This manual outlines local decisions of the Beinecke Manuscript Unit for cataloging manuscript collections and individual manuscripts coded as record type p in Yale’s online catalog. This manual conforms to and is used in conjunction with Yale University Library’s Manuscript Cataloging Guidelines [1]. Consult the Yale-wide Guidelines first, and refer to this manual for Beinecke Manuscript Unit decisions about local practice and additional descriptive options. For guidance about cataloging visual materials (record types k and r), see the Manuscript Unit’s Visual Materials Cataloging Manual [2]. For guidance about cataloging cartographic materials (record type f), see the Manuscript Unit’s Cartographic Materials Cataloging Manual [3]. For guidance about cataloging manuscript notated music (record type d), see the Manuscript Unit’s Manuscript Music Cataloging Manual [4].
A longer version of this manual, Orbis Cataloging Manual: Mixed Materials Format, served as a basis for creation of Yale’s Manuscript Cataloging Guidelines in 2006. A revision of Manuscript Unit cataloging documentation in 2011 eliminated information duplicated in the Yale-wide Guidelines, integrated new local cataloging decisions, and simplified the format to support use as a supplement to the Yale-wide Guidelines. Instructions for single items were revised in compliance with Descriptive Cataloging of Rare Materials (Manuscripts) (DCRM(MSS) [5]) in 2017. In 2021, the manual was migrated from Sharepoint to the Yale Sites platform. After the migration, unit cataloging coordinator Stephanie Bredbenner revised and streamlined the manuals and added appendices for the visual materials, music, and cartographic cataloging manuals, which were previously maintained on the Manuscript Unit Sharepoint site.
Limit additional research to an average of one hour per catalog record.
Voyager Accounts and Passwords
Required Fields in Bibliographic Records
Making a New Record by Copying an Existing Record
Troubleshooting Common Problems
Set Yale University Library standard preferences and Manuscript Unit local preferences, using instructions in the Cataloging Module Preferences supplement [6]of this manual. [7]
Setting these preferences will ensure that cataloging module search, display, and validation function as needed for Manuscript Unit procedures.
Optionally, suppress bibliographic records during editing and review process.
A suppressed bibliographic record must have at least one MFHD, to avoid deletion of orphan bibliographic records by YUL catalog maintenance staff
If a final call number has not been assigned, temporarily enter “Manuscript Unit” in MFHD 852 ‡h, and omit ‡i
Before saving an unsuppressed in-process bibliographic record, verify that it contains the following:
All required fields
At least one unsuppressed MFHD record with at least a TS location code (852 ‡b) and a temporary call number (852 ‡h Manuscript Unit)
Sufficient description and access points so that the record will make sense in the OPAC and other publically-accessible venue
Generally, do not suppress an existing bibliographic record during editing, to ensure that it remains accessible in the OPAC and Aeon
For closed collections, add the following to existing records:
099 _9 note listing former call numbers
Temporary 506 note:
In-process collection. As of [month year], this collection [is or will be] closed to readers temporarily, and will reopen when processing is complete. For more information, please consult the Closed Collections Schedule on the Beinecke Web site, at www.library.yale.edu/beinecke [8]
Temporary MFHD, with TS location code (852 ‡b) and a temporary call number (852 ‡h Manuscript Unit
If existing analytic records will be superseded by full processing, determine if these should be unsuppressed, suppressed, or deleted during processing
Delete any temporary MFHDs and unsuppress final MFHDs
Delete any temporary in-process 506 notes
Verify that bibliographic and MFHD records are unsuppressed. Only unsuppressed records are publicly accessible.
Two folders of standard Manuscript Unit templates, “bib templates” and “MFHD templates,” are located at: J/ mssunit/voyager templates/cataloging
The “bib templates” folder contains five subfolders for the five most commonly-used descriptive standards: DACS, DCRM(MSS), DCRM(G), DCRM(M), and DCRM(C).
These templates should be copied to each cataloger’s workstation at: C/voyager/catalog/template
Also use these templates as necessary to create customized templates for specific cataloging projects. Save customized templates under a different name in the same C directory.
Cataloging module password profiles are assigned to staff as follows:
Student assistants must have their own passwords, and these must be cancelled after students leave. To obtain or cancel a student password, contact the Cataloging Coordinator.
Always save using “Save to DB” button; the “Save” button only saves a local copy on the cataloger’s computer.
All records are reviewed by the appropriate supervisor and curator, and by the Cataloging Coordinator.
The Cataloging Coordinator compiles Unit cataloging statistics from records sent for review.
Keep track of the review, completion, and unsupression of each record, and the updating of accession records.
The bib is suppressed. Unsuppressing a suppressed bib queues it for export.
The bib has been suppressed for more than 30 days with the “OK to export” box checked. 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”.
The bib does not have any mfhds attached.
The bib, suppressed or unsuppressed, has all suppressed mfhds (must have at least one unsuppressed mfhd).
“Suppressed”, “Cancelled”, or “Withdrawn” appears in the 852$h of all mfhds attached to the bib.
“UNCAT”, “In Process”, or “On Order” appears in the 852$h of all mfhds attached to the bib.
At least one mfhd attached to the bib has “yulint” as the location code.
The bib has a 948 containing GEAC or CIRC (case-sensitive matching).
The bib has a 948 or 040 containing Mvl (case-sensitive matching) or a 948 containing Marcive (case-sensitive matching).
The encoding level is 5 or 9.
No previous MARS/Backstage or OCLC export (per MARS or OCLCREC operator id in history tab). New records must be exported to Backstage first.
No additional local guidelines.
If a record should be deleted from Voyager and/or OCLC, notify the Cataloging Coordinator.
If the collection has a finding aid, verify that the finding aid is deleted or updated with the new call number, bib id, and extent as needed. Make sure any new/updated bibliographic records link to the finding aid.
If the collection has been fully or partially digitized, contact DSU staff to ensure the Digital Library is updated with the new call number, bib id, and box and folder numbers of digitized items as needed.
If the collection has 544 [9] fields for associated materials, make note of them so they can be added to the new/updated bibliographic record and/or finding aid as needed.
No additional local guidelines.
Required for all records.
No additional local guidelines.
No additional local guidelines.
No additional local guidelines.
Do not use d; instead see Analytics and Bound-withs training documentation on Manuscript Unit Sharepoint.
For parts of a collection cataloged separately, see instructions for 580 field [10].
No additional local guidelines.
No additional local guidelines.
Full and baseline records: code as _.
Preliminary records: code as 7.
Generally do not create preliminary records, except for items with rush cataloging requests which will be fully cataloged later.
Retrospective conversion records (recon): code as 1.
For cataloging converted from previous descriptions, such as the BRBL manuscript card catalog, without examination of the material itself.
When recon is updated to full cataloging, change to _. Also note the update in MFHD 852 ‡x.
No additional local guidelines.
No additional local guidelines.
Required for all records.
For a date span falling within one year:
For date spans qualified by a question mark in the 245 or 264:
For a collection acquired over a period of years while incomplete, such as an ongoing gift:
For date spans that are estimated to the century or decade:
No additional local guidelines.
No additional local guidelines.
No additional local guidelines.
No additional local guidelines.
No additional local guidelines.
Common 006 codes include:
044 (Country of Producing Code)
079 (OCLC Master Record Number)
Required for records linked to a finding aid.
Example:
035 __ ‡9 (YUL)ead.beinecke.prycejon
Required for all records.
Subfields ‡a and ‡c: Beinecke’s NUC code: CtY-BR
Subfields ‡b: language code: eng
Subfield ‡e: Select the code for the descriptive standard used in the catalog record.
Examples:
040 __ ‡a CtY-BR ‡b eng ‡c CtY-BR ‡e dcrmmss
040 __ ‡a CtY-BR ‡b eng ‡c CtY-BR ‡e dacs
040 __ ‡a CtY-BR ‡b eng ‡c CtY-BR ‡e dcrmg
040 __ ‡a CtY-BR ‡b eng ‡c CtY-BR ‡e dcrmc
Required when two or more languages are recorded in 546.
Example:
041 0_ ‡a eng ‡a ita
No additional local guidelines.
Optional, when justified by geographic subject headings or topical subject headings with geographic subdivisions.
No additional local guidelines.
Required for former and superceded call numbers.
Standard wording: Former call number[s]: [list]
Examples:
Bib record:
099 _ 9 ‡a Former call numbers: ZA Wilson, Uncat ZA Wilson, and Za W6933 +1
Mfhd:
852 8 0 ‡b beinycal ‡h YCAL MSS ‡i 187 ‡z Former call numbers: ZA Wilson, Uncat ZA Wilson, and Za W6933 +1 ‡x Processing completed and Orbis record updated; bein, ms 04/04
Required when a creator can be identified.
100 (Main Entry - Personal Name)
110 (Main Entry - Corporate Name)
111 (Main Entry - Meeting Name)
130 (Main Entry - Uniform Title)
100 3_ ‡a Griggs (Family)
245 10 ‡a Griggs family papers, ‡f 1775-1924.
600 30 ‡a Gregg family.
No additional local guidelines.
No additional local guidelines.
Do not use for records of a serial publication. Use 110 instead.
264 (Place and Date of Production)
No additional local guidelines.
Required for all records.
Intentionally-assembled collections
100 1_ ‡a Morellet, André, ‡d 1727-1819.
245 1_ ‡a Extraits d’un manuscript de l’abbé Morellet, intitulé Vocabulaire philosophique : ‡k manuscript.
264 _0 ‡a France, ‡c 19th century?
524 __ ‡a André Morellet, Extraits d’un manuscript de l’abbé Morellet, intitulé Vocabulaire philosophique. General Collection, Beinecke Rare Book and Manuscript Library, Yale University.
110 1_ ‡a Guatemala. ‡b Asamblea Nacional Constituyente ‡d (1825)
245 10 ‡a Guatemala Asamblea Constituyente decrees regarding the organization of the legislative assembly of Guatemala, ‡f 1825 January-October.
524__ ‡a Guatemala Asamblea Constituyente Decrees Regarding the Organization of the Legislative Assembly of Guatemala. General Collection, Beinecke Rare Book and Manuscript Library, Yale University.
For DACS collections with a creator name in a 1XX field:
Wording and punctuation: ‡f yyyy-yyyy ‡g (bulk yyyy-yyyy).
100 10 ‡a Bourbel, Henry de, ‡c comte de Montpinçon, ‡d 1770-1826.
245 10 ‡a Henry de Bourbel papers, ‡f 1791-1814.
110 1_ ‡a United States. ‡b Army. ‡b Connecticut Infantry Regiment, 29th (1864-1865)
245 10 ‡a United States Army Connecticut 29th Infantry Regiment quartermaster records, ‡f 1865 August-October.
100 1_ ‡a O’Neill, Eugene, ‡d 1888-1953.
245 10 ‡a Eugene O’Neill papers, ‡f 1872-1970 ‡g (bulk 1930-1959).
524 __ ‡a Eugene O’Neill Papers. Yale Collection of American Literature, Beinecke Rare Book and Manuscript Library.
245 10 ‡a John Q. Allen diaries, ‡f 1890-1891.
245 10 ‡a John Q. Allen diaries and papers, ‡f 1890-1891.
245 10 ‡a John Q. Allen diaries and scrapbooks, ‡f 1890-1891.
245 10 ‡a John Q. Allen diaries and scrapbooks relating to the New York theater, ‡f 1890-1891.
[Name of collector] collection of [Name or topical subject].
100 1_ ‡a Allen, Germaine H., ‡e collector.
245 10 ‡a Germaine H. Allen collection of Civil War autographs, ‡f 1861-1864.
100 1_ ‡a Regan, Matthew, ‡e collector.
245 10 ‡a Matthew Regan and Elizabeth Peters collection of Sherwood Anderson, ‡f 1900-1920.
700 1_ ‡a Peters, Elizabeth, ‡e collector.
Standard wording: [Creator]-[Creator] papers or [Creator] and [Creator] papers.
When appropriate, include a topical subject: [Creator] and [Creator] papers concerning [topical subject]
100 1_ ‡a Novick, Frank.
245 10 ‡a Frank Novick-Sholem Asch papers concerning press controversy over The Nazarene, ‡f circa 1940.
700 1_ ‡a Asch, Sholem.
100 1_ ‡a Holter, Anton M., ‡d 1831-1921.
245 10 ‡a Anton M. Holter and S. T. Hauser papers concerning Parrot Silver & Copper Co. stock, ‡f 1894-1895.
700 1_ ‡a Hauser, S. T. ‡q (Samuel Thomas)
245 10 ‡a Joan Allen letters to Jane Smith
245 10 ‡a Joan Allen correspondence with Jane Smith
245 10 ‡a Joan Allen correspondence
[Name, Genre, or Topic] collection
245 00 ‡a Haymarket Affair collection, ‡f 1872-1901.
245 00 ‡a Television scripts collection, ‡f 1957-1960.
100 1_ ‡a Wilder, Thornton, ‡d 1897-1975.
245 10 ‡a Thornton Wilder collection, ‡f 1918-1983.
245 10 ‡a Literary titan : ‡b the emergence of Frank Waters : critical essays : ‡k printout.
Use ‡c only for formal titles, and only when a statement of responsibility is present.
Do not supply statements of responsibility.
Do not add supplied wording in brackets, such as [by].
Do not supply the full name of the creator if a nickname or shortened form of the name is used in the statement of responsibility.
100 1_ ‡a Wright, Richard.
245 10 ‡a Black boy : ‡k manuscript / ‡c by R. Wright.
100 1_ ‡a Merino, Clarise, ‡d 1905-
245 10 ‡a Woman’s duty in Americanization of the foreign-born women : ‡k manuscript / ‡c Clarise Merino.
Standard wording:
No additional local guidelines.
No additional local guidelines.
Required for single items. Do not use for collections.
264 _0 ‡a Boston, ‡c 1924?
264 _0 ‡a Paris, ‡c circa 1924-1930.
245 10 ‡a Journal of a voyage around Cape Horn : ‡k manuscript.
264 _0 ‡a South America, ‡c 1839 October 11-1841 February 3.
500 __ ‡a Full title: Journal of a Voyage around Cape Horn, 1840.
‡c 1850 July 14?
500 __ ‡a Date from postmark.
‡c 1850 July? 14.
500 __ ‡a Month from postmark.
245 10 ‡a Joseph Rosati letter, to Abbe Pelagan, 1828 August 3 : ‡k manuscript.
264_0 ‡a Perry County, Missouri, ‡c 1828 August 3.
500 __ ‡a Written from St. Mary’s Seminary.
33x (Content, Media, and Carrier Type)
351 (Organization and Arrangement)
Required for all records.
Do not include temporary containers identified by letter and containing printed material, though these containers are barcoded.
Use both ‡a and ‡f, in the following form: ‡a [x.x] ‡f linear feet ([x] boxes)
300 __ ‡a 3.8 ‡f linear feet (10 boxes)
300 __ ‡a 2.1 ‡f linear feet (5 boxes) + 3 broadside, 1 roll
300 __ ‡a 2.1 ‡f linear feet (5 boxes) + 3 art, 1 broadside, 1 cold storage, 4 record album storage
300 __ ‡a 2.1 ‡f linear feet (5 boxes) + computer files (2 GB)
If a large portion of the collection is stored in these locations, optionally include them in the linear footage and container count.
300 __ ‡a 49.6 ‡f linear feet (52 boxes, 12 roll, 74 broadside)
Format linear footage as follows:
300 __ ‡a 10 ‡f items (in 2 folders)
300 __ ‡a 2 ‡f items (in 2 boxes)
300 __ ‡a 0.21 ‡f linear feet (1 box)
If more than one 300 is used, note total container count in 500.
300 __ ‡a 3 items ; ‡c 40 x 70 cm and smaller
500 __ ‡a Includes typed transcript made by an unidentified transcriber.
If the item is not likely to be removed, measure the item itself, followed by the measurement of the sheet.
300 __ ‡a 1 item (1 page) ; ‡c 33 cm, mounted on sheet, 39 cm
300 __ ‡a 1 item (2 pages) ; ‡c 15 cm, inlaid in sheet, 30 cm
300 __ ‡a 1 item ; ‡c 40 x 70 cm
300 __ ‡a 3 items ; ‡c 40 x 70 cm and smaller
Generally, do not include page or leaf count for materials post-1700.
For pre-1700 materials and optionally for post-1700 materials:
300 __ ‡a 1 item (2 leaves)
300 __ ‡a 1 volume (177 pages)
300 __ ‡a 1 volume (circa 200 leaves, most blank)
300 __ ‡a 1 volume (25 leaves, with additional blanks)
300 __ ‡a 1 volume (circa 70 leaves)
500 __ ‡a Pagination: 12 unnumbered pages, pages 55-113.
No additional local guidelines.
Organized by series: Organized into [#] series: I. [Name of Series], [year-year]. II. [Name of Series], [year-year]. [Name of Series], [year-year]…
351 __ ‡a Organized into eleven series: I. Correspondence, 1964-2004. II. Writings, 1959-2000. III. Interviews and Speeches, 1974-1996. IV. Teaching Material and Student Papers, 1973-1995. V. Personal Papers, 1961-2000. VI. Photographs, 1890-2001. VII. Audiovisual Material, 1953-2002. VIII. Clippings, 1964-2002. IX. Printed Material, 1920-2003. X. Artwork, 1972-1986. XI. Papers of Others, 1912-2000.
Organized by provenance: Organized into [#] series: I. [Name of Source] [Gift or Purchase], [year-year]. II. [Name of Source] [Gift or Purchase], [year-year]. III. [Name of Source] [Gift or Purchase], [year-year]…
351 __ ‡a Organized into four series: I. John Alexander Symington Purchase, 1880-1948. II. Maureen Pring Watson Gift, 1867-1948. III. George S. MacManus Purchase, 1879-1952. IV. Materials from Other Sources, 1889-1940.
Organized by accession: Organized into [x] groupings: [Month] [year] Acquisition; [Month] [year] Acquisition; [Month] [year] Acquisition…
351 __ ‡a Organized into seven groupings: January 2001 Acquisition; July 2003 Acquisition; April 2006 Acquisition; July 2006 Acquisition; August 2006 Acquisition; May and June 2008 Acquisitions; and June 2009 Acquisition.
Arranged [describe briefly].
351 __ ‡b Arranged chronologically.
351 __ ‡b Arranged alphabetically.
351 __ ‡b Arranged by type of material.
5XX Fields: General Instructions
545 Biographical or historical data
555 Cumulative index / finding aids
530 Additional physical form available
535 Location of originals / duplicates
561 Ownership and custodial history
562 Copy and version identification
544 Location of other archival materials
Field order: Input tags in the order listed above.
Required for the following:
Use a 500 note even if the title source is the title page.
Standard wording: Title from [source].
Examples:
500 __ ‡a Title from cover.
500 __ ‡a Title from title page.
Use the following standard wording.
Title transliterated; no Romanization supplied:
500 __ ‡a Title transliterated from the [language].
Title transcribed and Romanization supplied:
500 __ ‡a Romanization supplied by cataloger.
Standard wording: Stored in [x] [containers].
Example:
500 __ ‡a Stored in 2 boxes.
Standard wording: [x] of [x] items bound together.
Example:
500 __ ‡a 2nd of 5 items bound together.
Optionally, for a small number of items, list titles instead.
Example:
500 __ ‡a Bound with [Title] or [Titles].
Examples:
500 __ ‡a Title devised by cataloger.
500 __ ‡a Spine title: Manuscritos Mexicanos.
500 __ ‡a Includes additional blank pages.
500 __ ‡a Original binding; back cover lacking.
500 __ ‡a Audubon autograph lacking.
500 __ ‡a Includes transcript of diaries.
500 __ ‡a Box 1: Letters dated 1820-1834. Box 2: Letters dated 1835-1870 and undated letters.
500 __ ‡a Removed from: Alyse Gregory, The cry of a gull: journals, 1923-1948 (Dulverton: The Ark Press, 1973) (call number Za G860 973C)
500 __ ‡a Removed from: an unidentified copy of Alyse Gregory, The cry of a gull: journals, 1923-1948 (Dulverton: The Ark Press, 1973).
No additional local guidelines.
No additional local guidelines.
Required for all records.
Restricted materials not housed separately
Required for all records.
Use first indicator 0 for no restrictions.
Use first indicator 1 for restrictions.
Generally, enter both of the following standard notes, in separate 506 fields:
506 0_ ‡a This material is open for research.
506 1_ ‡a In-process material. Research use may require advance notice. For further information, consult Access Services.
Delete the in-process note when editing and review are complete.
For examples, see in-process collections [15].
State box numbers in subfield ‡3, unless restrictions apply to the entire collection.
For audiovisual and computer media, identify the format or genre in parentheses following box numbers. Optionally, do this for other types of material.
Examples:
506 1_ ‡3 Boxes 16-19 (alphabetical files): ‡a Restricted until 5 years after the deaths of Robert Adams and Kerstin Adams. For further information consult the appropriate curator.
506 1_ ‡3 Box 20 (computer media) and Boxes 21-22 (audiovisual material): ‡a Restricted fragile material. Access copies may be requested. Consult Access Services for further information.
For restricted fragile material or audiovisual or computer media, include one of the following in ‡a, as appropriate:
Further information standard wording:
If restrictions differ by series or type of material, enter each in a separate 506.
Examples:
506 1_ ‡3 Box 3: ‡a Restricted until 2050. For further information consult the appropriate curator.
506 1_ ‡3 Box 3 (diaries): ‡a Restricted until 2050. For further information consult the appropriate curator.
Use for curatorial decisions not relating to donor-imposed restrictions or fragile condition.
Example:
506 1_ ‡a Restricted material. May not be seen without the permission of the appropriate curator.
Temporary 506 notes are required for collections closed for processing or offsite microfilming.
506 1_ ‡a In-process collection. As of [month year], this collection [is or will be] closed to readers temporarily, and will reopen when processing is complete. For more information, please consult the Closed Collections Schedule on the Beinecke website at www.library.yale.edu/beinecke [8].
506 1_ ‡a Access temporarily restricted. As of [month year], this collection is scheduled for preservation microfilming. For further information consult Access Services.
[Container type] [number or span]: ‡a Restricted fragile material…
Examples:
If reference surrogates available:
506 1_ ‡3 Boxes 2-3: ‡a Restricted fragile material. Reference surrogates have been substituted in the main files. For further information consult the appropriate curator.
If no reference surrogates:
506 1_ ‡3 Boxes 2-3: ‡a Restricted fragile material. For further information consult the appropriate curator.
Physical media: identify box numbers, followed by the format or genre in parentheses:
[Container type] [number or span] ([format or genre])…
No physical media: identify as “computer files” followed by series or file title in parentheses:
Computer media ([series or file title])…
Use the following standard terms for type of computer media:
Identify files that can be accessed by readers as “Access copies of computer files.”
Examples:
Physical media:
506 1_ ‡3 Boxes 5-6 (audiocassettes): ‡a Restricted fragile material. Reference copies may be requested. Consult Access Services for further information.
506 1_ ‡3 Boxes 5-6 (audiovisual material): ‡a Restricted fragile material. Reference copies may be requested. Consult Access Services for further information.
506 1_ ‡3 Box 4 (3.5 inch disks): ‡a Restricted fragile material. Access copies of computer files may be requested. Consult Access Services for further information.
506 1_ ‡3 Box 4 (computer media): ‡a Restricted fragile material. Access copies of computer files may be requested. Consult Access Services for further information.
No physical media, and access restricted:
506 1_ ‡3 Computer files (email correspondence): ‡a Restricted until 2050. For further information consult the appropriate curator.
Note that this field is rarely used.
Examples:
510 4_ ‡a Withington, ‡c 30
510 4_ ‡a Goddard & Kritzler, ‡c 235
510 4_ ‡a Yale. Ornithological Books, ‡c 95
510 4_ ‡a Dubarat, Victor Pierre. Mélanges de bibliographie et d’histoire locale (Pau: vve. L. Ribaut, 1894-1904), ‡c page 48.
Required for all records.
All summary notes:
Collections with finding aid:
Copy content for 520 from the finding aid description of the papers; generally use the first paragraph.
Collections without finding aid, stored in more than one container:
Optionally indicate contents of each container, to assist readers in paging from LSF. Wording depends on content of 520; use judgment. Alternatively, incidate the contents of each container in a 500 note.
Examples:
300 __ ‡a 2 ‡f boxes (1.5 linear feet)
520 __ ‡3 Letters: ‡a 7 autograph letters, signed (18 pages) detailing events in San Francisco following the 1906 earthquake and fire.
520 __ ‡3 Diaries: ‡a 12 volumes, 1848-1850, covering his tenure as American ambassador to France.
100 1_ ‡a Gregory, Alyse, ‡d 1884-1967.
245 10 ‡a Alyse Gregory papers, ‡f 1888-1982 ‡g (bulk 1939-1967).
520 __ ‡a The collection consists chiefly of correspondence, with smaller amounts of diaries, writings, notebooks, artworks, photographs, and other personal papers. Also present are papers of others closely associated with Gregory, including papers of Llewelyn Powys; writings of John Cowper Powys and Edna St. Vincent Millay; and diaries of Gertrude Powys. Accompanying these is a small amount of correspondence and notes of Rosemary Manning, concerning Gregory’s papers.
520 __ ‡a The collection documents Gregory’s literary friendships and personal relationships, particularly with Llewelyn Powys, his siblings and the Powys circle, colleagues associated with The Dial, and the Gregory family; her writing and intellectual interests; and her efforts to edit her diaries and correspondence and those of Llewelyn Powys.
100 1_ ‡a Darrach, Bartow, ‡d 1831-1863.
245 10 ‡a Bartow Darrach letters, ‡f 1852-1856.
520 __ ‡a 115 autograph letters, signed, written by Bartow Darrach while living in Philadelphia, Pennsylvania; Kentucky; and Kansas Territory; most to his parents, James and Helena White Darrach, New York; his brother, William Bradford Darrach; and other family members in the East. Five letters are dated at Philadelphia, 1852-1853, and relate to the completion of Darrach’s medical studies and his application to the United States Navy for an appointment as a medical officer. Approximately half of the letters are dated at Eddyville, Kentucky, 1853-1855, and concern Darrach’s work in establishing a medical practice there.
520 __ ‡a Darrach moved to Kansas Territory in 1855; circa fifty letters dated at Osawatomie, 1855-1856, contain a detailed narrative of the lives of settlers and events of the Kansas border war, including discussion of elections and constitutional conventions; events in Lawrence and other fighting between free soil and slavery advocates; and the killings at Pottawatomie by John Brown and the subsequent sack of Osawatomie. The letters are accompanied by an ink and watercolor portrait, 1843.
245 __ ‡a Texas legal documents, ‡f 1832-1895 ‡‚g (bulk 1832-1869).
520 __ Manuscript legal documents, written in various hands and signed by court officers and other individuals. Most documents were filed at the Nacogdoches County Court and include docketing annotations on versos; also represented are courts of other Texas counties. Many documents relate to summoning of juries, probate court business, bonds for court appearances, and trial proceedings. Some early documents certify Republic of Texas citizenship, military service, and land bounties. Also present are a few documents concerning slavery and freedmen, elections, appointment of government officials, land tenure, and petitions for road construction. Some items are annotated or accompanied by autograph manuscript notes written by Alex Dienst, identifying writers of documents and their significance in Texas history.
100 1_ ‡a Isou, Isidore.
245 10 ‡a Isidore Isou drafts for Fondements pour la transformation inte´grale du the´a^tre, ‡f circa 1950.
300 __ ‡a 1.25 ‡f linear feet (3 boxes)
520 __ ‡a Typescript (box 1); typescript corrected by Isou and Maurice Lemai^tre (boxes 2-3); galley proof fragments, corrected by Isou (box 3); page proof (box 3); and a small amount of notes by Isou, autograph manuscript (box 3).
Required for all records.
Curatorial units use the following standard wording:
General Collection
James Marshall and Marie-Louise Osborn Collection
James Weldon Johnson Memorial Collection in the Yale Collection of American Literature
Yale Collection of American Literature
Yale Collection of German Literature
Yale Collection of Western Americana
Yale University is added afterward for General Collection and Osborn Collection as Yale appears in names for other curatorial areas.
For titles in English, only the first word in the title statement and proper names are capitalized in 245; in 524 citation, however, all significant words are capitalized. For titles in other languages, follow the title capitalization rules proper to each language.
Standard wording:
Single item, formal title: ‡a [Author, Title]. [Curatorial Unit], Beinecke Rare Book and Manuscript Library.
Single item, devised title: ‡a [Title, starting with author]. [Curatorial Unit], Beinecke Rare Book and Manuscript Library.
Collection: ‡a [Title, starting with author]. [Curatorial Unit], Beinecke Rare Book and Manuscript Library.
Include as much title information from 245 as necessary to uniquely identify the item, generally 245 ‡a. Add creator name, dates, and additional description to disambiguate a title as necessary, for example for manuscripts of published works or for generic titles without creator information.
For single items that are letters, generally remove the date and place of creation from the 245.
Examples:
524 __ ‡a Anne Smiley, Journal of a Trip Home. General Collection, Beinecke Rare Book and Manuscript Library, Yale University.
(formal title)
524 __ ‡a John Ashley Journal. Yale Collection of Western Americana, Beinecke Rare Book and Manuscript Library.
(devised title)
524 __ ‡a John Vance Lauderdale Papers. Yale Collection of Western Americana, Beinecke Rare Book and Manuscript Library.
524 __ ‡a Relacion de las cosas de Navarra desde el Rey Don Carlos de Navarra. General Collection, Beinecke Rare Book and Manuscript Library, Yale University.
(formal title)
524 __ ‡a Briesen & Knauth Letter to N. H. Borgfeldt. General Collection, Beinecke Rare Book and Manuscript Library, Yale University.
524 __‡a James Baldwin, Tell Me How Long the Train’s Been Gone, typescript. James Weldon Johnson Memorial Collection in the Yale Collection of American Literature, Beinecke Rare Book and Manuscript Library.
524 __‡a Commonplace Book, 1599-1608. James Marshall and Marie-Louise Osborn Collection, Beinecke Rare Book and Manuscript Library, Yale University.
Required when an entire collection or series has been microfilmed.
See the Manuscript Unit Processing Manual for further information on labeling items that have been microfilmed and updating the microfilm database.
Standard wording:
530 __ ‡3 Series [#], [Series Title], ‡a available on microfilm ‡b from Beinecke Rare Book and Manuscript Library, Yale University.
530 __ ‡a Available on microfilm ‡b from Beinecke Rare Book and Manuscript Library, Yale University.
530 __ ‡a Portions available on microfilm ‡b from Beinecke Rare Book and Manuscript Library, Yale University.
Example:
530 __ ‡3 Series I, Correspondence, ‡a available on microfilm ‡b from Beinecke Rare Book and Manuscript Library, Yale University.
Needed only in rare cases, such as when copies have been retained because the location of originals is unidentified.
Standard wording:
533 __ ‡a Microfilm. ‡b New Haven, Connecticut : ‡c Beinecke Rare Book and Manuscript Library, ‡d [date of reproduction]. ‡e [#] reels ; [#] mm.
When using 533, always also use 540, unless Beinecke has permission from the owner of the original to make copies:
540 __ ‡a May not be duplicated.
Example:
100 1_ ‡a O’Malley, Jacob.
245 10 ‡a Jacob O’Malley financial records, ‡f 1945-1987.
300 __ ‡a 3 linear ft. (6 boxes).
520 __ ‡a Receipts, and tax records documenting O’Malley’s income and expenses.
533 __ ‡a Microfilm. ‡b New Haven, Connecticut : ‡c Beinecke Rare Book and Manuscript Library, ‡d 1989. ‡e 9 reels ; 35 mm.
535 1_ ‡a Originals located in: Jacob O’Malley Trust ; ‡b New York, NY.
540 __ ‡a May not be reproduced.
500 __ ‡Financial records retained by the O’Malley family following his death, to complete settlement of his estate. Copied by Beinecke Library for research purposes.
544 1_ ‡d Related Material: Jacob O’Malley Papers (YCAL MSS 999) ‡a Beinecke Rare Book and Manuscript Library.
Rarely needed, as copies of originals held elsewhere are usually not retained by Beinecke.
Do not use to note copyright holder.
Some audiovisual materials were formerly identified as restricted use; as of 2014 May all audiovisual materials should be identified as restricted fragile.
Examples:
540 __ ‡a May not be duplicated.
540 __ ‡a Special restrictions governing use or reproduction of some materials apply. Consult the appropriate curator for further information.
540 __ ‡a Diaries may not be reproduced.
540 __ ‡a For research use only. May not be duplicated. Permission to copy must be obtained from the copyright holder. Consult the appropriate curator for further information.
540 __ ‡a A stereoscopic viewer may be requested . Consult Access Services for further information.
Begins with ‡d Associated material:
For materials located at Beinecke:
544 1_ ‡d Associated material: [Title] ([call number]), ‡a Beinecke Rare Book and Manuscript Library.
For materials located at Yale, but not at Beinecke
544 0_ ‡d Associated material: [Title] ([call number]), ‡a [Repository Name], Yale University Library.
For materials located at a repository outside Yale:
544 0_ ‡d Associated material: [Title], ‡a [Repository Name], ‡b [City, State], ‡c [Country, if outside United States].
Examples:
544 1_ ‡d Associated material: Elizabeth Bock Journal (WA MSS S-1845), ‡a Beinecke Rare Book and Manuscript Library.
544 0_ ‡d Associated material: Anne Morrow Lindbergh Papers (MS 829), ‡a Manuscripts and Archives, Yale University Library.
544 0_ ‡d Associated material: Nancy W. Spilling Papers, ‡a New York Public Library, ‡b New York, New York.
Examples:
Full information is easily found elsewhere:
545 __ ‡a Thornton Wilder (1897-1975), novelist and playwright.
Little or no information is found elsewhere:
545 __ ‡a Walter Millsap was from 1916 to 1919 an active member of the Utopian Llano colony, a socialist community which moved from its original location in California to Louisiana in 1917. Millsap was trustee of United Co-Operative Industries and head of the Llano Co-Operative Association.
Little or no information is found elsewhere; Yale graduate:
545 __ ‡a William Henry White graduated from Yale University in 1900. He went to Alaska during the Klondike Gold Rush, arriving in August, 1900, and initially serving as a representative of a thawing machine company, involving R. M. Elliot, H. C. Elliot, and White’s father, George L. White. In September, 1900, William Henry White began working for the Office of the Gold Commissioner, Yukon Territory, Canada. He was appointed mining recorder for the Dawson District in January, 1901, and for the Forty Mile District in February, 1901. White returned to Waterbury, Connecticut, in July, 1901.
Required for all records.
Standard wording for one language: In [Language].
If more than one language is noted, also enter codes for each language in 041.
Examples:
546 __ ‡a In English.
546 __ ‡a Originals in English, translations in French.
546 __ ‡a Materials in English and Russian.
546 __ ‡a Chiefly in French; some letters in German.
Required for collections with a finding aid.
Standard wording: Finding aid available.
Do not use to note container lists created by Beinecke.
If a list is necessary to support paging from LSF, create a finding aid. Box and folder labels can be generated from a finding aid, a word template, or an Excel template.
Optionally, use to note a vendor list or other list not created by Beinecke, indicating container number, if there is more than one.
Standard wording:
555 0_ ‡a Accompanied by a vendor list.
555 0_ ‡a Accompanied by a vendor list (in box 1).
Required for all records.
All provenance notes [17]
Previous owners [18]
Long or complex provenance [19]
All provenance notes
Standard wording for source of acquisition:
Purchased from [Vendor Name] on the [Name] Fund, [yyyy].
Purchased from [Name of Agent] ([Auction House]’s sale, [yyyy Month date], lot [#]) on the [Name] Fund, [yyyy].
[Gift or Bequest] of [Donor Name], [yyyy].
Transferred from [Name of Yale library], Yale University, [yyyy].
Examples:
561 __ ‡a Purchased from David Holmes on the Edwin J. Beinecke Book Fund, 2004.
561 __ ‡a Purchased from Bernard Quaritch, Ltd., (Sotheby’s sale, 2002 December 6, lot 147) on the Edwin J. Beinecke Book Fund, 2003.
561 __ ‡a Gift of Charles Eberstadt, 1961.
561 __ ‡a Bequest of William Lee McKim (Yale 1917), 1977.
561 __ ‡a Transferred from Sterling Library, Yale University, 1923.
Leave out information that is not known, using standard wording for known information as shown above.
Examples:
561 __ ‡a Purchased on the Edwin J. Beinecke Book Fund, 2004.
561 __ ‡a Acquired from Charles Eberstadt.
561 __ ‡a Acquired from an unknown source, 1941.
Standard wording when no information is known:
561 __ ‡a Source unknown.
Previous owners
Optionally, precede source of acquisition with any known previous owners, in chronological order, with corresponding 692/693 tracings.
Except as noted below, use standard wording: Formerly owned by….
Optionally indicate bookplates, using standard wording: Ex libris [Name of former owner].
Examples:
561 __ ‡a Ex libris Francis Gwyn. Ex libris Frederick North, fifth Earl of Guilford. Purchased from Bernard Quaritch, London, on the Herman W. Liebert Book Fund, 1990.
692 14 ‡a Gwyn, Francis, ‡d 1648?-1734 ‡x Bookplate.
692 14 ‡a North, Frederick, ‡c Earl of Guilford, ‡d 1766-1827 ‡x Bookplate.
561__ ‡a Formerly owned by Nina Vasilieva and Solomon Shuster. Purchased from Ursus Rare Books Ltd. on the Frederick W. Hilles Fund, 2018.
692 14 ‡a Shuster, Solomon, ‡d 1934-1995 ‡x Ownership.
692 14 ‡a Vasilieva, Nina, ‡d 1889-1979 ‡x Ownership.
Phillipps manuscripts, using standard wording.
Example:
561 __ ‡a Phillipps MS 23900. Gift of H. P. Kraus, 1968.
692 14 ‡a Phillipps, Thomas, ‡c Sir, ‡d 1792-1872 ‡x Ownership.
Long or complex provenance
Examples:
561 __ ‡a Acquired primarily through purchase and gift from Edmund Wilson and the Wilson family, 1944-2000. For more information, consult the appropriate curator.
561 __ ‡a Acquired by gift and purchase, 1940-1960. For more information consult the appropriate curator.
561 __ ‡a Acquired from various sources. For more information consult the appropriate curator.
561 __ ‡a Acquired from various sources. For more information see the finding aid.
561 __ ‡a Acquired from various sources. For more information see catalog cards filed in the collection.
561 __ ‡3 Correspondence: ‡a gift of Joan Smith, 1997.
561 __ ‡3 Writings: ‡a purchased from David Holmes on the Edwin J. Beinecke Book Fund, 2004.
Do not use.
Needed only in rare cases, to refer to parts of a collection cataloged separately.
Enter a 580 in both the collection-level record and each analytic record, giving instructions for searching all parts of the collection by call number.
Examples:
In collection-level record:
100 1_ Koch, Frederick R. ‡q (Frederick Robinson), ‡e collector.
245 10 Frederick R. Koch collection, ‡f 1640-1983.
580 __ ‡a For music and literary works in the collection, search by call number: GEN MSS 601.
In analytic record:
580 __ ‡a Forms part of the Frederick R. Koch Collection. For a full description of the collection, search by call number: GEN MSS 601.
In collection-level record:
245 00 ‡a Hartford Seminary collection, ‡f circa 900-1900.
580 __ ‡a For individual manuscripts in the collection, search by call number: Hartford Seminary.
In analytic record:
580 __ ‡a Forms part of the Hartford Seminary Collection. For a description of the collection, search by call number: Hartford Seminary.
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.
Only for major works incorporating content of the original material and substantial added information.
Do not confuse with 510.
Standard wording: [Title], edited by [Name]. [Place]: [Publisher], [yyyy].
Examples:
581 __ ‡a Charles II to Lord Taaffe: Letters in Exile, edited by Timothy Crist. Cambridge: Rampant Lions Press, 1974.
581 __ ‡a The George Eliot letters; edited by Gordon S. Haight. New Haven: Yale University Press, 1954-78.
581 __ ‡a Collected poems, 1912-1944 / H. D.; edited by Louis L. Martz. New York: New Directions, 1983.
Do not use.
6XX Fields: General Instructions
600 Subject Added Entry - Personal Name
610 Subject Added Entry - Corporate Name
611 Subject Added Entry - Meeting or Conference
630 Subject Added Entry - Uniform Title Heading
650 Subject Added Entry - Topical Term
651 Subject Added Entry - Geographic Name
690, 692, 693 Local Subject Headings
At least one 6xx required for all records.
6xx corresponding to 1xx: required when applicable.
Tag order:
Enter 6xx fields in tag order, and in alphabetical order within each tag.
Subdivisions:
Arrange subdivisions in correct order, generally one of the following:
o See LC Subject Cataloging Manual, section H 1075 for more information.
Subdivisions:
Examples:
600 10 ‡a Clarkson, Robert H. ‡q (Robert Harper), ‡d 1826-1884.
600 10 ‡a Wilson, Edmund, ‡d 1895-1972. ‡t Piece of my mind.
600 10 ‡a Millsap, Walter, ‡d 1886- ‡v Archives.
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. Always use the name form used in the materials in the 100 and 245 regardless of the spelling/form of the name in LCSH and 600.
100 3_ ‡a Griggs (Family)
245 10 ‡a Griggs family papers, ‡f 1775-1924.
600 30 ‡a Gregg family.
No additional local guidelines.
No additional local guidelines.
If a collection contains material about a publication, but the publication itself is not present, a 630 field with the title of the publication can be used.
Authorized terms:
Contact the Cataloging Coordinator for logon and password for Classification Web.
Literary headings:
For collections of literary personal papers, search for an authorized heading in the following form: [Occupation], [Nationality].
Example:
650 _0 ‡a Authors, American.
Literary subdivisions:
Example:
650 _0 ‡a Authors, American ‡y 20th century ‡v Archives.
Chronological subdivisions:
Examples:
650 _0 ‡a Authors, American ‡y 20th century ‡v Archives.
650 _0 ‡a Dramatists, English ‡y 19th century ‡v Archives.
650 _0 ‡a World War, 1939-1945 ‡v Personal narratives, American.
650 _0 ‡a Frontier and pioneer life ‡z Oregon.
650 _0 ‡a English literature ‡v Translations into German.
650 _0 ‡a Real property ‡z California ‡v Pictorial works.
650 _0 ‡a Mexican War, 1846-1848 ‡x Naval operations, American.
No additional local guidelines.
Always trace the following terms, with ‡z and ‡y subdivisions as appropriate:
655 _7 ‡a Born digital. ‡2 aat
655 _7 ‡a Audiovisual materials. ‡2 aat
655_7 ‡a Photographs. ‡2 aat
For early modern materials: 655 _7 ‡a Cryptograms. ‡2 rbgenr
Human remains (see below)
Standard thesauri:
Examples:
655 _7 ‡a Diaries. ‡2 aat
655 _7 ‡a Drawings (visual works) ‡2 aat
655 _7 ‡a Brocade bindings (Binding) ‡2 rbbin
LCSH terms:
Example:
655 _0 ‡a Manuscripts, Arabic ‡z Syria ‡y 19th century.
Local terms:
Subdivisions:
Examples:
655 _7 ‡a Diaries ‡z Connectictut ‡z New Haven ‡y 18th century. ‡2 aat
655 _7 ‡a Diaries ‡z France ‡y 18th century. ‡2 aat
For collections containing human remains, including human hair, teeth, and ashes, add one or more of the following 655 terms as appropriate:
655_7 ‡a Human remains. ‡2 aat
655_7 ‡a Human hair. ‡2 aat
655_7 ‡a Bone ash. ‡2 aat
In addition, mention the human remains in the 520 to clarify the context and extent of the remains and add the collection to the human remains log.
Standard thesauri:
Examples:
650 _0 ‡a Women architects ‡z California.
656 _7 ‡a Architects ‡z California ‡y 20th century. ‡2 lcsh
656 _7 ‡a Authors ‡z United States ‡y 20th century. ‡2 lcsh
656 _7 ‡a Engineers ‡z France ‡y 18th century. ‡2 lcsh
656 _7 ‡a Poets ‡z United States ‡y 20th century. ‡2 lcsh
Subdivisions:
When appropriate, subdivide geographically and/or by century.
Example:
656 _7 ‡a Architects ‡z California ‡y 20th century. ‡2 lcsh
Do not use.
Optional for local provenance, binding, geographic, or other topical subjects.
For Western Americana, use only in consultation with the curator.
Topical subjects [26]
Geographic [27]
Provenance [28]
Use only for local subjects approved by the Yale Library, or when approved for special Beinecke cataloging projects.
Use the following approved headings as appropriate:
YUL local heading:
690 _4 ‡a LGBTQ resource.
Beinecke local headings for vernacular language materials:
690 _4 ‡a Arabic manuscripts.
690 _4 ‡a Ethiopic manuscripts.
690 _4 ‡a Japanese manuscripts.
690 _4 ‡a Persian manuscripts.
690 _4 ‡a Turkish manuscripts.
Beinecke local headings for YCAL:
690 _4 ‡a Native American literature.
690 _4 ‡a Mexican American literature.
690 _4 ‡a Asian American literature.
Beinecke local headings for WA:
690 _4 ‡a Overland journeys to the Pacific ‡y [yyyy].
Also use: 650 _0 ‡a Overland journeys to the Pacific.
Beinecke local headings for pre-1600:
690 _4 ‡a Medieval and Renaissance Manuscripts in Beinecke Library.
Use for the following early imprints:
Standard wording: [Country or State] ‡x [City, if needed] ‡y [yyyy].
Example:
691 _4 ‡a Louisiana ‡x Shreveport ‡y 1865.
Use for personal or corporate names.
692 14 ‡a [Personal Name], ‡d [dates, if known] ‡x [Local provenance term].
693 24 ‡a [Corporate Name] ‡x [Local provenance term].
Manuscript notes and inscriptions.
Use for stamps.
Examples:
692 14 ‡a Van Vechten, Carl, ‡d 1880-1964 ‡x Bookplate.
692 14 ‡a Alger, Abby L. ‡x Autograph.
692 14 ‡a Rescher, Oscar ‡x Ms. notes.
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.
7XX Fields: General Instructions
700 Added Entry - Personal Name
710 Added Entry – Corporate Name
711 Added Entry – Meeting Name
730 Added Entry – Uniform Title
740 Added Entry - Uncontrolled Related\Analytical Title
752 Added Entry - Hierarchical Place Name
755 Added Entry - Physical Characteristics
Enter 7xx fields in tag order, and in alphabetical order within each tag.
Required for a co-creator of a collection.
Use for significant works created by someone other than main entry in 1xx.
If a collection contains drafts or published copies of printed publications, use a 7xx for the creator or a 730 when there is no author to facilitate searching.
Also use for creators of part of a collection without main entry.
Example:
245 00 ‡a Directory of physicians practicing in the United States and Canada : ‡k manuscript.
520__ ‡a Manuscript directory of physicians practicing in the United States and Canada circa 1839-1842, recorded in several hands. Entries for Orange County, New York, are signed and dated Samuel B. Barlow (Yale 1822 M.D.), 1839 May 21; other contributors are unidentified. […]
700 1_ ‡a Barlow, Samuel B. ‡q (Samuel Bancroft), ‡d 1798-1876.
Second indicator is blank, except when creating an analytical entry with title subdivision ‡t.
700 1_ ‡a [Name], ‡d [dates].
700 12 ‡a [Name], ‡d [dates]. ‡t [Uniform title].
For manuscript components of printed collections, use for collection names devised by Brbl. See provenance tracing instructions [31] in the Rare Book Cataloging Unit cataloging manual.
No additional local guidelines.
No additional local guidelines.
Do not use for varying forms of the title in 245; use 246.
Do not use.
Do not use.
Do not use.
Use 580 to describe relationship between parts of a collection cataloged separately.
856 Electronic Location and Access
Required for all records.
Example:
852 __ ‡a Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT
Required for collections with a finding aid
Link from the OPAC to a finding aid:
Example:
856 42 ‡3 View a description and listing of collection contents in the finding aid ‡u http://hdl.handle.net/10079/fa/beinecke.jobaker [33]
Two or more finding aid files associated with a catalog record:
Enter multiple 856 fields, each with standard wording: [Title of part of collection]: View a description and list of collection contents in the finding aid ‡u http://hdl.handle.net/10079/fa/beinecke.[file [32] name]
Example:
See the record for the Spinelli Archive, GEN MSS 109 [34]
Link from the OPAC to a search for images in the Beinecke Digital Library:
Example:
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&SS=N&CN=YCAL_MSS_187 [36]
Creating and Editing MFHD Records
Multiple Call Numbers for a Single Collection
See local guidelines for creating templates [37].
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 [38] 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 [41] 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 [41] 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:
Creating and Editing Item Records
Modifying Item Records for Transfer
Create item records for all containers, including temporary containers identified by letter and containing printed material, though these containers are not counted in the physical description. Reading room and LSF circulation are managed via barcodes and statistical category restrictions in item records.
Verify the following fields supplied from the Bibliographic and MFHD records; these fields may be corrected by editing the Bibliographic or MFHD record:
Field | Supplied from |
---|---|
Title | Bib 245 $a |
Location | Mfhd 852 $b |
Call # | Mfhd 852 $h and $i |
Perm Loc | Mfhd 852 $b (displays as Detailed Holdings/Locations in the OPAC) |
Verify default, or edit manually:
Temp Loc blank
Verify default:
Temp Type blank
Verify fields set in preferences; these may be changed in preferences, or edited manually:
Item Type nocirc
Enter using scanner:
Barcode
Enter manually, using the following standard terms.
Multiple containers: include a sequential container number.
Single container: use the appropriate term without a container number.
Do not use abbreviations.
Box
Box [#]
Box [#] (Oversize)
[#] (Art)
[#] (Broadside)
[#] (Broadside oversize)
[#] (Cold storage)
(File)
(File oversize)
[#] (Record album storage)
[#] (Roll)
Examples:
Multiple containers:
Box 1
Box 2
Box 3 (Oversize)
4 (Broadside)
Single container:
Box
Box (Oversize)
(Broadside)
Enter manually.
Required for containers that have donor restrictions, are restricted fragile, or closed collections; generates a restricted notice in Aeon. Restrictions must also be noted in 506 fields.
Open the “item statistical categories” window by clicking on the middle icon in the lower left corner of the item record. The icon is identified by roll over text “edit item statistics.”
Highlight a category in the “statistical categories list” and click the blue up arrow to add it to “statistical categories.”
Repeat for any additional categories. A restricted notice will display in Aeon for each category added; multiple categories display in a system-supplied order.
When all categories have been entered, click OK.
Optionally, use File>Pick and Scan to update statistical categories for a large number of item records.
Use the following categories:
Aeon display: Restricted material. This item may not be requested. For further information consult the appropriate curator or Access Services.
Aeon display: Restricted fragile material. This item may not be requested. Reference copies may be available: consult Access Services. For further information consult the appropriate curator.
Aeon display: In process material. This item may not be requested. This collection is closed to readers temporarily, and will reopen when processing is complete. For more information, please consult the Closed Collections Schedule on the Beinecke Web site.
Aeon display: Restricted material. This item may not be requested except with curator approval. For further information consult the appropriate curator or Access Services.
Aeon display: Restricted fragile material in cold storage. This item may not be requested. Reference copies may be available: consult Access Services. For further information consult the appropriate curator.
Verify default: not charged.
During transfer to LSF, transfer staff may add an “in transit” status, resulting in the following OPAC display:
“[container #] In Transit [date in transit code was set]”
To restore default, open the “item status” window by clicking on the left icon in the lower left corner of the item record. The icon is identified by roll over text “edit item status.”
Highlight “in transit” in the “status” list; click the red down arrow to delete it; and click OK.
Deleting “in transit” status also deletes its OPAC display.
Optionally, use File>Pick and Scan to update status for a large number of item records.
Do not edit any other fields.
Copying records
Relinking item records to a different MFHD:
Optionally, use File>Pick and Scan to update a large number of item records.
Closed collections: delete in-process 506.
Manuscript Unit staff, when identifying and logging materials for transfer:
LSF staff, after transfer:
Manuscript Unit staff, when identifying and logging materials for transfer:
Manuscript Unit staff, when identifying and logging materials for transfer:
Transfer staff, when queuing for transfer:
Determining When to Create an Authority Record
Gathering Information for Creating Authority Records
To create a new heading, route the supporting information to the Cataloging Coordinator or another Manuscript Unit archivist who is authorized as a NACO cataloger.
When deciding whether to request that a NACO record be created or updated, some factors to consider include:
In case of doubt, consult the Cataloging Coordinator.
To request that a NACO record be created or updated, add all relevant information to the spreadsheet [44] on the Manuscript Unit Sharepoint or contact the Cataloging Coordinator.
Tracing names with no authority record existing or required:
Validation Preferences:
In the Voyager cataloging module, under Options>Preferences>Validation, check all boxes under Headings:
Checking subdivision will result in validation of each subdivision separately from the full heading: when saving the record, the authority validation box will identify these subdivisions as invalid, meaning that they are not valid headings by themselves. Verify that all subdivisions are used correctly, and then continue with saving of the record.
No additional local guidelines.
Appendix A. Single Manuscript Instructions
Appendix B. Preliminary Records
Appendix E. Local Call Number Sequences
Appendix G. Voyager Quick Reference
Local guidelines are listed under specific fields.
Do not create preliminary records, except for rush cataloging, such as for scanning in the Digital Library, for which full cataloging will be done later.
No additional local guidelines.
See Superceded Guidelines.
Cambridge Biographical Dictionary, edited by Magnus Magusson. Cambridge: Cambridge University Press, 1990.
Manuscript Unit Reference
Dictionnaire de Biographie Française. In progress, issued in parts. Paris: Letouzey et Anê, 1933-
BRBL Ref CT143 +D53
Oxford Dictionary of National Biography [49] (YUL subscription)
Glaister, Geoffrey Ashall. Glaister’s Glossary of the Book: Terms Used in Papermaking, Printing, Bookbinding, and Publishing, with Notes on Illuminated Manuscripts and Private Presses. Berkeley: University of California Press, 1979.
BRBL Ref Z118 G53 1979 (LC)
Lippincott’s New Gazetteer. A Complete Pronouncing Gazetteer or Geographical Dictionary of the World, edited by Angelo Heilprin and Louis Heilprin, 2 vols. Philadelphia, 1906.
BRBL Ref G103 +L56 1906
Yale University Library Gazette. Vol. 1-82. 1926-2008.
BRBL Ref Z733 Y18 A4
Index, volumes 1-67 [50] (compiled by BRBL)
Index, volumes 75-82 [51] (online subscription)
American National Biography Online [52]
Appleton’s Cyclopedia of American Biography, edited by James Grant Wilson and John Fiske. 6 vols. New York: D. Appleton and Company, 1887-1889.
BRBL Ref E176 A66 +L56 1962
Diccionario Porrua de Historia, Biografia y Geografia de Mexico. Mexico: Editorial Porrua, 1986.
SML Ref F1204 D53 1986
Dictionary of American Biography, edited by Allen Johnson. New York: Scribner, [1961].
BRBL Ref E176 D5 1961
Includes: Contemporary Authors, Dictionary of Literary Biography, and Dictionary of Literary Criticism
Gudde, Erwin. California Gold Camps. Berkeley: University of California Press, 1975.
SML Stacks F865 G82 1975
Gudde, Erwin. California Place Names. Berkeley: University of California Press, 1960.
BRBL Ref F859 G8 1960
Handbook of Texas, Walter Prescott Webb, editor-in-chief. 3 vols. Austin: Texas State Historical Association, 1952-1976.
BRBL Ref F384 H35
The Reader’s Encyclopedia of the American West, edited by Howard Lamar. New York: Crowell, 1977.
BRBL Ref F591 R38
United States Navy. Naval History and Heritage Command. Ship Histories (website) [54]
Burke’s Genealogical and Heraldic History of the Landed Gentry (Peerage) London, 1833- .
SML Stacks CS425 +B873 9-
Online version [55] (YUL subscription)
Appleton’s Cyclopedia of American Biography, edited by James Grant Wilson and John Fiske. 6 vols. New York: D. Appleton and Company, 1887-1889.
BRBL Ref E176 A66 +L56 1962
Dictionary of American Biography, edited by Allen Johnson. New York: Scribner, [1961].
BRBL Ref E176 D5 1961
No additional local guidelines.
The following are examples of BRBL manuscript catalog records.
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.
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
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
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 Type | nocirc |
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:
Expected character set of Imported Records/Local Import | MARC21 UTF-8 |
Leave other fields blank or as is
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) |
Leave username and password blank.
Leave blank, or optionally, set colors for highlighting bib tags on your workstation. “Insert key” = F4.
Click ok at the bottom of the preferences window
Use the following codes for works commonly cited in 510.
A Catalogue of the Frederick W. & Carrie S. Beinecke Collection of Western Americana, compiled by Jeanne M. Goddard and Charles Kritzler (1965)
Catalogue of Medieval and Renaissance Manuscripts in the Beinecke Rare Book and Manuscript Library, by Barbara A. Shailor (1984-2004)
The Tinker Library; a Bibliographical Catalogue of the Books and Manuscripts Collected by Chauncey Brewster Tinker, compiled by Robert F. Metzdorf (1959)
Catalogue of Manuscripts in the Collection of Western Americana founded by William Robertson Coe, compiled by Mary C. Withington (1952)
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)
Dickens and Dickensiana: a catalogue of the Richard Gimbel Collection in the Yale University Library, by John B. Podeschi (1980)
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 University Library Gazette
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:
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:
Advanced search:
Keyword = [name] as a phrase within Author
Limit location: Western American, Yale Collection of (Brbl)
Limit type: Archives or Manuscripts
Advanced search:
[cutter] as a phrase within Holdings Keyword
Limit location: Western American, Yale Collection of (Brbl)
Limit type: Archives or Manuscripts
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 [75]
WA MSS S-4387 B7582 [76]
WA MSS S-4226 Sp45 [77]
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:
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.
Account books. ‡2 aat
Use for the following:
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:
See also: Signatures (names)
Annual reports. ‡2 aat
Use especially in WA.
Appointment books.
See: Diaries
Architectural drawings (visual works) ‡2 aat
See also: Blueprints (reprographic copies)
Armorial bindings (Binding) ‡2 rbbin
Use for armorial bindings.
Armorial bindings (Provenance). ‡2 rbbin
Use in addition to Armorial bindings (Binding) when ownership is known.
Articles.
See: Newspaper clippings.
Articles of incorporation. ‡2 aat
Artifacts (object genre) ‡2 aat
Assessment books
See: Tax records
Audiovisual materials. ‡2 aat
Autobiographies (literary works) ‡2 aat
Use for
Clarify the nature of the work (i.e., a memoir, an autobiographical sketch, a reminiscence) in
the 520.
Autograph albums. ‡2 aat
See also: Signatures (names)
See also: Scrapbooks
Autographs
See: Signatures (names)
See also: Autograph albums
Awards. ‡2 aat
See also: Certificates
Baccalaureate addresses. ‡2 rbgenr
Baccalaureate sermons. ‡2 rbgenr
Baptismal registers. ‡2 aat
See also: Church records
Bibliographies.
Do not use. Instead, use an LCSH heading subdivided by ‡v Bibliographies.
Billheads. ‡2 aat
Bills (Legislative records) ‡2 aat
Bills of lading. ‡2 aat
See also: Ships’ papers
Binders (Binding) ‡x [Name.] ‡2 local
Also use:
Binders’ instructions (Binding) ‡2 rbbin
Binders’ stamps (Binding) ‡x [Name.] ‡2 local
Also use:
Binders’ tickets (Binding) ‡x [Name.] ‡2 local
Also use:
Binding terms
See terms above and Armorial bindings
Biographies. (literary works) ‡2 aat
Bird’s-eye views. ‡2 aat
Birth certificates. ‡2 aat
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: Electronic documents
See also: Electronic mail
See also: Digital images
See also: Storage devices (computer equipment)
Broadsides (notices) ‡2 aat
See also: Handbills
Business records. ‡2 aat
Bylaws (administrative records) ‡2 aat
Captivity narratives. ‡2 rbgenr
Used especially for WA.
Cartoons (humorous images). ‡2 aat
See also: Political cartoons
Case files. ‡2 aat
Catalogs (documents) ‡2 aat
See: Exhibition catalogs
Used especially for GEN.
Census records. ‡2 aat
See also: Vital statistics records
Certificates. ‡2 aat
Use for certificates awards and certificates of appreciation.
See also: Awards
See also: Diplomas
Charters. ‡2 aat
Church records. ‡2 aat
See also: Baptismal registers
Clippings (information artifacts) ‡2 aat
Use for formal clipping files, not isolated clippings or unarranged, miscellaneous clippings.
Commissions.
See: Military records
Commonplace books. ‡2 aat
Conveyances. ‡2 aat
Use for property conveyances.
Cookbooks. ‡2 aat
County government records. ‡2 aat
Court records
See: Judicial records
Cryptograms. ‡2 rbgenr
Currency
See: Money (objects)
Day books
See: Account books
See: Diaries
Death certificates. ‡2 aat
See also: Vital statistics records
Deeds. ‡2 aat
Diaries. ‡2 aat
Use for the following:
See also: Maritime journals
See also: Overland journals
Specify character of diary content in 520
Dictionaries. ‡2 aat
Use only for other than English and Western European languages (e.g. Native American).
Use for glossaries.
Digital images. ‡2 aat
See also: Born digital
Digital prints. ‡2 aat
Diplomas. ‡2 aat
See also: Certificates
Drawings. (visual works) ‡2 aat
See also: Architectural drawings (visual works)
See also: Sketchbooks
See also: Sketches
Electronic documents. ‡2 local
Use for files off computer disks or other media formats containing non born digital data of unidentified origin.
See also: Born digital
See also: Electronic mail
Electronic mail. ‡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: Broadsides (notices)
See also: Playbills
Hymns. ‡2 aat
Indentures. ‡2 aat
Inkjet prints. ‡2 aat
Interviews. ‡2 aat
See also: Oral histories (literary works)
Inventories. ‡2 aat
Journals (accounts)
See: Account books
Journals (personal narratives)
See: Diaries
See: Maritime journals
See: Overland journals
Judicial records. ‡2 aat
Use for court records
Juvenilia (object genre) ‡2 aat
Use for material created by children
Land grants. ‡2 aat
Use for Patents (land).
Used especially by WA.
Laws. (documents) ‡2 aat
Leases. ‡2 aat
Lecture notes. ‡2 aat
Lectures. ‡2 aat
Use for classroom lectures.
See also: Speeches (documents)
Ledgers.
See: Account books
Legal documents. ‡2 aat
For general documents.
See also: Legal instruments
Legal instruments. ‡2 aat
Use for documents that express a legal act.
See also terms such as:
Letterheads. ‡2 gmgpc
Use only for pictorial letterheads.
For California or other early Western Americana, consult with the curator to determine if the
printed component should be cataloged separately.
See also: Pictorial lettersheets
Letterpress copybooks. ‡2 aat *
Used for internal management purposes–preservation priority.
Used especially by WA.
Library catalogs. ‡2 rbgenr
Lithographs. ‡2 aat
Little magazines. ‡2 aat
Local histories. ‡2 rbgenr
Used especially by WA.
Manuscript maps. ‡2 lcgft
Always use when manuscript maps are present.
More specific terms can be added at cataloger’s discretion.
Maps. ‡2 lcgft
If the map is a manuscript map, always use Manuscript maps.
More specific terms can be added at cataloger’s discretion.
Maritime journals. ‡2 rbgenr
Marriage certificates. ‡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: Eulogies (documents)
See also: Obituaries
Microforms. ‡2 aat
Military records. ‡2 aat
Use for orders, commissions, and other military documents.
Minutes (administrative records) ‡2 aat
Money (objects) ‡2 aat
Use for paper or coin currency.
Money orders. ‡2 aat
Motion pictures (visual works) ‡2 aat
Municipal government records. ‡2 aat
Musical works
Previously used for notated music.
Instead use:
See also: Sheet music covers
Newspaper clippings. ‡2 aat
Notes or Notebooks.
See: Field notes
See: Lecture notes
Obituaries. ‡2 aat
Occasional addresses. ‡2 rbgenr
Oil paintings (visual works) ‡2 aat
Oral histories (literary works) ‡2 aat
See also: Interviews
Orders
See: Military records
Overland journals ‡y [date]. ‡2 rbgenr
Used especially by WA.
Paintings (visual works) ‡2 aat
See also: Oil paintings (visual works)
Pamphlets. ‡2 aat
Used for printed works.
May also need to be cataloged by RBC.
Passenger lists. ‡2 aat
Used especially by WA.
Passports. ‡2 aat
Pastels (visual works). ‡2 aat
Patents (land)
See: Land grants
Penmanship specimen books. ‡2 rbgenr
Petitions. ‡2 aat
Used especially by WA.
Pictorial lettersheets. ‡2 lctgm
Use for letters written on the verso of illustrated paper.
For California or other early Western Americana, consult with the curator to determine if the printed component should be cataloged separately.
See also: Letterheads
Playbills. ‡2 aat
Playscripts
See: Scripts (documents)
Political cartoons. ‡2 aat
Portraits. ‡2 aat
Used especially by WA.
Postcards. ‡2 aat
Used especially by WA.
Posters. ‡2 aat
Used especially by WA.
Prayer books. ‡2 aat
See also: Prayers (literary works)
Prayers (literary works) ‡2 aat
See also: Prayer books
Printed ephemera. ‡2 aat
Use for substantial amounts of printed ephemera and for individual items with high
research value.
See also: Bookplates
See also: Theater programs
Proclamations. ‡2 aat
Programs (documents) ‡2 aat
See also: Theater programs
Property conveyances
See: Conveyances
Radio scripts. ‡2 aat
Receipts (financial records) ‡2 aat
Regimental histories. ‡2 rbgenr
Reminiscences.
See: Autobiographies (literary works)
Reviews (documents) ‡2 aat
Samizdat. ‡2 rbgenr
Scrapbooks. ‡2 aat
See also: Albums (books)
See also: Autograph albums
See also: Photograph albums
Screenplays. ‡2 rbgenr
See also: Scripts (documents)
Scripts (documents) ‡2 aat
Use for Play scripts
See also: Screenplays
See also: Radio scripts
See also: Television scripts
Sermons. ‡2 aat
See also: Baccalaureate sermons
See also: Eulogies (documents)
Sheet music covers. ‡2 gmgpc
Use for illustrated covers.
Printed works may also be cataloged separately.
Ships’ logs. ‡2 aat
See also: Ships’ papers
Ships’ papers. ‡2 aat
See also: Ships’ logs
See also: Bills of lading
Signatures (names) ‡2 aat
Previously autographs. Use only for collections of loose autographs, not for isolated autographs.
See also: Autograph albums
Sketchbooks. ‡2 aat
Used especially by WA.
See also: Drawings (visual works)
See also: Sketches
Sketches. ‡2 aat
See also: Cartoons (humorous images)
See also: Drawings (visual works)
See also: Sketchbooks
Sound recordings. ‡2 aat
Souvenirs.
See: Artifacts (object genre) (for 3-dimensional realia)
See: Printed ephemera (for printed items)
Speeches (documents) ‡2 aat
See also: Baccalaureate addresses
See also: [78]Baccalaureate sermons
See also: Lectures
See also: Occasional addresses
See also: Sermons
State government records. ‡2 aat
Storage devices (computer equipment) ‡2 aat
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.
See also: Birth certificates
See also: Census records
See also: Death certificates
See also: Marriage certificates
Voters’ lists. ‡2 aat
Watercolors (paintings) ‡2 aat
Wills. ‡2 aat
Terms are grouped by type.
Most terms are from the following thesauri:
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
See also: Film negatives. ‡2 gmgpc
See also: Glass negatives. ‡2 gmgpc
Panoramas. ‡2 aat
Use for panoramas made with panoramic cameras and those made from joined photos.
Also use: Panoramic photographs
Also use: Photographic prints
Panoramic photographs. ‡2 gmgpc
Use for panoramas made with panoramic cameras and those made from joined photos.
Also use: Panoramas
Also use: Photographic prints
Photograph albums. ‡2 aat
Also use one or more terms for photographic processes held within, as appropriate.
Photographic prints. ‡2 aat
Use for photographs on paper when the process is not identified.
Photographs. ‡2 aat
Always use when photographs are present, in addition to more specific terms at cataloger’s discretion.
Platinum prints. ‡2 aat
Also use: Photographic prints
Projectors. ‡2 gmgpc
Salted paper prints. ‡2 aat
Also use: Photographic prints
Scrapbooks. ‡2 aat
Use for albums that contain material in addition to photographs.
Slides (photographs) ‡2 aat
See also: Lantern slides
Snapshots. ‡2 aat
Also use: Photographic prints
Souvenir viewbooks. ‡2 gmgpc
Use for commercially produced views in book form.
Also use: Photographic prints
Stereographs. ‡2 aat
Also use: Photographic prints
Studio portraits. ‡2 aat
Also use: Photographic prints
Tintypes (photographs) ‡2 aat
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.
Artists. ‡2 lcsh
Authors. ‡2 lcsh
See also: Novelists
See also: Poets
Biographers. ‡2 lcsh
Book collectors. ‡2 lcsh
Cartoonists. ‡2 lcsh
Critics. ‡2 lcsh
Dramatists. ‡2 lcsh
Editors. ‡2 lcsh
Journalists. ‡2 lcsh
Literary agents. ‡2 lcsh
Lithographers. ‡2
Novelists. ‡2 lcsh
Opera producers and directors. ‡2 lcsh
Poets. ‡2 lcsh
Priests. ‡2 lcsh
Radio broadcasters. ‡2 lcsh
Set designers. ‡2 lcsh
Travelers. ‡2 lcsh
Actors. ‡2 lcsh
Art critics. ‡2 lcsh *
Artists. ‡2 lcsh *
See also: Illustrators
See also: Painters
Authors. ‡2 lcsh *
See also: Novelists
See also: Poets
See also: Women authors
Biographers. ‡2 lcsh
Book collectors. ‡2 lcsh
Composers. ‡2 lcsh
Copy writers. ‡2 lcsh
Critics. ‡2 lcsh *
See also: Art critics
See also: Film critics
See also: Music critics
Dramatists. ‡2 lcsh
Editors. ‡2 lcsh
Film critics. ‡2 lcsh
Farmers. ‡2 lcsh
Humorists. ‡2 lcsh
Illustrators. ‡2 lcsh
Journalists ‡2 lcsh
See also: War correspondents
Lecturers. ‡2 lcsh
Literary agents. ‡2 lcsh
Moving-picture critics.
See: Film critics
Music critics. ‡2 lcsh
Musicians. ‡2 lcsh
Novelists. ‡2 lcsh *
Painters. ‡2 lcsh
Poets. ‡2 lcsh
Screenwriters. ‡2 lcsh
Soldiers. ‡2 lcsh
Teachers. ‡2 lcsh
Theatrical managers. ‡2 lcsh
Translators. ‡2 lcsh
Veterinarians. ‡2 lcsh
War correspondents. ‡2 lcsh
See also: Journalists
Artists. ‡2 lcsh
See also: Painters
Attorneys
See: Lawyers
Businessmen. ‡2 lcsh
Clergy. ‡2 lcsh *
See also: Missionaries
Copper miners. ‡2 lcsh
Use also: Miners
Cowboys. ‡2 lcsh
Engineers. ‡2 lcsh
Farmers. ‡2 lcsh
Fur traders. ‡2 lcsh
Gold miners. ‡2 lcsh *
See also: Miners
Historians. ‡2 lcsh
Indian agents. ‡2 lcsh
Judges. ‡2 lcsh
Lawyers. ‡2 lcsh
Use for: Attorneys
Linguists. ‡2 lcsh
Loggers. ‡2 lcsh
Miners. ‡2 lcsh
See also: Copper miners
See also: Gold miners
Missionaries. ‡2 lcsh
See also: Clergy
Painters. ‡2 lcsh
See also: Artists
Photographers. ‡2 lcsh
Physicians. ‡2 lcsh
See also: Surgeons
Politicians. ‡2 lcsh
Printers. ‡2 lcsh
Railroad construction workers. ‡2 lcsh
Ranchers. ‡2 lcsh
See also: Sheep ranchers
Sailors. ‡2 lcsh
Seamen.
Use: Sailors
Sheep ranchers. ‡2 lcsh
See also: Ranchers
Silver miners. ‡2 lcsh *
Soldiers. ‡2 lcsh *
Surgeons. ‡2 lcsh
See also: Physicians
Surveyors. ‡2 lcsh
Teachers. ‡2 lcsh
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 [79]
Bibliographic record [80]
Item record [81]
MARC format for holdings record (MFHD) [82]
Leader/Record type [83]
Leader/Bibliographic level [84]
006 [88]
035 (System control number) [90]
041 (Language codes) [92]
250 (Edition) [94]
264 (Place and Date of Production) [95]
300 (Physical description) [96]
500 (General note) [97]
506 (Restrictions on access) [98]
520 (Summary, etc.) [99]
524 (Preferred citation of described materials) [100]
530 (Additional physical form available) [101]
540 (Terms governing use and reproduction) [102]
544 (Location of other archival materials) [103]
545 (Biographical or historical data) [104]
546 (Language) [105]
555 (Cumulative index/finding aids) [106]
561 (Ownership and custodial history) [107]
562 (Copy and version identification) [108]
6xx (Subject added entries) [109]
650 (Subject added entry - topical term) [110]
655 (Index term - genre/form) [111]
657 (Index term - function) [112]
690, 692, 693 (Local subject added entries) [113]
752 (Added entry - hierarchical place name) [114]
755 (Added entry - physical characteristics) [115]
773 (Host item entry) [116]
851 (Location) [117]
852 (Location) [118]
856 (Electronic location and access) [119]
909 (Tape load instruction) [120]
927 (Tape load instruction) [121]
928 (Authority control load instruction) [122]
940 (Location code) [123]
948 (Local processing information) [124]
949 (Local processing notes) [125]
Appendix B. Preliminary Records [126]
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 [127]
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 [128]
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.
See the following for additional Manuscript Unit cataloging guidelines for specific formats.
Annotations in Books [129]
Elizabethan Club [130]
Extra-Illustrated Books [131]
Miscellany Cataloging [132]
Osborn Collection [133]
Non-Roman Languages [134]
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 [135]
Hebrew: ketubahs [136]
Hebrew: shiviti [137]
Japanese [138]
Ethiopic [139]
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 [140].
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… [35] number; use underscore for space]
These directions are to be used in cases where there is more than one bibliographic record for a single call number.
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 [141].
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 [142].
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 [143].
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:
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 [40] 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.
Clicking on the link will lead to the collection level 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.
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.
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.
Open MFHD for guest record(s). Go to “Record,” “Delete,” “Yes.”
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].”
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)
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:
or
Links
[1] http://web.library.yale.edu/cataloging/manuscript
[2] https://msu-cataloging-manual.beinecke.library.yale.edu/beinecke-library-manuscript-unit-visual-materials-cataloging-manual
[3] https://msu-cataloging-manual.beinecke.library.yale.edu/beinecke-library-manuscript-unit-cartographic-materials-cataloging-manual
[4] https://msu-cataloging-manual.beinecke.library.yale.edu/manuscript-music-cataloging-manual
[5] http://rbms.info/files/dcrm/dcrmmss/DCRMMSS.pdf
[6] https://msu-cataloging-manual.beinecke.library.yale.edu/voyager-cataloging-module-preferences
[7] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/Catalog%20Manual/Cataloging%20Module%20Preferences.aspx
[8] http://www.library.yale.edu/beinecke
[9] https://msu-cataloging-manual.beinecke.library.yale.edu/5xx#544
[10] https://msu-cataloging-manual.beinecke.library.yale.edu/5xx#580
[11] https://msu-processing-manual.beinecke.library.yale.edu/
[12] https://beinecke.library.yale.edu/research-teaching/doing-research-beinecke/linear-footage-calculator
[13] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/Catalog%20Manual/5xx.doc.aspx#section5xx15.0
[14] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/Catalog%20Manual/6xx.doc.aspx#section6xx11.0
[15] https://beinecke.library.yale.edu/research-teaching/doing-research-beinecke-library/closed-collections-schedule
[16] https://msu-cataloging-manual.beinecke.library.yale.edu/citationreferences-codes
[17] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/Catalog%20Manual/5xx.doc.aspx#section5xx15.1
[18] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/Catalog%20Manual/5xx.doc.aspx#section5xx15.3
[19] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/Catalog%20Manual/5xx.doc.aspx#section5xx15.4
[20] https://yaleedu.sharepoint.com/sites/brbl/ts/ms/_layouts/15/WopiFrame.aspx?sourcedoc=%7bC5B2A6F4-86FC-47A1-AC94-C2B648183C5B%7d&file=BRBL%20Fund%20Codes.docx&action=default
[21] http://classificationweb.net/
[22] https://www.loc.gov/aba/publications/FreeSHM/H0620.pdf
[23] https://msu-cataloging-manual.beinecke.library.yale.edu/genreform-terms
[24] https://rbc-cataloging-manual.beinecke.library.yale.edu/
[25] https://msu-cataloging-manual.beinecke.library.yale.edu/occupation-terms
[26] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/_layouts/CreateWebPage.aspx?List=%7b97C9B2B7-EFC6-4A74-99D3-55EEF089BE9A%7d&RootFolderUrl=/sites/YULBRBLCatalogManual/Wiki%20Pages#topical
[27] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/_layouts/CreateWebPage.aspx?List=%7b97C9B2B7-EFC6-4A74-99D3-55EEF089BE9A%7d&RootFolderUrl=/sites/YULBRBLCatalogManual/Wiki%20Pages#geographic
[28] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/_layouts/CreateWebPage.aspx?List=%7b97C9B2B7-EFC6-4A74-99D3-55EEF089BE9A%7d&RootFolderUrl=/sites/YULBRBLCatalogManual/Wiki%20Pages#provenance
[29] https://msu-cataloging-manual.beinecke.library.yale.edu/7xx#710
[30] https://rbc-cataloging-manual.beinecke.library.yale.edu/provenance-notes-and-tracings
[31] http://beinecke1.library.yale.edu/info/bookcataloging/ms_collections.htm
[32] http://hdl.handle.net/10079/fa/beinecke.[file
[33] http://hdl.handle.net/10079/fa/beinecke.jobaker
[34] https://hdl.handle.net/10079/bibid/3906653
[35] http://beinecke.library.yale.edu/dl_crosscollex/callnumSRCHXC.asp?WC=N&SS=N&CN=[call
[36] http://beinecke.library.yale.edu/dl_crosscollex/callnumSRCHXC.asp?WC=N&SS=N&CN=YCAL_MSS_187
[37] https://msu-cataloging-manual.beinecke.library.yale.edu/bibliographic-record#creating-templates
[38] https://yaleedu.sharepoint.com/sites/brbl/ts/ms/Shared%20Documents/Administration/Call%20numbers/Call_Number_Assignment_Guidelines.docx?d=w5db60e9f3aaa4fd985f8be1e7109f77a
[39] https://msu-cataloging-manual.beinecke.library.yale.edu/cuttering-western-americana-manuscripts
[40] http://hdl.handle.net/10079/bibid/[bib
[41] 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
[42] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/Catalog%20Manual/item_record.doc.aspx#sectionitem2.0
[43] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/Catalog%20Manual/mfhd_record.doc.aspx#sectionmfhd3.2
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