MFHD Policies & Procedures

NOTE: formerly pt. 1 of MFHD Checklist; for examples (formerly pt. 2 of MFHD checklist), see: MFHD Examples

Orbis2 (General policies and procedures)

1. MFHD FIXED FIELDS. Default MFHD Leader for Type of record is x (Single part monograph). Leader type does not affect Web Voyage display or serial checkin. Catalogers are not expected to update when cataloging serials or multiparts.

2. MFHD FIXED FIELDS. Default MFHD Leader Encoding level z (other level); leave as is.

3. MFHD FIXED FIELDS. Leave 007 and 008 as is.

4. Use 852 first indicator 0 for LC classification numbers, NJ18 (obsolete), and SML special folio call numbers.

5. Use 852 first indicator 8 for on order, in-process, UNCAT, remote electronic resources, local classification numbers (including accession numbers but not including the exceptions noted in 4.), and non-local classification systems other than LC and SuDoc. Examples of non-local classification systems assigned first indicator 8: European Communities classification; UN classification.

(Prior to the 2004 call number flip, local classification numbers were assigned first indicator 7 with the last subfield in 852 ‡2 localyale.)

6. Use 852 first indicator 3 for SuDoc call numbers

7. Use 852 second indicator 0 for single part monographs; use 852 second indicator 1 for serials and multiparts

8. Enter ‡k Suppressed in 852 for suppressed copies. If a call number had been assigned, retain the call number. Retaining the call number will allow the dialog box to display ‡k Suppressed if there are multiple locations. NOTE: applies also to suppressed microfilm MFHDs. For details on when to use ‡k Suppressed, refer to Policies for Deletion, Suppression, and Re-Use of Orbis Records at:

Policies for Re-Use, Suppression, and Deletion of Orbis Records

NOTIS CONVERSION. Suppressed 852s representing NOTIS Z'd [suppressed] location statements will have a ‡h supplied by the conversion program without the CIE text; the ‡h in those cases may not be visible. Suppressed 852s representing NOTIS Z'd locations statements will generally have blank indicators inserted by the conversion program. Indicators on MFHDs suppressed after the NOTIS conversion can be left as is on the MFHD.

9. Enter subfields in the following order: ‡b ‡k ‡t ‡h ‡i ‡m ‡x ‡z.

10. Use ‡b for location code. If the copy has been withdrawn, the location code should be replaced by withdrawn (but enter the former location code for the withdrawn item in ‡x to leave an audit trail).

11. Use ‡k for authorized text notes like Folio. Use ONLY authorized notes listed at Authorized ‡k Stamps:

See also 8. above for use of ‡k Suppressed.

12. Use ‡t for copy number, if copy number is recorded. Except for some special collections, ‡t is not used. See Added Copies: Policies and Procedures at:

Added Copies: Policies and Procedures

Staff should consult with local supervisor re specific unit policy.

13. Use ‡h before the call number

14. For LC call numbers, use ‡i before the last cutter number.

For non-LC call numbers generally use ‡i to define the FIRST line break. Note the following exceptions followed by Beinecke:

For Beinecke, ‡i should follow the name of collections established from the time the standards are posted. For collections established prior to the standards, follow the practice established for the specific collection even if it deviates from the standard.

For Old Yale-like numbers used only by Beinecke without the name of the collection, the ‡i should precede the book number. For actual Old Yale numbers (classes shared by Beinecke and SML) where a collection name is not involved, Beinecke will follow the standard practice and use ‡i to define the first line break from the time the standards are posted.

Beinecke Manuscripts cataloging defines ‡i as the part of the call number that makes it unique. For example, for a sequence of call numbers all beginning with GEN MSS, followed by a sequential number, e.g. ‡h GEN MSS ‡i 200

15. Use ‡x for staff notes (these do not display in the OPAC). Only Cataloging & Acquisitions staff are authorized to enter staff notes in ‡x. List of staff notes at Staff Notes.

16. Use ‡z for OPAC notes. "Exploding note codes" should NOT be used in Voyager. Only Cataloging & Acquisitions staff are authorized to enter OPAC notes in ‡z. 

17. Note that following the call number flip (Dec. 2004), ‡2 localyale is no longer added as the last subfield in 852 for local call numbers.

18. Copying call number from MARC 050. Workstation Preference must have Library of Congress selected in Hierarchy. In MFHD, hold down crtl key and press n.

19. If call number is keyed in manually, use F9 to enter delimiters.

DO NOT USE SHIFT REVERSE SLASH to enter the delimiter symbol (this was how NOTIS entered the delimiter). Entering the old NOTIS delimiter symbol will affect call number indexing adversely.

20. F2 function key will display the indicator value or delimiter options available; clicking will paste the value or function at the cursor position.

21. Use space to define line breaks. EXCEPTION: The period indicating a line break in 050, 090, or 852 fields should be retained when copied into 852; do not replace the period with a space.

NOTE: NOTIS used the semicolon to define line breaks.

22. Orbis2 location codes are NOT the same as Orbis1 location codes. If you need to change location, be sure to consult the Holdings Locations menu. (Position the cursor in 852 ‡b before the current holdings location code and from the menu Edit->Show holdings locations or ctrl-l. Double-clicking on the location code or pressing ENTER will insert the location code wherever the cursor is positioned.)

23. If a location is changed, the location must also be changed on all associated item records.

24. Circulation policy is not determined by location; circulation policy is determined by item type area in the item record.

25. Click on Bib Titles tab to get back to the bibliographic record from MFHD.

26. A separate MFHD record must be used for each copy; each MFHD record will have a different ID number; the ID number will not be the same as the bibliographic ID number.

27. System Tab: If the bib record is suppressed, the MFHD record is automatically suppressed; however, suppress the MFHD record as well (there may be situations where another location obtains a copy at a later date and unsuppresses the bibliographic record).

28. System Tab: YUL policy. We will use local program to handle exporting; staff should not enable the OK to Export Tab. Also, staff should not enter fields 927/928 used to flag for export or authority processing on NOTIS. See ExportQ workflow

29. Fields 852, 866, 867, 868 are all part of the same MFHD record and are entered and displayed in the same window as the 852.

30. Field 866 with 1st & 2nd indicators BLANK BLANK is converted from the NOTIS OPR receipt lines. Receipt 866s appear before the volume holdings 866s. Index and supplement receipts are converted to 866 (not 867 or 868); there will usually be some text indication that the receipt is an index or supplement.


Cataloging staff should leave the 866 receipt lines as is.

Cataloging staff are expected to create the appropriate new 866 41 fields for the volumes in hand at the time of cataloging.

Acquisitions staff should create additional 866 __ fields for new receipts and 866 41s for serials returned from binding to be added to the collection. 866s will be entered in the following order:

866 __ old receipts; machine converted. Will include volume, supplement, and index receipts. Acquisitions staff may update to reconcile with the actual volume holdings in 866 41
866 __ new receipts in chronological order <Acq. may update as new receipts are added to the collection>
867 __ new supplement receipts in chronological order <Acq. may update as new receipts are added to the collection>
868 __ new index receipts in chronological order <Acq. may update as new receipts are added to the collection>
866 41 volume holdings, machine converted <the order vis a vis new volume holdings may be adjusted by either Cataloging or Acquisitions staff>
866 41 new volume holdings entered by catalogers or serials support in chronological order
867 41 supplement holdings machine converted <order vis a vis new supplements may be adjusted>
867 41 new supplements added to the collection in chronological order
868 41 index holdings machine converted <order vis a vis new indexes may be adjusted>
868 41 new indexes added to the collection in chronological order

32. Fields 866/867/868 for volume holdings (as opposed to receipts) have first indicator 4, second indicator 1. Blank indicators will change the OPAC label to Current issues: instead of Library has:

33. Fields 866/867/868 for both receipts and volume holdings must have linkage field ‡8 0 entered before subfield delimiters a, x, or z.


Selected SML Cataloging Dept. standing policies:

1. SML Oversize and Miniatures

2. For school & dept. locations cataloged by SML, (LC) under all LC classification numbers and NJ18 (obsolete) for dept. libraries.

3. For SML, all SML sublocations, & Bass: (LC) under all call numbers except D, PA-PZ and Q

4. For YUL locations using LC classification or NJ18 (obsolete), call numbers for oversize manifestations must be followed by ‡m Oversize.

Non-LC call numbers use the + symbol before the last Cutter; non-LC call numbers do not use ‡m Oversize.

Note that Divinity indicates oversize in ‡k.

5. Work letters following dates are capitalized. (Note that Divinity uses lower case work letters)

6. Until Feb. 2005, author and table notation numbers for literary authors with 050 00 were modified to fit the local file and local table notation. For changes in policy and procedures for literary authors beginning in Feb. 2005, see New Procedures for Cataloging Belletristic Materials at SML and also the reference tables and related documents listed there.

Last modified: 
Wednesday, October 24, 2018 - 11:02am