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Cataloging Manual

This manual outlines local decisions of the Beinecke Manuscript Unit for cataloging manuscript collections and individual manuscripts coded as record type p in Yale’s online catalog. This manual conforms to and is used in conjunction with Yale University Library’s Manuscript Cataloging Guidelines [1]. Consult the Yale-wide Guidelines first, and refer to this manual for Beinecke Manuscript Unit decisions about local practice and additional descriptive options. For guidance about cataloging visual materials (record types k and r), see the Manuscript Unit’s Visual Materials Cataloging Manual [2]. For guidance about cataloging cartographic materials (record type f), see the Manuscript Unit’s Cartographic Materials Cataloging Manual [3].  For guidance about cataloging manuscript notated music (record type d), see the Manuscript Unit’s Manuscript Music Cataloging Manual [4].

A longer version of this manual, Orbis Cataloging Manual: Mixed Materials Format, served as a basis for creation of Yale’s Manuscript Cataloging Guidelines in 2006. A revision of Manuscript Unit cataloging documentation in 2011 eliminated information duplicated in the Yale-wide Guidelines, integrated new local cataloging decisions, and simplified the format to support use as a supplement to the Yale-wide Guidelines. Instructions for single items were revised in compliance with Descriptive Cataloging of Rare Materials (Manuscripts) (DCRM(MSS) [5]) in 2017.  In 2021, the manual was migrated from Sharepoint to the Yale Sites platform.  After the migration, unit cataloging coordinator Stephanie Bredbenner revised and streamlined the manuals and added appendices for the visual materials, music, and cartographic cataloging manuals, which were previously maintained on the Manuscript Unit Sharepoint site.

Preparation for Cataloging

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.

 

Bibliographic 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.

Variable Control Fields

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
 

0XX

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

1XX

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.

2XX

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.

3XX

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

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

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

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.

 

8XX

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]

MARC Format for Holdings Record (MFHD)

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:

BRBL LSF TS Curatorial Area
beingen lsfbeir beints GEN
beinosb lsfbeior beintso OSB
beinwa lsfbeiwr beintsw WA
beinycal lsfbeiar beintsa YCAL (including JWJ)
beinycgl lsfbeigr beintsg YCGL

OPAC Holdings/Location display:

MFHD 852 $b and Item Perm Loc OPAC display
LSF codes LSF - BEINECKE
BRBL codes BEINECKE (Non-Circulating)
TS codes BEINECKE (Non-Circulating) Technical Services in process

If an item record exists, holding library in Detailed Holdings/Location is supplied by the item record Perm Loc field. To avoid incorrect OPAC display, the item record Perm Loc field must be the same as MFHD 852 ‡b.

Subfields ‡h and ‡i

For more information and a list of current and discontinued Manuscript Unit call number sequences, see the Call Number Assignment Guidelines [38] on the Manuscript Unit Sharepoint.

Records with pending editing or review:

  • 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.

Item Record

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:

Field Supplied from
Title Bib 245 $a
Location Mfhd 852 $b
Call # Mfhd 852 $h and $i
Perm Loc Mfhd 852 $b (displays as Detailed Holdings/Locations in the OPAC)

Verify default, or edit manually:

Temp Loc         blank                        

Verify default:

Temp Type      blank

Verify fields set in preferences; these may be changed in preferences, or edited manually:

Item Type        nocirc

Enter using scanner:

Barcode

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. 

Authority Record

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

When deciding whether to request that a NACO record be created or updated, some factors to consider include:

  • prominence of the individual, family, or corporate body
  • extent and richness of their materials at Beinecke
  • potential research interest
  • the existence of collections created by the same person, family, or corporate body at other institutions
  • the need to break a conflict with an existing name authority record
  • the need to add updated information to an existing record, such as adding a death date.

In case of doubt, consult the Cataloging Coordinator.

To request that a NACO record be created or updated, add all relevant information to the spreadsheet [44] on the Manuscript Unit Sharepoint or contact the Cataloging Coordinator.

Tracing names with no authority record existing or required:

  • 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.

Appendices

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)

Supplements

Voyager Cataloging Module Preferences

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

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

j/mssunit/voyager templates/cataloging/bib templates

j/mssunit/voyager templates/cataloging/mfhd templates

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

Open: options/preferences

Set preferences so they match the images and charts below.

General

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

Check all boxes:

Delete records from work files once saved to database

Delete records from import file once saved to database

Add a subfield “a” to a new field

Display MARC views maximized

Validation

Cataloging formats YUL2000 tagtable

Check only these boxes; leave others blank:

List all errors

Bypass ISBN validation

Bypass ISSN validation

Display all heading types

Name

Title

Name/Title

Subject

Subdivision

Workflow

Check these boxes:

Retain last Search

Automatic truncation for non keyword searched

Display bibliographic record directly if search results in only one title

Always create a ;holding when adding holding to a bib

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

Check for duplicate item barcodes

Suppress confirmation message upson successful save

Retain hierarchy selections

Leave these boxes blank:

Sequence new items at top

Sequence new e-items at top

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

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

Item Defaults

Item Type nocirc

Folders/Files

Copy the following template folders to C:

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

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

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

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

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

Mapping

Expected character set of Imported Records/Local Import MARC21 UTF-8

Leave other fields blank or as is

Colors/Fonts

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

MARC Views

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

Record Hierarchy

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

Font

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

Global headings change hierarchy                 

Leave all boxes as is

Search Result Colors

Suppressed Records black on purple (6 from left, 2 down)

RDA Toolkit

Leave username and password blank.

Bib MARC Tag Colors

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

Save

Click ok at the bottom of the preferences window

Citation/References Codes

Use the following codes for works commonly cited in 510.

Goddard & Kritzler

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

Shailor

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

Tinker

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

Withington

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

Yale. Alchemy

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

Yale. Gimbel

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

Yale. Stevenson

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

Yale Lib. Gaz.

Yale University Library Gazette

Cuttering for Western Americana Manuscripts

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

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

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

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

Examples

Meriwether Clark        C548

Spiro T. Agnew            Ag63

Winfield Scott             Sco86

Letter to…                   L569

To assign a cutter number:

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

Advanced search:

Keyword = [name] as a phrase within Author

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

Limit type: Archives or Manuscripts 

  • If an existing cutter number is not found, assign a cutter number by using the OCLC Dewey Cutter Program.  Download instructions [74] are available on OCLC’s website.  Select the “Cutter Four-Figure Table” button
  • Determine if this cutter number is unique for Brbl Western Americana manuscripts by searching it in the OPAC:

Advanced search:

[cutter] as a phrase within Holdings Keyword

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

Limit type: Archives or Manuscripts

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

Examples

C548 has already been assigned: search C5481

C 548 and C5481 have already been assigned: search C5482

Folder labeling

Left label         Cutter number

Right label       Call number (incl. Cutter number)

                        Name. Title / Date

MFHD

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

Example

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

Examples

WA MSS S-1592 C548 [75]

WA MSS S-4387 B7582 [76]

WA MSS S-4226 Sp45 [77]

Genre/Form Terms

Introduction

General Terms

Photographic Terms

Introduction

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

The terms are primarily from the following thesauri:

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

Other terms from standard thesauri may also be used. 

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

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

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

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

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

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

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

Last major revision completed by Stephanie Bredbenner, 2019 October.

General Terms

Account books. ‡2 aat

      Use for the following:

  • Day books (accounting records)
  • Journals (accounts)

Addresses

See: Speeches

Albums (books) ‡2 aat

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

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

      See also: Signatures (names)

Annual reports. ‡2 aat

      Use especially in WA.

Appointment books.

See: Diaries

Architectural drawings (visual works) ‡2 aat

      See also: Blueprints (reprographic copies)

Armorial bindings (Binding) ‡2 rbbin

      Use for armorial bindings.

Armorial bindings (Provenance). ‡2 rbbin

      Use in addition to Armorial bindings (Binding) when ownership is known.

Articles.

See: Newspaper clippings.

Articles of incorporation. ‡2 aat

Artifacts (object genre) ‡2 aat

  • Use for 3-dimensional artifacts, including souvenirs, or use a more specific term, if appropriate.
  • For printed souvenirs, however, use printed ephemera.

Assessment books

See: Tax records

Audiovisual materials. ‡2 aat

Autobiographies (literary works) ‡2 aat

      Use for

  • Memoirs
  • Reminiscences

      Clarify the nature of the work (i.e., a memoir, an autobiographical sketch, a reminiscence) in

      the 520.

Autograph albums. ‡2 aat

      See also: Signatures (names)

      See also: Scrapbooks

Autographs

      See: Signatures (names)

      See also: Autograph albums

Awards. ‡2 aat

      See also: Certificates

Baccalaureate addresses. ‡2 rbgenr

Baccalaureate sermons. ‡2 rbgenr

Baptismal registers. ‡2 aat

      See also: Church records

Bibliographies.

      Do not use. Instead, use an LCSH heading subdivided by ‡v Bibliographies.

Billheads. ‡2 aat

Bills (Legislative records) ‡2 aat

Bills of lading. ‡2 aat

      See also: Ships’ papers

Binders (Binding) ‡x [Name.] ‡2 local

      Also use:

  • 700 1_ ‡a [Name] ‡e binder.
  • 710 1_ ‡a [Name] ‡e binder.

Binders’ instructions (Binding) ‡2 rbbin

Binders’ stamps (Binding) ‡x [Name.] ‡2 local

      Also use:

  • 700 1_ ‡a [Name] ‡e binder.
  • 710 1_ ‡a [Name] ‡e binder.

Binders’ tickets (Binding) ‡x [Name.] ‡2 local

      Also use:

  • 700 1_ ‡a [Name] ‡e binder.
  • 710 1_ ‡a [Name] ‡e binder.

Binding terms

See terms above and Armorial bindings

Biographies. (literary works) ‡2 aat

Bird’s-eye views. ‡2 aat

Birth certificates. ‡2 aat

      See also: Vital statistics records

Blueprints (reprographic copies) ‡2 aat *

      Used for internal management purposes–Preservation priority.

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

Bookplates. ‡2 aat

Booksellers’ advertisements. ‡2 rbgenr

Booksellers’ catalogs. ‡2 rbgenr

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

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

Born digital. ‡2 aat

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

      See also: Electronic documents

      See also:  Electronic mail

      See also: Digital images

      See also: Storage devices (computer equipment)

Broadsides (notices) ‡2 aat

      See also: Handbills

Business records. ‡2 aat

Bylaws (administrative records) ‡2 aat

Captivity narratives. ‡2 rbgenr

      Used especially for WA.

Cartoons (humorous images). ‡2 aat

      See also: Political cartoons

Case files. ‡2 aat

Catalogs (documents) ‡2 aat

See: Exhibition catalogs

      Used especially for GEN.

Census records. ‡2 aat

      See also: Vital statistics records

Certificates. ‡2 aat

      Use for certificates awards and certificates of appreciation.

      See also: Awards

      See also: Diplomas

Charters. ‡2 aat

Church records. ‡2 aat

      See also: Baptismal registers

Clippings (information artifacts)  ‡2 aat

         Use for formal clipping files, not isolated clippings or unarranged, miscellaneous clippings.

Commissions.

See: Military records

Commonplace books. ‡2 aat

Conveyances. ‡2 aat

      Use for property conveyances.

Cookbooks. ‡2 aat

County government records. ‡2 aat

Court records

See: Judicial records

Cryptograms. ‡2 rbgenr

Currency

See: Money (objects)

Day books

See: Account books

See: Diaries

Death certificates. ‡2 aat

      See also: Vital statistics records

Deeds. ‡2 aat

Diaries. ‡2 aat

      Use for the following:

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

      See also: Maritime journals

      See also: Overland journals

      Specify character of diary content in 520  

Dictionaries. ‡2 aat

      Use only for other than English and Western European languages (e.g. Native American).

      Use for glossaries.

Digital images. ‡2 aat

      See also: Born digital

Digital prints. ‡2 aat

Diplomas. ‡2 aat

      See also: Certificates

Drawings. (visual works) ‡2 aat

      See also: Architectural drawings (visual works)

      See also: Sketchbooks

      See also: Sketches

Electronic documents. ‡2 local

      Use for files off computer disks or other media formats containing non born digital data of unidentified origin.

      See also: Born digital

         See also: Electronic mail

 Electronic mail. ‡2 aat

      See also: Born digital

Erotica. ‡2 aat

Eulogies (documents) ‡2 aat

Exhibition catalogs. ‡2 aat

Family papers. ‡2 aat

Federal government records. ‡2 aat

Field notes. ‡2 aat

Forgeries (derivative objects) ‡2 aat

Genealogies. (histories) ‡2 aat

      Use for family trees and and other genealogical listings.

Glossaries

See: Dictionaries

Government records.

See: Federal government records

See: Judicial records

See: State government records

See: Tax records

See: Territorial records

See: Vital statistics records

See: Voters’ lists

Greeting cards. ‡2 aat

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

Handbills. ‡2 aat

      See also: Broadsides (notices)

      See also: Playbills

Hymns. ‡2 aat

Indentures. ‡2 aat

Inkjet prints. ‡2 aat

Interviews. ‡2 aat

      See also: Oral histories (literary works)

Inventories. ‡2 aat

Journals (accounts)

See: Account books

Journals (personal narratives)

See: Diaries

See: Maritime journals

See: Overland journals

Judicial records. ‡2 aat

      Use for court records

Juvenilia (object genre) ‡2 aat

      Use for material created by children

Land grants. ‡2 aat

      Use for Patents (land).

      Used especially by WA.

Laws. (documents) ‡2 aat

Leases. ‡2 aat

Lecture notes. ‡2 aat

Lectures. ‡2 aat

      Use for classroom lectures.

      See also: Speeches (documents)

Ledgers.

See: Account books

Legal documents. ‡2 aat

      For general documents.

      See also: Legal instruments

Legal instruments. ‡2 aat

      Use for documents that express a legal act.

      See also terms such as:

  • Articles of incorporation
  • Bylaws (administrative records)
  • Charters
  • Conveyances
  • Deeds
  • Land grants
  • Leases
  • Treaties
  • Wills

Letterheads. ‡2 gmgpc

      Use only for pictorial letterheads.

      For California or other early Western Americana, consult with the curator to determine if the  

      printed component should be cataloged separately.

      See also: Pictorial lettersheets

Letterpress copybooks. ‡2 aat *

      Used for internal management purposes–preservation priority.

      Used especially by WA.

Library catalogs. ‡2 rbgenr

Lithographs. ‡2 aat

Little magazines. ‡2 aat

Local histories. ‡2 rbgenr

      Used especially by WA.

Manuscript maps. ‡2 lcgft

    Always use when manuscript maps are present. 

   More specific terms can be added at cataloger’s discretion.

Maps. ‡2 lcgft

     If the map is a manuscript map, always use Manuscript maps.

     More specific terms can be added at cataloger’s discretion.

Maritime journals. ‡2 rbgenr

Marriage certificates. ‡2 aat

      See also: Vital statistics records

Membership lists. ‡2 aat

Memoirs. ‡2 aat

See: Autobiographies (literary works)

Memorial works. ‡2 gmgpc

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

      Do not use for mourning stationery.

      See also: Eulogies (documents)

      See also: Obituaries

Microforms. ‡2 aat

Military records. ‡2 aat

      Use for orders, commissions, and other military documents.

Minutes (administrative records) ‡2 aat

Money (objects) ‡2 aat

      Use for paper or coin currency.

Money orders. ‡2 aat

Motion pictures (visual works) ‡2 aat

Municipal government records. ‡2 aat

Musical works

      Previously used for notated music. 

      Instead use:

  • 006 for print or manuscript music
  • 650 for type of composition
  • Other 650s as appropriate.

      See also: Sheet music covers

Newspaper clippings.  ‡2 aat

Notes or Notebooks. 

See: Field notes

See: Lecture notes

Obituaries. ‡2 aat

Occasional addresses. ‡2 rbgenr

Oil paintings (visual works) ‡2 aat

Oral histories (literary works) ‡2 aat

      See also: Interviews

Orders

See: Military records

Overland journals ‡y [date]. ‡2 rbgenr

      Used especially by WA.

Paintings (visual works) ‡2 aat

      See also: Oil paintings (visual works)

Pamphlets. ‡2 aat

      Used for printed works.

      May also need to be cataloged by RBC.

Passenger lists. ‡2 aat

      Used especially by WA.

Passports. ‡2 aat

Pastels (visual works). ‡2 aat

Patents (land)

See: Land grants

Penmanship specimen books. ‡2 rbgenr

Petitions. ‡2 aat

      Used especially by WA.

Pictorial lettersheets. ‡2 lctgm

      Use for letters written on the verso of illustrated paper.

      For California or other early Western Americana, consult with the curator to determine if the printed  component should be cataloged separately.

     See also: Letterheads

Playbills. ‡2 aat

Playscripts

See: Scripts (documents)

Political cartoons. ‡2 aat

Portraits. ‡2 aat

      Used especially by WA.

Postcards. ‡2 aat

      Used especially by WA.

Posters. ‡2 aat

      Used especially by WA.

Prayer books. ‡2 aat

       See also: Prayers (literary works)

Prayers (literary works) ‡2 aat

       See also: Prayer books

Printed ephemera. ‡2 aat

      Use for substantial amounts of printed ephemera and for individual items with high

      research value.

      See also: Bookplates

      See also: Theater programs

Proclamations. ‡2 aat

Programs (documents) ‡2 aat

      See also: Theater programs

Property conveyances

See: Conveyances

Radio scripts. ‡2 aat

Receipts (financial records) ‡2 aat

Regimental histories. ‡2 rbgenr

Reminiscences.

See: Autobiographies (literary works)

Reviews (documents) ‡2 aat

Samizdat. ‡2 rbgenr

Scrapbooks. ‡2 aat

      See also: Albums (books)

      See also: Autograph albums

      See also: Photograph albums

Screenplays. ‡2 rbgenr

      See also: Scripts (documents)

Scripts (documents) ‡2 aat

      Use for Play scripts

      See also: Screenplays

      See also: Radio scripts

      See also: Television scripts

Sermons. ‡2 aat

      See also: Baccalaureate sermons

      See also: Eulogies (documents)

Sheet music covers. ‡2 gmgpc

      Use for illustrated covers.

      Printed works may also be cataloged separately.

Ships’ logs. ‡2 aat

      See also: Ships’ papers

Ships’ papers. ‡2 aat

      See also: Ships’ logs

      See also: Bills of lading

Signatures (names)  ‡2 aat

      Previously autographs.  Use only for collections of loose autographs, not for isolated autographs.

      See also: Autograph albums

Sketchbooks. ‡2 aat

      Used especially by WA.

      See also: Drawings (visual works)

      See also: Sketches

Sketches. ‡2 aat

      See also: Cartoons (humorous images)

      See also: Drawings (visual works)

      See also: Sketchbooks

Sound recordings. ‡2 aat

Souvenirs.

See: Artifacts (object genre) (for 3-dimensional realia)

See: Printed ephemera (for printed items)

Speeches (documents) ‡2 aat

      See also: Baccalaureate addresses

      See also: [78]Baccalaureate sermons  

      See also: Lectures

      See also: Occasional addresses

      See also: Sermons

State government records. ‡2 aat

Storage devices (computer equipment) ‡2 aat

      See also: Born digital

Tax records. ‡2 aat

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

Television scripts. ‡2 aat

Territorial records. ‡2 aat

Testimonies. ‡2 aat

      Use for court testimony

Theater programs. ‡2 aat

Treaties. ‡2 aat

Trial proceedings. ‡2 rbgenr

Triptychs. ‡2 aat

Video recordings (physical artifacts) ‡2 aat

Viewbooks. ‡2 aat

      Used especially by WA

Visitors’ books. ‡2 aat

Vital statistics records. ‡2 aat

      Used for compilations of birth, marriage and death statistics.

      See also: Birth certificates

      See also: Census records

      See also: Death certificates

      See also: Marriage certificates

Voters’ lists. ‡2 aat

Watercolors (paintings) ‡2 aat

Wills. ‡2 aat

Photographic terms

Terms are grouped by type.

Most terms are from the following thesauri:

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

Albumen prints. ‡2 aat

      Also use: Photographic prints

Ambrotypes (photographs) ‡2 aat

Cabinet photographs. ‡2 aat

      Also use: Photographic prints

Card photograph albums. ‡2 gmgpc

      Used for carte-de-visite albums.

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

Card photographs (photographs) ‡2 aat

      Includes photonegatives and unmounted photoprints intended for standard mounts.

      Also use: Photographic prints

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

      Also use: Photographic prints

Collodion prints. ‡2 aat

      Also use: Photographic prints

Cyanotypes (photographic prints) ‡2 aat

      Also use: Photographic prints

Daguerreotypes (photographs) ‡2 aat

Digital prints. ‡2 aat

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

      artwork.

      Always use with a more specific term such as:

      Dye diffusion thermal transfer prints

      Electrophotographic prints

      Inkjet prints

Dye diffusion thermal transfer prints. ‡2 aat

      Use in addition to Digital prints

Electrophotographic prints. ‡2 aat

      Use in addition to Digital prints

Film negatives. ‡2 gmgpc

Gelatin silver prints. ‡2 aat

      Also use: Photographic prints

Glass negatives. ‡2 gmgpc

Group portraits. ‡2 aat

      Also use: Photographic prints

Half stereographs. ‡2 aat

      Also use: Photographic prints

Inkjet prints. ‡2 aat

      Use in addition to Digital prints

Lantern slides. ‡2 aat

Negatives. ‡2 gmgpc

      See also: Film negatives. ‡2 gmgpc

      See also: Glass negatives. ‡2 gmgpc

Panoramas. ‡2 aat

      Use for panoramas made with panoramic cameras and those made from joined photos.

      Also use: Panoramic photographs

      Also use: Photographic prints  

Panoramic photographs. ‡2 gmgpc

      Use for panoramas made with panoramic cameras and those made from joined photos.

      Also use: Panoramas

      Also use: Photographic prints

Photograph albums. ‡2 aat

      Also use one or more terms for photographic processes held within, as appropriate.

Photographic prints. ‡2 aat

      Use for photographs on paper when the process is not identified.

Photographs. ‡2 aat

      Always use when photographs are present, in addition to more specific terms at cataloger’s discretion.

Platinum prints. ‡2 aat

      Also use: Photographic prints

Projectors. ‡2 gmgpc

Salted paper prints. ‡2 aat

      Also use: Photographic prints

Scrapbooks. ‡2 aat

      Use for albums that contain material in addition to photographs.

Slides (photographs) ‡2 aat

      See also: Lantern slides

Snapshots. ‡2 aat

      Also use: Photographic prints

Souvenir viewbooks. ‡2 gmgpc

      Use for commercially produced views in book form.

      Also use: Photographic prints

Stereographs. ‡2 aat

      Also use: Photographic prints

Studio portraits. ‡2 aat

      Also use: Photographic prints

Tintypes (photographs) ‡2 aat

Occupation Terms

Introduction

General

Literary

Western Americana

Introduction

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

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

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

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

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

Terms indicated with * have been used most often.  

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

General

Artists. ‡2 lcsh

Authors. ‡2 lcsh

      See also: Novelists

      See also: Poets

Biographers. ‡2 lcsh

Book collectors. ‡2 lcsh

Cartoonists. ‡2 lcsh

Critics. ‡2 lcsh

Dramatists. ‡2 lcsh

Editors. ‡2 lcsh

Journalists. ‡2 lcsh

Literary agents. ‡2 lcsh

Lithographers. ‡2

Novelists. ‡2 lcsh

Opera producers and directors. ‡2 lcsh

Poets. ‡2 lcsh

Priests. ‡2 lcsh

Radio broadcasters. ‡2 lcsh

Set designers. ‡2 lcsh

Travelers. ‡2 lcsh

Literary

Actors. ‡2 lcsh

Art critics. ‡2 lcsh *

Artists. ‡2 lcsh *

      See also: Illustrators

      See also: Painters

Authors. ‡2 lcsh *

      See also: Novelists

      See also: Poets

      See also: Women authors

Biographers. ‡2 lcsh

Book collectors. ‡2 lcsh

Composers. ‡2 lcsh

Copy writers. ‡2 lcsh

Critics. ‡2 lcsh *

      See also: Art critics

      See also: Film critics

      See also: Music critics

Dramatists. ‡2 lcsh

Editors. ‡2 lcsh

Film critics. ‡2 lcsh

Farmers. ‡2 lcsh

Humorists. ‡2 lcsh

Illustrators. ‡2 lcsh

Journalists ‡2 lcsh

      See also: War correspondents

Lecturers. ‡2 lcsh

Literary agents. ‡2 lcsh

Moving-picture critics.

See: Film critics

Music critics. ‡2 lcsh

Musicians. ‡2 lcsh

Novelists. ‡2 lcsh *

Painters. ‡2 lcsh

Poets. ‡2 lcsh

Screenwriters. ‡2 lcsh

Soldiers. ‡2 lcsh

Teachers. ‡2 lcsh

Theatrical managers. ‡2 lcsh

Translators. ‡2 lcsh

Veterinarians. ‡2 lcsh

War correspondents. ‡2 lcsh

      See also: Journalists

Western Americana

Artists. ‡2 lcsh

      See also: Painters

Attorneys

See: Lawyers

Businessmen. ‡2 lcsh

Clergy. ‡2 lcsh *

      See also: Missionaries

Copper miners. ‡2 lcsh

      Use also: Miners

Cowboys. ‡2 lcsh

Engineers. ‡2 lcsh

Farmers. ‡2 lcsh

Fur traders. ‡2 lcsh

Gold miners. ‡2 lcsh *

      See also: Miners

Historians. ‡2 lcsh

Indian agents. ‡2 lcsh

Judges. ‡2 lcsh

Lawyers. ‡2 lcsh

      Use for: Attorneys

Linguists. ‡2 lcsh

Loggers. ‡2 lcsh

Miners. ‡2 lcsh

      See also: Copper miners

      See also: Gold miners

Missionaries. ‡2 lcsh

      See also: Clergy

Painters. ‡2 lcsh

      See also: Artists

Photographers. ‡2 lcsh

Physicians. ‡2 lcsh

      See also: Surgeons

Politicians. ‡2 lcsh

Printers. ‡2 lcsh

Railroad construction workers. ‡2 lcsh

Ranchers. ‡2 lcsh

      See also: Sheep ranchers

Sailors. ‡2 lcsh

Seamen.

Use: Sailors

Sheep ranchers. ‡2 lcsh

      See also: Ranchers

Silver miners. ‡2 lcsh *

Soldiers. ‡2 lcsh *

Surgeons. ‡2 lcsh

      See also: Physicians

Surveyors. ‡2 lcsh

Teachers. ‡2 lcsh

Superseded Guidelines

As of March, 2013

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

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

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

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

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

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

Authority record [79]

Bibliographic record [80]

Item record [81]

MARC format for holdings record (MFHD) [82]

Leader/Record type [83]

Leader/Bibliographic level [84]

Leader/Character coding [85]

Leader/Encoding level [86]

Leader/Cataloging form [87]

006 [88]

008/Place of production [89]

035 (System control number) [90]

040 (Cataloging source) [91]

041 (Language codes) [92]

245 (Title statement) [93]

250 (Edition) [94]

264 (Place and Date of Production) [95]

300 (Physical description) [96]

500 (General note) [97]

506 (Restrictions on access) [98]

520 (Summary, etc.) [99]

524 (Preferred citation of described materials) [100]

530 (Additional physical form available) [101]

540 (Terms governing use and reproduction) [102]

544 (Location of other archival materials) [103]

545 (Biographical or historical data) [104]

546 (Language) [105]

555 (Cumulative index/finding aids) [106]

561 (Ownership and custodial history) [107]

562 (Copy and version identification) [108]

6xx (Subject added entries) [109]

650 (Subject added entry - topical term) [110]

655 (Index term - genre/form) [111]

657 (Index term - function) [112]

690, 692, 693 (Local subject added entries) [113]

752 (Added entry - hierarchical place name) [114]

755 (Added entry - physical characteristics) [115]

773 (Host item entry) [116]

851 (Location) [117]

852 (Location) [118]

856 (Electronic location and access) [119]

909 (Tape load instruction) [120]

927 (Tape load instruction) [121]

928 (Authority control load instruction) [122]

940 (Location code) [123]

948 (Local processing information) [124]

949 (Local processing notes) [125]

Appendix B. Preliminary Records [126]

Authority Record

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

Bibliographic Record

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

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

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

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

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

Item Record

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

The following abbreviations were used for nonstandard storage locations:

Oversize Box: OS Box

Broadside: Bsd

Portfolio: Port

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

MARC Format for Holdings Record (MFHD)

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

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

4to

Folio [over 42 cm.]

The following abbreviations were used for nonstandard shelving locations:

BrSides

BrSide 4to

Artstor

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

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

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

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

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

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

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

‡x Collation updated after album was disbound.

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

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

These records have not been updated.

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

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

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

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

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

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

Call numbers: WA MSS 10, WA MSS 11

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

Leader/Record Type

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

Leader/Bibliographic Level

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

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

Leader/Character Coding

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

Leader/Encoding Level

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

Leader/Cataloging Form

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

a  was used for all records before 2017 September.

006

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

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

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

008/Place of Production

Before 2017, ctu was used for all single items.

035 (System Control Number)

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

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

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

PMAxxxx – PMJxxxx: MATPS (Acquisitions)

XAAxxxx – XZZxxxx: Created online during NOTIS-Voyager interim

040 (Cataloging Source)

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

Before 2017, APPM was used for single items.

041 Language Codes)

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

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

245 (Title Statement)

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

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

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

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

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

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

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

250 (Edition)

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

264 (Place and Date of Production)

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

300 (Physical Description)

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

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

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

500 (General Note)

Standard wording for bound with notes was:

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

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

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

506 (Restrictions On Access)

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

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

Before 1995, a curator was specified for further information.

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

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

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

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

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

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

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

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

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

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

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

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

520 (Summary, Etc.)

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

Names of months and circa were abbreviated.

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

524 (Preferred Citation of Described Materials)

Standard wording for curatorial areas was implemented 1997 December.

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

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

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

530 (Additional Physical Form Available)

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

540 (Terms Governing Use And Reproduction)

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

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

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

544 (Location Of Other Archival Materials)

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

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

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

545 (Biographical Or Historical Data)

Starting with name has been inconsistent.

546 (Language)

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

555 (Cumulative Index/Finding Aids)

Before 2010, was used to note container lists.

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

Was used for analytics, such as:

555 0_ ‡a Selected items also cataloged separately.

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

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

561 (Ownership and Custodial History)

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

562 (Copy And Version Identification)

Used rarely, to distinguish copies or versions.

6xx (Subject Added Entries)

Used to trace binders:

600 _4: ‡a [Name] ‡x Binding.

700 and 710 are now used.

650 (Subject Added Entry - Topical Term)

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

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

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

655 (Index Term - Genre/Form)

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

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

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

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

657 (Index Term - Function)

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

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

690, 692, 693 (Local Subject Added Entries)

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

690 _4 ‡a Binding ‡y [yyyy].

Example:

690 _4 ‡a Binding ‡y 1550.

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

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

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

‡2_690_%_bind

topical subject

‡2_692_%_bind

personal name

‡2_693_%_bind

corporate names

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

752 (Added Entry - Hierarchical Place Name)

Not used as of 1995 January 26.

755 (Added Entry - Physical Characteristics)

Not used as of 1996 February.

773 (Host Item Entry)

May have been used in the past, as follows:

Leader/Bibliographic Level: d

Subfields:

‡7 [xxxx]

Each [x] represents a code for:

Type of main entry

Form of name

Type of record (from Leader)

Bibliographic level (from Leader)

‡a [‡a from 1xx]

‡t [‡a from 245]

‡w (CtY-BR)[bib id number]

Example:

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

851 (Location)

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

852 (Location)

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

856 (Electronic Location and Access)

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

Before 2009 June, the following URL format was used:

856 42 ‡3 Finding aid ‡u http://webtext.library.yale.edu/xml2html/beinecke.jobaker.nav.html [127]

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

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

All 856 fields have been updated per current guidelines.

909 (Tape Load Instruction)

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

927 (Tape Load Instruction)

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

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

Examples of fields migrated to Voyager:

927 __ ‡a tape

before export

927 __ ‡a 9408RO

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

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

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

928 (Authority Control Load Instruction)

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

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

Examples of fields migrated to Voyager:

927 __ ‡a actape

before export

927 __ ‡a AC031097

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

940 (Location Code)

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

bein,gen (included Medieval and Renaissance and Modern)

bein,ycal (included JWJ)

bein,osb

bein,ycgl

bein,wa

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

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

948 (Local Processing Information)

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

Examples of fields migrated to Voyager:

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

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

948 __ ‡a tgy

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

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

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

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

949 (Local Processing Notes)

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

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

Existing 940 fields were migrated to 948 Voyager.

Appendix B. Preliminary Records

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

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

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

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

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

Date 2, for ongoing gifts: 9999.

245: dates always preceded with “circa”.

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

300, for ongoing gifts: 300 __ ‡a ms.

520: copied or derived from the accession record.

546: required

555: used one of the following:

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

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

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

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

Did not use 65x topical headings.

856: used the following for each preliminary list file:

856 42 ‡3 Preliminary list ‡u http://beinecke.library.yale.edu/mss_preliminarylists/[filename].htm [128]

Supplements/Cuttering for Western Americana

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

Supplemental Cataloging Guidelines by Format

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

Annotations in Books [129]

Elizabethan Club [130]

Extra-Illustrated Books [131]

Miscellany Cataloging [132]

Osborn Collection [133]

Non-Roman Languages [134]

Annotations in Books

Revised in conformance with DCRM(MSS) in 2017.

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

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

To link an existing book record:

  • Open item record.

  • Open Record>Link to bibliographic.

  • Enter bib id of book record.

  • Save.

After bib records are linked:

  • Both titles will display in Item/Titles.

  • Bib id of linked record will display in MFHD/014.

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

*Leader bib level        c

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

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

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

*040                            ‡e dcrmmss

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

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

*33x                            [for volume]

545                              [creator of annotations]

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

*561                            [immediate source of acquisition of book]

                                     Also note, as appropriate:

Ex libris…

Or: From the collection of…. 

500s                            [describe bookplates]

                                    [describe binding]

*600 ‡t or 630             [title of book]

655s                             [binding terms]

692s                             [provenance headings]

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

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

            [call no]

*Item record

Elizabethan Club

Revised in conformance with DCRM(MSS) in 2017.

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

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

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

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

Do not record vendor or fund.

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

*MFHD            852 ‡b beineliz ‡h Eliz ‡i [#]

Do not create item records.

Do not barcode.

Extra-illustrated books

Revised in conformance with DCRM(MSS) in 2017.

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

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

To link an existing book record:

  • Open item record.

  • Open Record>Link to bibliographic.

  • Enter bib id of book record.

  • Save.

After bib records are linked:

  • Both titles will display in Item/Titles.

  • Bib id of linked record will display in MFHD/014.

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

*Leader bib level        c

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

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

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

*040                            ‡e dacs

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

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

  545                            [creator of extra-illustrations]

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

*561                            [immediate source of acquisition of book]

                                     Also note, as appropriate:

Ex libris…

Or: From the collection of…. 

500s                            [describe bookplates]

                                    [describe binding]

*600 ‡t or 630             [title of book]

655s                             [binding terms]

692s                             [provenance headings]

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

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

            [call no]

*Item record

For extra illustrations listed in a finding aid, add:

035 __ ‡9

555 0_

856 42 ‡3 ‡u

Non-Roman Languages

Arabic [135]

Hebrew: ketubahs [136]

Hebrew: shiviti [137]

Japanese [138]

Ethiopic [139]

Arabic

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

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

Arabic Manuscript Cataloging Template

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

“*” = required field

“_” = blank

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

*Leader

Voyager label              OCLC label

Type of Record            Type                p

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

Type of Control           Ctrl                  a

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

Cataloging Form         Desc                i

*008

Voyager label              OCLC label

Pub Status                   DtSt                 s

Date 1                         Dates               [year]

Date 2                         Dates               ____

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

Form of Item               Form                _

Lang                            Lang                ara [or other language code]

Modified Record         MRec               _

Cataloging Source       Srce                 d

*006 manuscript lang.

Illustrations 1-4         _

Audience                   _

Form of Item              _

Contents 1-4              _

Govt Publs                 _

Conf Publs                 _

Festschrift                 0

Index                         0

Lit form                     0

Biography                 _

*040 __ ‡a CtY-BR ‡c YUS ‡e dcrmmss

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

  100 1_ ‡a [Author], ‡d [dates].

  240 10 ‡a [Uniform title]

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

            (If no author, use first indicator 0)

  246 1[#]‡a [varying form of title]

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

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

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

*336 __ ‡a text ‡2 rdacontent

*337 __ ‡a unmediated ‡2 rdamedia

*338 __ ‡a volume ‡2 rdacarrier

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

*520 __ ‡a Manuscript in an unidentified hand…

Or: Autograph manuscript…

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

State as appropriate:

Dated [date] at [place]. 

Copy of [original manuscript and date]

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

Or Gift of [name], [year].

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

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

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

*500 __  Romanization supplied by cataloger.

  500 __ ‡a Incipit:

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

  500 __ ‡a Binding:

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

  500 __ ‡a [annotations]

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

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

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

*Use at least one 600, 650,  or 651:

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

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

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

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

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

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

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

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

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

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

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

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

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

MFHD

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

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

Hartford Seminary Collection, collection level record:

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

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

MFHD 852 80 ‡b beingen ‡h Hartford Seminary

Hartford Seminary Collection, individual records:

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

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

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

Hebrew: ketubahs

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

Catalog records were created by Judaica Collection and Catalog and Metadata Services staff.  Records were created in OCLC and imported to Orbis.  Records were also contributed to Jewish National and University Library (JNUL) ketubbot database [140].

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

“*” = required field

“_” = blank

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

*Leader

Type of Record            p

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

Type of Control           a

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

Cataloging Form         i

*008

Pub Status                   s

Date 1                         [year]

Date 2                         ____

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

Form of Item               _

Lang                           heb [or other language code]

Modified Record         _

Cataloging Source       d

*006 manuscript lang.

Illustrations 1-4         _

Audience                   _

Form of Item              _

Contents 1-4              _

Govt Publs                 _

Conf Publs                 _

Festschrift                 0

Index                         0

Lit form                     0

Biography                 _

*040 __ ‡a CtY-BR ‡c YUS ‡e dcrmmss

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

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

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

*336 __ ‡a text ‡2 rdacontent

*337 __ ‡a unmediated ‡2 rdamedia

*338 __ ‡a sheet ‡2 rdacarrier

545 __ ‡a Bridegroom: [name]. 

  545 __ ‡a Bride: [name]. 

  545  __ ‡a Witness: [name].

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

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

Or Gift of [name], [year].

*546 __ ‡a In [language].

*500 __  Title supplied by cataloger

*500 __  Romanization supplied by cataloger.

  500 __ ‡a [Details of physical description].

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

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

*650 _0 ‡a Prenuptial agreements (Jewish law)

*650 _0 ‡a Ketubah ‡z [place].

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

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

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

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

Hebrew: shiviti

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

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

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

650 0 Prayer ‡x Judaism.

650 0 Religious articles ‡z [place].

650 0 Jewish art and symbolism.

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

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

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

Japanese

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

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

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

“*” = required field

“_” = blank

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

*Leader

Type of Record            p

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

Type of Control           a

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

Cataloging Form         i

*008

Pub Status                  s

Date 1                         [year]

Date 2                         ____

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

Form of Item               _

Lang                            jpn

Modified Record         _

Cataloging Source       d

*006 manuscript lang.

Illustrations 1-4        _

Audience                    _

Form of Item             _

Contents 1-4             _

Govt Publs                 _

Conf Publs                 _

Festschrift                0

Index                         0

Lit form                     0

Biography                  _

*040 __ ‡a CtY-BR ‡c YUS ‡e dcrmmss

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

*100 1_ ‡a [name], ‡d [dates].

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

240 10 ‡a [Uniform title]

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

            (If no author, use first indicator 0)

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

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

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

*336 __  ‡a text ‡2 rdacontent

*337 __ ‡a unmediated ‡2 rdamedia

*338 __ ‡a volume ‡2 rdacarrier

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

*520 __ ‡a Manuscript in an unidentified hand…

Or: Autograph manuscript…

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

State as appropriate:

Dated [date] at [place]. 

Copy of [original manuscript and date]

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

Or Gift of [name], [year].

*546 __ ‡a In Japanese.

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

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

  500 __ ‡a Incipit:

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

  500 __ ‡a Binding:

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

  500 __ ‡a [annotations]

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

*500 __  Romanization supplied by cataloger.

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

*Use at least one 600, 650,  or 651:

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

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

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

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

*690 _4 ‡a Japanese manuscripts.

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

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

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

Ethiopic

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

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

Ethiopic Manuscript Cataloging Template (ks, 10/18)

“*” = required field

“_” = blank

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

*Leader

Type of Record            p

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

Type of Control           a

Encoding Level            _ : Full level

Cataloging Form         i

*008

Pub Status                   s

Date 1                         [year] [unknown digit = u]

Date 2                         [year] [unknown digit = u]

Place of Publ              [place]

Form of Item               _

Lang                            gez

Modified Record         _

Cataloging Source       d

*006

t 000: 0

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

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

*100 1_ ‡a [name].

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

240  10 ‡a [Uniform title]

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

                (If no author, use first indicator 0.)

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

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

*336 __ ‡a text ‡2 rdacontent

*337 __ ‡a unmediated ‡2 rdamedia

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

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

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

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

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

*546 __ ‡a In [languages].

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

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

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

600 10 ‡a [same as 100].

610 20 ‡a [same as 110].

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

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

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

*690 _4 ‡a Ethiopic manuscripts.

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

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

*856 41 ‡3 View a selection of digital images in the Beinecke Library’s Digital Images Online database ‡u http://beinecke.library.yale.edu/dl_crosscollex/callnumSRCHXC.asp?WC=N&S… [35] number; use underscore for space]

Analytics and Bound-Withs

Introduction

Analytic Records

Bound-With Records

Introduction

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

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

Follow procedures for analytic records when you have a single item that is part of a collection but which has its own bibliographic record (resulting in at least two bibliographic records, one for the item, and another for the collection). For an example, see: WA MSS S-3369 Box 1 Folder 2 [141].

Follow procedures for bound-withs when you have multiple bibliographic records that share a single call number. These cases differ from analytic records in that there is NO collection level bibliographic record. For an example, see: Persian Mss +106 [142].

These directions are to be used for manuscript material. The Rare Book Team will handle printed material, such as books, which are located in manuscript collections. In cases where the additional bibliographic record is for printed material, please refer such material to the Rare Book Team. An example of printed material located in a manuscript collection is YCAL MSS 124 Box 14 Folder 243 [143].

Analytic Records

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

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

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

MFHD

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

856 42 ‡u http://hdl.handle.net/10079/bibid/[bib [40] id of collection-level record] ‡z Click here for circulation status.

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

MFHD display in OPAC

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

Bibliographic Record

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

Example for item bound in a volume with a collective title

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

Bound-With Records

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

Host Record and Guest Records

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

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

Delete Existing MFHDS for Guest Records

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

Add Notes

Host Record

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

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

All Records

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

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

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

300 __ ‡a 1 volume (222 leaves)

But the second record would have a 300 like this:

300 __ ‡a 1 item (64 leaves)

Link Guest Records to Host Record

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

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

To review your work:

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

or

  • open each guest record to ensure the MFHD is present.

Source URL:https://msu-cataloging-manual.beinecke.library.yale.edu/cataloging-manual

Links
[1] http://web.library.yale.edu/cataloging/manuscript [2] https://msu-cataloging-manual.beinecke.library.yale.edu/beinecke-library-manuscript-unit-visual-materials-cataloging-manual [3] https://msu-cataloging-manual.beinecke.library.yale.edu/beinecke-library-manuscript-unit-cartographic-materials-cataloging-manual [4] https://msu-cataloging-manual.beinecke.library.yale.edu/manuscript-music-cataloging-manual [5] http://rbms.info/files/dcrm/dcrmmss/DCRMMSS.pdf [6] https://msu-cataloging-manual.beinecke.library.yale.edu/voyager-cataloging-module-preferences [7] https://yaleedu.sharepoint.com/sites/YULBRBLCatalogManual/Catalog%20Manual/Cataloging%20Module%20Preferences.aspx [8] http://www.library.yale.edu/beinecke [9] https://msu-cataloging-manual.beinecke.library.yale.edu/5xx#544 [10] https://msu-cataloging-manual.beinecke.library.yale.edu/5xx#580 [11] https://msu-processing-manual.beinecke.library.yale.edu/ [12] 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