Creating and Editing MFHD Records
Multiple Call Numbers for a Single Collection
See local guidelines for creating templates [1].
Location (852)
Required.
Subfield ‡b
Location codes defined for BRBL holdings:
BRBL | LSF | TS | Curatorial Area |
---|---|---|---|
beingen | lsfbeir | beints | GEN |
beinosb | lsfbeior | beintso | OSB |
beinwa | lsfbeiwr | beintsw | WA |
beinycal | lsfbeiar | beintsa | YCAL (including JWJ) |
beinycgl | lsfbeigr | beintsg | YCGL |
OPAC Holdings/Location display:
MFHD 852 $b and Item Perm Loc | OPAC display |
---|---|
LSF codes | LSF - BEINECKE |
BRBL codes | BEINECKE (Non-Circulating) |
TS codes | BEINECKE (Non-Circulating) Technical Services in process |
If an item record exists, holding library in Detailed Holdings/Location is supplied by the item record Perm Loc field. To avoid incorrect OPAC display, the item record Perm Loc field must be the same as MFHD 852 ‡b.
Subfields ‡h and ‡i
For more information and a list of current and discontinued Manuscript Unit call number sequences, see the Call Number Assignment Guidelines [2] on the Manuscript Unit Sharepoint.
Records with pending editing or review:
Example:
852 80 ‡b beints ‡h Manuscript Unit
Cutter numbers:
Example:
852 80 ‡b beinwa ‡h WA MSS ‡i S-1592 C548
Non-standard locations:
If all the material represented by a call number is shelved in a non-standard location, enter one of the following terms in parentheses at the end of ‡i (spell out terms as shown):
Example:
852 80 ‡b beinycal ‡h YCAL MSS FILE ‡i 132 (Broadside)
Dimension guidelines for non-standard locations:
Broadside: Fits 32” x 40” or 36” x 48” folders
Broadside oversize: Requires folders larger than standard broadsides
Oversize: Housed in flat or custom boxes larger than 14” x 18” - 14 x 18” is the largest size that we can shelve on standard shelves. Any collection where the entirety of the collection is stored in a box larger than 14 x 18” should have (Oversize) added to the end of the call number.
*Note on cold storage:
Until BRBL restores a cold storage room, send all film to LSF and do not use the designation (Cold Storage) in the call number and enum.
Film in poor condition that will necessitate cold storage once available should be given the statistical categories ColdStorageBrbl and RestrictedFragileSpecColl – but no (Cold storage) designation in the call number or enum.
Film that can be housed at LSF for the long term (in cool, not cold, conditions) should just be given a RestrictedFragileSpecColl stat cat.
To determine whether an item should be identified as a candidate for future cold storage, check with the head of PCMU, considering cold storage availability will be limited.
Analytic records:
Enter the call number in 852 and a public note in 856 in the following format:
For further guidance on analytic and boundwith records, see the analytics and boundwiths documentation [5] on the Manuscript Unit Sharepoint.
Subfield ‡x
For most notes, use standard wording: [Note]; bein, ms [yyyy] [Month].
Example:
852 80 ‡b beingen ‡h GEN MSS ‡i 300 ‡x Baseline processing completed; bein, ms 2011 May.
Required for the following, with wording as shown:
Change of 245 when updating a recon record
‡x Before recon title was [Title]; bein, ms [yyyy] [Month].
Baseline processing
‡x Baseline processing completed; bein, ms [yyyy] [Month].
Baseline processing, with description reconned from card catalog:
‡x Baseline processing completed; description reconned from card catalog; bein, ms
[yyyy] [Month].
Full processing, when updating a preliminary or baseline record
‡x Processing completed and Orbis record updated; bein, ms [yyyy] [Month].
Expired donor-imposed restriction (also delete 506)
‡x Previously restricted until [yyyy]; bein, ms [yyyy] [Month].
‡x [Specific material] previously restricted until [yyyy]; bein, ms [yyyy] [Month].
Subfield ‡z
Required for noting former call numbers in backlog or recon cataloging.
Examples:
‡z Former call number: ZA Wilson
‡z Former call numbers: ZA Wilson, Uncat ZA Wilson, Za W6933 +1
Required for bound-withs.
To link guest record to host record:
For further guidance on analytic and boundwith records, see documentation [5] on Manuscript Unit Sharepoint.
Holdings (866)
Required for collections split between BRBL and LSF, to list containers shelved at the location specified in 852 ‡b.
Example:
866 41 ‡8 0 ‡a Boxes 198-203, 217-272, 310-316, Boxes 321-330 (Oversize), 331-332 (Broadside)
Optionally, enter multiple 866s to list sequences of volumes, in order to indicate volumes not held.
Example: (from George Ives clippings albums, GEN MSS 426)
866 41 ‡8 0 ‡a v.1,
866 41 ‡8 0 ‡a v.3-v.7,
866 41 ‡8 0 ‡a v.9-v.45
No additional local guidelines.
Required for collections with two or more call numbers, such as unprocessed or partially processed collections acquired through multiple accessions.
Generally, a collection is reclassed under one call number when baseline or full processing is completed.
Cataloging module passwords held by Manuscript Unit archivists, Archives and Catalog Assistants, and some students allow deletion of MFHDs.
To delete a MFHD:
Links
[1] https://msu-cataloging-manual.beinecke.library.yale.edu/bibliographic-record#creating-templates
[2] https://yaleedu.sharepoint.com/sites/brbl/ts/ms/Shared%20Documents/Administration/Call%20numbers/Call_Number_Assignment_Guidelines.docx?d=w5db60e9f3aaa4fd985f8be1e7109f77a
[3] https://msu-cataloging-manual.beinecke.library.yale.edu/cuttering-western-americana-manuscripts
[4] http://hdl.handle.net/10079/bibid/[bib
[5] https://yaleedu.sharepoint.com/:w:/r/sites/brbl/ts/ms/Shared%20Documents/Cataloging/Resources/Analytics%20and%20Bound%20Withs.doc?d=w4cc78579fbe84eb68a10bde7849e9c92&csf=1&web=1&e=5Tr8fT
[6] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/Catalog%20Manual/item_record.doc.aspx#sectionitem2.0