1. Pull box from sixth floor.

2. Locate charged out copies.

3. Pull all copies of title. If there are more than three copies, set aside for comparison. Complete a quick comparison, noting differences in text, provenance, and imperfections. The appropriate curator will review and make a decision. Give to cataloger items that are to be discarded.

4. Search Orbis to locate copy.
a. Search by call number: not possible yet.
b. If not located search by title: titles=[title of pamphlet]
c. If not located search by author: Staff name=[author of pamphlet]

If no copies are located in Orbis, search RLIN. If copy is found then follow the directions below. Set aside for the cataloger if no acceptable copy is found.

Record for College Pamphlet copy is found.
Delete the following fields if the record was created by RLA (identified by UPRA in the 035 or RLA Beinecke Recon in a 946 field).

• 035’s beginning rdb or tmp
• 090
• 950
• 955
• 998
• Extra |dUPRA's from the 040

Record found in Orbis, but without College Pamphlet call number.
Use records with the Leader:

Encoding level=blank or "1"
Cataloging form="blank", "a" or "i"

Go to the Editing records in Orbis section.

Full level record found in RLIN.
a. Use only records with fixed fields:

• Encoding level=blank or "1"
• Cataloging form="blank", "a" or "i"

• MWA (American Antiquarian Society)
• NYHS (New York Historical Society)
• DLC (Library of Congress)
• PPL (Library Company)
• MH (Harvard University)
• CU-BANC (Bancroft Library, Univ. of California)
• NIC (Cornell University)

d. Use cataloging copy that has the most complete information including title, imprint, pagination, subject headings, other access points, bibliography citations, and notes.

e. Import into Orbis the record selected and go to the Editing records in Orbis section.

f.  If no acceptable record is found, then note on the search slip what was found and set aside for cataloger.

Microfilm record in Orbis.
If there is no copy available for the original item, copy for a microfilm can be used if it is a full level record (In the Leader, Encoding levelL=blank and Cataloging Form=blank, a, or i).

• Search and select the bibliographic record you wish to copy.
  Select: Record>Make a copy.
• Change the following subfields in the 008 field:
• place of publication to the correct location code
• form of item to blank
• Publication status to s
• Date 1 and Date 2

• Delete the 007 field Microform subfield.
• Delete the following variable fields: extra 035’s, 037, 049, 090, 099, 265, 533, 830, 927, 928, 940 and any other fields that relate only to the microfilm.
• Delete the |hmicrofilm subfield in the 245 field.
• Change the 040 to |aCtY-BR|cCtY-BR

Microfilm record in RLIN
If the only acceptable copy is for a microfilm in RLIN, it can be used if it is a full level record (EL=blank and DCF=blank, a or i)

• Import the record and make the following changes.
• Change as necessary the following subfields in the 008 field:
  • place of publication to the correct location code
  • form of item to blank
  • Publication status to s
  • Date 1 and Date 2

• Delete the 007 Microform field(s).
• Delete the following variable fields: extra 035’s, 037, 049, 090, 099, 265, 533, 830, 950, 998 and any other variable fields that relate only to the microfilm.
• Change the 040 to |aCtY-BR|cCtY-BR

ESTC records.
Search ESTC if the work is either in English, or printed in Great Britain or the United States before 1801. Print out the record for reference.

EDITING RECORDS IN ORBIS.
Directions for cataloging titles once the record is in Orbis.

Call number.

• Do a call number search in Orbis to determine the next item number.
• If the College Pamphlets copy is already in Orbis, add the item number to the end of the ‡i of the 852 field in the holdings record.
• Add a new College Pamphlets copy to Orbis in the following form:

  852

  7

  0

  ‡b beingen ‡h College Pamphlets ‡i [vol. number] [item number] ‡2 localyale

040.
Add ‡dCtY-BR to the 040 if any editing is done to the record.

043.
Add the appropriate 043 field if the pamphlet is about the following geographic areas:

• e-uk--- works about Great Britain
• e-uk-en works about England
• e-uk-st works about Scotland
• e-ie--- works about Ireland
• n-us--- works about the United States in general
• n-us-[state abbreviation] works about a particular state

245/260/300.
Verify that the title, imprint and pagination is correct. Edit as necessary after consultation with the cataloger.

590 (Copy specific notes)
Combine all local notes for a copy into one note.

Add a copy specific note (590 field) to record the following information:

• Bibliographic variants.
• The presence of unpaged publisher’s advertisements not noted in the 300 field.
• Imperfections.
• Original wrappers.
• Provenance Note any autographs or inscriptions on the piece. Also note provenance from the list George Miles created. (See also local tracings)

Examples:

Remember to delete 590 fields that were not created by Yale.
For more information see the Beinecke Cataloging Manual sections on notes and provenance.

510 (Bibliographies)
Cite the following bibliographies if appropriate.

• ESTC (English short title catalog). Any work published in the English language or in Great Britain before 1801. Example:

  510

  4

  ‡a ESTC ‡c [number]

Wing. Any work published in Great Britain or in the English language between 1641-1700.  (Usually found in the ESTC record). If the number is the same for each format, it does not matter which version of Wing is cited. If they differ, prefer the most recent version.

• STC. Any work published in Great Britain or in the English language before 1641. (Usually found in the ESTC record). Example:

  510

  4

  ‡a STC (2nd ed.) ‡c [number]

600/650/651 (LC subject headings)
Do not add new subject headings. If none are present note and leave for cataloger.

600/650/651 (Local Yale subject headings)
Make the following local tracings as appropriate.
Delete any local tracings (2^nd indicator 4) that were not created by Yale.
For additional subject headings see the Beinecke Cataloging manual list of special tracings.

Provenance.
Make if a copy specific note (590) is made for ownership, autographs, presentation inscriptions, etc.
See College Pamphlets provenance for list of names that appear in volumes.

Examples:
692:14:Smith, Joe|xAutograph.
692:14:Smith, Jane|xOwnership.
692:14:Smith, Joe|xPresentation inscription from J. Smith.
692:14:Smith, Jane|xPresentation inscription to J. Smith.

692	1	4	‡a Smith, Joe ‡x Autograph.
692	1	4	‡a Smith, Jane ‡x Ownership.
692	1	4	‡a Smith, Joe ‡x Presentation inscription from J. Smith.
692	1	4	‡a Smith, Jane ‡x Presentation inscription to J. Smith.

Tract tracings.
Add the appropriate tract for each pamphlet. Do not make for serials, literary works, or pamphlets longer then 100 pages.

• Works about about Great Britain or published in Great Britain.

  690

  4

  ‡a Brit Tracts ‡y [date of publication]

• Works about the United States or published in the U.S.

  690

  4

  ‡a Amer Tracts ‡y [date of publication]

• Works about Europe or published in Europe.

  690

  4

  ‡a Euro Tracts ‡y [date of publication]

• Works about Latin America or in Latin America.

  690

  4

  ‡aLat Amer ‡y [date of publication]

Examples:

691

4

‡a[State]. [City]. [Date of publication].

691

4

‡a Massachusetts. Boston. 1785.

Connecticut imprint tracings.
Make for works published in Connecticut before 1851. Do not bracket Connecticut, city, printer or dates.

Examples:

691

4

‡aConnecticut. [City]. [Name of publisher/printer]. [Date of publication].

691

4

‡a Connecticut. New Haven. James Parker. 1755.

Genre headings.
Make the following genre headings if appropriate. Subdivide geographically by place of publication then chronologically by year of publication unless otherwise noted. All headings are followed at end by |2rbgenr unless otherwise noted.

Examples:

655

7

‡a Booksellers' advertisements ‡z England ‡z London ‡y 1725. ‡2 rbgenr

655

7

‡a Sermons ‡Massachusetts ‡z Boston ‡y 1788. ‡2 rbgenr

655

7

‡a Funeral sermons ‡z Connecticut ‡z New Haven ‡y 1755. ‡2 rbgenr

655

7

‡a Ordination sermons ‡z Massachusetts ‡z Boston ‡y 1747. ‡2 rbgenr

655

7

‡a Congressional addresses ‡y 1843. ‡2 rbgenr (Note this heading is subdivided only by date)

Marking item.
Mark the call number on the lower right corner of last page. If there is insufficient space then mark the call number horizontally.

Beinecke
Library
College
Pamphlets
[vol. number]
[item number]

Statistics.
Mark statistics as noted on the Excel spreadsheet.

• Orbis id. – Id of record completed.
• Copy – Record was imported from RLIN or derived from a microfilm record.
• Add – Copies were added to an Orbis record. Usually either to a record already in Orbis or if you have multiple College Pamphlet copies.
• Recon cleanup - RLA (upra) record for College Pamphlet copy. Record edited and corrected.
• Vols. – total number of vols. cataloged.

• ESTC, and Wing and send to RBT. Mark call number on printout.
• Records that need a heading made for NACO. Give to cataloger.
• For review and card pulling.

Cards from SML and BRBL.
Cards are no longer pulled from BRBL or SML card catalogs unless a problem occurs.

Physical processing.

Students or the catalog assistant will:

• Stamp each title.
• Erase the title on top of folder and mark call number in upper right corner of folder.
• Shelve upstairs in volume number order.

BEWARE of:
1) Multiple titles still bound together. Sometimes a mistake, sometimes done because of condition.
2) Pages left with either the preceding or following title. (e.g. ads., half-titles, charts)

Useful sources of information.

• College Pamphlet database.
• Table of contents and indexes to each volume broken up are in the interlevel of the West Wing.
• The two volume ms. compilation of the College Pamphlets in the lobby.

Beinecke Rare Book and Manuscript Library, Yale University
Contact: E.C. Schroeder <edwin.schroeder@yale.edu>
Last revised: 06/03/2002
URL: http://www.library.yale.edu/BeinCatM/appendix/cpworkflow.html