--> Cataloging --> Orbis Cataloging Manual: Mixed Materials Format -->
Variable Fields, 0xx-3xx


035 (System Control Number)
040 (Cataloging Source
041 (Language Codes)
043 (Geographic Area Code)
090 (Local Call Number)

035 (System Control Number)

REPEATABLE: yes

INDEXED: Keyword
Additional Staff Indexes: Original Orbis Bib Number

INDICATORS:

1st

none

2nd

none

SUBFIELDS:

|a System control number
|z Cancelled/invalid system control number
|9 Notis record key or search string for link from Finding Aid Database

NOTES:

For new records created in Voyager, and that have a finding aid in Webtext, enter a new 035 field with a search string for linking from Webtext to Voyager. The syntax for this string is: (YUL)ead.beinecke.[ead id]. The "ead id" is the name of the register file. Do not delete the Notis system record key, if present (see below), as this may still be useful for searching. For further information on linking from Webtext to Orbis, see Preparing XML Files for Webtext.

For records migrated from Notis, |9 contains the Notis system record key ("Original Orbis Bib Number"). This key was originally consisted of a three alphabetic character range followed by a four digit sequential number. During migration, "YL" was added at the end.

EXAMPLES:

035 b/b/ |9 FJP5927YL [migrated from Notis; do not delete]
035 b/b/ |9 (YUL)ead.beinecke.wkent
035 b/b/ |9 (YUL)ead.beinecke.prycejon

Records created in Voyager, exported to MARS, and returned by MARS have an 035 created by MARS and containing the Voyager bib id number. Do not delete these fields, or any other 035s created by bibliographic utilities, as these may be useful for searching.

In the past, 035s automatically added when deriving records (from RLIN or Orbis) were deleted (BRBL/RBC practice per RBC, 1994 Dec-2006 Dec).

In the past, this field was used to record the call number of an item subsumed into a larger group and reclassed as a result (these 035s have since been removed). Currently not used in favor of breaking down call numbers subsumed into a group in the 520 and listing them separately in the holdings field (see t=Thomas W. Streeter Collection of Texas Manuscripts). This change was made because in Notis, the 035 field was searchable only in staff mode.


040 (Cataloging Source)
Required

REPEATABLE: no

INDEXED: Keyword

INDICATORS: no

1st

none

2nd

none

SUBFIELDS:
|a Original cataloging agency
|c Transcribing agency
|d Modifying agency
|e Description conventions
STANDARD: |a, |c, and |e

NOTES:

No punctuation necessary at the end of the field.

|a, |c, and |d contain the agency's NUC code (BRBL=CtY-BR). Use |d in very unusual cases of recon.

|e contains a code for the descriptive standard used in creating the record. For collection-level records (Leader/Bibliographic Level=c) use dacs (Describing Archives: A Content Standard). For single items (Leader/Bibliographic Level=m) use appm (Hensen, Archives, Personal Papers, and Manuscripts). Prior to 2006 Dec, appm was used for both collections and single items.

EXAMPLES:

 

040 b/b/ |a CtY-BR |c CtY-BR |e appm
Single item

040 b/b/ |a CtY-BR |c CtY-BR |e dacs
Collection


041 (Language Codes)

REPEATABLE: no

INDEXED: Keyword

INDICATORS:

1st

0 Item is not a translation/does not include a translation
1 Item is or includes a translation

2nd

none

SUBFIELDS:
|a Languages of text
|h Language code of original and/or intermediate translations of text
STANDARD: Complete only if a collection or item contains more than one language, or if item is a translation.

NOTES:

See the USMARC Code List for Languages (also on the Cataloger's Desktop).

For collections, use only when there is significant material in two or more languages. Significance is defined by volume and/or research importance of the material. Are language skills required to use significant parts/items in the collection?

List each code in a separate subfield |a, in lower case, without punctuation. The first code must also appear in the Language fixed field. List subsequent codes in order of predominance in the collection.

The languages for the described materials are also recorded in natural language in field 546 if not otherwise apparent from title field.

The first indicator was formerly always blank; this changed to 0 or 1 in March 1996, with the implementation of Format Integration.

EXAMPLES:
041 0b/ |a eng |a fre |a spa |a ger |a ita |a hun
245 00 |a Memories of my youth, |f 1895-1915.
546 b/b/ |a Chiefly in English, French, and Spanish. Also includes some material in German, Italian, and Hungarian.

041 0b/ |a eng |h ger
245 10 |a Troubles of a bibliophile, or, Outpourings from the heart of a bookloving worldling : |b for Paul Hirsch on February 24, 1931 : [Leipzig?] / |c by Martin Breslauer ; translated by Ruth Frey Axe, |f [circa 1935].


043 (Geographic Area Code)

REPEATABLE: no

INDEXED: Keyword

INDICATORS:

1st

none

2nd

none

SUBFIELDS:
|a Geographic area code

NOTES:

See USMARC Code List for Geographic Areas (also on the Cataloger's Desktop).

Optionally use if geographic subject headings or topical subject heading with geographic subdivisions are present.

Not used for fiction and biography.

Be as specific as possible.

Each code is entered in a separate |a.

All seven characters and any hyphens are entered, including trailing hyphens.

EXAMPLE:

043 b/b/ |a np----- |a n-us-ca |a n-us-ri



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)
1XX Required

REPEATABLE: no

INDEXED: Keyword
Additional Public Indexes: Author
Additional Staff Indexes: Staff Name Headings or Staff Name/Title Headings


ORBIS PUBLIC DISPLAY CONSTANT: Author

PUNCTUATION: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield |2, |3, |4, or |5 a mark of punctuation precedes those subfields

INDICATORS:

1st

0 Forename
1 Single surname
3 Family name

2nd

none

SUBFIELDS:
|a Personal name
|b Numeration
|c Titles and other words associated with a name
|d Dates associated with a name
|e Relator term

|q Fuller form of name
NOTES:
The person responsible for the intellectual content goes into the 1XX. If it is an adaptation and has been changed significantly, then use the adapter in the 1XX.

Use the form of the heading found in Orbis if it is AACR2. If not, upgrade the heading to AACR2. If not established in Orbis/LC, heading must be established according to AACR2 standards.

Search in order, 1) Local Database and 2) LCDB (the LC authority file). Use the Yale card catalogs for informational purposes only.

"-Correspondence" is not appropriate as a subdivision, as it is considered redundant in archives records. It is used for printed collections of correspondence.

Put additional biographical information not included in the heading in the 545 field.

If the name is not already in Orbis, exercise the options in DACS of including dates and fuller form if known. Consult the LC Rule Interpretations (on the Cataloger's Desktop) for instructions on formatting incomplete dates.

A relator term can be abbreviated if commonly used, or written out if not, such as defendant-appellant. "Collector" is the term most commonly used -- we prefer to write it out rather than abbreviate it.

In the case of letters written by many correspondents to a single person, put the recipient in the 100 field. See example.

For guidance in using a family name as main entry when there is an authority record telling you to use a different family name, see Appendix Q: Family Names.

Only use flourishing dates when there is a need to distinguish people in the Local Database.

In establishing foreign names, follow AACR2 and the Chicago Manual of Style for capitalization of articles in personal names.

EXAMPLES:
100 1b/ |a Comfort, Aaron Ivins, |d 1827-1915.
100 1b/ |a Austin, Stephen F. |q (Stephen Fuller), |d 1793-1836.
100 2b/ |a Barbé-Marbois, François, |c marquis de, |d 1745-1837.
100 1b/ |a Morgan, John Pierpont, |d 1837-1913, |e collector.

110 (Main Entry - Corporate Name)

REPEATABLE: no

INDEXED: Keyword Additional Public Indexes: Author
Additional Staff Indexes: Staff Name Headings or Staff Name/Title Headings

ORBIS PUBLIC DISPLAY CONSTANT: Author

PUNCTUATION: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield |2, |3, |4, or |5 a mark of punctuation precedes those subfields

INDICATORS:

1st

0 Inverted name
1 Jurisdiction name
2 Name in direct order

2nd

none

SUBFIELDS:
|a Corporate name or jurisdiction name as entry element
|b Subordinate unit
|e Relator term
NOTES:
Use the form of the heading found in Orbis if it is AACR2. If not, upgrade the heading to AACR2. If not established in Orbis/LC, heading must be established according to AACR2 standards.

Search in order, 1) Local Database and 2) LCDB (the LC authority file). Use the Yale card catalogs for informational purposes only.

Put additional background historical information about the agency in 545.

For 110s that are businesses that are not in the Local Database or LCDB, add the city and state in which the business is located in parentheses.

EXAMPLES:
110 2b/ |a Hudson's Bay Company.
110 1b/ |a California. |b Governor (1975-1983 : Brown)
110 2b/ |a Beinecke Rare Book and Manuscript Library.
110 2b/ |a Yale University. |b Library.

111 (Main Entry - Meeting Name)

REPEATABLE: no

INDEXED: Keyword Additional Public Indexes: Author
Additional Staff Indexes: Staff Name Headings or Staff Name/Title Headings

ORBIS PUBLIC DISPLAY CONSTANT: Author

PUNCTUATION: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield |2, |3, |4, or |5 a mark of punctuation precedes those subfields

INDICATORS:

1st

0 Inverted name
1 Jurisdiction name
2 Name in direct order

2nd

none

SUBFIELDS:
|a Meeting name or jurisdiction name as entry element
|c Location of meeting
|d Date of meeting
|e Subordinate unit
NOTES:
Use the form of the heading found in Orbis if it is AACR2. If not, upgrade the heading to AACR2. If not established in Orbis/LC, heading must be established according to AACR2 standards.

Search in order, 1) Local Database and 2) LCDB (the LC authority file). Use the Yale card catalogs for informational purposes only.

EXAMPLE:
111 2b/ |a Panama-Pacific International Exposition |d (1915 : |c San Francisco, Calif.)

130 (Main Entry - Uniform Title)

REPEATABLE: no

INDEXED: Keyword
Additional Public Indexes:
Title, Uniform Title as Main Entry
Additional Staff Indexes: Staff Name, Title, or Name/Title Headings

ORBIS PUBLIC DISPLAY CONSTANT: Uniform Title

PUNCTUATION: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield |2, |3, |4, or |5 a mark of punctuation precedes those subfields

INDICATORS:

1st

0-9 Number of nonfiling characters present

2nd

none

SUBFIELDS:
|a Uniform title
|d Date of treaty signing
|f Date of a work
|l Language of a work
|t Title of a work
NOTES:
Used for titles such as the Bible that don't have a specified author and are known to have been created under variant 245s.

Use the form of the heading found in Orbis if it is AACR2. If not, upgrade the heading to AACR2. If not established in Orbis/LC, heading must be established according to AACR2 standards.

Search in order, 1) Local Database and 2) LCDB (the LC authority file). Use the Yale card catalogs for informational purposes only.

EXAMPLES:
130 0b/ |a Bible.
245 14 |a The hieroglyphick Bible, or, Selected passages in the Old and New Testaments.
130 0b/ |a Beowulf.
245 10 |a Beowulf; |c translated out of the old English by Chauncey Brewster Tinker, M. A.


240 (Uniform Title)
245 (Title Statement)
246 (Varying Form of Title)
250 (Edition Statement)

240 (Uniform Title)

REPEATABLE: no

INDEXED: Keyword


ORBIS PUBLIC DISPLAY CONSTANT: Title
Additional Public Indexes: Title, Author Sorted by Title
Additional Staff Indexes: Title

PUNCTUATION: Doesn't end with a mark of punctuation unless the last word in the field is an abbreviation, initial, etc.

INDICATORS:

1st

0 Not printed or displayed
1 Printed or displayed

2nd

0-9 Number of nonfiling characters present

SUBFIELDS:
|a Uniform title
|f Date of a work
|l Language of a work
NOTES:
Contains the uniform title for a work that has a 1XX (for those that do not have a 1XX, a 130 is used). A uniform title is used when a work has appeared under varying titles, necessitating a choice for the 245.

When a manuscript has been printed under another title, trace that title in the 240, and mention it in a 520 or 500 note.

EXAMPLES:
240 10 |a War and peace. |l French
245 13 |a La guerre et la paix.
In OPAC:
Author: Olmsted, Francis Allyn, 1819-1844.
Title: Incidents of a whaling voyage. Journal of a voyage around Cape Horn, 1839-1841.
Physical Description: 2 v.
Same record in MARC:
040 b/b/ |a CtY-BR |c CtY-BR |e appm
100 1b/ |a Olmsted, Francis Allyn, |d 1819-1844.
240 10 |a Incidents of a whaling voyage
245 10 |a Journal of a voyage around Cape Horn, |f 1839-1841.
300/1 b/b/ |a 2 |f v.

245 (Title Statement)
Required

REPEATABLE: no

INDEXED: Keyword
Additional Public Indexes: Title, Author Sorted by Title
Additional Staff Indexes: Title

ORBIS PUBLIC DISPLAY CONSTANT: Title

PUNCTUATION: Ends with a period, even when another mark of punctuation or closing parenthesis is present unless the last word in the field is an abbreviation, initial, etc.

INDICATORS:

1st

0 No title added entry
1 Title added entry

2nd

0-9 Number of nonfiling characters present

SUBFIELDS:
|a Title
|b Remainder of title
|c Remainder of title page transcription/statement of responsibility
|f Inclusive dates
|g Bulk dates
Instructions follow for collections, single textual manuscripts (codex manuscripts), other single manuscripts, and single letters.
    Go to:
        General 245 notes
        Title Statements for Collections
        Title Statements for Single Textual Manuscripts
        Title Statements for Other Single Manuscripts (Except Letters)
        Title Statements for Single Letters (and Related Description Issues)
        Additional Notes on Formulating Collection Titles and Related Description Issues
        On Constructing Titles for Small Collections of Personal Papers
        Additional  Notes on Statements of Responsibility for Single Items



General 245 notes:

For collection-level records, devise a title using rules in DACS. For single items, transcribe a title using rules in Hensen, Archives, Personal Papers, and Manuscripts (APPM). Prior to 2006 Dec, APPM was used for both collections and single items.

For dates: Abbreviate months, using three-character abbreviations, with no period (Brbl local decision). Do no abbreviate "circa". If the item has an incorrect date, put the correct date (in [ ]) in subfield |f and in 008 Date 1 and Date 2, and note the incorrect date in a 500 note.

No author: If a 1XX is not used, set the first indicator in the 245 to 0.

Spelling errors: When transcribing a title with a spelling mistake, supply the complete correctly-spelled word in square brackets. This makes the title searchable in Orbis. We will usually then make a note in a 5XX to explain what we have done.

Example:
245 10 |a [Journal] of a voyage to Alaska.
500 b/b/ |a Title reads "Jounal of a voyage to Alaska."
Transcripts: If item includes transcripts, don't include mention in title, mention in a 500, e.g. 500 b/b/ Includes transcript.

Minor associated material (i.e. material not explicitly or implicitly included in the 245 statement) should be noted in the 520.

Main Entry in titles: Repeat the main entry (1XX) as the first element in the |a for collections; do not repeat it in title statements of single ms. unless it is part of a transcribed title.

Initials in personal names: Provide a space between initials in personal names, just as you do for the established heading.


TITLE STATEMENTS FOR COLLECTIONS

Use as required (in bold) or as needed, and in this order, |a, |f and |g

Collection names, though supplied, are derived from authorized sources of information (DACS 2.3.1), so you don't need to enclose data in [ ]. Do not enclose supplied or corrected dates in brackets, unless these are part of transcription.

Title Proper (|a)

For constructing the |a, follow DACS plus Additional Notes on Formulating Collection Titles.

Repeat the main entry as the first element of the Title Proper (|a) (see DACS 2.3.4).

100 1b/ |a Allen, John.
245 10 |a John Allen papers.

NOTE: In the 245, only the first word in the title statement and proper names are capitalized; in the 524 citation, however, all significant words are capitalized (e.g. John Allen papers in 245; but John Allen Papers in 524). An exception to this rule in the 524 is for foreign languages that don't capitalize first letters of titles. See the 524 field for more on this.

If the main entry is a jurisdiction name, do not include periods between name elements, and use judgement in arranging elements in an order that makes sense in the title.

110 1b/ |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 Aug-Oct.

As a rule, don't use the word "Miscellaneous" as the first word in the title. Put a person's name or other topical term of greatest importance first, and then the word "miscellany." One could also use "[noun] miscellany."
245 00 |a Oregon pioneer miscellany.
If the established name includes a title of nobility or honor ("Sir"), it is left to the cataloger's discretion as to whether it is used or not. We are not bound to the use of |c, and there are times when a person, such as Rebecca West, is not known primarily by her title.

Dates (|f)

Always provide |f inclusive dates (DACS 2.4.7); supply bulk dates |g as appropriate, in accordance with the option in DACS 2.4.10.

|f 1904-1987 |g (bulk 1970-1980)

NOTE: No intervening punctuation before the |g.

Note, too, that unlike our finding aid practice, catalog records require the full form of the date; do not condense them by century (i.e. 1940-1945, not 1940-45). Abbreviate months as in finding aid box listings (local Brbl Ms Unit decision).

If the dates fall all within a single year and unbroken sequence of months, use year and months (e.g. |f 1856 Jan-Mar), but only where explicit dates within the year are present on all the documents, as in a series of clearly dated letters. Otherwise, just give the year, but be sure to code the 008 data correctly.

Publication Status i
Date 1 yyyy Date 2 yyyy (same year appears in each Date field)

TITLE STATEMENTS FOR SINGLE TEXTUAL MANUSCRIPTS (i.e. Codex Manuscripts)

See guidelines established by Suzanne Rutter (still pending). Use for pre-1600 texts and for non-Western post-1600 texts.
 


TITLE STATEMENTS FOR OTHER SINGLE MANUSCRIPTS (EXCEPT LETTERS)

Use, as required (in bold) or needed, and in this order:

Required: |a, |b, |f, |g, |c
Title Proper (|a) and Other Title Information (|b)

Whenever possible, transcribe any formal title from the item as the title proper (|a), drawing on "chief sources of information" as outlined in Hensen (1.1B1).

Provide other title information (|b) as described in Hensen (1.1E1) to record additional information such as:

- place of writing
- place of delivery (of a speech or lecture or sermon) - secondary titles found on the item itself
- occasion for the document's creation
- name(s) of person(s) also associated with the document (such as a will, deed, mortgage, lease, etc.)
- further descriptive word or phrase beyond the "form" used as |a that might help to clarify the nature of the materials (Note: this type of additional info, when cataloging a collection, is treated as part of the |a, not |b; don't let that "inconsistency" confuse you.)
If you are able to transcribe only portions of the title statement (|a and |b texts), enclose data derived from sources other than the manuscript itself in [ ] (per Hensen 1.0C), to distinguish data transcribed from the original from data supplied from sources other than the manuscript in hand.
245 10 |a Poems for the night : |b [London?], |f 1854 [Jan] 5.
If you cannot transcribe a formal title from the original to serve as the |a, nor supply one from reference sources, assign a title following Hensen 1.1B2 and 1.1B4. Use a descriptive modifying term or phrase when the material has a very particular focus of interest, but word it as best you can to avoid creating the appearance of a formal title (e.g. use "overland diary" instead of "diary of an overland journey to California.")

When assigning a title, do not repeat the main entry as the first element of Title Proper (|a). When transcribing a title, use judgment to determine if a name appearing in an apparent "title page" or "heading" text on the manuscript itself is appropriate as part of the |a. In most cases, it should not be treated as such, but rather as the text of the |c.

Note, too, that the form information used in the place of a transcribed title is subfielded as |a; additional descriptive information is treated as |b Other Title Information.

100 1b/ |a Washington, George.
245 10 |a Account book : |b for Mt. Vernon, |f 1754.
For untitled speeches, sermons, etc.:

Supply a title consisting of an appropriate form (speech, address, etc.) followed by the place and/or occasion of the delivery, ending with the date, e.g.

245 10 |a Lecture : |b Royal College of Medicine, London, |f 1856 May 15.
Description of the subject content is treated in the 520, e.g.
245 10 |a Lecture : |b Royal College of Medicine, London, |f 1856 May 15.
520 b/b/ |a Holograph manuscript of a lecture on the merits of medical research carried out in a hospital environment.
For legal documents (wills, deeds, mortgages, leases, warrants etc.):

Supply a title consisting of a word or brief phrase characterizing the document, the name(s) of the other person(s) concerned besides the individual cited in the main entry, and the occasion for the document if it can be expressed concisely, ending with the date of signing, e.g.

245 10 |a Commission : |b appointing J.E. Bradshaw to command the Peshawar Battalion, |f [circa 1851 Apr 9].
Spine or cover titles:

If a title page or similar title statement is lacking, use a spine or cover title as the |a only if it pertains to the manuscript itself. When using a spine or cover title as the 245 |a, note the source of the title in a 500 note. Otherwise, simply supply a title statement (as described above). Sometimes a spine or cover title is meaningless, as in the case of a commercially produced ledger (spine title = ledger) used as a scrapbook.

245 10 |a Diary of a trip to California, |f 1925 May-Jun.
500 b/b/ |a Title from cover.

245 10 |a Account book, |f 1868-72.
500 b/b/ |a Title from spine.

If substantive cover or spine titles appear in addition to a title page title, record the former in a general 500 note (e.g. Spine title: XXXX). If there is reason to think that someone might search for the item by the spine title, trace it as a title added entry (740).

Printed documents completed in manuscript:

Create a title as per legal documents and give "form" information in the 520, using the phrase "Printed document completed in manuscript."

If form imprint information appears on the document, put information on printer and place and date of printing, if it's to be recorded, in a 520 or 500 note; trace the printer as a 610, if that's desirable.

In some cases, printed forms (including illustrated letterheads) will also be separately cataloged as a printed work. In fact, it might only get cataloging as a printed item, with notes added to that record concerning the manuscript annotations.

Statement of Responsibility (|c)

In general, we follow Hensen (1.1F).

If an explicit Statement of Responsibility appears on the original (something along the lines of "by John Doe"), record this information in the |c, after any |b data and |f dates.

100 1b/ |a Wright, Richard.
245 10 |a Black boy / |c by R. Wright.
Except in the case of signers of legal documents (and letters, which are treated in a separate section, if a signature appears on the item, either on the "title page" or at the end, and it has every appearance of being intended as a mark of authorship, and there is every reason to believe the individual authored the text, transcribe the information as found as a statement of responsibility. Do not, however, precede the statement with a supplied [by]; that's implied by the / and |c.
100 1b/ |a Wright, Richard.
245 10 |a Black boy / |c R. W.

NOT 245 10 |a Black boy / |c [by] R. W.

If in doubt, do not treat data as a statement of responsibility; simply note the appearance of the name, statement or signature on the document in a 500 note (or possibly in the 520; it will depend on the context).

Names of authors which clearly form part of a formal title should be treated as part of the title and transcribed in the |a. Do not repeat them in the |c unless they actually are repeated in a similar fashion on the item itself.

100 1b/ |a Cather, Willa.
245 10 |a Willa Cather : |b an American author, |f 1935 Jun 3 / |c Willa Cather.
Signers of Legal Documents

Signers of legal documents are not recorded in the |c Statement of Responsibility. Instead, if their names are not already apparent from the main entry and/or the rest of the title statement, record the name(s) in the 520 note, (e.g. "Document signed by Z, Y and X" or "Signers include X, Y and Z" or "Also signed by Joe Blow"). Additional signers are put in the 600 field, not the 700.

Form (|k)

We have decided not to use, as it makes unwieldy titles and can be handled in the 520. Therefore: information about form of material being cataloged is recorded in the 520 field, as the first statement in the field. Record expanded detail (e.g. carbon; revised; annotated) there.

Don't do:

245 10 |a Four years at Yale : |k diaries, |f 1903-1907.

Instead do:

245 10 |a Four years at Yale, |f 1903-1907.
520 b/b/ |a Diaries of a student at Yale from 1903-1907.

Dates (|f)

Apply as in Hensen 1.1B5 . If no date appears on the item supply a date or estimated date and enclose in square brackets. If dating on the materials is known to be in error supply correct dates in square brackets. (Hensen 1.1B2 and 1.1B5).

Avoid using "undated" (no date given); it will be a rare case that we cannot even guess the century and we prefer to supply some sort of date than leave it out entirely. If you feel a clarifying note is appropriate, incorporate it into the 520 or, perhaps, as a separate 500.

Punctuate questionable and supplied date information as specified in Hensen 1.1B5, and follow appropriate coding for the Publication Status, Date 1 and Date 2 of the fixed fields.

When there is a date at the end of the title which is not the actual date for the item, make a note in the 500 field about the real title and leave off in the 245. Otherwise in the public mode you get a title with a date followed by a comma and then the real dates, which only causes confusion. An example:

245 10 |a Journal of a voyage around Cape Horn, |f 1839 Oct 11-1841 Feb 3.
500 b/b/ |a Title reads "Journal of a Voyage around Cape Horn, 1840."

TITLE STATEMENTS FOR SINGLE LETTERS (AND RELATED DESCRIPTION ISSUES)

Use as required (in bold) or needed, and in this order |a, |b and |f. Do not use |c.

Record information readily available to you in the following standard pattern. Bracket supplied information that is not present in any form on the item. Do not bracket standardized forms of names, place names, or dates.

245 10 |a Letter : |b place of writing, to addressee, place written to, |f year month day.

Use only cities and countries in |b, not a house name appearing on printed letterhead (since we cannot really verify that the letter was written in the house as opposed to simply on house stationery.) We'll include the house name, however, if the correspondent has written it at the top of the letter as part of the heading. If a house name or other aspects of a printed letterhead is considered important, make a note in a 500 field. See also the example of the Titanic letterhead below.

EXAMPLES

100 1b/ |a Allen, John Q.
245 10 |a Letter : |b London, to George Gissing, Oxford, |f 1868 Jan 3.
300 b/b/ |a 1 |f item (4 p.) ; |c 24 cm.
520 b/b/ |a Autgraph letter, signed, describing a dinner party he attended at Windsor Palace.

Supply the full name of the addressee, if known, without brackets. Otherwise, use whatever form is present in the material being cataloged (e.g. Letter : |b London, to Madame C., |f 1856 Jan 1.

Omit any |q ( ) name elements when recording the name of a recipient.

245 10 |a Letter : |b London, to George Gissing, Oxford, |f 1868 Jan 3.
300 b/b/ |a 1 |f item (8 p.) ; |c 24 cm.
520 b/b/ |a Autograph letter, signed, describing a house party Allen attended at Windsor Palace, enclosing a copy of the dinner menu for Jan 1, 1868. With cover.
500 b/b/ |a On palace stationery.

Notes about stationery or similar physical features should be recorded in a 500 note. We don't note mourning stationery, though in special cases some mention might be appropriate.

500 b/b/ |a On letterhead of H.M.S. Titanic.
Information on the presence of envelopes, enclosures and other accompanying material should be recorded in the 520.

Chief Source of Information

Includes (in order of preference) the letter itself, then any accompanying envelope, other address information, and enclosures.

Enclose data derived from sources other than the Chief Source of Information in [ ] (per Hensen 1.0C).

100 1b/ |a Allen, John Q.
245 10 |a Letter : |b [London], to his wife, |f 1893 Jul 4.
Dates

Remember, dates from postmarks or annotations don't necessarily correspond to the date a letter was written. At times, envelopes do not even correspond to the letter(s) they accompany, a fact which might not always be readily apparent. So, if you are relying exclusively on a date from a postmark or annotation, enclose the date in [ ] and qualify it with a "?" (e.g. |f [1945 Jan 2?]. If it seems particularly important to note the source of the date, make an additional 500 note (e.g. 500 b/b/ Date derived from postmark.) If the letter has some date information on it, and you are merely enhancing that information, enclose only the supplied data in [ ].

100 1b/ |a Allen, John Q.
245 10 |a Letter : |b London, to Victor Hugo, Paris |f 1850 [Jul 14?].

OR

100 1b/ |a Allen, John Q.
245 10 |a Letter : |b London, to Victor Hugo, Paris |f 1893 [Jul?] 4.

Often letters will give a day (e.g. Monday) and the date (4th), and omit the month, and sometimes even the year. When this happens, use the letter and covers to supply (in [ ]) whatever components of the year, month and day (date) information you can, and ignore mention of the day of the week unless that's all the dating information you have. If that's the case, supply a "best guess" year in the |f field, make a note (500) that the letter is undated except for the notation of day of the week, and provide an explanation of how the year was arrived at, hopefully through some reference to internal evidence.

Form information

As noted above, descriptions such as autograph letter, signed, or typed letter, signed, etc. should be recorded in the 520 note, preceding any contents description. See list in Hensen (under 1.1B4) for standard abbreviations. Do not abbreviate references to postcards (e.g. APcS); spell that out, both in the 245 |a and in the 520. Form information need not stand alone. If possible, work it into an opening phrase (e.g. Autograph letter, signed, concerning plans for a European tour.)

Statement of Responsibility

Authorship is assumed from the main entry. If, however, the form of the signature on the letter is unusual and its relationship to the author of the letter is not reasonably apparent, explain the relationship in the 520 note.

Other notes

Biographical details explaining relationships should be recorded in the 520 (or 545 if the notes are more lengthy and complex), not worked into the title statement, except in the case of letters between one or more unidentified persons. If all you can supply in the title field is a phrase like "letter to/from his wife," then use the biographical information in the 245.

245 10 |a Letter : |b New York, to his wife, |f 1924 Nov 24.
Notes on name tracings for correspondence

Recipients should be traced as a 6XX (subject), not as 7XX (secondary authors). If, however, the correspondence is between two people, make added entries for those persons named in the title. Generally, those who are traced as 7XX and 6XX are those whose contribution is significant; minor notes added to a letter by another do not warrant 7XX treatment. Letters written by one person on his/her behalf in conjunction with a second individual, should be treated as though authored by the writer; mention of other's "contributions" should be made in the 520, if this seems important. Usually it isn't.


ADDITIONAL NOTES ON FORMULATING COLLECTION TITLES, AND RELATED DESCRIPTIVE ISSUES

The following notes supplement guidelines in DACS 2.3.

Collector's collections

100 1b/ |a Allen, Germaine H., |e collector.
245 10 |a Germaine H. Allen collection of Civil War autographs, |f 1861-1864.

100 1b/ |a Regan, Matthew, |e collector
245 10 |a Matthew Regan and Elizabeth Peters collection of Sherwood Anderson, |f 1900-1920.
700 1b/ |a Peters, Elizabeth, |e collector.

When creating a title, combine the name(s) of collector(s) and individual or type of material collected in clear, natural language. Do not use shorthand versions of the name (e.g. Purdy-Hardy Collection), however common such a name might be in popular BRBL usage. Note, too, use of |e collector as a relator term. Do NOT supply an opening "the." Sometimes, however, it is an essential element and must be "transcribed" because of historical circumstances (e.g. a collection always known as such, and probably cited as such, as in the Purdy example below).

100 1b/ |a Purdy, Richard L., |e collector.
245 14 |a The Richard L. Purdy collection of Thomas Hardy.
Special donor agreements can dictate the form of name of a collection which is not consistent with the formula described above.

Joint collections (2 parties)

100 1b/ |a Novick, Frank.
245 10 |a Frank Novick-Sholem Asch papers concerning press controversy over The Nazarene, |f circa 1940.
700 1b/ |a Asch, Sholem.

Select order of names based on provenance of material. If that cannot be determined, base decision (in the following order) on:

1. Volume or significance of the documentation in the collection relative to the individuals named;

2. Perceived "importance" of individuals to BRBL collections;

3. List in alphabetical order by last name.

Note punctuation between the two names. The presence of the two name tracings (1XX and 7XX) will clarify any possible confusion about hyphenated names. In addition, the 520 and 545 should provide content and background information on the collection sufficient to explain the relationship of the individuals to the material and to each other.

Whenever possible, append a modifying descriptive phrase (e.g. "papers concerning ....") to avoid the vagueness of "papers" and more clearly define the scope of the material, but do so only if it's clear that for the most part the collection relates to a particular event or theme. See also the following section On Constructing Titles for Small Collections of Personal Papers

Letters to a recipient from one correspondent

When a collection consists of letters written by one correspondent to one person, the author of the letters is put in the 100 and the 245 mentions the recipient:

100 1b/ |a Wilbur, George W.
245 10 |a George W. Wilbur letters to Ellen Rice Wilbur, |f 1882-1883.
 

Letters to a recipient from more than one correspondent

When a collection consists of letters to a single recipient from more than one correspondent, put the recipient (i.e. the provenance) in the 100:

100 1b/ |a McKenna, Stephen.
245 10 |a Letters to Stephen McKenna, |f 1917-1939.

Don't use |e collector, as he is not the collector but the provenance of the letters. The 245 will make clear why his name is appearing in the 100.

Artificial (or "intentionally-assembled") collections

As per DACS (2.3.18) use the term "collection" only for truly artificial groupings of material about or by someone, or otherwise collected or grouped artificially around a topic (American Revolution) or genre (European travel diaries).


ON CONSTRUCTING TITLES FOR SMALL COLLECTIONS OF PERSONAL PAPERS

As with larger collections, repeat the Main Entry as the first element in the title.

Example:
100 Allen, John Q.
245 John Q. Allen letters to Jane Doe.
524 John Q. Allen Letters to Jane Doe.
In dealing with small collections of personal papers, specify up to two specific forms as part of the |a title statement (DACS 2.3.19) if the volume or principal research significance of the collection lies entirely or overwhelmingly with one or two forms present in the collection.

To bring out an integral relationship between materials, use phrasing like "[form] and [form] related to XXX" or "[form] and papers from/related to ..." The "significance" of the materials may or may not be equal, a point which should be clarified in the 520.

100 1b/ |a Allen, John Q.
245 10 |a John Q. Allen diaries and scrapbooks relating to the New York theater, |f 1890-1891.
300 b/b/ |a 1 |f linear feet (2 boxes)
520 b/b/ |a Daily diaries (10 v.) with extensive entries of activities, including commentary on people in theatrical circles and plays seen. Scrapbooks (2 v.) contain photographs, theater programs, ticket stubs, postcards and other printed ephemera.

1001b/ |a Allen, John Q.
245 10 |a John Q. Allen letters and papers from his European tour, |f 1890-1891.
300 b/b/ |a .5 |f linear feet (1 box)
520 b/b/ |a Chiefly letters from family and friends, and retained copies of his outgoing letters, plus photographs, theater programs, tickets stubs, postcards and other printed ephemera.

For the above example, the record could read "Papers from his European tour," but this construction emphasizes that the letters are the material of primary interest and make up the bulk of the collection.

When describing a collection of mixed formats of less integrally related material in which one form really stands out, use a simpler phrasing, "[form] and papers."

100 1b/ |a Allen, John Q.
245 10 |a John Q. Allen diaries and papers, |f 1912-1987.
300 b/b/ |a 1.5 |f linear feet (3 boxes)
520 b/b/ |a 14 volumes of diaries dated 1935-1945. Additional papers include clippings, notes, photographs, and other personal and professional memorabilia from his childhood and later life.
555 0b/ |a Accompanied by a container list (in box 1).
If two forms really stand out, but again, there is no particular relationship between them other than the fact of provenance, specify both forms in the 245; use an appropriately worded 520 to alert researchers to the presence of less significant materials in the collection.
100 1b/ |a Jones, Peter R.
245 10 |a Peter R. Jones correspondence and diaries, |f 1856-1907.
300 b/b/ |a 1 |f linear feet (2 boxes)
520 b/b/ |a Weekly correspondence with family members from the period 1856-1902, and 25 diaries dated 1890-1914. The collection also includes a few early family photographs and theater programs.
Attention also can be drawn to lesser materials (e.g. photos and theater programs), if appropriate, through the judicious use of genre and subject tracings.

ADDITIONAL NOTES ON STATEMENTS OF RESPONSIBILITY FOR SINGLE ITEMS

A key concept in identifying Statements of Responsibility for single manuscripts is transcription of data from the original. Hensen and AACR2 Chapter 1 are very explicit on this point (see also the Glossary in AACR2). In spite of this, AACR2 Chapter 4 (4.1F3) offers the option to supply statements if known but not present on the item being cataloged, and to enhance or complete partial information that is present. Even so, Hensen specifically excludes for transcription purposes both signatures on letters and in documents. Adding to the confusion, Hensen refers to "an explicit Statement of Responsibility" and AACR2 says you are to evaluate "bibliographic significance" when deciding on questionable cases of information which might or might not be treated as a Statement of Responsibility, but neither Hensen nor AACR2 really provides useful examples to illustrate quite what they mean. As a result, local practices vary.

When a title page or unmistakable title and author statement appears on the item, this isn't a problem. But not everything has a title page, yet clearly many things have signatures which were intended by the creator as a statement of authorship of some sort, and there is always some merit in attempting to accurately describe the artifact in hand, not just the overall content. To this end, we will compromise in the spirit of transcribing information when it exists, under certain circumstances, as follows:

- We will treat signatures on textual manuscripts (i.e. excluding letters and legal documents) as |c. It seems reasonable to consider such signatures as conscious marks of authorship worth noting.

- We will not treat signatures in letters and legal documents as |c.

- We will not supply a |c where we don't find just cause on a textual manuscript itself in the form of some sort of annotation (initials, complete or partial signatures), or a phrase explicitly stating "by".

- The mere presence of a name on a document should not be construed to be a statement of responsibility;

- Nor should the fact that we know the document is attributable to someone translate itself into a |c.

- If we feel the need to clarify the choice of the main entry or the presence or absence of text in a |c, we will do so in an appropriately worded 520 note.


TAG: 246 (Varying Form of Title)

REPEATABLE: yes

INDEXED: Keyword
Additional Public Indexes: Title
Additional Staff Indexes: Title

ORBIS PUBLIC DISPLAY CONSTANT: Variant and Related Titles

PUNCTUATION: Doesn't end with a mark of punctuation unless the last word in the field is an abbreviation, initial, etc.

INDICATORS:

1st

3 No note, added entry

2nd

b/ No type specified

SUBFIELDS:
|a Title proper/short title
|i Display text

NOTES:

Use to give access to a former title of the collection. Enter the title in |a, preceded by explanatory text in |i. Do not use for a title of a work found within a collection; use 740 instead.

EXAMPLES:

245 10 |a Jane Smith papers, |f 1920-2000.
246 3b/ |i Collection formerly titled |a Jane Smith collection.


250 (Edition Statement)

REPEATABLE: no

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Edition

INDICATORS:

1st

none

2nd

none

SUBFIELDS:
|a Edition statement
|b Remainder of edition statement
NOTES:
Used to record statements relating to versions of manuscript works existing in two or more versions or states in single or multiple copies (e.g. different manuscript drafts of a film script).

This is rarely used by BRBL Ms Unit except for textual ms/pre-1600 or non-Western manuscripts. Consult the Cataloging Coordinator.



300 (Physical Description)
351 (Organization and Arrangement)

300 (Physical Description)
Required

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Description

PUNCTUATION: Ends with a period unless another mark of punctuation or closing parenthesis is present.

INDICATORS:

1st

none

2nd

none

SUBFIELDS:
|a Extent
|b Other physical details
|c Dimensions
|e Accompanying material
|f Type of unit
|g Size of unit
|3 Materials specified
STANDARD:

The numeric data (linear footage, items, pages, leaves, volumes) is put in |a. Abbreviate "centimeters" as "cm." Do not abbreviate "linear feet" or "circa".

Type of unit and additional information in |f (v., box, items)

Height of a single item (Bibliographic Level in Leader = m) is required; put in |c.

NOTES:
The 245 and the 300 should "match." If the 245 describes a single item, so too should the 300. See 520 and 500 notes re: description of accompanying materials not covered explicitly or implicitly by the 245.

When a letter is inlaid on a sheet and it is not likely to be removed, measure the letter and then say inlaid on sheet # x # cm.

Do not paginate multiple (i.e. 2 or more) items in the 300. See 520 for notes on incorporating item-specific pagination for items in collections in the 520, when appropriate.

Page counts are provided for single items cataloged separately.

If additional information on |b or |e is needed, put in 500 note as part of description of those features

Do not include transcripts in your count. Mention them in a 500 note, e.g.,

500 b/b/ |a Includes transcript.
Basically applied as in DACS for collections, or as in APPM for single items; additional local practice specifics noted below:
1) Collections:
Count in terms of linear feet followed by box count. Remember that our Hollinger boxes are counted as 0.42 linear feet, and our half boxes are 0.21. For formulating the numbers, we put in the decimal. So follow the following formula
9.0
0.50
0.75

Example:

300 b/b/ |a 3.75 |f linear feet (10 boxes)

2) Single items:
Count in terms of item (loose) or volume (bound), followed by page count, followed by size, as specified below. Use |b and |e as needed.

To paginate, count only those pages which have writing on them; if the frequency of blank pages seems significant, note it in a 500 note. Unnumbered pages are placed in brackets, and two separate runs of numbered pages are formulated as #,#. Can use circa # if there are a great many unnumbered pages and you don't wish to count them.

For maps, count the number of sheets an item has. If there is more than one map, count the number of items and put the number of sheets present in the 520.

If the length is greater than height, or if the height is twice as great as the length, put in both measurements.

Examples:

300 b/b/ |a 1 |f v. (32 p.) : |b ill. ; |c 28 cm.
300 b/b/ |a 1 |f v. (circa 120 p.) : |b ill. ; |c 34 cm. + |e 1 map. 300 b/b/ |a 1 |f item ; |c 36 x 49 cm.
300 b/b/ |a 1 |f item (2 sheets)
300 b/b/ |a 2 |f items.
300 b/b/ |a 1 |f v. (45 p.) ; |c 28 x 40 cm.
300 b/b/ |a 1 |f v. (50 p.) ; |c 40 x 12 cm.
300 b/b/ |a 1 |f item (4 p.) ; |c 33 cm., inlaid on sheet, 39 cm.

3) Single items in the broadside cabinets:
Always give full size (h x w). For several items housed in the broadside cabinet, give the largest h x w, and follow with the text "and smaller."
4) Collections which include items in gaylords or rolls or the broadside cabinets:
Do not attempt to include these in the linear footage count. Add + broadside folder (or  portfolio) after the parentheses in subfield f:
            300 b/b/ |a 0.21 |f linear feet (1 box) + 1 portfolio.
            300 b/b/ |a 3.20 |f linear feet (8 boxes) + 2 broadside folders.

If you have many items in the broadside cabinet, you may include them in your linear footage count, and thus include them in the parentheses:

            300 b/b/ |a 49.6 |f linear feet (52 boxes, 12 rolled maps, 74 broadside folders)

5) Folded items:

We rarely keep material folded, but if we do, follow APPM by giving measurements for the full size of the item, followed by the "folded to" dimensions, e.g. 198 x 486 cm. folded to 20 x 56 cm. Do this only if really remains folded (not with conservation work pending).

Example:

300 b/b/ |a 1 |f item ; |c ; 35 x 66 cm. folded to 10 x 19 cm.

6) Rolled items:
Measure h x w with (rolled) after it. i.e.: 24 x 138 cm. (rolled)

Example:

300 b/b/ |a 1 |f item ; |c 35 x 320 cm. (rolled)

7) Material in slip cases:
For single items retained in slip cases or other portfolios, describe the manuscript(s), not the case, and (per APPM examples) note "in a case." For unbound materials, this will be rare; we generally remove material from cases for conservation reasons and rarely retain the case. Cases for bound volumes are more frequently retained. If loose or bound material is removed from a case and the case is retained, house it with the manuscript(s) and describe it in a 500 as accompanying material.

Example:

300 b/b/ |a 1 |f v. (in a case) ; |c 35 cm.
500 b/b/ |a Presentation case inscribed on inside cover to Fanny Stevenson.

300 b/b/ |a 1 |f item (27 p.) ; |c 35 cm.
500 b/b/ |a Includes presentation case designed by Riviere.

300 b/b/ |a 1 |f item (70 p. in case) ; |c 20 x 24 cm.


351 (Organization And Arrangement)

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Organization

PUNCTUATION: Ends with a period.

INDICATORS:

1st

none

2nd

none

SUBFIELDS:
|a Organization
|b Arrangement
|3 Materials specified
STANDARD:
In collections with multiple series BRBL Ms Unit usually doesn't use the |b.

If series are used, put them in |a. Dates of series (though not normally thought of as part of series title) should also be included. If there are no series, but a simple statement of arrangement can be made, provide this in |b.

NOTES:

Apply the following definitions:
Organization: subdivision of materials into units such as series.
Arrangement: ordering of materials within units such as series.

Always use this field when a series arrangement applies and has been used, whether or not there is a full finding aid. Start the note with the standard lead-in, "Organized into [#] series:"

Punctuate as in examples below.

If there are many series and a paragraphed display in the OPAC is desired, use multiple fields.

If using |a, in most cases |b won't be necessary.

If describing a smaller collection that is not organized by series but is otherwise arranged in a significant fashion (e.g. correspondence arranged chronologically though one might expect to find it alphabetically arranged), use the |b to describe the arrangement.

245 10 |a Correspondence.
351 b/b/ |b Arranged chronologically.
520 b/b/ |a Correspondence with various friends and professional associates.
EXAMPLES:
Can use just |a:
351 b/b/ |a Organized into three series: I. Writings, 1915-1961. II. Correspondence, 1910-1954. III. Personal Papers, 1900-1957.
Or |b:

351 b/b/ |b Arranged chronologically.


Comments: Karen Spicher,
Copyright 1997. Beinecke Rare Book and Manuscript Library
All rights reserved.