Cataloging level

• Generally, create full-level records. Exceptions may be made for recon or other special projects, in consultation with the cataloging coordinator.
• Consult with the curator to determine if printed items in a collection should be cataloged separately, and whether these will remain housed in the collection. Route these items to the Rare Book Team; see the Processing Manual for more information.

Sources of information

• Accession records: make corrections that will affect searching of accession records, such as typos, creator name, or keywords describing scope and content. Do not change descriptive elements that are created in accordance with specific acquisitions procedures, such as physical extent.
• Acquisition files: when using information from vendor or donor descriptions, examine the materials to verify accuracy and completeness, consulting with the curator as necessary. 

Additional research

Limit additional research to an average of one hour per catalog record.

General Information

Creating Templates

Voyager Accounts and Passwords

Required Fields in Bibliographic Records

Editing Existing Records

Validating and Saving Records

Exporting Records

Making a New Record by Copying an Existing Record

Deleting Records

Troubleshooting Common Problems

General Information

Cataloging module preferences:

• 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.

Creating new records:

• 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

Editing existing records:

• 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

Finalizing records:

• 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.

Creating Templates

• 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.

Voyager Cataloging Module Accounts and Passwords

Cataloging module password profiles are assigned to staff as follows:

• Cataloging Coordinator: search, create and edit, and delete (bib, MFHD, item)
• Archivists, Archives and Catalog Assistants, and students: create and edit (bib, MFHD, item); delete (MFHD, item)
• Students: create and edit (item); delete (item)
• Students: search only

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.

Required fields in bibliographic records

The following fields are required in all records:

• Leader
• 008
• 040
• 245
• 300
• 506
• 520
• 561
• 546
• 524
• 6xx (at least one)
• 852

The following fields are required when applicable (see field definitions for more information):

• 006, to justify corresponding 655
• 035 __ ‡9, with finding aid search string
• 099 _9 ‡a, with former call number
• 1xx
• 264, for single items only
• 33x, for single items only
• 351
• 555, for collections with finding aids or lists
• 530, when an entire collection or series has been microfilmed
• 500 title source, for single items and VIM records
• 6xx corresponding to 1xx
• 856 42 ‡3 ‡u, with finding aid link

Editing Existing Records

• Always update an existing record, rather than creating a new record and deleting the old one.  As OCLC uses bib id numbers to match edited records for overlay, maintenance of existing records will prevent duplicate records in OCLC.
• For the same reason, do not reuse records; instead, records that were created in error or are no longer needed should be deleted.
• To delete bibliographic records, see the Cataloging Coordinator.

Validating and Saving Records

• 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.

Exporting Records

• Export all new bib records to Backstage, both for Backstage processing and to ensure export of the new record and any subsequent updates to OCLC. Export records to Backstage by checking “ok to export” on the bib record system tab, and then “Save to DB.”
• Records exported each day are processed by Backstage and overlaid in Orbis overnight. If necessary, keep track of exported records until the date of overlay appears on bibliographic record history tab the following day.
• Generally, records with Uncat call numbers are not exported or updated in OCLC.  To make exceptions, contact the Cataloging Coordinator.
• To delete records from OCLC, contact the Cataloging Coordinator.
• Updated records re-exported to OCLC will overlay all fields only for record type p (mixed materials).
• Updates to all other record types will overlay only the local fields (59X and 69X).

Bibliographic records with one or more of the following are excluded from OCLC export (per OCLC rules):

1. The bib is suppressed. Unsuppressing a suppressed bib queues it for export.

2. 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”.

3. The bib does not have any mfhds attached.

4. The bib, suppressed or unsuppressed, has all suppressed mfhds (must have at least one unsuppressed mfhd).

5. “Suppressed”, “Cancelled”, or “Withdrawn” appears in the 852$h of all mfhds attached to the bib.

6. “UNCAT”, “In Process”, or “On Order” appears in the 852$h of all mfhds attached to the bib.

7. At least one mfhd attached to the bib has “yulint” as the location code.

8. The bib has a 948 containing GEAC or CIRC (case-sensitive matching).

9. The bib has a 948 or 040 containing Mvl (case-sensitive matching) or a 948 containing Marcive (case-sensitive matching).

10. The encoding level is 5 or 9.

11. No previous MARS/Backstage or OCLC export (per MARS or OCLCREC operator id in history tab). New records must be exported to Backstage first.

Making a New Record by Copying an Existing Record

No additional local guidelines.

Deleting Records

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.

Troubleshooting Common Problems

No additional local guidelines.

Leader

Record Status

Record Type

Bibliographic Level

Type of Control

Character Coding

Encoding level

Cataloging Form

Other Fields in the Leader

008

Publication Status

Date 1 and Date 2

Place of Publication

Form of Item

Language

Modified Record

Cataloging Source

006

Leader

Required for all records.

No additional local guidelines.

Record Status

No additional local guidelines.

Record Type

No additional local guidelines.

Bibliographic Level

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].

Type of Control

No additional local guidelines.

Character Coding

No additional local guidelines.

Encoding Level

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.

Cataloging Form

No additional local guidelines.

Other Fields in the Leader

No additional local guidelines.

008 (Mixed Material)

Required for all records.

Publication Status (Type of Date)

For a date span falling within one year:

• Code as i and enter the same year in both Date 1 and Date 2.
• For example, a diary was written between April 1 and April 15, 1800.  The publication status should be coded i and date 1 and date 2 should both be coded 1800.

For date spans qualified by a question mark in the 245 or 264:

• Code as q

Date 1 and Date 2

For a collection acquired over a period of years while incomplete, such as an ongoing gift:

• Enter the current date span.

For date spans that are estimated to the century or decade:

• Code u for each estimated digit
• For example, an item has an estimated creation date of the 19th century.  Date 1 and date 2 should both be coded 18uu.
• For example, a collection has an estimated creation date of circa 1920s-1930s.  Date 1 should be coded 192u and Date 2 should be coded 193u.

Place of Publication

No additional local guidelines.

Form of Item

No additional local guidelines.

Language

No additional local guidelines.

Modified Record

No additional local guidelines.

Cataloging Source

No additional local guidelines.

006 Additional Materials Characteristics

• As of 2018 September, use 006t (manuscript language) for all single item manuscript records. Do not use 006t for collection-level records.
• For all non-text genres traced in a 655, mention in 520 and enter a corresponding 006.

Common 006 codes include:

• knnn : kn for photographs
• knnn : an for artwork
• m : u for computer media and computer files
• i : nnn for nonmusical AV recordings
• j: zzu for musical AV recordings

035 (System Control Number)

040 (Cataloging Source)

041 (Language Codes)

042 (Authentication Code)

043 (Geographic Area Code)

044 (Country of Producing Code)

079 (OCLC Master Record Number)

099 (Local Call Number)

035 (System Control Number)

Required for records linked to a finding aid.

• Standard form: (YUL)ead.beinecke.[ead id] where ead id is the finding aid file name.  
• Enter the same file name in the “EAD id” field in ArchivesSpace.
• Do not use 035 for any other purpose.
• An 035 containing the Voyager bib id is added automatically by Backstage processing.
• Do not edit or delete existing 035s.

Example:

035 __ ‡9 (YUL)ead.beinecke.prycejon

040 (Cataloging Source)

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

041 (Language Codes)

Required when two or more languages are recorded in 546.

• Do not use when there is only one language; enter that code in 008/Language.
• For two or more languages, enter the code for the predominant language in 008/Language, and codes for all languages in 041.
• Enter codes in the order that languages are recorded in 546.

Example:

041 0_ ‡a eng ‡a ita

042 (Authentication Code)

No additional local guidelines.

043 (Geographic Area Code)

Optional, when justified by geographic subject headings or topical subject headings with geographic subdivisions.

• Especially consider for historical materials with geographic access points.
• Generally do not use for for literary collections.
• Generally use the most specific applicable codes. 
• Note that 043 codes are often automatically added by Backstage processing.

044 (Country of Producing Code)

No additional local guidelines.

079 (OCLC Master Record Number)

• Note that 079 codes are often added automatically by Backstage processing.
• Do not edit or delete existing 079 codes.

099 (Local Call Number)

Required for former and superceded call numbers.

• List all uncat or other former call numbers, separated by commas.
• Also list former call numbers in MFHD 852 ‡z.
• Call numbers in this field are indexed as keywords in the OPAC (in simple and advanced search).
• This field does not display in the OPAC.

Standard wording: Former call number[s]: [list]

• No period at end.
• First indicator blank and second indicator 9.

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 (Main Entry - Personal Name)

Form of name

• If a name has a record in the LC Authority File, use that heading.
• When creating headings for a name with no authority record, use the fullest known form of name, even if this is not needed to differentiate the heading. 
• Otherwise, follow RDA rules: use active dates only to differentiate a heading and capitalize articles in names in languages other than English according to rules for that language.

Family names

• Use the form of name appearing in the material, following RDA rules. 
• If the name has a different spelling in the LCSH, use that heading in a 600 field.

Example:

100 3_ ‡a Griggs (Family)

245 10 ‡a Griggs family papers, ‡f 1775-1924.

600 30 ‡a Gregg family.

110 (Main Entry - Corporate Name)

No additional local guidelines.

111 (Main Entry - Meeting Name)

No additional local guidelines.

130 (Main Entry - Uniform Title)

• Do not use for records of a serial publication.  Use 110 instead.

240 (Uniform Title)

245 (Title Statement)

246 (Varying Form of Title)

250 (Edition Statement)

264 (Place and Date of Production)

240 (Uniform Title)

No additional local guidelines.

245 (Title Statement)

Required for all records.

All title statements

All collections

Small collections

Collector’s collections

Joint collections

Correspondence collections

Intentionally-assembled collections

All single items

Single letters

All title statements

Indicators:

• Enter first indicator 0 when there is no 1XX.

Capitalization:

• For titles in English, capitalize only the first word in the title, the first word of any title within the title, and proper names.
• For titles in other languages, follow capitalization rules for that language.
• Note that in 524 (preferred citation), all significant words are capitalized for titles in English; for titles in other languages, follow capitalization rules for that language.

Miscellaneous:

• Avoid “miscellaneous” in titles. 
• Generally use “miscellany” only for intentionally-assembled collections of singly-acquired items assembled by BRBL within a curatorial area.

Dates:

• Use all four digits for years.
• If a span of dates falls within a single year, optionally include a span of months.
• Spell out months.
• Spell out “circa”

Examples:

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.

All collections

For DACS collections with a creator name in a 1XX field:

• Repeat the creator name in direct order as the first element in ‡a.
• Do not include elements in 1XX ‡q, ‡c, ‡d, or ‡e.
• If the creator name is better known in a form other than the authorized form, use judgment and consult with the curator to determine the form for 245.
• For corporate bodies with subdivisions, do not include periods between subdivisions in 245. Use judgment in arranging elements in an order that makes sense in 245.

Dates (‡f and ‡g):

• Wording and punctuation: ‡f yyyy-yyyy ‡g (bulk yyyy-yyyy).

Examples:

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.

Small collections

Documentary forms in title:

• If one or two forms predominate in volume or research value, specify these in the title.
• If one subject area predominates in volume or research value, qualify one or both documentary forms with a phrase such as “relating to [subject]” or “concerning [subject]”.
• Describe other documentary forms in 520.

Examples:

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.

Collector’s collections

Standard wording:

[Name of collector] collection of [Name or topical subject].

• If another form of title has been specified by a deed of gift, use that form.
• If the collection is already known by another form of title, consult with the curator to determine whether to use that title.

Examples:

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.

Joint collections

Standard wording: [Creator]-[Creator] papers or [Creator] and [Creator] papers.

When appropriate, include a topical subject: [Creator] and [Creator] papers concerning [topical subject]

Determine order of names by the following, in this order of preference:

• Provenance
• Volume or research value
• Importance to Beinecke collections
• Alphabetical order by last name
• Describe relationship between names and collection content in 545 and 520.

Access points for names:

• First name: 1xx
• Second name: 7xx

Examples:

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)

Correspondence collections

Standard wording:

• One writer to one recipient: [Writer] letters to [Recipient]
• One writer, to and from one correspondent: [Writer] correspondence with [Correspondent]
• One writer to two or more recipients or one writer to and from two or more recipients: [Writer] correspondence
• Two or more writers to one recipient: [Recipient] correspondence

Examples:

245 10 ‡a Joan Allen letters to Jane Smith

245 10 ‡a Joan Allen correspondence with Jane Smith

245 10 ‡a Joan Allen correspondence

Intentionally-assembled collections

Standard wording:

[Name, Genre, or Topic] collection

• Use term “collection” only for collections about a person, corporate body, genre, or topic assembled by BRBL.
• If the collection is about a person or corporate body, enter this name in 1xx.
• For more information, see the Manuscript Unit Processing Manual [11].

Examples:

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.

All single items

Printed documents completed in manuscript:

• Consult the curator to determine if the item should be cataloged as manuscript, print, or both.
• Optionally, trace printer name in both 610 and 710.

Material type (‡k) for computer printouts:

• If the single item is a document printed out from a computer file, use “printout” in ‡k.

Example:

245 10 ‡a Literary titan : ‡b the emergence of Frank Waters : critical essays : ‡k printout.

Statement of Responsibility (‡c):

• 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.

Examples:

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.

Single letters

Standard wording:

• When supplying a standard form of name or place, optionally note the original form in 520 or 500.
• Generally, do not transcribe addresses or names of buildings.  Optionally, note these in 520 or 500.

246 (Varying Form of Title)

No additional local guidelines.

250 (Edition Statement)

No additional local guidelines.

264 (Place and Date of Production)

Required for single items.  Do not use for collections.

Dates:

• Include a question mark or “circa” as appropriate.
• For guidance on formatting and punctuation conjectural dates, see section 4C5 of DCRM(MSS).
• If possible, use the content of the item or a perpetual calendar to determine a complete date.

Examples:

264 _0 ‡a Boston, ‡c 1924?

264 _0 ‡a Paris, ‡c circa 1924-1930.

Incorrect dates:

• Do not transcribe an incorrect date; supply the correct date.
• Optionally, note incorrect date in 520 or 500.
• Optionally, omit an incorrect date appearing in a transcribed title, if omission will make the title and date in 264 clearer. Note the original title in 500.

Examples:

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.

Postmark dates:

• For undated letters, optionally use a postmark date in ‡c. 
• Always use a question mark for a postmark date or any part of a postmark date used in ‡c. 
• Optionally, note the source in 520 or 500.

Examples:

‡c 1850 July 14?

500 __ ‡a Date from postmark.

‡c 1850 July? 14.

500 __ ‡a Month from postmark.

Place of production:

• Optionally, if considered important, record neighborhoods, street names and numbers, and/or building names in subfield ‡a or in a 500 note.

Example:

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.

300 (Physical Description)

33x (Content, Media, and Carrier Type)

351 (Organization and Arrangement)

300 (Physical Description)

Required for all records.

Do not include temporary containers identified by letter and containing printed material, though these containers are barcoded.

All physical descriptions

Collections

Single items

All physical descriptions

• Spell out words linear feet and circa.
• Do not follow “cm” with a period.
• Do not end field with a period.

Collections

Subfields:

Use both ‡a and ‡f, in the following form: ‡a [x.x] ‡f linear feet ([x] boxes)

Example:

300 __ ‡a 3.8 ‡f linear feet (10 boxes)

Following the container count

• List counts of storage locations not included in the linear footage count.  Use only these terms: art, broadside, broadside oversize, cold storage, record album storage, roll.  These terms are not pluralized because they refer to storage locations.
• List computer media consisting of files only, with no physical storage media, using the term: computer files.  Optionally, follow this term with an extent, expressed as MB, GB, etc., in parentheses.  For further guidance, consult the Digital Archivist.
• Include oversize boxes when calculating the total extent; do not list the number of oversize boxes separately in this field.

Examples:

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.

Example:

300 __ ‡a 49.6 ‡f linear feet (52 boxes, 12 roll, 74 broadside)

Linear footage:

• Consult the Manuscript Unit’s Linear Footage Calculator [12] as needed.
• Calculate oversize boxes by measuring box width.

Format linear footage as follows:

• Less than one foot: 0.xx linear feet
• One whole number: x.0 linear feet
• More than a whole number: x.xx linear feet

Small collections:

• Optionally give item or volume count instead of linear footage. 
• Note multiple containers in parentheses at the end of the final subfield.

Examples:

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.

Items stored in broadside folders:

• For several items housed in one broadside folder, record largest h x w, followed by “and smaller.”

Example:

300 __ ‡a 3 items ; ‡c 40 x 70 cm and smaller

Single items

Accompanying transcripts:

• Do not include in item count.
• Optionally, note in 520 or 500.

Example:

500 __ ‡a Includes typed transcript made by an unidentified transcriber.

Items mounted on another sheet or inlaid in a space cut from a sheet:

If the item is not likely to be removed, measure the item itself, followed by the measurement of the sheet.

Examples:

Document attached to larger sheet:

300 __ ‡a 1 item (1 page) ; ‡c 33 cm, mounted on sheet, 39 cm

Letter inlaid in a space cut out from a sheet:

300 __ ‡a 1 item (2 pages) ; ‡c 15 cm, inlaid in sheet, 30 cm

Single items stored in broadside folders:

• Record both height and width measurements (h x w cm).
• For several items housed in one broadside folder, record largest h x w, followed by “and smaller.”

Examples:

300 __ ‡a 1 item ; ‡c 40 x 70 cm

300 __ ‡a 3 items ; ‡c 40 x 70 cm and smaller

Pagination for single items

Generally, do not include page or leaf count for materials post-1700.

For pre-1700 materials and optionally for post-1700 materials:

• If pages are numbered, supply page count
• If pages are unnumbered, supply leaf count
• If there are multiple page numberings, supply leaf count. Optionally, note details in 500 note
• Optionally indicate blanks following page or leaf count
• Do not use square brackets

Examples:

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.

33x (Content, Media, and Carrier Type)

No additional local guidelines.

351 (Organization and Arrangement)

Organization

Arrangement

Organization

Required for collections organized by series or other grouping.

• Enter in subfield ‡a.
• Use standard wording and punctuation as shown below.
• Optionally enter multiple 351 fields for paragraphed display.

Date spans:

• Include date spans for collections organized by series or provenance.
• Do not include date spans for collections organized by accession.
• Enter years only; do not include months or days.
• Do not bracket dates, even if dates are supplied.
• Enter “undated” only if all items in the series are undated.  Omit “undated” from other date spans.

Organized by series: Organized into [#] series: I. [Name of Series], [year-year]. II. [Name of Series], [year-year]. [Name of Series], [year-year]…

Example:

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]… 

Example:

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…

Example:

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.

Arrangement

• Optional, for collections not organized by series or other grouping.
• Enter in subfield ‡b.

Standard wording:

Arranged [describe briefly].

Examples:

351 __ ‡b Arranged chronologically.

351 __ ‡b Arranged alphabetically.

351 __ ‡b Arranged by type of material.

5XX Fields: General Instructions

506 Restriction on access

540 Terms governing use

545 Biographical or historical data

520 Summary, etc.

580 Linking entry complexity

555 Cumulative index / finding aids

505 Formatted contents

510 Citation / references

581 Publications

590 Local note

530 Additional physical form available

533 Reproduction

535 Location of originals / duplicates

561 Ownership and custodial history

546 Language

562 Copy and version identification

500 General note

502 Dissertation

544 Location of other archival materials

524 Preferred citation

5XX Fields: General Instructions

Field order: Input tags in the order listed above.

500 (General Note)

• Use 500 for general notes; do not use 590.
• Enter each type of note in a separate 500.

Required for the following:

Source of formal title for single manuscript items

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.

Nonroman script

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.

Total container count for multiple 300s

Standard wording: Stored in [x] [containers].

Example:

500 __ ‡a Stored in 2 boxes.

Bound-withs

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].

Optional for:

• Source of a devised title for single manuscript items.  Use standard wording: Title devised by cataloger.
• Additional transcribed titles not traced in 246.
• Details of physical description, such as extent or binding.
• Physical condition, if content has been lost or is endangered, and conservation treatment is not expected.
• Accompanying material.
• Indicating the contents of containers for small collections.
• Material removed from a book or other published item cataloged separately. If possible, identify the book by author, title, imprint, and BRBL call number. Generally, avoid citing accession numbers, as these are not searchable in Orbis. See also: 561 [13] and 69x [14].

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).

Do not use 500 fields for:

• Expected additions to a collection.
• Material removed from a book cataloged separately, unless requested by a curator to document provenance.  Generally, the Rare Book Team will note removal of a manuscript item in the book catalog record and accession record.

502 (Dissertation)

No additional local guidelines.

505 (Formatted Contents)

No additional local guidelines.

506 (Restrictions on Access)

Required for all records.

All restriction notes

Donor-imposed restrictions

Curator-imposed restrictions

In process collections

Restricted fragile

AV and computer media

Restricted materials not housed separately

All restriction notes

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].

Subfields ‡3

• 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.

Reference surrogates

For restricted fragile material or audiovisual or computer media, include one of the following in ‡a, as appropriate:

• Reference surrogates have been substituted in the main files.  For further information consult the appropriate curator.
• Reference copies are available.
• Reference copies may be requested.
• Access copies of computer files may be request.  For further information consult Access Services.

Further information standard wording:

• For donor-imposed restrictions and restricted fragile, end with: For further information consult the appropriate curator.
• For AV and computer media, end with: For further information consult Access Services.

If restrictions differ by series or type of material, enter each in a separate 506.

Donor-imposed restrictions standard wording:

• Always include expiration date. 
• When the restriction expires, delete 506 and note the expired restriction in Mfhd 852 ‡x.

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.

Curator-imposed restrictions standard wording:

• 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.

In process collections standard wording:

Temporary 506 notes are required for collections closed for processing or offsite microfilming.

Existing collection closed for processing or reprocessing:

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].

Material sent offsite for microfilming:

506 1_ ‡a Access temporarily restricted. As of [month year], this collection is scheduled for preservation microfilming. For further information consult Access Services. 

Restricted fragile standard wording:

[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.

AV and computer media standard wording:

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:

• 5.25 inch disk
• 3.5 inch disk
• Zip disk
• CD
• DVD
• External hard drive
• Flash drive
• USB drive
• Hard disk                (hard drive removed from a computer)
• Laptop
• Desktop computer
• Computer files                (files only; no physical media)
• Computer media        (optionally use for multiple types of 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.

510 (Citation/References)

Note that this field is rarely used.

• Use for the name of a publication in which materials have been cited, indexed, or abstracted.
• For major reference works only.
• Give a separate 510 for each citation.
• Do not confuse with 581.
• Can note page number(s) in ‡c.
• For more information, see the Citation/Reference Codes supplement [16].

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.

520 (Summary, etc.)

Required for all records.

All summary notes:

• Use the follow standard terms as appropriate:
• Autograph manuscript…   manuscript in the handwriting of the creator
• Manuscript [in an unidentified hand]…   manuscript not in the handwriting of the creator, and not otherwise identified
• Typescript with autograph corrections [annotations, etc.]…   corrections, etc., in the handwriting of the creator
• Autograph letter, signed,…   letter in the handwriting of the creator and signed by the creator
• Do not use abbreviations, except in quotations or in authorized forms of names.
• Use the term “unidentified” as appropriate.  Do not use terms such as “unknown” or “illegible.”
• Justify access points by listing or summarizing personal, corporate, and geographic names, and topical subjects.  Include 6xxs for each individual name and subject in 520; additional 6xxs may be included for names and subjects summarized in 520.
• Briefly describe content not accounted for in 245, beginning Accompanied by….
• Do not include information from sources outside the collection, such as curator’s files, websites, or reference works.  Optionally, include this information in 545.

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).

524 (Preferred Citation of Described Materials)

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.

530 (Additional Physical Form Available)

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.

533 (Reproduction)

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.

535 (Location of Originals/Duplicates)

Rarely needed, as copies of originals held elsewhere are usually not retained by Beinecke.

540 (Terms Governing Use and Reproduction)

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.

544 (Location of Other Archival Materials)

Begins with ‡d Associated material:

• Use for related materials that were produced by or are related to the same creator and acquired from the same source, but which were processed separately.
• Use for related materials that were produced by or are related to the same creator but were acquired from a different source and were processed separately.
• Rarely used for materials located at non-Yale repositories.
• Do not create overly long, exhaustive lists of related single manuscript items and/or small collections.
• Do not use for printed material removed from a collection and cataloged separately. The Rare Book Team will include provenance tracings in print records when appropriate.

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.

545 (Biographical or Historical Data)

• Start with the name.
• Briefly identify well-known names if full information is easily found elsewhere, generally by stating one or more occupations.
• Give more detailed information for lesser-known names, especially if little or no information is found outside the material itself.
• Optionally, include information about names other than 1xx or about historical events.
• When giving information about more than one name, the name appearing in 1xx should come first.  Otherwise, use judgment to determine the order of names in 545, and whether to use multiple 545s.
• The 545s display above the 520, with each 545 as a separate paragraph.
• For Yale College alumni, note Yale class, in standard form: (Yale [yyyy]), after birth and death dates if provided. For example, “Alexander Metcalf Fisher (1794-1822) (Yale 1813) was born in Franklin, Massachusetts […]”. For Yale degrees other than Yale College, note the school or degree after the year; for example: (Yale [yyyy] PhD.)
• For collections with finding aids, the biographical note from the finding aid is generally repurposed for this field. 

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.

546 (Language)

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.

555 (Cumulative Index/Finding Aids)

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).

561 (Ownership and Custodial History)

Required for all records.

All provenance notes [17]

Previous owners [18]

Long or complex provenance [19]

All provenance notes

• Use full names for vendor and fund (see list of Fund Codes [20]).
• Unless otherwise specified by the curator, cite both name of agent and name of auction, with date and lot number.
• Use full name for donor, unless otherwise requested by donor or curator.
• Always note Yale class, in standard form: (Yale [yyyy]). For Yale degrees other than Yale College, note the school or degree after the year; for example: (Yale [yyyy] PhD)

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].

• Note each bookplate separately.
• Trace each noted bookplate with a local provenance heading.

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

• Use judgment in listing multiple donors, vendors, or funds. 
• Optionally, summarize complex information and end with “For more information consult the appropriate curator,” ”For more information see the finding aid,” or ”For more information see [specify material, such as catalog cards] filed in the collection.”
• Use a span of years when appropriate.
• Do not include previous deposit status at Beinecke.
• Use ‡3 in one or more 561 fields to specify provenance of part of a collection: 561 __ ‡3 [part of collection]: ‡a [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.

562 (Copy and Version Identification)

Do not use.

580 (Linking Entry Complexity)

• 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.

581 (Publications)

• 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.

590 (Local Note)

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

655 Index Term - Genre/Form

656 Index Term - Occupation

657 Index Term - Function

690, 692, 693 Local Subject Headings

6XX Fields: General Instructions

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:

• Use only as authorized by LCSH.
  • See scope notes in LCSH authority records.
• See scope notes and “may subdivide geographically” notes in list of LC subject headings on Classification Web (http://classificationweb.net/ [21]). Contact the Cataloging Coordinator for logon and password.
• Don’t use ‡x History or date spans except in an authorized heading, eg:
  • ‡a Indians of North America ‡x Government relations ‡y 1934-
  • ‡a United States ‡x History ‡y Civil War, 1861-1865.
  • ‡a Connecticut ‡x History ‡y 1775-1865

• Arrange subdivisions in correct order, generally one of the following:

  • ‡a [place] ‡x [topic] ‡y [chronological period] ‡v [form].
  • ‡a [topic] ‡z [place] ‡x [topic] ‡y [chronological period] ‡v [form].
  • ‡a [topic] ‡x [topic] ‡z [place] ‡y [chronological period] ‡v [form].

o   See LC Subject Cataloging Manual, section H 1075 for more information.

600 Subject Added Entry - Personal Name

Subdivisions:

• Use ‡t only if the material concerns a particular title. 
• Do not use ‡t for titles in a collection with a large amount of literary manuscripts.
• Do not use ‡e relator terms.

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.

Family names

Do not use RDA headings for family names in 600; instead use the form established in LCSH, or create a heading in conformance with LCSH.  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.

610 (Subject Added Entry - Corporate Name)

No additional local guidelines.

611 (Subject Added Entry - Meeting or Conference)

No additional local guidelines.

630 (Subject Added Entry - Uniform Title Heading)

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.

650 (Subject Added Entry - Topical Term)

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:

• Add ‡y [century] and/or ‡v Archives as appropriate.
• Use ‡v Archives for substantial collections of personal papers or corporate records. 
• Do not use subdivisions for forms already implied by personal or corporate papers, such as ‡v Correspondence or ‡v Records and correspondence.

Example:

650 _0 ‡a Authors, American ‡y 20th century ‡v Archives.

Chronological subdivisions:

• Follow LC guidance on chronological subdivisions in H620 [22].
• Generally only add chronological subdivisions to authorized headings that include ‡y or to free-floating subdivisions that allow chronological subdivision.  Examples: ‡x Social life and customs ‡y 18th century.  ‡x Economic conditions ‡y 19th century.
• ‡y 17th century: use only for art, forms of music, or drama.
• ‡y 18th century through ‡y 21st century: use only for art, languages, groups of authors, forms of music or literature.
• Repeat subject headings with more than one century subdivision, as appropriate.
• ‡v Early works to 1800: use only for geographic names, classes of persons, ethnic groups, or topical headings.
• Note that some authorized subject headings include ‡y, such as: 650 _0 ‡a Sermons, English ‡y 17th century.

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.

651 (Subject Added Entry - Geographic Name)

No additional local guidelines.

655 (Index Term - Genre/Form)

• Terms used in 655 must also be included in 520. 
• For non-textual forms/genres, a corresponding 006 must also be used.

• 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:

• See the Manuscript Unit’s genre/form terms supplement: Genre/Form Terms [23]
• Binding terms: see the Rare Book Cataloging Unit Cataloging Manual [24].
• Manuscript material removed from BRBL named print collections: see the Rare Book Cataloging Unit Cataloging Manual [24].

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:

• Use only when approved for special Beinecke cataloging projects.
• Enter with second indicator 0, without ‡2: 655 _0 ‡a [Term].

Example:

655 _0 ‡a Manuscripts, Arabic ‡z Syria ‡y 19th century.

Local terms:

• Use only if an appropriate term is not found in a standard thesaurus or LCSH, and after consultation with the cataloging coordinator and/or curator: 655 _7 ‡a [Term] ‡2 local

Subdivisions:

• When appropriate, subdivide geographically and/or by century.

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

Human remains

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.

656 (Index Term - Occupation)

Standard thesauri:

• Generally use terms from LCSH: 656 _7 ‡a [Term]. ‡2 lcsh
• Also use the same term in 650 so that the term is searchable as a subject.
• See Occupation Terms [25] supplement for terms commonly used by the Manuscript Unit.
• Generally do not use race, gender, or other identity qualifiers in 656.  If the cataloger deems it significant, these terms can be used in a 650 field in addition to the more general term.

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

657 (Index Term - Function)

Do not use.

690, 691, 692, 693 (Local Subject Added Entries)

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]

690 Topical subjects

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.

691 Geographic

Use for the following early imprints:

• United States imprints through 1820.
• Connecticut imprints through 1850.
• All Confederate imprints.

Standard wording: [Country or State] ‡x [City, if needed] ‡y [yyyy].

Example:

691 _4 ‡a Louisiana ‡x Shreveport ‡y 1865.

692/693 Provenance

Use for personal or corporate names.

• See also 710 [29].
• For manuscript components of printed collections, see  provenance tracing instructions [30] in the Rare Book Cataloging Unit cataloging manual.

Standard wording:

692 14 ‡a [Personal Name], ‡d [dates, if known] ‡x [Local provenance term].

693 24 ‡a [Corporate Name] ‡x [Local provenance term].

Form of name:

• Search LCAF for an authority record. If no authority record exists, create a heading in conformance with RDA.
• Generally, do not use for names that cannot be uniquely identified.

Local provenance terms:

• Use only the terms listed below.
• Do not include dates.
• Optionally give dates in 520, 500, or 561.

Autograph

Binding

• For armorial binding of the specified person.
• Also use as appropriate: 655 _7 ‡a Armorial bindings (Provenance) ‡2 rbbin.

Bookplate

• Also note bookplates in 561. 
• Do not trace Yale bookplates unless requested by the curator.

Inscription

• Use for corporate bodies.

Manuscript notes and inscriptions.

Ownership

• Use when no physical evidence is present.

Presentation inscription

• Trace both inscriber and recipient.
• Standard wording:
• [Last name, First name], [dates, if known] Presentation inscription to [First name initials. Full last name].
• [Last name, First name], [dates, if known] Presentation inscription from [First name initials. Full last name].
• If the Yale Library is the recipient, use the form of name for the Library that appears on the material and omit the recipient tracing.

Stamp

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

773 Host Item Entry

7XX Fields: General Instructions

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.

700 (Added Entry - Personal Name)

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].

710 (Added Entry - Corporate Name)

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.

711 (Added Entry - Meeting Name)

No additional local guidelines.

730 (Added Entry - Uniform Title)

No additional local guidelines.

740 (Added Entry - Uncontrolled Related\Analytical Title)

Do not use for varying forms of the title in 245; use 246.

752 (Added Entry - Hierarchical Place Name)

Do not use.

755 (Added Entry - Physical Characteristics)

Do not use.

773 (Host Item Entry)

Do not use. 

Use 580 to describe relationship between parts of a collection cataloged separately.

852 Location

856 Electronic Location and Access

852 (Location)

Required for all records.

• Enter all information in ‡a.
• Standard wording: Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT

Example:

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

856 (Electronic Location and Access)

Required for collections with a finding aid

Link from the OPAC to a finding aid:

• Standard wording: View a description and listing of collection contents in the finding aid ‡u http://hdl.handle.net/10079/fa/beinecke.[file [32] name]
• Do not enter punctuation before ‡u

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:

• Generally, this field is added by DSU staff after materials have been digitized.
• Standard wording: 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]
• In the search string, spaces in the call number are represented by underscores.

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]

General Information

Creating Templates

Creating and Editing MFHD Records

Saving MFHD Records

Multiple Call Numbers for a Single Collection

Deleting a MFHD Record

General Information

• For in-process materials, generally do not suppress MFHD records, as an unsuppressed bibliographic record with no MFHDs, or no unsuppressed MFHDs, will generate an error message in the OPAC.  Optionally, suppress new bibliographic and MFHD records during editing and review.  Keep track of suppressed records and ensure that both the bibliographic record and all attached MFHDs are unsuppressed when editing is complete.
• For closed collections with an existing unsuppressed bibliographic record, update or create a MFHD as a placeholder for restricted access.  Before queuing for transfer to LSF or Brbl, finalize the MFHD or MFHDs and item records. 
• Before saving an unsuppressed bibliographic record, make sure at least one attached MFHD is unsuppressed.  This MFHD must have at least a location code (852 ‡b) and a call number (852 ‡h and ‡i). If a final call number has not been assigned, temporarily enter “Manuscript Unit” in 852 ‡h instead, and omit 852 ‡i.

Creating Templates

See local guidelines for creating templates [37].

Creating and Editing MFHD Records

Location (852)

            Subfield ‡b

            Subfields ‡h and ‡i

            Subfield ‡x

            Subfield ‡z

Holdings (866)

Location (852)

Required.

Subfield ‡b

• Enter a code from the list below.  This code will be automatically supplied in the Perm Loc field of any subsequently-created item record.
• Containers to be shelved at LSF: use a TS (Technical Services) location code.  These codes will be automatically changed to LSF codes after accessioning at LSF.
• Containers to be shelved at BRBL: use a BRBL location code.   
• Containers added to collection shelved at LSF: maintain existing MFHD 852 ‡b lsf code 

Location codes defined for BRBL holdings:

OPAC Holdings/Location display:

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:

• If a call number has not been assigned, temporarily enter “Manuscript Unit” in 852 ‡h and omit 852 ‡i.

Example:

852 80 ‡b beints ‡h Manuscript Unit

Cutter numbers:

• For Western Americana shelved in vertical files.
• Enter the Cutter number in ‡i as the last element in the unique number, separated by a space but no punctuation.
• For instructions in determining Cutter numbers, see the Cuttering for Western Americana Manuscripts supplement [39].

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):

• (Art)
• (Broadside)
• (Broadside oversize)
• (Cold storage)
• (Oversize)
• (Record album storage)*
• (Roll)

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:

• 852 80 ‡b beinwa ‡h [Call number sequence] ‡i [unique identifier] Box [number] Folder [number]
• 856 42 ‡u http://hdl.handle.net/10079/bibid/[bib [40] id of collection-level record] ‡z To expedite request for use in Beinecke Reading Room, click here and request Box [#] from Series [#] of the [Collection Name]
• Also enter a 580.
• A similar procedure is used by the Rare Book Team for printed items that remain in manuscript collections.

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.

• Standard wording: Former call number[s]: [Call number], [Call number]
• No period at end of field.
• Also list former call numbers in Bib 099, so that they will be searchable as keyword.

Examples:

‡z Former call number: ZA Wilson

‡z Former call numbers: ZA Wilson, Uncat ZA Wilson, Za W6933 +1

Required for bound-withs.

• Standard wording: Bound with [#] other titles. To view other titles search by call number: [call number]
• No period at end.
• Also enter 500 note.

To link guest record to host record:

• Open host record.
• Select Record>Link to Bibliographic Record
• Enter bib id of guest 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.

• Standard indicators, subfields, and wording: 866 41 ‡8 0 ‡a [list containers]
• For containers, use same standard terms as in Item record Enum [42] fields.
• Total containers listed must match attached item records.

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

Saving MFHD Records

No additional local guidelines.

Multiple Call Numbers for a Single Collection

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.

Deleting a MFHD Record

Cataloging module passwords held by Manuscript Unit archivists, Archives and Catalog Assistants, and some students allow deletion of MFHDs.

To delete a MFHD:

• The MFHD must be active. A record is active when it is the only record visible and/or its title bar is highlighted in blue.
• Choose Record>Delete.

General Information

Creating and Editing Item Records

Modifying Item Records for Transfer

General Information

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.

Creating and Editing 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:

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

Enum

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

• single manuscript box, custom box, or portfolio

Box [#]

• numbered manuscript box, custom box, or portfolio

Box [#] (Oversize)

•  oversize manuscript box, custom box, or portfolio. 14 x 18” is the largest size that we can shelve on standard shelves. Any box larger than 14 x 18” is designated oversize, with (Oversize) following the container number.

[#] (Art)

• material with location listed in Artstore database, including framed storage, object bins, and stationary glass shelving

[#] (Broadside)

[#] (Broadside oversize)

• broadside folder stored in super broadside drawers

[#] (Cold storage)

•  material with location listed in Coldstorage database

(File)

• single items or small collections housed in one folder, assigned an MSS FILE or WA MSS S-[#] [cutter #] call number

(File oversize)

• single items or small collections housed in one oversize folder, assigned an MSS FILE (Oversize) call number

[#] (Record album storage)

[#] (Roll)

Examples:

Multiple containers:

Box 1

Box 2

Box 3 (Oversize)

4 (Broadside)

Single container:

Box

Box (Oversize)

(Broadside)

Item statistics

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:

• RestrictedSpecColl (donor-imposed restriction)

Aeon display: Restricted material. This item may not be requested. For further information consult the appropriate curator or Access Services.

• RestrictedFragileSpecColl (restricted fragile)

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.

• InProcessSpecColl (in-process closed collection)

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.

• RestrictedCurApprSpecColl (restricted unless approved by curator)

Aeon display: Restricted material. This item may not be requested except with curator approval. For further information consult the appropriate curator or Access Services.

• ColdStorageBrbl (restricted cold storage)

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.

Item status

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

• To create multiple item records attached to a single MFHD record, either create each item record individually or use Record>Make a Copy.
• When copying item records:
  • Edit the container number in each Enum field.
  • Edit restrictions in item statistics as necessary.
• All copied records will remain open until closed by the cataloger. Records can be closed individually or all records can be closed by choosing File>Close All.

Relinking item records to a different MFHD:

• Open item record.
• Select Record/Relink to a different holding.
• Enter the record id number of the new MFHD. 

Modifying Item Records for Transfer

Optionally, use File>Pick and Scan to update a large number of item records. 

Closed collections: delete in-process 506.

New collection, LSF shelving

Manuscript Unit staff, when identifying and logging materials for transfer:

• Create or edit final MFHD, with appropriate TS location code in 852 ‡b (see list of codes [43]).
• Create or edit item records, with TS location code in Perm Loc.
• Closed collections: delete in-process 506.

LSF staff, after transfer:

• Change 852 ‡b  and item Perm Loc to LSF location code.
• Change Item type to lsfr.

Containers added to a collection shelved at LSF

Manuscript Unit staff, when identifying and logging materials for transfer:

• Maintain existing MFHD 852 ‡b lsf code
• Create new item records with lsf code, with item type nocirc

BRBL shelving

Manuscript Unit staff, when identifying and logging materials for transfer:

• Create or edit final MFHD, with appropriate BRBL location code in 852 ‡b (see list of codes [43])
• Create or edit item records, with BRBL location code in Perm Loc.

Transfer staff, when queuing for transfer:

• For less than 30 containers: add each container to Aeon TS queue, alerting Access Services that containers are located at 344 pending transfer. 

General Information

Determining When to Create an Authority Record

Searching and Using Headings

Gathering Information for Creating Authority Records

General Information

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.

Determining When to Create an Authority Record

Tracing names with no authority record existing or required:

• Create the heading in accordance with RDA and in a form that does not conflict with existing authority records. 

Searching and Using Headings

Validation Preferences:

In the Voyager cataloging module, under Options>Preferences>Validation, check all boxes under Headings:

• Name
• Title
• Name/Title
• Subject
• Subdivision

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.

Gathering Information for Creating Authority Records

No additional local guidelines.

Appendix A. Single Manuscript Instructions

Appendix B. Preliminary Records

Appendix C. 006 Codes

Appendix D. Obsolete Fields

Appendix E. Local Call Number Sequences

Appendix F. Reference Sources

Appendix G. Voyager Quick Reference

Appendix H. Sample Records

Appendix A. Single Manuscript Instructions

Local guidelines are listed under specific fields.

Appendix B. Preliminary Records

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.

Appendix C. 006 Codes

No additional local guidelines.

Appendix D.  Obsolete Fields

See Superceded Guidelines.

Appendix E: Local Call Numbers Sequences

• Use only call number sequences created by the Manuscript Unit.
• Assign call numbers by claiming the next number in a call number sequence on the Cataloged Call Numbers spreadsheet [45] on the Manuscript Unit Sharepoint.
  • For more information and a list of current and discontinued Manuscript Unit call number sequences, see the Call Number Assignment Guidelines [46] on the Manuscript Unit Sharepoint.

Appendix F: Reference Sources

• Access to Yale University Library’s subscription to Cataloger’s Desktop [47] is via personal login.  For information on setting up a personal login, see the Cataloging Coordinator. 
• For access to Classification Web [48], contact the Manuscript Unit Cataloging Coordinator.
  • The list of printed reference sources below was compiled by Manuscript Unit catalogers for use in topical research.

General Works

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)

General Americana

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

Gale Literary Databases [53]

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]

Osborn

Burke’s Genealogical and Heraldic History of the Landed Gentry (Peerage) London, 1833- .

SML Stacks CS425 +B873 9-

Online version [55] (YUL subscription)

YCAL

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

Appendix G. Voyager Quick Reference

No additional local guidelines.

Appendix H. Sample Records

The following are examples of BRBL manuscript catalog records.

Baseline Collection-Level Records

• Dimension records [56] (75.4 linear feet, literary journal records)
• George F. Johnston Company records [57] (36.07 linear feet, historical)
• Henry Graham Dakyns papers [58] (10.0 linear feet, literary and historical, multiple accessions with single call number)
• R. E. Blair collection of Western oil and mining investment prospectuses [59] (2.50 linear feet, historical)
• William Heyen papers [60] (34.75 linear feet, literary, multiple-accessions with single call number)

Collection-Level Records

• Edmund Wilson Papers [61] (162.42 linear feet, literary)
• Ezra Pound Papers [62] (67 linear feet, literary)
• San Francisco Custom House Records [63] (4.14 linear feet, historical)
• Rochambeau papers and Rochambeau family cartographic archive [64] (49.8 linear feet, historical)
• Edward T. Crosby Civil War diaries [65] (2 items, historical)
• Wind River Indian Reservation letter books and records [66] (10 volumes, historical)
• General Collection Manuscript Miscellany [67] (ongoing, historical/literary)

Single Manuscript Records

• Journal of U.S.S. Ohio [68] (single volume, historical)
• David Hunter letter to the commander at Fort Leavenworth, Kansas [69] (single letter, historical)
• Eliza Payne commonplace book [70] (single volume, historical)
• Delmore Schwartz, Annotated copy of In Dreams Begin Responsibilities [71] (single volume, literary)
• Diocese of Tlaxcala parish reports [72] (single volume, historical)
• History of James A. Maddox [73] (single manuscript, literary/theatrical)