Voyager Cataloging Module Preferences

Log on to workstation with Yale netid and Yale password. Preferences are set up separately for each workstation logon.

Make sure the following files are copied to c/voyager/catalog/template:

j/mssunit/voyager templates/cataloging/bib templates

j/mssunit/voyager templates/cataloging/mfhd templates

Log on to the Voyager cataloging module with Yale netid and Voyager password

Open: options/preferences

Set preferences so they match the images and charts below.

General

Holdins/Item default location	Choose a brbl location, e.g. beingen
Call Number hierarchies	Other
Bibliographic Import/Replace Profile	YL Import Conditional
Bib Overlay Import/Replace Profile	YL Merge
Authority Import/Replace Profile	YL Auth Conditional

Check all boxes:

Delete records from work files once saved to database

Delete records from import file once saved to database

Add a subfield “a” to a new field

Display MARC views maximized

Validation

Cataloging formats

YUL2000 tagtable

Check only these boxes; leave others blank:

List all errors

Bypass ISBN validation

Bypass ISSN validation

Display all heading types

Name

Title

Name/Title

Subject

Subdivision

Workflow

Check these boxes:

Retain last Search

Automatic truncation for non keyword searched

Display bibliographic record directly if search results in only one title

Always create a ;holding when adding holding to a bib

Display item record directly if item retrieve results in only one item

Check for duplicate item barcodes

Suppress confirmation message upson successful save

Retain hierarchy selections

Leave these boxes blank:

Sequence new items at top

Sequence new e-items at top

Update permanent location of attached items when MFHD is saved to the database

Update item type of attached items when MFHD is saved to the database

Item Defaults

Item Type

nocirc

Folders/Files

Copy the following template folders to C:

J/[…]mssunit/voyager templates/cataloging/bib templates

J/[…]mssunit/voyager templates/cataloging/mfhd templates

Use only the following fields; leave others as is or blank:

Templates/Bib: link to a bib template on your C:

Templates/Hldg: link to a mfhd template on your C:

Mapping

Expected character set of Imported Records/Local Import

MARC21 UTF-8

Leave other fields blank or as is

Colors/Fonts

All colors are in the top row of the color selection chart, unless otherwise noted

MARC Views

Bibliographic	green (3 from left, 3 down) on black
Holdings	black on yellow
Authority	black on light pink
Conversion	leave as i

Record Hierarchy

Bibliographic	same as above
Holdings	same as above
Item	black on light blue
Bound with	black on light green

Font

Name	Arial Unicode MS
Size	12 (or largest size available)
Bold	Do not check

Global headings change hierarchy

Leave all boxes as is

Search Result Colors

Suppressed Records

black on purple (6 from left, 2 down)

RDA Toolkit

Leave username and password blank.

Bib MARC Tag Colors

Leave blank, or optionally, set colors for highlighting bib tags on your workstation. “Insert key” = F4.

Save

Click ok at the bottom of the preferences window

Citation/References Codes

Use the following codes for works commonly cited in 510.

Goddard & Kritzler

A Catalogue of the Frederick W. & Carrie S. Beinecke Collection of Western Americana, compiled by Jeanne M. Goddard and Charles Kritzler (1965)

Shailor

Catalogue of Medieval and Renaissance Manuscripts in the Beinecke Rare Book and Manuscript Library, by Barbara A. Shailor (1984-2004)

Tinker

The Tinker Library; a Bibliographical Catalogue of the Books and Manuscripts Collected by Chauncey Brewster Tinker, compiled by Robert F. Metzdorf (1959)

Withington

Catalogue of Manuscripts in the Collection of Western Americana founded by William Robertson Coe, compiled by Mary C. Withington (1952)

Yale. Alchemy

Alchemy and the Occult; a catalogue of books and manuscripts from the collection of Paul and Mary Mellon given to Yale University Library, compiled by Ian MacPhail (1968-1977)

Yale. Gimbel

Dickens and Dickensiana: a catalogue of the Richard Gimbel Collection in the Yale University Library, by John B. Podeschi (1980)

Yale. Stevenson

A Stevenson Library: catalogue of a collection of writings by and about Robert Louis Stevenson formed by Edwin J. Beinecke, compiled by George L. McKay (1951-1964)

Yale Lib. Gaz.

Yale University Library Gazette

Cuttering for Western Americana Manuscripts

Assign Cutter numbers to manuscripts classed as WA MSS S- and shelved in the Wall Street stacks vertical files.

A cutter number is a call number extension used for interfiling by main entry, assigned based on either the last name of a personal name, the first word of a corporate name, or the first word of a title. A cutter number consists of the first letter of the main entry followed by a number, with these exceptions:

For words beginning with vowels or “S,” the first two letters of the word are used.
For words beginning with “Sc” the first three letters of the word are used.

Title main entries beginning with the same word, such as “Letter to..” or “Letters to…” should have the same cutter.

Examples

Meriwether Clark C548

Spiro T. Agnew Ag63

Winfield Scott Sco86

Letter to… L569

To assign a cutter number:

Search the OPAC to determine if the name has already been cuttered for BRBL Western Americana manuscripts

Advanced search:

Keyword = [name] as a phrase within Author

Limit location: Western American, Yale Collection of (Brbl)

Limit type: Archives or Manuscripts

If an existing cutter number is not found, assign a cutter number by using the OCLC Dewey Cutter Program. Download instructions [1] are available on OCLC’s website. Select the “Cutter Four-Figure Table” button
Determine if this cutter number is unique for Brbl Western Americana manuscripts by searching it in the OPAC:

Advanced search:

[cutter] as a phrase within Holdings Keyword

Limit location: Western American, Yale Collection of (Brbl)

Limit type: Archives or Manuscripts

If the cutter number has already been assigned, add a digit and repeat the search above

Examples

C548 has already been assigned: search C5481

C 548 and C5481 have already been assigned: search C5482

Folder labeling

Left label Cutter number

Right label Call number (incl. Cutter number)

Name. Title / Date

MFHD

Enter the Cutter number in ‡i as the last element in the unique number, with no punctuation.

Example

852 __ ‡a beinwa ‡h WA MSS ‡i S-1592 C548

Examples

WA MSS S-1592 C548 [2]

WA MSS S-4387 B7582 [3]

WA MSS S-4226 Sp45 [4]

Genre/Form Terms

Introduction

General Terms

Photographic Terms

Introduction

This list of form/genre terms was compiled by Manuscript Unit archivists for use in 655 fields.

The terms are primarily from the following thesauri:

Getty Research Institute, Art and Architecture Thesaurus (aat)
Library of Congress, Subject Headings (lcsh)
ACRL/ALA, Rare Books and Manuscripts Section, Binding Terms (rbbin)
ACRL/ALA, Rare Books and Manuscripts Section, Genre Terms (rbgenr)

Other terms from standard thesauri may also be used.

Some terms listed here that are not found in standard thesauri are indicated by ‡2 local.

Consult the unit cataloging coordinators before using local terms not on this list.

Consult the controlled vocabulary for changes to genre terms. Cataloging coordinators review genre and form terms occasionally and update any changed terms, but in cases where the term in this supplement and the term in the thesaurus do not match, use the updated term according to the thesaurus. Cataloging coordinators can also update outdated terms upon request.

Do not use genre/form terms for types of material commonly found in collections of personal or literary papers, such as correspondence, letters, or galley proofs.

Other terms that are not used are indicated with a “see” reference to a related term. “See also” references indicate narrower, broader, or other related terms.

A few terms, indicated with *, have been used to assist staff in managing preservation priorities.

Subdivide 655 headings by ‡z [place] and ‡y [century], as appropriate.

Last major revision completed by Stephanie Bredbenner, 2019 October.

General Terms

Account books. ‡2 aat

Use for the following:

Day books (accounting records)
Journals (accounts)

Addresses

See: Speeches

Albums (books) ‡2 aat

Use for forms of albums not otherwise more appropriately described by any of the more specific terms listed below:

Autograph albums
Photograph albums (also in photographic terms list)
Scrapbooks

See also: Vital statistics records

Blueprints (reprographic copies) ‡2 aat *

Used for internal management purposes–Preservation priority.

Use Architectural drawings (visual works) for general reference/descriptive purposes.

Bookplates. ‡2 aat

Booksellers’ advertisements. ‡2 rbgenr

Booksellers’ catalogs. ‡2 rbgenr

Booksellers’ labels (Provenance) ‡x [Name]. ‡2 local

Booksellers’ stamps (Provenance) ‡x [Name]. ‡2 local

Born digital. ‡2 aat

Use for files off computer disks and other media formats containing data originating in digital form.

See also: Vital statistics records

Certificates. ‡2 aat

Use for certificates awards and certificates of appreciation.

See also: Vital statistics records

Deeds. ‡2 aat

Diaries. ‡2 aat

Use for the following:

Appointment books
Day books (personal calendars, not financial accounts)
Journals (personal narratives)

See also: Born digital

Digital prints. ‡2 aat

Diplomas. ‡2 aat

See also: Born digital

Erotica. ‡2 aat

Eulogies (documents) ‡2 aat

Exhibition catalogs. ‡2 aat

Family papers. ‡2 aat

Federal government records. ‡2 aat

Field notes. ‡2 aat

Forgeries (derivative objects) ‡2 aat

Genealogies. (histories) ‡2 aat

Use for family trees and and other genealogical listings.

Glossaries

See: Dictionaries

Government records.

See: Federal government records

See: Judicial records

See: State government records

See: Tax records

See: Territorial records

See: Vital statistics records

See: Voters’ lists

Greeting cards. ‡2 aat

Use only for substantial amounts of early or fine press items.

Handbills. ‡2 aat

See also: Vital statistics records

Membership lists. ‡2 aat

Memoirs. ‡2 aat

See: Autobiographies (literary works)

Memorial works. ‡2 gmgpc

Use for prints, cards, or other visual items produced in memory of a deceased person.

Do not use for mourning stationery.

See also: Born digital

Tax records. ‡2 aat

Use for assessment books and other government records related to tax collection.

Television scripts. ‡2 aat

Territorial records. ‡2 aat

Testimonies. ‡2 aat

Use for court testimony

Theater programs. ‡2 aat

Treaties. ‡2 aat

Trial proceedings. ‡2 rbgenr

Triptychs. ‡2 aat

Video recordings (physical artifacts) ‡2 aat

Viewbooks. ‡2 aat

Used especially by WA

Visitors’ books. ‡2 aat

Vital statistics records. ‡2 aat

Used for compilations of birth, marriage and death statistics.

Photographic terms

Terms are grouped by type.

Most terms are from the following thesauri:

Library of Congress Subject Headings (lcsh)
Art and Architecture Thesaurus (aat)
Library of Congress Thesaurus for Graphic Materials (lctgm)
Descriptive Terms for Graphic Materials: Genre and Physical Characteristic Headings (gmgpc)

Albumen prints. ‡2 aat

Also use: Photographic prints

Ambrotypes (photographs) ‡2 aat

Cabinet photographs. ‡2 aat

Also use: Photographic prints

Card photograph albums. ‡2 gmgpc

Used for carte-de-visite albums.

Also use: Cartes-de-visite (card photographs)

Card photographs (photographs) ‡2 aat

Includes photonegatives and unmounted photoprints intended for standard mounts.

Also use: Photographic prints

Cartes-de-visite (card photographs) ‡2 aat

Also use: Photographic prints

Collodion prints. ‡2 aat

Also use: Photographic prints

Cyanotypes (photographic prints) ‡2 aat

Also use: Photographic prints

Daguerreotypes (photographs) ‡2 aat

Digital prints. ‡2 aat

Use for digitally-printed material printed from digital image files of photographs and computer generated

artwork.

Always use with a more specific term such as:

Dye diffusion thermal transfer prints

Electrophotographic prints

Inkjet prints

Dye diffusion thermal transfer prints. ‡2 aat

Use in addition to Digital prints

Electrophotographic prints. ‡2 aat

Use in addition to Digital prints

Film negatives. ‡2 gmgpc

Gelatin silver prints. ‡2 aat

Also use: Photographic prints

Glass negatives. ‡2 gmgpc

Group portraits. ‡2 aat

Also use: Photographic prints

Half stereographs. ‡2 aat

Also use: Photographic prints

Inkjet prints. ‡2 aat

Use in addition to Digital prints

Lantern slides. ‡2 aat

Negatives. ‡2 gmgpc

Occupation Terms

Introduction

This list of occupation terms was compiled by Manuscript Unit archivists for use in 656 fields.

Terms are from the Library of Congress Subject Headings (‡2 lcsh). Other terms from LCSH or other standard thesauri may also be used.

The list is divided into terms used most often for general, literary, and Western Americana materials; however, terms may be used for materials in any curatorial area, as appropriate.

Terms that are not used are indicated with a “see” reference to a related term.

“See also” references indicate narrower, broader, or other related terms.

Terms indicated with * have been used most often.

Subdivide 656 headings by ‡z [place] and ‡y [century], as appropriate.

General

Artists. ‡2 lcsh

Authors. ‡2 lcsh

Literary

Actors. ‡2 lcsh

Art critics. ‡2 lcsh *

Artists. ‡2 lcsh *

Western Americana

Artists. ‡2 lcsh

Superseded Guidelines

As of March, 2013

For single items, DCRM(MSS) rules and local interpretations replaced APPM rules in 2017, with addition of 044, 260, and 33x fields, and changes in use of the following fields: 008/Place of production, 040, 245, 250, 300, 500, and 524.

RDA rules were implemented in 2013 March for the following LCAF fields:

100, 110, 111, 130, 240, 600, 600 ‡t, 610, 611, 700, 700 ‡t, 710, 711

Beginning 2017 April, subfield ‡0 (Authority record control number or standard number) have been added to 100, 110, 111, 130, 600, 610, 611, 630, 700, 710, 711, and 730 fields during MARS authority processing.

Superseded cataloging guidelines previously used by the Manuscript Unit are listed below.

Dates of previous usage and retrospective updating of records are noted when known.

Authority record [6]

Bibliographic record [7]

Item record [8]

MARC format for holdings record (MFHD) [9]

Leader/Record type [10]

Leader/Bibliographic level [11]

Leader/Character coding [12]

Leader/Encoding level [13]

Leader/Cataloging form [14]

006 [15]

008/Place of production [16]

035 (System control number) [17]

040 (Cataloging source) [18]

041 (Language codes) [19]

245 (Title statement) [20]

250 (Edition) [21]

264 (Place and Date of Production) [22]

300 (Physical description) [23]

500 (General note) [24]

506 (Restrictions on access) [25]

520 (Summary, etc.) [26]

524 (Preferred citation of described materials) [27]

530 (Additional physical form available) [28]

540 (Terms governing use and reproduction) [29]

544 (Location of other archival materials) [30]

545 (Biographical or historical data) [31]

546 (Language) [32]

555 (Cumulative index/finding aids) [33]

561 (Ownership and custodial history) [34]

562 (Copy and version identification) [35]

6xx (Subject added entries) [36]

650 (Subject added entry - topical term) [37]

655 (Index term - genre/form) [38]

657 (Index term - function) [39]

690, 692, 693 (Local subject added entries) [40]

752 (Added entry - hierarchical place name) [41]

755 (Added entry - physical characteristics) [42]

773 (Host item entry) [43]

851 (Location) [44]

852 (Location) [45]

856 (Electronic location and access) [46]

909 (Tape load instruction) [47]

927 (Tape load instruction) [48]

928 (Authority control load instruction) [49]

940 (Location code) [50]

948 (Local processing information) [51]

949 (Local processing notes) [52]

Appendix B. Preliminary Records [53]

Authority Record

Before DACS, names traced without authority records were not necessarily in the fullest known form and did not necessarily include known birth and death dates.

Bibliographic Record

Before upgrade to Voyager 10 in 2018 January, ExportQ was used for exporting records to MARS.

Before implementation of Aeon in 2011 October, bibliographic and MFHD records were suppressed during editing and review.

Before the merger of RLIN and OCLC, ExportQ was used to export bibliographic records to RLIN as well as to OCLC and MARS. The ExportQ window still has a check box for RLIN; this check box is disabled.

Before the OCLC reclamation project was begun in 2010 September, ExportQ was used to export bibliographic records to both OCLC and MARS. The ExportQ window still has a check box for OCLC; this check box is disabled.

Records with NOTIS keys in ranges other than F represent records that were originally created in OCLC or RLIN, or were not exported to OCLC or RLIN. When a record with a NOTIS key not beginning with F was edited, a new record was created by copying the existing record, and the original record was deleted.

Item Record

Before 2008, BRBL did not use item records. Creation of item records for retrospective barcoding and new cataloging started in 2008.

The following abbreviations were used for nonstandard storage locations:

Oversize Box: OS Box

Broadside: Bsd

Portfolio: Port

Before 2019 January, the optional use of TS location codes, temporary location codes, temporary MFHDs, and temporary item records was permitted for in process collections before transfer to BRBL and in process additions to existing collections before transfer to LSF. In these cases, archivists were responsible for updating these codes and removing temporary location codes manually. These options were removed from unit documentation to streamline workflows and minimize errors.

MARC Format for Holdings Record (MFHD)

Before implementation of Aeon in 2011 October, bibliographic and MFHD records were suppressed during editing and review, and MFHD 852 ‡h Manuscript Unit was not used.

The following nonstandard shelving locations were listed in the manual, and may have been used in call numbers for oversize materials:

4to

Folio [over 42 cm.]

The following abbreviations were used for nonstandard shelving locations:

BrSides

BrSide 4to

Artstor

In NOTIS, location codes were the same, but with intervening commas. Example: bein,gen.

Before 2004 December 20, 852 first indicator was 7, with ‡2 localyale; all records have been updated to first indicator 8, and ‡2 deleted.

Recon cataloging was noted in subfield ‡x with the following code: ‡x REC.

Subfield ‡x was used to note transfers from other Yale libraries.

Various form of date have been used in subfield ‡x.

Other notes were entered in subfield ‡x, such as:

‡x To be completed with additional name tracings once curator supplies them.

‡x Collation updated after album was disbound.

Before baseline processing started in 2010 summer, former uncat call numbers were not noted in ‡z. When cataloged call numbers were changed, such as for recon, these former call numbers were noted in ‡x, with standard wording:

‡x Before recon call number was [call number]; bein, ms [yyyy] [Month].

These records have not been updated.

In a few cases, multiple call numbers were assigned to Western Americana collections, with each call number assigned to a section of the collection. Sections and call numbers were listed in 351 or 520. Though this has been discontinued, some Western Americana collections still have multiple call numbers. Previously these call numbers were sometimes given as a range in one MFHD (for example, WA MSS S-498-500); currently individual call numbers are in separate MFHDs. For examples, see:

100 1_ ‡a Streeter, Thomas W. (Thomas Winthrop), ‡d 1883-1965, ‡e collector.

245 10 ‡a Thomas W. Streeter collection of Texas manuscripts, ‡f 1787-1864.

Call numbers: WA MSS S-498, WA MSS S-499, WA MSS S-500

100 1_ ‡a Applegate, Jesse A., ‡d 1811-1888.

245 10 ‡a Oregon letters, ‡f 1830-1862.

Call numbers: WA MSS 10, WA MSS 11

Before 2019 January, the optional use of TS location codes, temporary location codes, temporary MFHDs, and temporary item records was permitted for in process collections before transfer to BRBL and in process additions to existing collections before transfer to LSF. In these cases, archivists were responsible for updating these codes and removing temporary location codes manually. These options were removed from unit documentation to streamline workflows and minimize errors.

Leader/Record Type

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

Leader/Bibliographic Level

Code d, with 773, was used for a subunit of a collection or an analytic for an item within a collection or bound volume.

Code m was used for single items before 2018. To facilitate export to Oclc, while maintaining collocation of single items and collections as record type p, single item records were retrospectively changed to bibliographic level c in 2018 October. Single item records coded record type p and bibliographic level c are identifiable by 006t and 33x codes.

Leader/Character Coding

Added with NOTIS upgrade, 2001 January. Discontinued with Unicode/Orbis 5.0 upgrade, 2006 January.

Leader/Encoding Level

Before baseline processing started in 2010, brief preliminary records were created for some collections at the time of accessioning. These records will be updated to full level during baseline processing.

Leader/Cataloging Form

_ was used for recon records to indicate that headings were transcribed from a catalog card and did not necessarily conform to AACR2.

a was used for all records before 2017 September.

006

Added with Format Integration, phase two, 1996 March, to allow the assignment of multiple record type codes.

Before 2004 May, 006t (manuscript lang) was included in every record coded record type p (mixed materials), to accommodate search limiting by 006t in NOTIS. As 006t was not indexed in YUL’s implementation of Voyager in 2004, use of 006t was phased out beginning in 2004 May, and discontinued as of 2005 January.

In 2018 September, use of 006t was resumed for new single items records. 006t was added retrospectively to all single item records in 2018 October.

008/Place of Production

Before 2017, ctu was used for all single items.

035 (System Control Number)

Former call numbers of items added to collections were recorded in 035; these 035s were later deleted.

Before implementation of Voyager in 2002, NOTIS keys were been assigned as a search string for linking a file in the Finding Aid Database to the associated catalog record. After Voyager implementation, this linking continued via NOTIS keys for legacy records until finding aids were updated to link via 035 fields based on YFAD file names.

Additional NOTIS key spans, which were assigned and then updated to another span:

PMAxxxx – PMJxxxx: MATPS (Acquisitions)

XAAxxxx – XZZxxxx: Created online during NOTIS-Voyager interim

040 (Cataloging Source)

Before DACS was available, APPM was used for both single items and collections. DACS has been used for collections since 2006 December.

Before 2017, APPM was used for single items.

041 Language Codes)

Codes were previously entered in one subfield ‡a, in one string, without spaces, e.g.: ‡aengfrespa. Separate subfields for each code were introduced around 2005.

The first indicator was formerly always blank; first indicator 0 and 1 were introduced in 1996 March, with format integration.

245 (Title Statement)

Prior to 2006 December, collection titles conformed to APPM rules.

Some titles of collector’s collections contained abbreviated names, combined names with punctuation, or started with “the.”

Before DACS, a correspondence collection of two or more writers to one recipient was titled Letters to [Name of recipient]

In titles of single letters, supplied or standardized names and locations were bracketed.

In titles of single letters, handwritten names of houses were transcribed as place of writing.

Before DACS, intentionally-assembled were called artificial collections in processing and cataloging documentation.

Before 2017, single item title conformed to APPM rules, and date was recorded in 245 ‡f.

250 (Edition)

Before 2017, 250 was optional for single item statements identifying numbered drafts, etc.

264 (Place and Date of Production)

Before 2017 September, 260 __ was used for single items.

300 (Physical Description)

Before 2010, multiple containers were not noted with items counts. Some records have been updated during retrospective barcoding.

During retrospective barcoding, container counts were inconsistently noted in either 300 or 500, and items were sometimes noted as stored in one container.

Before 2017, single item physical description conformed to APPM rules: ‡f was used, and page count and measurement were required.

500 (General Note)

Standard wording for bound with notes was:

500 __ Bound with: [Title], [date] (cataloged separately).

500 __ ‡a No. [x] of [x] titles bound together.

Before 2017, single item title source was noted only if not title page.

506 (Restrictions On Access)

Before implementation of Aeon in 2011 October, bibliographic and MFHD records were suppressed during editing and review. 506 was used only for on- or offsite processing or for materials sent offsite for microfilming.

Before 2011, 506 was not used for unrestricted materials; i.e., “this material is open for research” was not noted. These records have not been updated.

Before 1995, a curator was specified for further information.

Before 2010 June, audiovisual reference copies were noted in 540; records have been updated.

Restricted fragile box numbers were not noted in records created 1995-2010 March; these records will be updated.

During retrospective barcoding in 2009, the following notes were used for WA files with separately foldered surrogates:

506 __ ‡3 Folder 1: ‡a Restricted fragile material. Use reference surrogates in folder 2. For further information consult the appropriate curator.

506 __ ‡3 WA MSS [numbers] stored in 2 folders. Originals (in folder 1): ‡a Restricted fragile material. Use reference surrogates (in folder 2). For further information consult the appropriate curator.

506s were added to some older records in 2010. For restricted materials housed in the same container as non-restricted, the following note was used, pending rehousing:

506 __ ‡a Contains restricted fragile material…. This was explained in the project spreadsheet and highlighted as needing follow-up.

Before 2012 August, only first indicator _ (No information provided) was used. First indicators 0 (No restrictions) and 1 (Restrictions apply), established in Marc in 2006, are now used. All records were updated 2012 August-September.

Before 2012 August, “reference copies are availiable” and “reference copies may be requested” were differentiated for electronic files and audiovisual materials. Now “reference copies may be requested” is used for all records. All records were updated 2012 August-September.

Before 2012 August, restricted materials were sometimes not housed separately for full and baseline cataloging, and audiovisual use restrictions were noted in 506. Separate housing and separation of restricted paging from restricted use was required when paging through Aeon was implemented. All records were updated 2012 August-September.

Before 2012 August, audiovisual use restrictions were noted in 506. These are now noted in 540, to simplify identification of paging restrictions in Aeon. All records were updated 2012 August-September.

In 2014 August, a list of standard terms for digital media and digital files with no physical media was determined.

520 (Summary, Etc.)

Before 2011 May “holograph” was used instead of “autograph manuscript” for manuscript in the handwriting of the creator of the work.

Names of months and circa were abbreviated.

Optionally included references to information in Beinecke curator files, with a hardcopy bibliographic file slip filed with the material.

524 (Preferred Citation of Described Materials)

Standard wording for curatorial areas was implemented 1997 December.

“Yale Collection of American Literature” was used as the curatorial area for the James Weldon Johnson Collection from 2003 July through 2011 February.

Before 1998 March, “Yale University” was included for all curatorial areas.

Before 2017, single item titles conformed to APPM rules, and devised titles did not start with creator.

530 (Additional Physical Form Available)

In some Western Americana recon records “Also available on microfilm” was used when only portions were microfilmed, and in some cases all information was in ‡a. These should be corrected when found, adding ‡b and either using ‡3 to identify the part filmed, or using “Portions available on microfilm.”

540 (Terms Governing Use And Reproduction)

Before 2010 June, was used for information about audiovisual reference copies. This information is now in 506; most records have been updated.

Before 2012 August, audiovisual use restrictions were noted in 506. These are now noted in 540, to simplify identification of paging restrictions in Aeon. All records were updated 2012 August-September.

Before 2014 May, audiocassettes and videocassettes were identified as restricted use in 540. Since 2014 May, audiocassettes and videocassettes are identified as restricted fragil ein 506.

544 (Location Of Other Archival Materials)

544 has been used in some records to refer to analytics, e.g. see records for parts of the Speck collection.

Before 1998 or 1999, there were no codes for the first indicator, which was always blank.

Before 2011, ‡d Related material was used for material located at Beinecke, and ‡d Associated material was used for materials at another Yale repository, or a repository outside Yale.

545 (Biographical Or Historical Data)

Starting with name has been inconsistent.

546 (Language)

Before implementation of DACS, 546 was not used for materials in English only. Subfield ‡3 may have been used in some records to note specific materials not in English. Example: 546 __ ‡3 Notebooks ‡a in French.

555 (Cumulative Index/Finding Aids)

Before 2010, was used to note container lists.

Before 2009, was used for preliminary lists, with standard wording: Preliminary list available. After use of preliminary lists was discontinued in 2009, most 555 fields were updated; some may remain to be updated.

Was used for analytics, such as:

555 0_ ‡a Selected items also cataloged separately.

555 0_ ‡a Accompanied by a container list. Some items also cataloged separately.

555 0_ ‡d Podeschi, John B. Dickens and Dickensiana: a Catalogue of the Richard Gimbel Collection in the Yale University Library. New Haven: The Library, 1980.

561 (Ownership and Custodial History)

For materials purchased by an agent from an auction house, only the auction house was cited.

562 (Copy And Version Identification)

Used rarely, to distinguish copies or versions.

6xx (Subject Added Entries)

Used to trace binders:

600 _4: ‡a [Name] ‡x Binding.

700 and 710 are now used.

650 (Subject Added Entry - Topical Term)

Before 1999 October, ‡x was used for both form and topical subdivisions. When found, update form subdivisions to ‡v.

Second indicator 4 was used for type of binding. When found, update to 655.

Records and correspondence was used as a subdivision for corporate headings.

655 (Index Term - Genre/Form)

Before 1996 February, 755 was used for genre/form terms.

Before 1999 April, 650 with second indicator 4 was used for type of binding.

Terms from LCSH were coded 655 _7 with ‡2 lcsh.

In 2012 August, “Born digital” became the standard term for all electronic files, and “Audiovisual materials” became the standard term for all AV. Additional specific terms may also be used. All records were updated, 2012 August-September.

657 (Index Term - Function)

May have been used rarely, for Art and Architecture Thesaurus terms identifying activities or functions, such as organizational records or personnel files.

Indexed in Orbis as keyword, with public display constant “Subjects.”

690, 692, 693 (Local Subject Added Entries)

690 has been used to trace binding dates, with standard wording:

690 _4 ‡a Binding ‡y [yyyy].

Example:

690 _4 ‡a Binding ‡y 1550.

Before 2001 July, local subjects were tagged 600, 610, or 650, with second indicator 4. When found, update these to 69x.

Before 2010, 692 and 693 were used for names of binders. 700 and 710 are now used.

Records loaded to Yale’s online catalog from RLIN in 1987 used the following ‡2 subdivisions in 69x local provenance headings (“_” = blank space):

‡2_690_%_bind

topical subject

‡2_692_%_bind

personal name

‡2_693_%_bind

corporate names

‡2 subdivisions continued to be used for binding headings through 1998 August. When found, delete these subdivisions.

752 (Added Entry - Hierarchical Place Name)

Not used as of 1995 January 26.

755 (Added Entry - Physical Characteristics)

Not used as of 1996 February.

773 (Host Item Entry)

May have been used in the past, as follows:

Leader/Bibliographic Level: d

Subfields:

‡7 [xxxx]

Each [x] represents a code for:

Type of main entry

Form of name

Type of record (from Leader)

Bibliographic level (from Leader)

‡a [‡a from 1xx]

‡t [‡a from 245]

‡w (CtY-BR)[bib id number]

Example:

773 0_ ‡7 p1pc ‡a Jones, Henry. ‡t Gold mining correspondence ‡w (CtY-BR)AAKl234

851 (Location)

Superseded by 852 in mid-1990s. When found, update to 852.

852 (Location)

Before 1993, Beinecke’s post office box address was included. When found, update to standard wording.

856 (Electronic Location and Access)

Before 2001 November, two 856 fields were used for each finding aid, for HTML and SGML files.

Before 2009 June, the following URL format was used:

856 42 ‡3 Finding aid ‡u http://webtext.library.yale.edu/xml2html/beinecke.jobaker.nav.html [54]

Before 2009 June, some 856 fields linked to preliminary lists. For these, “Preliminary List” was used in ‡3.

Before 2010 April, “Finding aid” was used in ‡3: 856 42 ‡3 Finding aid ‡u …

All 856 fields have been updated per current guidelines.

909 (Tape Load Instruction)

Used to export record type p to RLIN and OCLC. Superseded by 927, 1999 May 4. Existing 909 fields were deleted during migration to Voyager, 2002 June.

927 (Tape Load Instruction)

Used to export all record types to RLIN and OCLC, beginning 1999 May 4. Existing 909 fields were updated to 927 when found, until both were discontinued as of Voyager implementation, 2002 June.

Do not delete or edit existing 927 fields, as these contain information that was not otherwise migrated.

Examples of fields migrated to Voyager:

927 __ ‡a tape

before export

927 __ ‡a 9408RO

after export, with coded year and month of export, 1994 August

Records could be re-exported by deleting the code and re-entering either “RLIN,” “OCLC,” or “tape” for re-export to both.

Used only for records with NOTIS keys (i.e., NOTIS bib id numbers) beginning with “F.”

928 (Authority Control Load Instruction)

Used to export records to Mars, beginning 1997 March 10. Discontinued as of Voyager implementation, 2002 June.

Do not delete or edit existing 928 fields, as these contain information that was not otherwise migrated.

Examples of fields migrated to Voyager:

927 __ ‡a actape

before export

927 __ ‡a AC031097

after export, with coded year, month, and day of export, 1997 March 10

940 (Location Code)

Used in NOTIS to enable search by location code. The following codes were used, with commas:

bein,gen (included Medieval and Renaissance and Modern)

bein,ycal (included JWJ)

bein,osb

bein,ycgl

bein,wa

Though 940 could be created automatically by NOTIS for unsuppressed records, it was entered manually in Manuscript Unit records to enable location code searching for both suppressed and unsuppressed records.

Superseded by MFHD 852 ‡b, as of migration to Voyager, 2002 June. Existing 940 fields were not migrated to Voyager.

948 (Local Processing Information)

Used for information migrated to Voyager from title level note field in NOTIS holdings records.

Examples of fields migrated to Voyager:

948 __ BEIN : Before recon title was [title] ; bein, ms mo/yr.

948 __ BEIN : Before recon call number was [call number] ; bein, ms mo/yr.

948 __ ‡a tgy

948 __ ‡a srb ‡a bjb 4/95 ‡a ks ‡a REC

The code “REC” was used to identify recon records.

Cataloger’s initials identified staff that entered or updated the record. See the list of current and former staff initials.

Do not delete or edit existing 948 fields, as these contain information that was not otherwise migrated.

949 (Local Processing Notes)

Used as a title level notes field in NOTIS holdings record to record cataloger’s initials, date of cataloging, or information identifying recon records.

Superseded by MFHD 852 ‡x, as of migration to Voyager, 2002 June.

Existing 940 fields were migrated to 948 Voyager.

Appendix B. Preliminary Records

Before baseline processing started in 2010, brief preliminary records were created for some collections at the time of accessioning. These records will be updated to full level during baseline processing.

Content of these records conformed to YUL Manuscript Cataloging Guidelines, Appendix B, with the following additional local decisions:

Created only for archival collections that required a preliminary list and/or had an exent of at least five linear feet.

Bib id was noted in a Mem field in the corresponding accession record(s) in ACQ.

Updated only to note an addition of a significant amount of material in a new format to an ongoing collection.

Date 2, for ongoing gifts: 9999.

245: dates always preceded with “circa”.

245, for ongoing gifts: 245 10 ‡a John Smith papers, ‡f circa 1941-[ongoing].

300, for ongoing gifts: 300 __ ‡a ms.

520: copied or derived from the accession record.

546: required

555: used one of the following:

555 0_ ‡a Unprocessed Collection. Preliminary list available. For further information, consult the Public Service Desk.

555 0_ ‡a Unprocessed Collection. For further information consult the Public Service Desk.

6xx: used a 600 or 610 for the main entry, with subdivision ‡v Archives.

7xx: used 700 or 710 for a co-creator of the collection.

Did not use 65x topical headings.

856: used the following for each preliminary list file:

856 42 ‡3 Preliminary list ‡u http://beinecke.library.yale.edu/mss_preliminarylists/[filename].htm [55]

Supplements/Cuttering for Western Americana

Before 2012 October, cutters were determined by use of a hardcopy C. A. Cutter’s Three-Figure Alfabetic Order Table, which was located in the Manuscript Unit.

Supplemental Cataloging Guidelines by Format

See the following for additional Manuscript Unit cataloging guidelines for specific formats.

Annotations in Books [56]

Elizabethan Club [57]

Extra-Illustrated Books [58]

Miscellany Cataloging [59]

Osborn Collection [60]

Non-Roman Languages [61]

Annotations in Books

Revised in conformance with DCRM(MSS) in 2017.

Use the following standard description for annotations in printed books cataloged separately from the book itself.

Rare Book Team catalogers will create and link the book record to the same MFHD.

To link an existing book record:

Open item record.
Open Record>Link to bibliographic.
Enter bib id of book record.
Save.

After bib records are linked:

Both titles will display in Item/Titles.
Bib id of linked record will display in MFHD/014.

* = required field; other fields are required if applicable.

*Leader bib level c

*008 dates/264 ‡c [dates of annotations]

*008 lang/041/546 [language of annotations; enter 041 only if two or more languages are present]

*008 place/260 ‡a [place of production of annotations]

*040 ‡e dcrmmss

*245 [Name in 100] annotations in [245 ‡a of book] : ‡k manuscript.

*300 ‡a 1 volume (circa [#] annotated pages)

*33x [for volume]

545 [creator of annotations]

*520 Autograph manuscript annotations in [Author’s Title (imprint)]…

*561 [immediate source of acquisition of book]

Also note, as appropriate:

Ex libris…

Or: From the collection of….

500s [describe bookplates]

[describe binding]

*600 ‡t or 630 [title of book]

655s [binding terms]

692s [provenance headings]

*MFHD 852 ‡h and ‡i: [Manuscript Unit call number]

‡z Book with manuscript annotations. To view full description, search by call number:

[call no]

*Item record

Elizabethan Club

Revised in conformance with DCRM(MSS) in 2017.

Use the following standard description for manuscripts cataloged for the Elizabethan Club.

* = required field; other fields are required if applicable.

*524 [Author and title]. Elizabethan Club, Yale University.

*561 Purchased by the Elizabethan Club (Yale University), [yyyy].

Do not record vendor or fund.

*852 ‡a Elizabethan Club, Yale University, New Haven, CT

*MFHD 852 ‡b beineliz ‡h Eliz ‡i [#]

Do not create item records.

Do not barcode.

Extra-illustrated books

Revised in conformance with DCRM(MSS) in 2017.

Use the following standard description for extra illustrations in printed books cataloged separately from the book itself.

Rare Book Team catalogers will create and link the book record to the same MFHD.

To link an existing book record:

Open item record.
Open Record>Link to bibliographic.
Enter bib id of book record.
Save.

After bib records are linked:

Both titles will display in Item/Titles.
Bib id of linked record will display in MFHD/014.

* = required field; other fields are required if applicable.

*Leader bib level c

*008 dates/245 ‡f [dates of extra-illustrations]

*008 lang/041/546 [language of extra-illustrations; enter 041 only if two or more languages are present]

*008 place [place of production of extra-illustrations]

*040 ‡e dacs

*245 Extra-illustrations in [Author]’s [245 ‡a of book], ‡f [dates of extra illustrations]

*300 ‡a 1 volume (circa [#] pages of extra-illustrations)

545 [creator of extra-illustrations]

*520 Extra-illustrations in [Author’s Title (imprint)]…

*561 [immediate source of acquisition of book]

Also note, as appropriate:

Ex libris…

Or: From the collection of….

500s [describe bookplates]

[describe binding]

*600 ‡t or 630 [title of book]

655s [binding terms]

692s [provenance headings]

*MFHD 852 ‡h and ‡i: [Manuscript Unit call number]

‡z Book with extra-illustrations . To view full description, search by call number:

[call no]

*Item record

For extra illustrations listed in a finding aid, add:

035 __ ‡9

555 0_

856 42 ‡3 ‡u

Non-Roman Languages

Arabic [62]

Hebrew: ketubahs [63]

Hebrew: shiviti [64]

Japanese [65]

Ethiopic [66]

Arabic

The following template was created for backlog Arabic manuscript cataloging (2010- ).

Catalog records are being created by Near East Collection staff. Records are created in OCLC and imported to Orbis.

Arabic Manuscript Cataloging Template

(ks, revised 12/7/10; revised in conformance with DCRM(MSS) in 2017.)

“*” = required field

“_” = blank

Brackets indicate information to fill in; do not include brackets in catalog record.

*Leader

Voyager label OCLC label

Type of Record Type p

Bib Level BLvl c [OCLC does not allow m for record type p]

Type of Control Ctrl a

Encoding Level ELvl i [full-level input by OCLC participants]

Cataloging Form Desc i

*008

Voyager label OCLC label

Pub Status DtSt s

Date 1 Dates [year]

Date 2 Dates ____

Place of Publ Ctry [place of production; same as 264 ‡a]

Form of Item Form _

Lang Lang ara [or other language code]

Modified Record MRec _

Cataloging Source Srce d

*006 manuscript lang.

Illustrations 1-4 _

Audience _

Form of Item _

Contents 1-4 _

Govt Publs _

Conf Publs _

Festschrift 0

Index 0

Lit form 0

Biography _

*040 __ ‡a CtY-BR ‡c YUS ‡e dcrmmss

041 0_ ‡a [language code] ‡a [language code] (enter 041 only if there is more than one language)

100 1_ ‡a [Author], ‡d [dates].

240 10 ‡a [Uniform title]

*245 10 ‡a [Title] : ‡k manuscript / ‡c [Name of creator].

(If no author, use first indicator 0)

246 1[#]‡a [varying form of title]

*264 _0 ‡a [place of production, in standard form], ‡c [date of production, in standard form].

*300 __ ‡a 1 volume ([#] pages) ; ‡c [height, to nearest centimeter] cm

Or for unbound: ‡a 1 ‡f item ([#] p.) ; ‡c [same].

*336 __ ‡a text ‡2 rdacontent

*337 __ ‡a unmediated ‡2 rdamedia

*338 __ ‡a volume ‡2 rdacarrier

545 __ ‡a [Biographical/historical information about author and/or work].

*520 __ ‡a Manuscript in an unidentified hand…

Or: Autograph manuscript…

Include at least one personal, topical, or geographic subject.

State as appropriate:

Dated [date] at [place].

Copy of [original manuscript and date]

*561 __ ‡a Purchased from [vendor name] on the Edwin J. Beinecke Book Fund, [year].

Or Gift of [name], [year].

*546 __ ‡a In Arabic. (or other language or languages; indicate dialect as appropriate)

[Use separate 500 fields, as appropriate, in the following order:]

*500 __ Title from [source, even if title page].

*500 __ Romanization supplied by cataloger.

500 __ ‡a Incipit:

500 __ ‡a [details of physical description: measurement, lines per page]

500 __ ‡a Binding:

500 __ ‡a [details of manuscript: ink, paper, script, headings, keywords, catchwords]

500 __ ‡a [annotations]

500 __ ‡a Bound with [x] other titles.

Or if bound with only one other title: Bound with [Author, Title].

*524 __ ‡a [Author in direct order], [Title (can add place and/or date to distinguish generic titles)]. General Collection, Beinecke Rare Book and Manuscript Library, Yale University.

*Use at least one 600, 650, or 651:

600 10 ‡a [Name], ‡d [dates]. (for each name in 545 and 520, including copyist when appropriate)

650 _0 ‡a [Topical, for each topic in 520].

For mss created before 1800 use subdivision: ‡v Early works to 1800.

651 _0 ‡a [Place] ‡x [Subdivision]. (for each place in 520)

*655 _7 ‡a Manuscripts, Arabic ‡z [country] ‡z [city] ‡y [century]. ‡2 local

Use one or more ‡z’s and ‡y as appropriate

When using second ind 0, for lcsh term, don’t use ‡2, per mars validation.

Use additional 655s for non-literary genres, if appropriate.

Before 2019 May, used 655 _0, without ‡2; changed because Oclc stopped verifying 655 _0 with ‡y.

*690 _4 ‡a Arabic manuscripts. [or Persian manuscripts or Turkish manuscripts]

700 1_ ‡a [name of copyist]. (when appropriate)

*852 __ ‡a Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT

856 41 ‡3 View digital images in the Beinecke Library’s Digital Images Online database ‡u [url] (if part or all has been scanned for DL)

MFHD

*852 __ ‡b beingen ‡h [call no sequence] ‡i [#]

For bound withs add: ‡z Bound with [#] other titles. To view other titles, search by call number: [call number]

Hartford Seminary Collection, collection level record:

Bib 580 __ ‡a For individual manuscripts in the collection, search by call number: Hartford Seminary.

Bib 651 __ ‡a Purchased from Hartford Seminary on the Beinecke Rare Book & Capital Reserve Fund, 2005.

MFHD 852 80 ‡b beingen ‡h Hartford Seminary

Hartford Seminary Collection, individual records:

Bib 580 __ ‡a Forms part of the Hartford Seminary Collection. For a description of the collection, search by call number: Hartford Seminary.

Bib 651 __ ‡a Purchased from Hartford Seminary on the Beinecke Rare Book & Capital Reserve Fund, 2005.

MFHD 852 80 ‡b beingen ‡h Hartford Seminary Arabic MSS ‡i [#]

Hebrew: ketubahs

The following template was created for backlog cataloging of ketubahs (2008-2010).

Catalog records were created by Judaica Collection and Catalog and Metadata Services staff. Records were created in OCLC and imported to Orbis. Records were also contributed to Jewish National and University Library (JNUL) ketubbot database [67].

Ketubah Cataloging Template (ks, 10/08; revised in conformance with DCRM(MSS) in 2019)

“*” = required field

“_” = blank

Brackets indicate information to fill in; do not include brackets in catalog record.

*Leader

Type of Record p

Bib Level c [OCLC does not allow m for record type p]

Type of Control a

Encoding Level i [full-level input by OCLC participants]

Cataloging Form i

*008

Pub Status s

Date 1 [year]

Date 2 ____

Place of Publ [place of production; same a 264 ‡a]

Form of Item _

Lang heb [or other language code]

Modified Record _

Cataloging Source d

*006 manuscript lang.

Illustrations 1-4 _

Audience _

Form of Item _

Contents 1-4 _

Govt Publs _

Conf Publs _

Festschrift 0

Index 0

Lit form 0

Biography _

*040 __ ‡a CtY-BR ‡c YUS ‡e dcrmmss

041 0_ ‡a [language code] ‡a [language code] (enter 041 only if there is more than one language)

*245 00 ‡a Ketubah, [city, country], [year month day] : ‡k manuscript.

*300 __ ‡a 1 ‡item ([x] pages) ; ‡c [height, to nearest centimeter]

*336 __ ‡a text ‡2 rdacontent

*337 __ ‡a unmediated ‡2 rdamedia

*338 __ ‡a sheet ‡2 rdacarrier

545 __ ‡a Bridegroom: [name].

545 __ ‡a Bride: [name].

545 __ ‡a Witness: [name].

*520 __ ‡a Marriage contract, manuscript [or printed form completed in manuscript], [physical details such as ink on parchment], dated [transcribed date] at [transcribed place]. [Other information as appropriate.]

*561 __ ‡a Purchased from [vendor name] on [fund name], [year].

Or Gift of [name], [year].

*546 __ ‡a In [language].

*500 __ Title supplied by cataloger

*500 __ Romanization supplied by cataloger.

500 __ ‡a [Details of physical description].

*524 __ ‡a Ketubah, [city, country], [date]. General Collection, Beinecke Rare Book and Manuscript Library, Yale University.

600 10 ‡a [name] (for each name in 545 and 520)

*650 _0 ‡a Prenuptial agreements (Jewish law)

*650 _0 ‡a Ketubah ‡z [place].

*651 _0 ‡a [place] ‡x Religious life and customs.

*655 _7 ‡a Ketubahs ‡z [place] ‡z [place] ‡y [century]. ‡2 aat

*852 __ ‡a Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT

*856 41 ‡3 View digital images in the Beinecke Library’s Digital Images Online database ‡u [url]

Hebrew: shiviti

A template was created in OCLC by Judaica catalogers for backlog cataloging of shiviti (2008-2010).

Catalog records were created by Catalog and Metadata Services staff. Records were created in OCLC and imported to Orbis.

The template is similar to the template used for ketubahs, but using the following headings as appropriate:

650 0 Prayer ‡x Judaism.

650 0 Religious articles ‡z [place].

650 0 Jewish art and symbolism.

651 0 [place] ‡x Religious life and customs.

655 7 Shiviti ‡z [place] ‡y [century]. ‡2 aat

655 7 Mizrah ‡z [place] ‡y [century]. ‡2 local.

Japanese

The following template was created for backlog Japanese manuscript cataloging (2008- ).

Catalog records are being created by East Asia Library staff. Records are created in OCLC and imported to Orbis.

Japanese Manuscript Recon Cataloging Template (ks, 10/08; revised by snb in conformance with DCRM(MSS) in 2019 April)

“*” = required field

“_” = blank

Brackets indicate information to fill in; do not include brackets in catalog record.

*Leader

Type of Record p

Bib Level c [OCLC does not allow m for record type p]

Type of Control a

Encoding Level i [full-level input by OCLC participants]

Cataloging Form i

*008

Pub Status s

Date 1 [year]

Date 2 ____

Place of Publ [place of production; same as 264 ‡a]

Form of Item _

Lang jpn

Modified Record _

Cataloging Source d

*006 manuscript lang.

Illustrations 1-4 _

Audience _

Form of Item _

Contents 1-4 _

Govt Publs _

Conf Publs _

Festschrift 0

Index 0

Lit form 0

Biography _

*040 __ ‡a CtY-BR ‡c YUS ‡e dcrmmss

041 0_ ‡a [language code] ‡a [language code] (enter 041 only if there is more than one language)

*100 1_ ‡a [name], ‡d [dates].

(If not author, delete 100 and use first indicator 0 for 245.)

240 10 ‡a [Uniform title]

*245 10 ‡a [Title] : ‡k manuscript / ‡c [Name of creator].

(If no author, use first indicator 0)

*264 _0 ‡a [place of production, in standard form], ‡c [date of production, in standard form].

*300 __ ‡a 1 volume ([#] pages) ; ‡c [height, to nearest centimeter] cm

Or for unbound: ‡a 1 ‡f item ([#] p.) ; ‡c [same].

*336 __ ‡a text ‡2 rdacontent

*337 __ ‡a unmediated ‡2 rdamedia

*338 __ ‡a volume ‡2 rdacarrier

545 __ ‡a [Biographical/historical information about author and/or work].

*520 __ ‡a Manuscript in an unidentified hand…

Or: Autograph manuscript…

Include at least one personal, topical, or geographic subject.

State as appropriate:

Dated [date] at [place].

Copy of [original manuscript and date]

*561 __ ‡a Purchased from [vendor name] on the Edwin J. Beinecke Book Fund, [year].

Or Gift of [name], [year].

*546 __ ‡a In Japanese.

*500 __ ‡a Yale bookplate date: [year].

500 __ ‡a Bound with: [Name], [Title], [date].

500 __ ‡a Incipit:

500 __ ‡a [details of physical description: measurement, lines per page]

500 __ ‡a Binding:

500 __ ‡a [details of manuscript: ink, paper, script, headings, keywords, catchwords]

500 __ ‡a [annotations]

*500 __ Title from [source, even if title page].

*500 __ Romanization supplied by cataloger.

*524 __ ‡a [Author], [Title], [can add place and/or date to distinguish generic titles]. General Collection, Beinecke Rare Book and Manuscript Library, Yale University.

*Use at least one 600, 650, or 651:

600 10 ‡a [Name], ‡d [dates]. (for each name in 545 and 520, including copyist when appropriate)

650 _0 ‡a [Topical, for each topic in 520].

For mss created before 1800 use subdivision: ‡v Early works to 1800.

651 _0 ‡a [Place] ‡x [Subdivision]. (for each place in 520)

*690 _4 ‡a Japanese manuscripts.

700 1_ ‡a [name of copyist]. (when appropriate)

*852 __ ‡a Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT

856 41 ‡3 View digital images in the Beinecke Library’s Digital Images Online database ‡u [url] (if part or all has been scanned for DL)

Ethiopic

The following template was created for backlog Ethiopic manuscript cataloging (2017).

Catalog records were created by Charles Riley, YUL Catalog Librarian for African Languages. Records were created in Orbis and exported to OCLC.

Ethiopic Manuscript Cataloging Template (ks, 10/18)

“*” = required field

“_” = blank

Brackets indicate information to fill in; do not include brackets in catalog record.

*Leader

Type of Record p

Bib Level c [OCLC does not allow m for record type p]

Type of Control a

Encoding Level _ : Full level

Cataloging Form i

*008

Pub Status s

Date 1 [year] [unknown digit = u]

Date 2 [year] [unknown digit = u]

Place of Publ [place]

Form of Item _

Lang gez

Modified Record _

Cataloging Source d

*006

t 000: 0

*040 __ ‡a CtY-BR ‡b eng ‡c CtY-BR ‡e amremm

041 0_ ‡a [language code] ‡a [language code] (enter 041 only if there is more than one language)

*100 1_ ‡a [name].

(If no author, delete 100 and use first indicator 0 for 245.)

240 10 ‡a [Uniform title]

*245 10 ‡a [title] : ‡k manuscript / ‡c [name of creator].

(If no author, use first indicator 0.)

*264 _0 ‡a [Transcribed place], ‡c {Standardized date].

*300 __ ‡a [#] v. ([#] [p. or l.]) : ‡b [on paper, etc.] ; ‡c [xx] mm.

*336 __ ‡a text ‡2 rdacontent

*337 __ ‡a unmediated ‡2 rdamedia

*338 __ ‡a [volume or sheet] ‡2 rdacarrier

*506 0_ ‡a This material is open for research.

545 __ ‡a [Biographical information about creator, or historical information about work].

*520 __ ‡a [Manuscript in an unidentified hand…] [Identify subject content].

*561 __ ‡a Purchased from [Name] on the [Name] Fund, [yyyy]. Or Gift of [Name], [yyyy].

*546 __ ‡a In [languages].

500 __ ‡a [Details about collation, layout, script, decoration, binding, accompanying material].

*524 __ ‡a [Creator name, from 1xx, in direct order], [Title, from 245 ‡a ]. General Collection, Beinecke Rare Book and Manuscript Library, Yale University.

*Use at least one 600, 610, 650, or 651.

600 10 ‡a [same as 100].

610 20 ‡a [same as 110].

650 _0 ‡a [Topical for each topic in 520]

651 _0 ‡a [Place] ‡x [Subdivision]. (for each place in 520)

*655 _0 ‡a Manuscripts, Ethiopic ‡z [country] ‡z [city] ‡y [century]. ‡2 local

*690 _4 ‡a Ethiopic manuscripts.

700 1_‡a [name of copyist]. (when appropriate)

*852 __ ‡a Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT

*856 41 ‡3 View a selection of digital images in the Beinecke Library’s Digital Images Online database ‡u http://beinecke.library.yale.edu/dl_crosscollex/callnumSRCHXC.asp?WC=N&S… [68] number; use underscore for space]

Analytics and Bound-Withs

Introduction

Analytic Records

Bound-With Records

Introduction

These directions are to be used in cases where there is more than one bibliographic record for a single call number.

What’s the difference between analytic and bound-with records?

Follow procedures for analytic records when you have a single item that is part of a collection but which has its own bibliographic record (resulting in at least two bibliographic records, one for the item, and another for the collection). For an example, see: WA MSS S-3369 Box 1 Folder 2 [69].

Follow procedures for bound-withs when you have multiple bibliographic records that share a single call number. These cases differ from analytic records in that there is NO collection level bibliographic record. For an example, see: Persian Mss +106 [70].

These directions are to be used for manuscript material. The Rare Book Team will handle printed material, such as books, which are located in manuscript collections. In cases where the additional bibliographic record is for printed material, please refer such material to the Rare Book Team. An example of printed material located in a manuscript collection is YCAL MSS 124 Box 14 Folder 243 [71].

Analytic Records

The following procedure is used for single manuscripts cataloged individually but housed in a manuscript collection. A similar procedure is used for single printed items cataloged individually but housed in a manuscript collection; refer these to the Rare Book Team.

The container housing the single manuscript is barcoded along with all containers in the collection that are listed in the finding aid or catalog record. Item records for these containers are attached to the mfhd for the collection level record. The record for the single manuscript will not have an item record.

To link the catalog record for the single manuscript with the catalog record for the collection, add the following fields to the record for the single manuscript:

MFHD

852 80 ‡b [location code] ‡h [call number] ‡i [call number] Box [number] Folder [number]

856 42 ‡u http://hdl.handle.net/10079/bibid/[bib [72] id of collection-level record] ‡z Click here for circulation status.

If the item will be shelved at LSF, put an LSF code in $b, NOT a ts code. Technical services codes will not automatically flip to LSF codes for analytic records.

MFHD display in OPAC

Clicking on the link will lead to the collection level record.

Bibliographic Record

580 __ ‡a Forms part of the [name of collection]. For a full description of the collection, search by call number: [call number of collection].

Example for item bound in a volume with a collective title

580 __ ‡a Bound in a volume titled Documents relating to Texas and Mexico. For a full description of the volume, search by call number: WA MSS S-1614.

Bound-With Records

The following procedures should be used to link two or more bibliographic records which share the same call number and item record (for example, materials in the same collection or bound together in a volume that are cataloged at the item level). Multiple bibliographic records linked to one mfhd and one item record are called “bound-withs” because this procedure is most often used for printed materials bound together but cataloged separately. This procedure will result in multiple bibiliographic records linked to a single mfhd and item record.

Host Record and Guest Records

Determine a “host record,” generally by choosing either the record representing the larger part of the material. If no record predominates, the host record can be chosen randomly. All other bibliographic records will be linked to the host record’s mfhd.

Only the host record should have a MFHD. If any guest record already has a mfhd, delete it.

Delete Existing MFHDS for Guest Records

Open MFHD for guest record(s). Go to “Record,” “Delete,” “Yes.”

Add Notes

Host Record

In the MFHD for the host record enter a bound-with note in 852 ‡z

The bound-with note is generally as follows: “Bound with [# of items] other titles. To view other titles search by call number: [CALL NUMBER].”

All Records

In all bibliographic records add a local note in 500 ‡a indicating that the item is housed-with other items. The note is generally as follows: “No. [#] of [#] items [bound or housed] together.”

Alternative, if there are not very many titles bound together: “Bound with [title or titles].”

When recording extent in bound-with records, always describe the extent and/or pagination of only the individual item or title described in that record. When recording the extent of multiple titles bound together into a single volume, describe the first item as a “volume,” and all subsequent titles as “items.” For example, for a boundwidth with two titles bound together in a volume of 286 leaves, the first record should have a 300 that looks like this:

300 __ ‡a 1 volume (222 leaves)

But the second record would have a 300 like this:

300 __ ‡a 1 item (64 leaves)

Link Guest Records to Host Record

Open host item record. Write down the bib id numbers for guest records. In the host item record, select “Record” from the top tab and then “Link to bibliographic record” from the drop-down box.

In the resulting dialog box, enter the bib id number for the first guest record. Repeat as necessary for each guest record. Save to DB.

To review your work:

select drop-down menu in host item record title box to review linked titles

or

open each guest record to ensure the MFHD is present.