfields ‡a and ‡c contain the repository's NUC code. Subfield ‡b contains the language code eng, for the language of cataloging. Subfield ‡e contains the code for DACS. Subfield ‡d is rarely used in manuscript cataloging.

Input subfields alphabetically by subfield delimiter, or optionally use a locally-determined order.

Examples:
040 __ ‡a CtY-BR ‡b eng ‡c CtY-BR ‡e dacs
040 __ ‡a CtY ‡b eng ‡c CtY ‡e dacs
040 __ ‡a CtY-M ‡b eng ‡c CtY-M ‡e dacs

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041 (Language Codes)

Repeatable: no
Indexed: Keyword

Indicators:
1st
0 Item is not a translation/does not include a translation
1 Item is or includes a translation
2nd
none

Subfields:
‡a Languages of text
‡h Language code of original
‡k Language code of intermediate translations

See the USMARC Code List for Languages on Cataloger's Desktop or on the Library of Congress website.

Instructions:

Use optionally when significant material in two or more languages is present. Determine significance by considering volume, research importance, and whether language skills are required to use major parts of the collection.

List each code in a separate subfield ‡a. The first code must also appear in the 008 language field. List subsequent codes in order of predominance in the collection.

1xx

Field

Guidelines

1XX	Collection	Single Manuscript	Additional Guidelines: Beinecke
100	Collection	Single Manuscript	Additional Guidelines: Beinecke
110	Collection	Single Manuscript	Additional Guidelines: Beinecke
111	Collection	Single Manuscript	Additional Guidelines: Beinecke
130	Collection	Single Manuscript	Additional Guidelines: Beinecke

An 1XX field is required if a creator of the collection can be identified. For intentionally-assembled collections created by a YUL repository, use the repository name as 110, if possible.

Records with no 1xx and at least one 7xx: as of 2018 December, Archives at Yale will display the first 7xx as the primary creator. To ensure correct display, enter a 1xx.

100 (Main Entry - Personal Name)

Repeatable: no
Indexed: Keyword
Additional Public Indexes: Author
Additional Staff Indexes: Staff Name Headings or Staff Name/Title Headings
Orbis Public Display Constant: Author/Creator
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield ‡2, ‡3, ‡4, or ‡5 a mark of punctuation precedes those subfields

Indicators:
1st
0 Forename
1 Surname
3 Family name
2nd
none

Subfields:
‡a Personal name
‡b Numeration
‡c Titles and other words associated with a name
‡d Dates associated with a name
‡e Relator term
‡q Fuller form of name
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

Use for a personal name of the creator of the collection. Search Orbis and the Library of Congress authority file for an authority record, and use this form if one exists. If no authority record exists, create a heading in accordance with RDA rules and LC interpretations. Consult a NACO cataloger in your unit and the Authority Control at Yale website for guidelines on when a new authority record should be created.

RDA rules and LC interpretations:

Personal names

‡d Dates:

Birth date: required if known.
Only birthday known, or still living: ‡d [yyyy]-

Death date: required if applicable and known.
Only death date known: ‡d -[yyyy]

To break a conflict, use the following standard terms as appropriate, for any century, spelling out all terms:
[yyyy] [Month] [dd]
approximately [yyyy]
active [yyyy]
active approximately [yyyy]

‡q Fuller form of name: required only to break a conflict not resolved by dates

‡c Titles and other words associated with a name

Required if applicable and known: Jr., Sr.; titles for saints, religious office, nobility
Use of terms of honor, such as Sir, Dame, Esq.: will be required if applicable, pending addition to RDA, projected for 2013 April.

To break a conflict not resolved by dates or titles, use a profession or occupation, capitalized and in parentheses:
‡c ([Occupation])

‡e Relator term

Optionally use the term"collector" to identify a person who assembled a collection but did not create the materials in it:
‡a [Name], ‡d [yyyy]-[yyyy], ‡e collector.

As of 2013 January, some LCAF records reflect interim RDA decisions, such as use of born/died instead of hyphens. Use these LCAF records as is.

Family names

Create a heading following RDA guidance for family name and qualifiers:

‡a Name

Type of family: required, using one of the following terms: Family, Dynasty, Royal house, Clan
Use standard form: ‡a [Name] ([Type])

‡c, ‡g, ‡d Qualifiers

Use as appropriate to break conflicts:
‡a [Name] (Family: ‡c [Place])
‡a [Name] (Family: ‡g [Name of prominent member of family], [yyyy-yyyy])
‡a [Name] (Family: ‡d [yyyy-yyyy])
For places, record a country, state, or city, using LCSH but separating jurisdictions with commas, not parentheses.
For prominent member of family, use LCAF or RDA rules for form of name and dates.

Do not use RDA headings for family names in 600; instead use the form established in LCSH, or create a heading in conformance with LCSH. An RDA family name in the 100 field refers to a specific family, while the same family name in LCSH collocates all families sharing that name.

Examples:
100 1_ ‡a Comfort, Aaron Ivins, ‡d 1827-1915.
100 1_ ‡a Austin, Stephen F. ‡q (Stephen Fuller), ‡d 1793-1836.
100 1_ ‡a Barbé-Marbois, François, ‡c marquis de, ‡d 1745-1837.
100 0_ ‡a Victoria, ‡c Queen of Great Britain, ‡d 1819-1901.
100 1_ ‡a Spender, Stephen, ‡d 1909-
100 1_ ‡a Smith, John, ‡d -1773.
100 1_ ‡a Smith, John, ‡d active 1719–1758.
100 1_ ‡a Smith, John, ‡d active approximately 1700-1720.
100 1_ ‡a Smith, John, ‡d 1719-approximately 1758.
100 1_ ‡a Frazer, John ‡c (Architect)
100 1_ ‡a Morgan, John Pierpont, ‡d 1837-1913, ‡e collector.
100 3_ ‡a Gregory (Family)
100 3_ ‡a James (Family : ‡c Summerton, S.C.)
100 3_ ‡a Peale (Family : ‡g Peale, Charles Willson, 1741–1827)
100 3_ ‡a Medici (Royal house : ‡g Medici, Lorenzo de', 1449–1492)

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110 (Main Entry - Corporate Name)

Repeatable: no
Indexed: Keyword
Additional Public Indexes: Author/Creator
Additional Staff Indexes: Staff Name Headings or Staff Name/Title Headings
Orbis Public Display Constant: Author
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield ‡2, ‡3, ‡4, or ‡5 a mark of punctuation precedes those subfields

Indicators:
1st
0 Inverted name
1 Jurisdiction name
2 Name in direct order
2nd
none

Subfields:
‡a Corporate name or jurisdiction name as entry element
‡b Subordinate unit
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

Use for the name of a corporate body that created the collection. Search Orbis and the Library of Congress authority file for an authority record, and use this form if one exists. If no authority record exists, create a heading in accordance with RDA rules and LC interpretations. Consult a NACO cataloger in your unit and the Authority Control at Yale website for guidelines on when a new authority record should be created.

RDA rules and LC interpretations:

‡b Subordinate unit: spell out Department

Examples:
110 2_ ‡a Hudson's Bay Company.
110 1_ ‡a California. ‡b Governor (1975-1983 : Brown)
110 2_ ‡a Beinecke Rare Book and Manuscript Library.
110 2_ ‡a Yale University. ‡b Library.
110 1_ ‡a South Dakota. Department of Public Safety (1973–1984)

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111 (Main Entry - Meeting Name)

Indicators:
1st
0 Inverted name
1 Jurisdiction name
2 Name in direct order
2nd
none

Subfields:
‡a Meeting name or jurisdiction name as entry element
‡c Location of meeting
‡d Date of meeting
‡e Subordinate unit
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

Use for the name of a conference or meeting name that created the collection. Search Orbis and the Library of Congress authority file for an authority record, and use this form if one exists. If no authority record exists, create a heading in accordance with RDA rules and LC interpretations. Consult a NACO cataloger in your unit and the Authority Control at Yale website for guidelines on when a new authority record should be created.

RDA rules and LC interpretations:

‡a Name: if needed for clarity, add: (Conference)

‡d Date: frequency (such as Annual orBiannual) is required if applicable

Examples:
111 2_ ‡a Panama-Pacific International Exposition ‡d (1915 : ‡c San Francisco, Calif.)
111 2_ ‡a BTR (Conference) (2nd : 2002 : University of New Mexico)
111 2_ ‡a International Whaling Commission. ‡b Annual Meeting.

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130 (Main Entry - Uniform Title)

Do not use for collections. For records of a serial publication use 110 for the publisher name. If the publisher name is not known, do not use 1xx, or optionally use the publication title as a corporate name in 110.

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2xx

Field

Guidelines

240	Collection	Single Manuscript	Additional Guidelines: Beinecke
245	Collection	Single Manuscript	Additional Guidelines: Beinecke
246	Collection	Single Manuscript	Additional Guidelines: Beinecke
250	Collection	Single Manuscript	Additional Guidelines: Beinecke
260	Collection	Single Manuscript	Additional Guidelines: Beinecke

240 (Uniform Title)

See:
240: Single Manuscript

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245 (Title Statement)

Required

Repeatable: no
Indexed: Keyword
Additional Public Indexes: Title, Author Sorted by Title
Additional Staff Indexes: Title
Orbis Public Display Constant: Title
Punctuation: Ends with a period, even when another mark of punctuation or closing parenthesis is present unless the last word in the field is an abbreviation, initial, etc.

Indicators:
1st
0 No title added entry
1 Title added entry
2nd
0-9 Number of nonfiling characters present

First indicator 0 is used when there is no 1XX and the 245 is the main entry. However, as the 245 field is always indexed in Voyager, regardless of first indicator, this indicator may be set as 1 or 0, as determined by local practice.

Subfields:
‡a Title
‡b Remainder of title
‡c Remainder of title page transcription/statement of responsibility
‡f Inclusive dates
‡g Bulk dates

Subfields ‡a and ‡f are required. Use subfields in order: ‡a, ‡f, ‡g. Subfields ‡b and ‡c are not used for collections, but may be used for cataloging single items.

General Collection Titles
Small Collection Titles

General Collection Titles

Instructions

Title (‡a)

Titles are constructed according to local practice, within the following guidelines. For collections with a 1XX main entry, generally repeat the main entry in direct order, as the first element in ‡a, followed by "papers," "archive," "collection," or another genre term or terms describing the predominant form of materials. The form of name may be truncated or may otherwise differ from the main entry, as determined by local practice. Use a space between initials in personal names.

For collections with no 1XX main entry, construct a title using topical and genre terms which will facilitate title searches and title browsing. Avoid using "miscellaneous" as the first word in the title, though this may have been done in the past. For new catalog records, use "miscellany" following a personal name or topical terms.

Although collection names are supplied rather than transcribed, they are derived from authorized sources of information (see DACS), and therefore bracketing of data is not necessary. For bracketing of dates, see Dates, below. Capitalize only the first word of the title and any proper names. See 520 and 500 notes regarding description of accompanying materials not accounted for in the 245.

Examples:

100 1_ ‡a Wilder, Thornton, ‡d 1897-1975.
245 10 ‡a Thornton Wilder papers, ‡f 1892-1991 ‡g (bulk 1935-1975).
(Collection of personal papers with 1XX main entry)

100 1_ ‡a West, Rebecca, ‡c Dame, ‡d 1892-
245 10 ‡a Rebecca West collection, ‡f 1913-[ongoing].
(Term of address in main entry not used in title)

110 2_ ‡a American Jewish Society for Service.
245 00 ‡a American Jewish Society for Service records, ‡f 1948-2000 (inclusive), ‡g 1951-1984 (bulk).
(Corporate records)

245 00 ‡a Account books recording fees for writs served in Stonington, Connecticut, ‡f 1811-1825.
245 00 ‡a Yale Collection of American Literature manuscript miscellany, ‡f [circa 1800-ongoing].
245 00 Texas legal documents, ‡f 1832-1895 ‡g (bulk 1832-1869).
(Title main entries)

Dates (‡f and ‡g)

Always provide inclusive dates in ‡f, stating the complete date span of materials. If most materials fall within a smaller date span, optionally supply bulk dates in ‡g. Use consistent wording and punctuation, as determined by local practice. For open-ended collections, for which additions are expected, use the current date span and update as necessary, or optionally use a date span ending in "-ongoing".

Examples, showing possible wording and punctuation:
‡f 1904-1987.
‡f 1904-1987 ‡g (bulk 1970-1980).
‡f 1904-1987 (inclusive), ‡g (bulk 1970-1980).
‡f 1904-1987 (inclusive), ‡g 1970-1980 (bulk).
‡f 1904-1987 (inclusive) ‡g (bulk 1970-1980).

If information can be supplied for undated or incorrectly dated materials, and this affects the date span of the collection, put supplied dates, in brackets, in ‡f and in the Date 1 and Date 2 codes in the 008 field. Note incorrect dates in a 520 field.

Examples:
245 ... ‡f [circa 1800-1900].
245 ... ‡f 1906-[1950].
245 ... ‡f 1927-[196-] (inclusive).

245 ... ‡f [1860]-1865.
520 __ ... Earliest correspondence is misdated 1861.

Small Collection Titles

Instructions

For small collections that do not have finding aid, catalog in conformance with DACS, using the instructions below and local practice. For full instructions about collection titles, see General Collection Titles.

Repeat the main entry in direct order as the first element in ‡a, followed by "papers," "archive," "collection"; or one of these terms and a specific genre term; or up to two specific genre terms. Use specific genre terms if the bulk or research value is found mainly in these materials.

To describe a relationship between materials, use wording like "[genre] and [genre] related to ... " or "[genre] and papers from/related to ...". If one genre predominates, clarify this in a 520 note.

Examples:
100 1_ ‡a Allen, John Q.
245 10 ‡a John Q. Allen diaries and scrapbooks relating to the New York theater, ‡f 1915-1925.
300 __ ‡a 1 ‡f linear feet (2 boxes)
520 __ ‡a Daily diaries (10 v.) with extensive entries of activities, including commentary on people in theatrical circles and plays seen. Scrapbooks (2 v.) contain photographs, theater programs, ticket stubs, postcards and other printed ephemera.

1001_ ‡a Allen, John Q.
245 10 ‡a John Q. Allen letters and papers from his European tour, ‡f 1912-1913.
300 __ ‡a .5 ‡f linear feet (1 box)
520 __ ‡a Chiefly letters from family and friends, and retained copies of his outgoing letters, plus photographs, theater programs, tickets stubs, postcards and other printed ephemera.

100 1_ ‡a Allen, John Q.
245 10 ‡a John Q. Allen diaries and papers, ‡f 1915-1925.
300 __ ‡a 1.5 ‡f linear feet (3 boxes)
520 __ ‡a 14 volumes of diaries dated 1935-1945. Additional papers include clippings, notes, photographs, and other personal and professional memorabilia from his childhood and later life.
555 0_ ‡a Accompanied by a container list (in box 1).

100 1_ ‡a Jones, Peter R.
245 10 ‡a Peter R. Jones correspondence and diaries, ‡f 1915-1925.
300 __ ‡a 1 ‡f linear feet (2 boxes)
520 __ ‡a Weekly correspondence with family members from the period 1856-1902, and 25 diaries dated 1890-1914. The collection also includes a few early family photographs and theater programs.

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Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

246 (Varying Form of Title)

Repeatable:yes
Indexed: Keyword
Additional Public Indexes: Title
Additional Staff Indexes: Title
Orbis Public Display Constant:Variant and Related Titles
Punctuation: Doesn't end with a mark of punctuation unless the last word in the field is an abbreviation, initial, etc.

Indicators:
1st
3 No note, added entry
2nd
_ No type specified

Subfields:
‡a Title proper/short title
‡i Display text

Instructions

3xx

Field

Guidelines

300	Collection	Single Manuscript	Additional Guidelines: Beinecke
351	Collection	Single Manuscript	Additional Guidelines: Beinecke

300 (Physical Description)
Required

Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Description
Punctuation: Doesn't end with a mark of punctuation unless the last word in the field is an abbreviation, initial, etc.

Indicators:
1st
none
2nd
none

Subfields:
‡a Extent
‡b Other physical details
‡c Dimensions
‡e Accompanying material
‡f Type of unit
‡g Size of unit
‡3 Materials specified

General Collections
Small Collections

General Collections

Instructions

Subfield ‡a is required. Subfield ‡f is optional. Subfield ‡3 specifies materials when multiple 300 fields are used. Other subfields are not used for collections, but may be used for cataloging single items. Subfield ‡c is required for single items.
The 245 and 300 fields should match, both describing either a collection or a single item.

Extent (‡a)

Always use subfield ‡a, and include at least the number of linear feet. Rounding of numbers and extent of decimal points are determined by local practice. If only subfield ‡a is used, also include the term "linear feet," the number of boxes, and, optionally, the number of other storage formats. Do not abbreviate words.

To calculate footage based on size and number of boxes, use local procedures, or use a linear footage calculator.

Examples:
300 __ ‡a 10.50 linear feet
300 __ ‡a 10.5 linear feet (5 boxes)

300 __ ‡a 10 linear feet (5 boxes) + 2 broadside folders
Broadsides are not included in the linear footage.

300 __ ‡a 49.6 linear feet (52 boxes, 12 rolled maps, 74 broadside folders)
Rolled maps and broadsides are extensive, and are therefore included in linear footage.

Type of unit (‡f)

Optionally, use subfield ‡f, following subfield ‡a. If both subfields ‡a and ‡f are used, only the number of linear feet is included in ‡a; the term "linear feet," and, optionally, the number of boxes of other storage formats, are included in ‡f.

Examples:
300 __ ‡a 3.75 ‡f linear feet (10 boxes)
300 __ ‡a 0.21 ‡f linear feet (1 box) + 1 portfolio

Small Collections

Instructions

Depending on local decisions about supplied titles and physical housing, physical description of a small collection may be expressed in various ways, such as:

Count of multiple bound volumes, boxed individually.
For example, a group of diaries in multiple volumes
Count of multiple unbound items, housed in one or more folders.
For example, a group of letters
Any of above, housed in one or more boxes, with linear footage.
For example, a small collection of diaries and letters

Physical description of similar materials can vary, depending on factors such as be security, housing requirements, and local practice. In all cases, the bibliographic level, dates, and physical description must each account for all material named in the title, consistently describing the same a group of items. These elements should not include accompanying material mentioned only in a 500 or 520 note.

Examples:
A collection of three diaries, dated 1917-1951, in three volumes:
Leader/Bibliographic Level: c
‡a CtY-BR ‡b eng ‡c CtY-BR ‡e dacs
300 __ ‡a 3 ‡f volumes
or 300 __ ‡a 0.20 ‡f linear feet (1 box)

A collection consisting of a diary in a single volume, dated 1917-1951, and two maps, dated 1910:
Leader/Bibliographic Level: c
008 Dates 1 and 2: 1910 and 1951
‡a CtY-BR ‡b eng ‡c CtY-BR ‡e dacs
300 __ ‡a 3 ‡f items
or 300 __ ‡a 0.20 ‡f linear feet (1 box)

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351 (Organization And Arrangement)

Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Organization
Punctuation: Ends with a period.

Indicators:
1st
none
2nd
none

Subfields:
‡a Organization
‡b Arrangement
‡3 Materials specified

Instructions:

Organization (‡a)

Use to list series in a collection. Wording is determined by local practice. Separate series by periods. If a collection is arranged in series, use only subfield ‡a; do not use subfield ‡b.

Examples:
351 __ ‡a Organized into three series: I. Writings, 1915-1961. II. Correspondence, 1910-1954. III. Personal Papers, 1900-1957.

Arrangement (‡b)

Use to indicate alphabetical, chronological, or other arrangement for a small collection not organized into series.

Examples:
245 10 ‡a Jane Doe correspondence.
351 __ ‡b Arranged chronologically.

Materials specified (‡3)

Use to indicate a specific part of collection described in this field. Do not use punctuation between ‡3 and ‡b, so that these will display as one sentence in the OPAC.

Examples:
245 10 ‡a Jane Doe correspondence and drawings.
351 __ ‡3 Correspondence ‡b arranged chronologically

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5xx

Field

Guidelines

5XX	Collection	Single Manuscript	Additional Guidelines: Beinecke
545	Collection	Single Manuscript	Additional Guidelines: Beinecke
520	Collection	Single Manuscript	Additional Guidelines: Beinecke
546	Collection	Single Manuscript	Additional Guidelines: Beinecke
530	Collection	Single Manuscript	Additional Guidelines: Beinecke
533	Collection	Single Manuscript	Additional Guidelines: Beinecke
535	Collection	Single Manuscript	Additional Guidelines: Beinecke
506	Collection	Single Manuscript	Additional Guidelines: Beinecke
540	Collection	Single Manuscript	Additional Guidelines: Beinecke
555	Collection	Single Manuscript	Additional Guidelines: Beinecke
510	Collection	Single Manuscript	Additional Guidelines: Beinecke
581	Collection	Single Manuscript	Additional Guidelines: Beinecke
562	Collection	Single Manuscript	Additional Guidelines: Beinecke
561	Collection	Single Manuscript	Additional Guidelines: Beinecke
500	Collection	Single Manuscript	Additional Guidelines: Beinecke
590	Collection	Single Manuscript	Additional Guidelines: Beinecke
505	Collection	Single Manuscript	Additional Guidelines: Beinecke
502	Collection	Single Manuscript	Additional Guidelines: Beinecke
544	Collection	Single Manuscript	Additional Guidelines: Beinecke
580	Collection	Single Manuscript	Additional Guidelines: Beinecke
524	Collection	Single Manuscript	Additional Guidelines: Beinecke

5XX Fields: General Instructions

Voyager will accept 5XX tags in any order, but using the above recommended order will simplify the OPAC display for 5XX fields displaying under the "Notes" label. Field order for other fields is determined by Voyager configuration documents.

Use subfield ‡3 (materials specified) in 5XX fields as necessary, particularly when describing components of large collections.

Avoid using abbreviations in note fields, unless transcribing a quote from the collection itself.

Example:
506 __ ‡3 Correspondence: ‡a restricted until 2020. Consult the appropriate curator for further information.

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500 (General Note)

Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Notes
Punctuation: Ends with a period unless another mark of punctuation or closing parenthesis is present.

Indicators:
1st
none
2nd
none

Subfields:
‡a General note
‡3 Materials specified

Instructions

Use sparingly, for general information for which no specialized note (5XX) field has been defined. Either 500 or 590 (Local note) fields can be used for single notes. Use of these fields should be consistent, as determined by local practice.

Examples:
500 __ ‡a Audubon autograph lacking.
500 __ ‡a Includes transcript of diaries.
500 __ ‡a Contents also cataloged individually.
500 __ ‡a On White House stationery.

245 __ ‡a English miscellaneous manuscripts collection, ‡f 1362-1945 (inclusive).
500 __ ‡a Additions to this collection will include accessions whose subject content is exclusively British, and which were created in Great Britain or by British citizens. Materials will not be transferred from other collections to this collection.

245 __ ‡a Civil War Manuscripts Collection, ‡f 1859-1900 (inclusive).
500 __ ‡a Further additions to this collection will meet departmental standards for additions to artificial collections and thus not amount to more than .25 linear feet of material or contain material in smaller quantities which warrant collection level status due to individual or subject content. Additions will include material generated during the Civil War period, 1861-1865, or the reminiscences, remembrances and recollections of individuals who were a party to events relating to the war.

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502 (Dissertation)

See:
502: Single Manuscript

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505 (Formatted Contents)

Repeatable: yes
Indexed: Keyword
Additional Staff Indexes: Title
Orbis Public Display Constant: Contents
Punctuation: Ends with a period unless another mark of punctuation or closing parenthesis is present.

Indicators:
1st
Display constant controller
0 Contents
1 Incomplete contents
2 Partial contents
8 No display constant generated
2nd
Level of constant designation
_ Basic
0 Enhanced

Subfields:
‡a Formatted contents note

Instructions

6xx

Field

Guidelines

6XX	Collection	Single Manuscript	Additional Guidelines: Beinecke
600	Collection	Single Manuscript	Additional Guidelines: Beinecke
610	Collection	Single Manuscript	Additional Guidelines: Beinecke
611	Collection	Single Manuscript	Additional Guidelines: Beinecke
630	Collection	Single Manuscript	Additional Guidelines: Beinecke
650	Collection	Single Manuscript	Additional Guidelines: Beinecke
651	Collection	Single Manuscript	Additional Guidelines: Beinecke
655	Collection	Single Manuscript	Additional Guidelines: Beinecke
656	Collection	Single Manuscript	Additional Guidelines: Beinecke
69X	Collection	Single Manuscript	Additional Guidelines: Beinecke

6XX Fields: General Instructions

Use for subject access to names (see also 700 (Added Entry - Personal Name)). Generally, include the name in the 1XX field also in a 6XX field, as manuscript material, such as letters or personal papers, is as much about the person, corporate body, or meeting in the 1XX field as it is authored by that entity. Use also for correspondents and other creators of works present in the collection.

At least one 600, 610, 611, 630, 650, or 651 is required. Use additional 6XXs as appropriate. Justify all 6XXs by describing subject matter in a 520 (Scope and content note). Long lists of 6XXs for correspondents may be generally characterized, without being individually mentioned, in the 520 field.

Voyager indexes names in 6XXs as subjects and names in 7XXs as authors. Yale repositories use 6XX, rather than 7XX, for listing correspondents.

Generally, put 6XX added entries in tag order, and in alphabetic order within each tag. Exceptions may be determined locally; for example, listing the creator of the collection as the first 6XX. The ordering of headings may change if headings are updated during MARS processing.

In the past, second indicator 4 was used with 6XX local headings, but this practice is no longer used. Use 69X fields for all local headings. When found in older records, 6XX headings with second indicator 4 should be updated to 69X headings.

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600 Subject Added Entry - Personal Name
600/610 Required

Repeatable: yes
Indexed: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision
Orbis Public Display Constant: Subjects (Library of Congress)
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield ‡2, ‡3, ‡4, or ‡5 a mark of punctuation precedes those subfields.

Indicators:
1st
0 Forename
1 Surname
3 Family name
2nd
0 Library of Congress Subject Headings/LC authority files

Subfields:
‡a Personal name
‡b Numeration
‡c Titles and other words associated with a name
‡d Dates associated with the name
‡e Relator term
‡q Fuller form of name
‡t Title of a work
‡v Form subdivision
‡x General subdivision
‡y Chronological subdivision
‡z Geographic subdivision
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

Search Orbis and the Library of Congress authority file for an authority record, and use this form if one exists. If no authority record exists, create a heading in accordance with RDA rules and LC interpretations.

RDA rules and LC interpretations:

Personal names: see 100 (Main Entry - Personal Name).

Family names: do not use RDA headings for family names in 600; instead use the form established in LCSH, or create a heading in conformance with LCSH. LCSH family headings used as subjects should always be in 600, not in 650.

‡t Title: see 240 (Uniform Title)

‡e Relator term:
If the OPAC field label does not sufficiently identify the relationship, optionally use a relator term. RDA may require use of "creator" or another relator term in 1xx and 7xx; a decision is pending as of 2013 January.
Use only terms from RDA Appendix I. A process for adding terms to Appendix I is pending as of 2013 January.

Don't trace nicknames unless they are bibliographically significant, and then only if this heading is authorized, or does not conflict with authorized headings and conforms to RDA.

Optionally use ‡v Archives for a major collection oof the subject's papers.

Examples:
600 10 ‡a Clarkson, Robert H. ‡q (Robert Harper), ‡d 1826-1884.
600 10 ‡a Millsap, Walter, ‡d 1886- ‡v Archives.
600 10 ‡a Smith, Jane, ‡e illustrator.
600 30 ‡a Gregory family.

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610 (Subject Added Entry - Corporate Name)
600/610 Required

Indicators:
1st
0 Inverted name
1 Jurisdiction name
2 Name in direct order
2nd
0 Library of Congress Subject Headings/LC authority files

Subfields:
‡a Corporate name or jurisdiction name as entry element
‡b Subordinate unit
‡e Relator term
‡v Form subdivision
‡x General subdivision
‡y Chronological subdivision
‡z Geographic subdivision
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

RDA rules and LC interpretations:

See: 110 (Main Entry - Corporate Name)

Use first indicator 1 when corporate name begins with place.

For headings without authority records, identify the geographic location in parentheses, if possible.

Examples:

610 20 ‡a Gila River Relocation Center.
610 20 ‡a Llano Colony (Secular Community)
610 10 ‡a Connecticut. ‡b Militia
(Authorized headings)

610 20 ‡a American Board of Commissioners for Foreign Missions ‡z Philippines.
(Authorized heading, with geographic subdivision)

610 20 ‡a Twin Buttes Railroad Company (Tucson, Ariz.)
(No authorized heading)

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611 (Subject Added Entry - Meeting or Conference)

Indicators:
1st
0 Inverted name
1 Jurisdiction name
2 Name in direct order
2nd
0 Library of Congress Subject Headings/LC authority files

Subfields:
‡a Meeting name or jurisdiction name as entry element
‡c Location of meeting
‡d Date of meeting
‡e Subordinate unit
‡q Name of meeting following jurisdiction name as entry element
‡v Form subdivision
‡x General subdivision
‡y Chronological subdivision
‡z Geographic subdivision
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

RDA rules and LC interpretations:

See: 111 (Main Entry - Meeting Name).

Examples:

611 20 ‡a Alaska-Yukon-Pacific Exposition ‡d (1909 : ‡c Seattle, Wash.)
611 20 ‡a Stampede ‡d (1916 : ‡c Brooklyn, New York, N.Y.)
(Annual tournament of cowboy skills)

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630 (Subject Added Entry - Uniform Title Heading)

Repeatable:: yes
Indexed: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision
Orbis Public Display Constant: Subjects (Library of Congress)
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield ‡2, ‡3, ‡4, or ‡5 a mark of punctuation precedes those subfields.

Indicators:
1st
0-9 Number of nonfiling characters present
2nd
0 Library of Congress Subject Headings/LC authority files

Subfields:
‡a Uniform title
‡t Title of work
‡d Date of treaty signing
‡f Date of a work
‡l Language of a work
‡v Form subdivision
‡x General subdivision
‡y Chronological subdivision
‡z Geographic subdivision
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

Use for a uniform title of a book or serial that is a subject of the collection. Search Orbis and the Library of Congress authority file for an authority record, and use this form if one exists. If no authority record exists, create a heading in accordance with RDA rules and LC interpretations.

RDA rules and LC interpretations:

See: 240 (Uniform Title)

Examples:
630 00 ‡a Perspectives of new music.
630 00 ‡a New Yorker.
630 00 ‡a Lyell lectures.

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650 (Subject Added Entry - Topical Term)
Required

Repeatable: yes
Indexed: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision
Orbis Public Display Constant: Subjects (Library of Congress)
Puncation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield ‡2, ‡3, ‡4, or ‡5 a mark of punctuation precedes those subfields.

Indicators:
1st
none
2nd
0 Library of Congress Subject Headings/LC authority files

Subfields:
‡a Topical term or geographic name as entry element
‡c Location of event
‡d Active dates
‡e Relator term
‡v Form subdivision
‡x General subdivision
‡y Chronological subdivision
‡z Geographic subdivision
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

Use for topical subject access. Search the Library of Congress Subject Headings (LCSH) through the Library of Congress Authorities or Classification Web. See the Chief Catalog Librarian to obtain a logon and password for Classification Web.

For large collections of personal papers, optionally use "[occupation] ‡v Archives". Do not use the subdivision "Correspondence," as this is implied in title words such as "papers," "records," or "collection". "Correspondence" is used as a subdivision for published collections of correspondence. For literary papers, optionally include a heading tracing national identity and chronological era. Note that "Translations into [language]" appears in subfield ‡v, while "Translations from [language]" appears in subfield ‡x.

Examples:

650 _0 ‡a String quartets.
650 _0 ‡a Piano music.
650 _0 ‡a Authors, English ‡v Archives.
650 _0 ‡a Woodwind quintets (Flute, clarinets (4)) ‡v Scores and parts.
650 _0 ‡a Big band music ‡v Scores and parts.
650 _0 ‡a English literature ‡v Translations into German.
650 _0 ‡a Quakers ‡z Great Britain ‡v Personal narratives.
650 _0 ‡a German literature ‡x Translations from English.
650 _0 ‡a Mexican War, 1846-1848 ‡x Naval operations, American.
650 _0 ‡a Authors, Russian ‡y 20th century.
650 _0 ‡a Frontier and pioneer life ‡z Oregon.

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651 (Subject Added Entry - Geographic Name)

Repeatable: yes
Indexed: Keyword
Additional Public Index: Subject
Additional Staff Index: Names, Subject, Staff Subject Heading or Subject Subdivision
Orbis Public Display Constant: Subjects (Library of Congress)
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield ‡2, ‡3, ‡4, or ‡5 a mark of punctuation precedes those subfields.

Indicators:
1st
none
2nd
0 Library of Congress Subject Headings/LC authority files

Subfields:
‡a Geographic name
‡v Form subdivision
‡x General subdivision
‡y Chronological subdivision
‡z Geographic subdivision
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

Use for topical geographic subject access. Use an established authority, if one exists. If not, create the heading in conformance with RDA, using Geonet, or, if necessary, a subject-specific print resource or other standard reference sources. Geonet and other sources are available through the Authority Control at Yale webpage. For chronological subdivisions (‡y), follow instructions in LCSH (see 650) and the Subject Cataloging Manual (on Catalogers Desktop).

Examples:
651 _0 ‡a Mexico ‡x History ‡y 1821-1861.
651 _0 ‡a Cheyenne (Wyo.) ‡x Church history.

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655 (Index Term - Genre/Form)

Repeatable: yes
Indexed: Keyword
Additional Public Index: Subject
Additional Staff Index: Subject: Genre/Form, Subjects
Orbis Public Display Constant: Genre/Form
Punctuation: Subfield preceding subfield ‡2 ends with a mark of punctuation or closing parenthesis.

Indicators:
1st
none Basic

2nd
7 Source of heading specified in ‡2

Subfields:
‡a Genre/form data or focus term
‡2 Source of term
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

Use to to give access to genre terms from a standard thesaurus specified in ‡2. Generally used only for substantive quantities of material, though may be used for smaller numbers of special photographic formats or a single occurrence of an especially rare item or format. Do not trace genres commonly found in collections, such as correspondence or literary manuscripts.

Use terms from the following thesauri, in this order of preference:

Getty Art & Architecture Thesaurus (AAT)

Library of Congress Genre/Form Terms (LCGFT)

Other established thesauri, including the following:

Rare Books and Manuscripts Section (RBMS) Controlled Vocabularies

Library of Congress Thesaurus for Graphics Materials II: Descriptive Terms for Graphic Materials (GMGPC/TGM II)

Optionally add an 006 Additional Materials Characteristics field corresponding to each genre heading, to facilitate search limiting.

Genre/form terms should not be subdivided geographically, topically, chronologically, or by form. In limited cases terms from AAT or GMGPC may be subdivided, for example when the geographic or chronological association of a genre or form in a manuscript or archive differs significantly from the geographic or chronological association of the resource as a whole.

Examples:
655 _7 ‡a Diaries. ‡2 aat
655 _7 ‡a Photographic prints. ‡2 aat
655 _7 ‡a Daguerreotypes (photographs). ‡2 aat

655 _7 ‡a Vespers (Music) ‡2 lcgft
655 _7 ‡a Sketches. ‡2 aat
655 _7 ‡a Brocade bindings (Binding) ‡2 rbbin

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656 (Index Term - Occupation)

Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Occupation
Punctuation: Subfield preceding subfield ‡2 ends with a mark of punctuation or closing parenthesis.

Indicators:
1st
none
2nd
7 Source of term specified in ‡2

Subfields:
‡a Occupation
‡x General subdivision
‡y Chronological subdivision
‡z Geographic subdivision
‡2 Source of term

Instructions:

Use to give access to index terms for occupations or avocations reflected in the collection. Consider also including this term or a similar term in a 650 (Subject Added Entry - Topical Term). Inclusion of 650 fields may facilitate searching, as 650s are indexed as subject, while 656 fields are indexed by keyword only.

Optionally subdivide geographically (by state if in the United States; otherwise by country) and/or chronologically.

Standard thesauri are Library of Congress Subject Headings (lcsh) and Art and Architecture Thesaurus (aat). When an appropriate term is not found in a standard thesauri, optionally use a local term followed by "‡2 local".

Examples:
656 _7 ‡a Engineers. ‡2 lcsh
656 _7 ‡a Architects ‡z California. ‡2 lcsh
656 _7 ‡a Architects ‡z France. ‡2 lcsh
656 _7 ‡a Missionaries. ‡2 lcsh

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Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

690, 692, 693 (Local Subject Added Entries)

Repeatable: yes
Indexed: Keyword
Additional Public Indexes: Special Collections Subject
Additional Staff Indexes: Subject, Special Collections Subject
Orbis Public Display Constant: Subjects (Local Yale)
Punctuation: Ends with a mark of punctuation or a closing parenthesis.

Indicators:
1st
See first indicators for 600, 610, 650, and 651
2nd
4 Source not specified

Subfields:
See subfields for 600, 610, 650, and 651

Instructions:

Use to provide access to subject headings which are locally-created and are not controlled by Library of Congress Subject Headings (LCSH). Local subject headings are indexed in the OPAC as Special Collections Subjects only, and are not included in the Subjects index. Subfields and and first indicators for 692 (personal name), 693 (corporate name), 690 (topical term), and 691 (geographic name) conform to those for 600, 610, 650, and 651 fields, repectively. Use second indicator 4 for all 69X fields.

Use a 691 field only for an alternate form of a geographic heading that already has an authoritative form established in LCSH. Create new geographic authority records when needed (see 651). Generally, do not use 651 and 691 for the same geographic name in the same record. An exception has been made for the Fortunoff Video Archive for Holocaust Testimonies, which does use both established and local forms in the same record, to allow access to both the current form of a place name and the form used in the testimony.

Examples:

692 14 ‡a Purdy, James ‡x Presentation inscription to C. Van Vechten.
692 14 ‡a Van Vechten, Carl, ‡d 1880-1964 ‡x Presentation inscription from J. Purdy.
692 14 ‡a Alger, Abby L. ‡x Autograph.
692 14 ‡a Rescher, Oscar ‡x Ms. notes.
692 14 ‡a Beckford, William, ‡d 1760-1844 ‡x Binding.

693 24 ‡a Sangorski and Sutcliffe ‡x Binding.

690 _4 ‡a Binding ‡y 1550.

691 _4 ‡a L'vov (Ukraine)
691 _4 ‡a Lw'ow (Poland)
(Alternate forms of geographic headings used by Fortunoff Video Archive for Holocaust Testimonies)

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7xx

Field

Guidelines

7XX	Collection	Single Manuscript	Additional Guidelines: Beinecke
700	Collection	Single Manuscript	Additional Guidelines: Beinecke
710	Collection	Single Manuscript	Additional Guidelines: Beinecke
711	Collection	Single Manuscript	Additional Guidelines: Beinecke
730	Collection	Single Manuscript	Additional Guidelines: Beinecke
740	Collection	Single Manuscript	Additional Guidelines: Beinecke
773	Collection	Single Manuscript	Additional Guidelines: Beinecke

7XX Fields: General Instructions

Generally use 6XXs for significant names represented in a collection. For a collection consisting of papers created by two or more people or corporate bodies, also make 7XX added entries for each name appearing in the 245, if not in the 1XX.

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700 (Added Entry - Personal Name)

Repeatable: yes
Indexed: Keyword
Additional Public Indexes: Author, Author Sorted by Title
Additional Staff Indexes: Name, Title, Staff Name and Name/Title
Orbis Public Display Constant: Also Listed Under
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield ‡2, ‡3, ‡4 or ‡5 a mark of punctuation precedes those subfields.

Indicators:
1st
0 Forename
1 Surname
3 Family name
2nd
_ No information added
2 Analytical entry

Subfields:
‡a Personal name
‡b Numeration
‡c Titles and other words associated with a name
‡d Dates associated with a name
‡t Title of a work
‡e Relator term
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

Use primarily to identify a secondary creator or collector responsible for assembling a collection, or an author, coauthor, illustrator, editor, and title of a work contained in a collection.

RDA rules and LC interpretations:

Personal and family names: see 100 (Main Entry - Personal Name)

‡t Title: see 240 (Uniform Title)

‡e Relator term:
If the OPAC field label does not sufficiently identify the relationship, optionally use a relator term.
Use only terms from RDA Appendix I. A process for adding terms to Appendix I is pending as of 2013 January.

Examples:

100 1_ ‡a Wolfe, Alfred.
245 10 ‡a Alfred and Bernard Wolfe papers, ‡f 1922-1995.
700 1_ ‡a Wolfe, Bernard.
(secondary creator of collection)

100 1_ ‡a Serge, Victor, ‡d 1890-1947.
245 10 ‡a Victor Serge papers, ‡f 1912-1994 ‡g (bulk 1936-1947)
351 __ ‡a Organized into five series: I. Correspondence, 1934-1947. II. Writings, 1912-1947. III. Subject Files, 1935-1947. IV. Personal Papers and Memorabilia, 1916-1947. V. Materials Collected by Vlady Kibalchich, 1949-1994.
700 1_ ‡a Kibalchich, Vlady, ‡e collector.
(secondary collector responsible for part of collection)

100 1_ ‡a Hardy, Thomas, ‡d 1840-1928.
245 10 ‡a Thomas Hardy collection, ‡f 1873-1929.
520 __ ‡a Letters by Thomas Hardy to various parties including J. M. Barrie, Arthur Locker, and Charles S. Prideaux, along with letters from his wives, Emma and Florence; manuscripts of writings by Hardy, including the complete holograph draft of "Far from the Madding Crowd", and a photograph of Hardy.
700 12 ‡a Hardy, Thomas, ‡d 1840-1928. ‡t Far from the madding crowd.
(author/title for work contained in the collection)

100 1_ ‡a A., David, ‡d 1928-
245 10 ‡a David A. Holocaust testimony (HVT-1153) ‡h [videorecording] ‡c interviewed by Dana L. Kline and Lawrence L. Langer, ‡f March 3, 1989.
700 1_ ‡a Langer, Lawrence L., ‡e interviewer.
700 1 _ ‡a Kline, Dana L., ‡e interviewer.

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710 (Added Entry - Corporate Name)

Indicators:
1st
0 Inverted name
1 Jurisdiction name
2 Name in direct order
2nd
_ No information provided
2 Analytical entry

Subfields:
‡a Corporate name or jurisdiction name as entry element
‡b Subordinate unit
‡c Location of meeting
‡d Date of meeting or treaty signing
‡e Relator term
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

RDA rules and LC interpretations:

See: 110 (Main Entry - Corporate Name)

Use first indicator 1 when the corporate name begins with a place.

For headings without authority records, identify the geographic location in parentheses, if possible.

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711 (Added Entry - Meeting Name)

Repeatable: yes
Indexed: Keyword
Additional Public Indexes: Author, Author Sorted by Title
Additional Staff Indexes: Author, Author Sorted by Title
Orbis Public Display Constant: Also Listed Under
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield ‡2, ‡3, ‡4 or ‡5 a mark of punctuation precedes those subfields.

Indicators:
1st
0 Inverted name
1 Jurisdiction name
2 Name in direct order
2nd
_ No information provided
2 Analytical entry

Instructions:

RDA rules and LC interpretations:

See: 111 (Main Entry - Meeting Name)

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730 (Added Entry - Uniform Title)

Repeatable: yes
Indexed: Keyword
Additional Public Indexes: Title
Additional Staff Indexes: Title, Staff Title
Orbis Public Display Constant: Also Listed Under
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield ‡2, ‡3, ‡4 or ‡5 a mark of punctuation precedes those subfields.

Indicators:
1st
0-9 Number of nonfiling characters present
2nd
_ No information provided
2 Analytical entry

Subfields:
‡a Uniform title
‡t Title of a work
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

RDA rules and LC interpretations:

See: 240 (Uniform Title)

Examples:
730 0_ ‡a Bible.
730 0_ ‡a Independent Whig (Norwalk, Conn.)

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740 (Added Entry - Uncontrolled Related\Analytical Title)

Repeatable: yes
Indexed: Keyword
Additional Public Indexes: Title
Additional Staff Indexes: Title
Orbis Public Display Constant: Also Listed Under
Punctuation: Ends with a period unless another mark of punctuation or closing parenthesis is present.

Indicators:
1st
0-9 Number of nonfiling characters present
2nd
_ No information provided
2 Analytical entry

Subfields:
‡a Uncontrolled related\analytical title

Instructions:

Use for uncontrolled related titles mentioned in the 520 (Summary, etc.), or for analytical titles used as an added entry. Omit initial articles.

Examples:
245 10 George Baehr papers, ‡f 1915-1978 (inclusive)
520 __ ...These papers form part of the Contemporary Medical Care and Health Policy Collection.
740 0_ ‡a Contemporary Medical Care and Health Policy Collection.

245 00 ‡a Patent medicine almanacs, ‡f 1843-1966.
520 __ ‡a Almanacs issued annually by American companies to promote the sale of proprietary and other medicines.
740 02 ‡a Agricultural and family almanac.
740 02 ‡a Almanac and guide to health.
740 02 ‡a Almanac and weather forecasts.

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773 (Host Item Entry)

Currently not used. Instead, use 580 (Linking entry complexity note) to describe relationship to a larger collection.

Formerly used for information concerning the host item for a component part of subunit described in the record.

Example of former use:
773 0_ ‡7 nnbc ‡t Fortunoff Video Archive for Holocaust Testimonies. ‡w (CStRLIN)CTYV88-A78

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8xx

Field

Guidelines

852	Collection	Single Manuscript	Additional Guidelines: Beinecke
856	Collection	Single Manuscript	Additional Guidelines: Beinecke

852 (Location)
Required

Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: none
Punctuation: No mark of punctuation

Indicators:
1st (shelving scheme)
_ No information provided
2nd (shelving order)
_ No information provided

Subfields:
‡a Location (custodian or owner)
‡b Sublocation or collection
‡e Address

Instructions:

Use to record location of the repository.Use of subfields, content, and wording are determined locally. This information was formerly recorded in the 851 field, which is now obsolete.

Note that this 852 field appears in the bibliographic record. A separate 852 field containing the call number appears in the mfhd record.

Examples:
852 __ ‡a Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT
852 __ ‡a Manuscripts and Archives, ‡b Yale University Library, ‡e Box 208240, New Haven, CT 06520-8240

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856 (Electronic Location and Access)

Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: none [was "Electronic version" before 1/07]
Punctuation: No mark of punctuation

Indicators:
1st
_ No information provided
4 HTTP
2nd
_ No information provided
2 Related resource

Subfields:
‡3 Materials specified [linked text for Archives at Yale]
‡y Link text [linked text for other websites]
‡u Uniform resource identifier [URL or URN]

Instructions:

Use to create a link from the OPAC to a file in Archives at Yale or in another website.

Use subfield ‡3 or ‡y for text that will be hyperlinked in the OPAC. Use text that informs readers about the content of the linked information. Standard wording for finding aid links improves user experience. Catalogers should therefore consult with the Archival and Manuscript Description Committee for deviations from standard wording for 856 finding aid links.

Subfield ‡3 (linked text for Archives at Yale):

For links to full finding aids in Archives at Yale, use "View a description and listing of collection contents in the finding aid"
For links to partial finding aids, use language indicating which part of the finding aid users will be linked to, e.g. “Series I: View a description and listing of collection contents in the finding aid”

Subfield ‡y (linked text for other websites):

Related finding aids at Yale: “Related material in [collection title] at [location]: View a description and listing of collection contents in the finding aid”
Finding aid at an external institution: “View a description and listing of collection contents in an external finding aid at [institution name]:”
Yale finding aids not in Archives at Yale (e.g. online PDF finding aids): View an online guide
Analytic catalog record: Forms part of [collection title]: View a description and listing of the full finding aid

If more than one file or database is associated with the catalog record, enter multiple 856 fields, with text in each subfield ‡3 identifying the links.

Use subfield ‡z for a public note, such as instructions for paging.

Examples:
856 42 ‡3 View a description and listing of collection contents in the finding aid ‡u http://hdl.handle.net/10079/fa/beinecke.jobaker
(link to full finding aid in Archives at Yale)

856 42 ‡3 Miscellaneous Material: View a description and listing of collection contents in the finding aid ‡u http://hdl.handle.net/10079/fa/beinecke.spinmisc
(link to partial finding aid in Archives at Yale)

856 42 ‡y View an online guide ‡u http://divinity-adhoc.library.yale.edu/FindingAids/HR1468.pdf
(link to non-Archives at Yale online finding aid)

856 42 ‡y Forms part of the Roger W. Moss Collection of manuscript, original art and printed material by and about Richard Shirley Smith: View a description and listing of the full finding aid ‡u http://hdl.handle.net/10079/fa/ycba.mss.0017
(link to a finding aid for an item, within a larger collection, within a catalog record for the individually-cataloged item)

856 41 ‡3 Sample images available ‡u http://beinecke.library.yale.edu/dl_crosscollex/callnumSRCHXC.asp?WC=N&S...
(link to Beinecke Digital Library)

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Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

Appendix A: Single Manuscript Instructions

The following information supplements collection-level cataloging guidelines with instructions specific to cataloging of single manuscripts and collections without finding aids. These instructions are also accessible through links from corresponding sections in the collection-level guidelines.

Instructions for single items were revised in compliance with Descriptive Cataloging of Rare Materials (Manuscripts) (DCRM(MSS)) in 2016.

Leader: Bibliographic Level

006 (Additional Materials Characteristics)

008: Publication Status (Type of Date)
008: Date 1 and Date 2
008: Place of Publication
040 (Cataloging Source)
1XX (Main Entry)
130 (Main Entry - Preferred Title)
240 (Uniform Title)
245 (Title Statement)
246 (Varying Form of Title)
250 (Edition Statement)
264 (Place and Date of Production)
300 (Physical Description)
33x (Content, Media, and Carrier Type)
500 (General Note)
502 (Dissertation)
505 (Formatted Contents)
520 (Summary, Etc.)
524 (Preferred Citation of Described Materials)
555 (Cumulative Index/Finding Aids)
690, 692, 693 (Local Subject Added Entries)
7XX (Added Entry)

Single Manuscript Instructions
Bibliographic Level

Use c (collection) for both single item and collection-level records. Use of record type p and bibliographic level c collocates single items and collections for searching and enables export of single item records to Oclc. Single item records are identifiable by 006t (manuscript language) and 33x codes.

Before 2018 October, single manuscripts were coded m (monograph).

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Single Manuscript Instructions
006 (Additional Materials Characteristics)

For all single item records, enter 006t (manuscript language).

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Single Manuscript Instructions
Publication Status (Type of Date)

Use s for a single date.

For a single item encompassing a range of dates, such as a diary, use i.

For a single item with an exact date, use e.

Due to OCLC encoding requirements, do not use m multiple dates for records where bibliographic level is c collection.

Examples:

Publication Status s
Date 1 1915
Date 2 ____
264 ‡c 1915.

Publication Status i
Date 1 1915
Date 2 1965
264 ‡c 1915 January 1-1965 June 16.
(diary)

Publication Status e
Date 1 1915
Date 2 0523
264 ‡c 1915 May 23.
(all materials are dated 1915 May 23)

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Single Manuscript Instructions
Date 1 and Date 2

Represent unidentified digits with the letter u.

Examples:

Publication Status s
Date 1 18uu
Date 2 ____
264 ‡c 1800s.

Publication Status s
Date 1 184u
Date 2 ____
264 ‡c 1840s.

Publication Status i
Date 1 1810
Date 2 1814
264 ‡c 1810 May 1-1814 April 3.
(Diary kept over years)

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Single Manuscript Instructions
Place of Publication

Enter a code for place of production, matching place of production in 264 ‡a. Use the following codes:

Single place: [choose code for state or country]

Multiple places: vp [various places]
Optionally, enter a code for one state or country, and enter the same code, followed by other codes in 044.

Unidentified place: xx

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Single Manuscript Instructions
040 (Cataloging Source)

For description convention in subfield ‡e, use the following codes:
Single manuscript: dcrmmss
Small collection: dacs

Examples:
040 __ ‡a CtY-BR ‡b eng ‡c CtY-BR ‡e dcrmmss
040 __ ‡a CtY ‡b eng ‡c CtY ‡e dacs

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Single Manuscript Instructions
1XX (Main Entry)

Use for the creator or the collector of the intellectual content.

Examples:
100 1_ ‡a Verney, Ralph, ‡c Sir, ‡d 1613-1696. (writer of a diary)
100 1_ ‡a Traill, Thomas Stewart, ‡ d 1781-1862, ‡e collector. (assembler of a bound collection)
110 1_ ‡a United States. ‡b Office of Indian Affairs. ‡b Shoshone Agency. (creator of a letter book)

For an adaptation that has been changed significantly, use for the adapter.

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Single Manuscript Instructions
130 (Main Entry - Uniform Title)

Repeatable: no
Indexed: Keyword
Additional Public Indexes: Title, Uniform Title as Main Entry
Additional Staff Indexes: Staff Name, Title, or Name/Title Headings
Orbis Public Display Constant: Uniform Title
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield ‡2, ‡3, ‡4, or ‡5 a mark of punctuation precedes those subfields

Indicators:
1st
0-9 Number of nonfiling characters present
2nd
none

Subfields:
‡a Uniform title
‡l Language of a work
‡0 Authority record control number or standard number (see Exporting Records/MARS Authority Processing)

Instructions:

Used for titles such as the Bible that don't have a specified author and are known to have been created under variant 245s. Search Orbis and the Library of Congress authority file for an authority record, and use this form if one exists. If no authority record exists, create a heading in accordance with RDA rules and LC interpretations.

RDA rules and LC interpretations:

Bible:
LCAF headings will be updated to RDA beginning in 2013 March. Updated headings will:
Spell out Old Testament and New Testament for multiple books from one testament
Omit Old Testament and New Testament for single books
Examples:
130 0_ ‡a Bible.
130 0_ ‡a Bible. ‡p Old Testament.
130 0_ ‡a Bible. ‡p Kings.

Appendix B: Preliminary Records

General Information
Examples

General Information

Preliminary records are created for collections which will not be processed immediately. These can be closed collections, in which all materials have been received, or ongoing collections, in which more materials will be received in the future. Preliminary records consist of a bibliographic record, one or more mfhd records, and, if applicable, one or more item records. Features of a preliminary bibliographic record are:

Contains at least the following fields: Leader, 008, 040, 1XX (if applicable), 245, 300, brief 520, 555 (if applicable), at least one 6XX, and 852.

Leader/Encoding level: 7 (Minimal level processing).

Date span: for unprocessed collection of personal papers, if undetermined, may be given as "ca. [birth date]-[death date]" in 245 ‡f. Date span of an ongoing collection may be given as "[ongoing]" in 245 ‡f, with "9999" in the 008 Date 2, or as an estimated closing date in 245 ‡f and 008 Date 2.

300: contains estimated linear footage. For an ongoing collection, may be given as "ms."

520: contains a general description of the types of material in the collection.

555: notes available access tools, for example "Unprocessed collection. Preliminary finding aid available. For further information, consult the Public Service Desk."

Optional fields:

041 and 546: note languages represented.

506: notes any restriction.

Preliminary records can be exported to OCLC and MARS.

Examples

Example Fields, Closed Collection:

Leader:
...
Encoding Level: 7
...
008:
...
Publication Status: i
Date 1 1926
Date 2 1988
...
Language: eng: English
...
Variable Fields:
040 __ ‡a CtY-BR ‡c CtY-BR ‡e dacs
100 1_ ‡a Lees-Milne, James.
245 10 ‡a James Lees-Milne papers, ‡f ca. 1926-1988.
300 __ ‡a 7.25 ‡f linear feet
506 __ ‡a Diaries restricted. For further information consult the appropriate curator.
520 __ ‡a Correspondence, photographs, printed material, writings, diaries.
555 __ ‡a Unprocessed collection. Preliminary finding aid available. For further information, consult the Public Service Desk.
600 10 ‡a Lees-Milne, James.
852 __ ‡a Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT
Mfhd:
852 70 ‡b beingen ‡h Uncat MSS ‡i 620

Example Fields, Ongoing Collection

Leader:
...
Encoding Level: 7
...
008:
...
Publication Status: i
Date 1 1917
Date 2 1999
...
Language: eng: English
...
Variable Fields:
040 __ ‡a CtY-BR ‡c CtY-BR ‡e dacs
100 1_ ‡a Lord, James
245 10 ‡a James Lord papers, ‡f 1917-[ongoing]
300 __ ‡a ms.
520 __ ‡a Writings, correspondence, research notes, artwork, audio tapes, printed material and photographs.
555 __ ‡a Unprocessed collection. For further information, consult the Public Service Desk.
600 10 ‡a Lord, James.
852 __ ‡a Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT
Mfhd:
852 70 ‡b beingen ‡h Uncat MSS ‡i 621

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Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

Appendix C: 006 (Additional Materials Characteristics) Codes

Books and Manuscript Language
Computer File
Printed Map or Manuscript Map
Printed Music, Manuscript Music, Musical Sound, and Nonmusic Sound
Serial Control
2-D Nonprojectable, 3-D Artifact, Projected Medium, and Kit

Books and Manuscript Language

Illustrations 1-4. Up to four codes may be recorded, in alphabetical order. If fewer than four codes are used, the remaining positions are represented by blanks. Codes include:
_ No illustrations
a Illustrations
b Maps
c Portraits
i Coats of arms
o Photographs

Audience. Generally use _ (unknown or not specified).

Form of Item. See 008 Form of Item.

Contents 1-4. Generally use _'s (no specified nature of contents).

Govt. Publications. Generally use _ (not a government publication).

Conf. Publications. Generally use 0. (not a conference publication)

Festschrift. Generally use 0. (not a festschrift).

Index. Generally use 0 (no index).

Literary Form. Generally use 0 (not fiction).

Biography. Generally use _ (no biographical material).

Computer File/Electronic Resources

Target Audience. Generally use _ (unknown or not specified).

Type of File. Codes include:
a Numeric data
b Computer program
d Document
g Game
i Interactive media
m Combination
u Unknown

Govt. Publication. Generally use _ (not a government publication).

Printed Map or Manuscript Map

Map Relief 1-4. Generally use _ (no relief shown).

Projection. Generally use __ (projection not specified).

Material. Codes include:
a Single map
b Map series
c Map serial
d Globe
e Atlas

Govt. Publications. Generally use _ (not a government publication).

Form of Item. See 008 Form of Item.

Index. Generally use 0 (no index).

Special Format Characters 1-4. Codes include:
_ No specified special format characteristics
e Manuscript (do not use; enter a separate 006 for manuscript maps)
o Wall map

Printed Music, Manuscript Music, Musical Sound, and Nonmusical Sound

Composition. Use a two-character code to identify type of compositional form. A list of codes is available on the Music Cataloging at Yale website.

Format of Music. Choose from the following codes:
a full score
b full score, miniature or study size
c accompaniment reduced for keyboard
d voice score
e condensed score or piano-conductor score
g close score
m multiple score formats
u unknown
z other than score format (e.g., p. of music)

Audience. Generally use _ (unknown or not specified).

Form of Item. See 008 Form of Item.

Literary Text for Sound Recording 1-2. Use for nonmusical sound recordings. Two codes may be recorded. If only one code is used, left justify it and leave the other position blank. Codes include:
_ Item is a musical sound recording
a Autobiography
b Biography
d Drama
f Fiction
g Reporting
l Lectures, speeches
n Not applicable (printed or manuscript music)
p Poetry
t Interviews

Serial Control

Frequency. Codes include:
a Annual
b Bimonthly
d Daily
m Monthly
q Quarterly
Regularity.
r Regular
u Unknown

Regularity. Codes include:
n Normalized irregular
r Regular
x Completely irregular
u Unknown

ISSN Center. Generally use _ (no ISSN center code assigned).

Type of Serial. Codes include:
n Newspaper
p Periodical

Original Item. Codes include:
_ None of the following
a Microfilm
e Newspaper format

Form of Item. See 008 Form of Item.

Nature of Entire Work. Generally use _'s (no specified nature of contents).

Nature of Contents 1-3. Generally use _'s (no specified nature of contents).

Govt. Publication. Generally use _ (not a government publication)

Conf. Publication. Generally use 0. (not a conference publication)

Alphabet. Codes include:
_ No alphabet given / no key title
a Basic Roman

Type of Entry. Generally use 0. (successive entry).

2-D Nonprojectable, 3-D Artifact, Projected Medium, and Kit

Running Time. Enter one of the following:
nnn not applicable (for materials other than motion pictures and videorecordings)
001-999 running time (in minutes; right justified, with zeros in unused positions)
000 running time exceeds three characters

Audience. Generally use _ (unknown or not specified).

Govt. Publications. Generally use _ (not a government publication).

Form of Item. See 008 Form of Item.

Type of Material. Codes include:
k graphic (original or historical graphic material, such as photographs)
i picture (other two-dimensional, eye-readable materials)
m motion picture
s slide
v videorecording

Technique. Codes include:
l live action
n not applicable (materials other than motion pictures and videorecordings)
u unknown

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Appendix C: 006 top
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Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

Appendix D: Obsolete Fields

Leader/Character Coding
Eliminated from cataloging module displaywith Unicode/Orbis 5.0 upgrade, 1/06.

851 (Location)
Use 852 , as of mid-1990s.

909 (Tape Load Instruction)
Began using 927 instead, as of 5/4/99.
Use ExportQ , as of migration to Voyager, 6/02. Existing 909 fields were not retained in Voyager migration.

927 (Tape Load Instruction)
Use ExportQ, as of migration to Voyager, 6/02. Existing 927 fields were retained in Voyager migration.

928 (Authority Control Load Instruction)
Use ExportQ, as of migration to Voyager, 6/02. Existing 928 fields were retained in Voyager migration.

940 (Location Codes)
Use Mfhd 852 ‡b, as of migration to Voyager, 6/02. Existing 940 fields were not retained in Voyager migration.

948 (Local Processing Information)
Use Mfhd 852 ‡x, as of migration to Voyager, 6/02. Previously used only for information migrated from 949 fields from Notis bibligraphic records and Title Level Notes fields in Notis copy holdings records.

949 (Local Processing Notes)
Use Mfhd 852 ‡x, as of migration to Voyager, 6/02. When used in Notis, "949" was entered in a Title Level Notes field in the Notis copy holdings record. 949 fields created in Notis were converted to 948 fields in Voyager migration, 6/02.

Appendices
Formerly included:

Format Integration Memorandum

March 15, 1996

To: YULIB-L
Fr: Yale Archives and Manuscript Catalogers

Re: Format Integration

As you undoubtedly have heard, phase II of MARC format integration is to be implemented in ORBIS starting next week. Among the more dramatic changes brought about by format integration is the elimination of the AMC (Archives and Manuscript Control) format.

Until the issues detailed below are resolved, the archives and manuscript catalogers at Yale will use the Mixed Materials format for all materials that would have been cataloged into AMC prior to format integration. Therefore, the keyword search with the qualifier "u.fmt." will retrieve the same materials as in the past. The tags in the indices, however, will vary. Pre-format integration records will continue to display as <archiv-mss>; post-format integration records will display as <mixed material>.

The implementation of format integration phase II in ORBIS as currently specified by the new NOTIS release and the MARBI standards would result in the following issues for archival and manuscript materials cataloged in ORBIS:

* Single manuscripts as well as manuscript and archival collections cataloged after format integration would be scattered among formats, depending on which specific form of material (textual, visual, music, cartographic, etc.) predominates. Where no single form of material predominates, collections would be cataloged in the new Mixed Materials format (coded as "u" in the FMT fixed field). Thus physical format has been given precedence over the idea of archival control, with the result that manuscript and archival materials would no longer be retrieved with a single format search.

* Material cataloged in the AMC format (FMT = u) prior to format integration and readily retrieved by a keyword search with the qualifier "u.fmt." would remain as is. No changes would be made to bring existing records into line with format integration specs.

* In a "split file" situation such as this, locating occurrences of manuscript material throughout the ORBIS database would require decidedly more complex searching.

* The brief and long displays for the Mixed Materials format will be governed by those previously defined for AMC records. However, the brief and long displays of other formats have been defined in terms of the fields these formats have used traditionally, and not with the idea that archives and manuscript records would be present. If any other record type is chosen (due to the predominance of a type of material), only the fields previously defined for the format that the record type (RT) is mapped to will be seen in the OPAC display. For example, record type (RT) "t" (manuscript language material) is mapped to the Books format, and the Books brief and long views govern the display. These displays do not include fields which provide necessary information about manuscript and archival material.

There is considerable and heated debate within the manuscripts and archives community at large about the MARBI specs for manuscript and archives treatment, and it seems likely that changes to the specs may occur in the not too distant future.

When the dust settles around this issue, we will re-examine our cataloging policy. If you have any questions, please direct them to any one of the following persons: Nancy Lyon (Mss. & Archives), Audrey Novak (Library Systems), Diana Smith (Beinecke).

Return to:
Appendix D: Obsolete Fields top
M Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

Appendix E: Local Call Numbers Sequences

Manuscript collections are usually assigned sequential call numbers according to a locally-defined call number scheme, instead of Library of Congress Classification or other subject classification call numbers. Local call number sequences support efficient use of stack space for materials that do not require a browsable classification and patron stack access. Typically, a local call number begins with a string of alphabetic characters, common to all call numbers in the sequence, followed by a sequential number, which makes each complete call number unique.

Local call numbers are indexed alphabetically by Voyager, in an index separate from Library of Congress call numbers. Each sequence can be browsed as a shelf list, although the order will be partially off, as Voyager indexes numbers by digit (e.g. 1,10, 100, 101, 102...2, 20, 200, 201, 202, etc.) instead of in counting order. When creating a new sequence, consider starting the sequence with a readily identifiable string of characters, especially if browsing is desireable. Before implementing a new local call number sequence, consult with the Chief Catalog Librarian.

Examples of local call number sequences:

MS [#]
(Manuscript collections, Manuscripts and Archives)

RU [#]
(Yale University archives, Manuscripts and Archives)

MSS [#]
(Manuscript collections, Music Library)

Misc. Ms. [#]
(Miscellaneous manuscripts, Music Library)

GEN MSS [#]
(General Collection manuscripts, Beinecke Library)

YCAL MSS [#]
(Yale Collection of American Literature manuscripts, Beinecke Library)

Return to:
Appendix E: Local Call Number Sequences top
Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

Appendix F: Reference Sources

Cataloging
Topical Research

Cataloging
(* = on the Cataloger's Desktop. For a password, contact the Chief Catalog Librarian.)

General Standards

*RDA Toolkit.

*Betz, Elisabeth W. Graphic Materials: rules for describing original items and historical collections. (1982). Cataloger's Desktop version includes 1996 update.

*Describing Archives: A Content Standard (DACS). Society of American Archivists (2004).

*Descriptive Cataloging of Rare Books. (DCRB) (1991).

Library of Congress: general standards
*Chronological Headings and Subdivisions.
Classification Web. Includes Library of Congress Subject Headings (LCSH). For a password, contact the Chief Catalog Librarian.
*Free-Floating Subdivisions.
*Rule Interpretations.
*Subject Cataloging Manual.

Library of Congress: MARC standards
*Code List for Geographic Areas.
*Code List for Languages.
*Code List for Relators, Sources, Description Conventions.
Links for concise formats (see Cataloger's Desktop for full information):
*Format for Authority Data.
*Format for Bibliographic Data.
*Format for Holdings Data.

Thesauri

Art and Architecture Thesaurus. (AAT)

Association of College and Research Libraries Thesauri for Use in Rare Book and Special Collections Cataloging (additions and changes may be found on the RBMS website):
Binding Terms. (1988).
Genre Terms. (1991).
Paper Terms. (1990).
Printing and Publishing Evidence. (1986).
Type Evidence. (1990).

*Thesaurus for Graphic Materials. Section II: Genre and Physical Characteristic Terms

*Standard Citation Forms for Published Bibliographies and Catalogs Used in Rare Book Cataloging. (1982).

Yale Websites

Cataloging and Metadata Services (CMS)

Authority Control at Yale

Cataloging in Orbis

Databases

Orbis authority file (Local Database). Access through Voyager cataloging module.

Library of Congress Authorities.

Old Yale card catalog. In Sterling Library. Useful for verifying names that do not require authority records.

The National union catalog, pre-1956 imprints. Useful for verifying names that do not require authority records.

Topical Research

Authority Control at Yale. Biographical Resources and Geographical Resources.

Irving S. Gilmore Music Library. Music Cataloging at Yale.

Research Tools on the Yale University Library website.

Return to:
Appendix F: Reference Sources top
Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

Appendix G: Voyager Quick Reference

Opening and Closing Windows
Searching
Editing

Opening and Closing Windows

Open Bib Template - New icon

Open Mfhd Template - New Hldgs (with bibliographic record active)

Exit Record Without Saving - click on "x" in upper right corner

View Bibliographic Record from Mfhd Record - Mfhd Bib Tab or Hierarchy icon

View Mfhd Record from Bibliographic Record - Get Hldgs or Hierarchy icon

Toggle Windows Within Cataloging Module - Ctrl Tab

Searching

New Search - Search icon

Return to Index Display - Headings or Titles icon

Next record - Headings or Titles icon

Previous record - Headings or Titles icon

View MARC Format in OPAC - Staff (MARC) View Tab

Editing

Move Cursor Between Cells - Tab (forward) and Shift Tab (backward)

Show MARC values - F2

Show Holdings Locations - Ctrl L (with cursor in Mfhd 852)

Cut/Paste/Delete - Edit menu or right click mouse

Insert New Field - F3 (above cursor position) or F4 (below cursor position)

Subfield Delimiter - F9

Save Record - Save to DB icon

Return to:
Appendix G: Voyager Quick Reference top
Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

Appendix H: Sample Records

Edmund Wilson Papers (162.42 lin. ft., literary, Beinecke)

Ezra Pound Papers (67 lin. ft., literary, Beinecke)

Henry A. Holocaust Testimony (videorecording, part of oral history archive, Fortunoff Video Archive for Holocaust Testimonies

Louise Bryant Papers (13.5 lin. ft., historical, Manuscripts and Archives)

San Francisco Custom House Records (4.14 lin. ft., historical, Beinecke)

Records of Kingman Brewster, Jr. as president of Yale University (282.25 lin. ft., corporate, Manuscripts and Archives)

Rochambeau papers and Rochambeau family cartographic archive (49.8 lin. ft., historical, Beinecke)

General Collection Manuscript Miscellany (ongoing, historical/literary, Beinecke)

[Sample records conforming to DCRM(MSS) are to be determined]

Return to:
Appendix H: Sample Records top
Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

Appendix I: Sample Training

Manuscripts and Archives has developed MARC training slides specific to its cataloging practices. These slides address only collection-level records and are intended to serve as a guide for creating catalog records in Voyager for already-existing descriptive content. Other cataloging units may wish to repurpose or adapt these slides for their own training purposes.

The MSSA MARC training slides are available here: MSSA MARC Training (last updated July 2018)

Appendix J: Born Digital Archival Description Guidelines

The Born Digital Archival Description Guidelines provide guidance on describing born-digital collection material housed at Yale University. The guidelines were developed by the Archival and Manuscript Description Committee's Born Digital Archival Description Task Force (Alison Clemens, co-chair; Matthew Gorham, co-chair; Jonathan Manton; Cate Peebles; and Jessica Qualiaroli) in 2020.

Appendix K: Reparative Archival Description

Reparative archival description aims to remediate or contextualize potentially outdated or harmful language used in archival description and to create archival description that is accurate, inclusive, and community-centered. The Reparative Archival Description LibGuide provides guiding principles, recommendations, and standardized descriptive notes pertaining to reparative archival description. The LibGuide also includes information on reparative archival description projects at Yale Unversity Library.

Supplement: Catalog Indexing and Display

Beinecke Manuscript Unit documentation of Voyager cataloging module indexes, Orbis opac indexes, and Orbis opac display labels used in manuscript cataloging:
Beinecke Manuscript Cataloging: Orbis Indexing and Opac Display

YUL Cataloging and Metadata Services documentation of Orbis opac indexes:
Orbis Basic Search Indexes
Orbis Advanced Search Indexes

YUL IT documentation of Marc field mapping in Quicksearch:
Quicksearch Search Indexes
Quicksearch Facet Indexes
Quicksearch Sort Indexes