When doing recon, if two types of information were combined in one note in the source record, split the note apart when possible into appropriate MARC fields.

Avoid using abbreviations in note fields, except for months (use three-character abbreviations, without period), or unless transcribing an abbreviation in a quote from the material itself.

NOTES:

Use for general information for which no specialized note (5XX) field has been defined. This can include source of title, variations in title, physical details, transcripts, etc.

Treat each note or category of note as a separate field. Do not enter physical condition notes unless the condition will not change, and then only in exceptional cases where information is, therefore, lacking.

Notes about stationery or similar physical features should be recorded here: 500 b/b/ |a On letterhead of H.M.S. Titanic.

Generally, do not mention that something has been removed from a printed book. The Rare Book Team will make a note in their book record pointing to the manuscript when this is deemed significant (this is not done for items removed from printed works not retained by the library). However, in consultation with the curator, an additional note may be made in the manuscript record if reference to the original provenance of an item provides significant insight about the manuscript or the relationship it documents.

Use to reference items that are bound together but cataloged separately (see example below).

500 b/b/ |a Audubon autograph lacking.
500 b/b/ |a Original binding; back cover lacking.
500 b/b/ |a Includes transcript of diaries.
500 b/b/ |a Spine title: Manuscritos Mexicanos.
500 b/b/ |a Contents also cataloged individually.
500 b/b/ |a On White House stationery.
500 b/b/ |a Title from spine.
500 b/b/ Bound with: Winfield Scott, Letter to William L. Marcy, 1848 Feb 24 (cataloged separately).
500 b/b/ |a Removed from an imperfect copy of Thomas Loraine McKenney's History of the Indian Tribes of North America (Philadelphia: J.T. Bowen, 1848-1850), autographed on front wrappers of part 17 by R. M. Strattan, 242 Water Street.

NOTES:

Use only for materials with restrictions. Do not use to indicate no restrictions; the absence of this note indicates that materials are open (local Brbl Ms Unit decision).

We do not routinely include information on Restricted Fragile Papers in the catalog record when there are preservation photocopies or other surrogates available. The only exception to this rule is if we have high profile originals to which access will be granted only in extraordinary circumstances and not knowing this in advance is likely to create difficulties for Public Services, curators, and/or patrons. Such instances will be the exception, not the rule, and should be determined in consultation with the appropriate curator.

Prior to 1995, this note was used routinely whenever restricted fragile material existed in a collection.

Do use to reference entire collections or series withheld from use in the original due to physical condition or security concerns other than general privacy or donor imposed restrictions. If used (see examples), refer researchers to the specific form(s) of reference copies available.

Do use to reference specified material restricted for reasons of privacy or other, donor imposed restrictions which expire on a specified date. Include date the restriction expires in the 506 statement (see example).

Use to indicate the presence of retricted AV material (see example below). Also include a 540 note regarding reference copies for AV.

Also use for an in-process collection, a collection moved offsite for processing, or a collection that is currently being microfilmed (see examples below). When processing or microfilming is complete, delete the note.

See also 540.

When removing an access restriction statement, delete the 506 field and note action in the Mfhd 852 |x, e.g.,

852 |x BEIN : Letterbooks previously restricted until 1989 ; bein,ms 1/2000.

Wording is: For further information consult the appropriate curator. (Prior to 1995 curator was specified.)

506 b/b/ |3 Correspondence file for A. K. Smiley: |a Closed until 2020. For further information consult the appropriate curator.

506 b/b/ |3 1924 Diary: |a Restricted fragile material. For further information consult the appropriate curator. [Neither a film or paper surrogate is available. Access to original material requires curatorial approval.]

100 1b/ |a Jones, Paul S.
245 10 |a Diaries, |f 1843-1845.
300 b/b/ |a 3 |v. ; |c 24 cm.
506 b/b/ |a Restricted fragile material. Use microfilm instead of original.
530 b/b/ |a Available on microfilm |b from Beinecke Rare Book and Manuscript Library, Yale University.
[Collection has been filmed.]

506 b/b/ In-process collection. Research use may require advance notice. Contact the Public Services Librarian for further information.
[Collection is being processed onsite.]

506 b/b/ In-process collection. As of [month year], this collection is [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.
[Collection has been moved offsite for processing. The url in this note is not linked.]

506 b/b/ ACCESS TEMPORARILY RESTRICTED. As of [month year], this collection is scheduled for preservation microfilming. Researchers should contact the library in advance to determine availability.

If unspecified materials are restricted they will/will not be referenced in the catalog record. [Matter pending; restriction note for unspecified restricted material vs. specified (i.e. form) restricted material.]

ORBIS PUBLIC DISPLAY CONSTANT:
1st Indicator 0: Citation/References
1st Indicator 1: Indexed In Its Entirety By
1st Indicator 2: Indexed Selectively By
1st Indicator 3 or 4: References  

PUNCTUATION: A comma is usually placed at the end of subfields |a, |b, |c and/or |x if another subfield follows. Field doesn't end with a mark of punctuation unless last word is an abbreviation, etc.

INDICATORS:

1st

0 Coverage unknown
1 Coverage complete
2 Coverage selective
3 Location in source not given
4 Location in source given

2nd

none

INDICATORS:

1st

b/ Summary

2nd

none

Use this field as a scope and content note (DACS 3.1). If there is a collection finding aid, derive this note from the description of the collection and the series descriptions in the finding aid. List materials found in the collection which reflect the major occupations/activities of the individual and/or organization documented by the materials being cataloged. Use 545, however, for biographical data and historical information that puts collection/item in context.

Do not use subfield |b (expansion of summary note). Record the complete summary note in subfield |a.

If two or more versions of a work exist, put information that distinguishes the versions in the 562 field, not in 520.

Be concise, even telegraphic if it makes sense.

Begin in general terms; move to greater detail.
1. Forms of material present: this should include direct or implied reference to anything traced in the 655 field that is not otherwise apparent from the record.
2. A BRIEF summary of the particular research strengths of the collection either in terms of topics covered or formats particularly well represented.
3. Unusual features worth noting, if traced.
4. Characterization of the correspondents if not covered as part of 2, possibly listing individuals or types of correspondents (e.g. critics, historians.) Individuals specifically named should be traced (as 600s). Use phrases like "Correspondents include ... " or "Principal correspondents are ..."

On occasion, descriptive information normally included in the title statement 245 might be placed in the 520.

If describing several items and it seems desirable, add item or group specific collation information to the description of the item in the 520 note.

Example:

520 b/b/ |a The 17 autograph letters, signed, (47 p.) detail events in London during the Franco-Prussian war. At the time Johnson was serving as a war correspondent for the New York Times. His diaries, dating from the years 1848-1850 (6 v.), cover the period of his tenure as American ambassador to France. They include daily entries of both a business and social nature.

If a writer is unidentified, use "unidentified," not unknown.

Generally don't use abbreviations, spell things out. Follow Chicago Manual of Style for grammar and style. For example, the capitalization of title is not according to AACR2 245 capitalization, but Chicago Manual of Style capitalization. Remember that for titles in foreign languages, we capitalize only the words that would be capitalized in normal prose. Consult the Chicago Manual of Style for more information. Provide a space between initials in personal names, just as you do for the established heading

Do not mention that something has been removed from a book. The Rare Book Team will make a note in their book record pointing to the manuscript.

Do not describe related information in the curator's files or in other Beinecke administrative files. Optionally, refer to this information by including a hardcopy bibliographic file slip. Copies of these slips can be obtained from Public Services.

In special cases, consider using the |3 Materials Specified option if the contents descriptions of various units being described are particularly long, or the materials are so distinct as to be more appropriately treated in separate notes.

Example:

300 b/b/ |a 2 |f boxes (1.5 linear feet)
520 b/b/ |3 Letters: |a 7 autograph letters, signed, (18 p.). Detailing events in San Francisco following the 1906 earthquake and fire.
520 b/b/ |3 Diaries: |a 12 volumes, 1848-1850, covering his tenure as American ambassador to France.

Full information (e.g. carbon; revised; annotated) about the form of material being cataloged should be recorded in the 520 field, as the first statement in the field.

Example:

245 10 |a In the palace of pain, |f [1895?].
520 b/b/ |a Carbon typescript, revised, of an address delivered in London, October 2, 1895, and subsequently published in the London Times.

100 1b/ |a Brown, Frederic.
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 Autograph letter, signed, describing a dinner party Brown attended at Windsor Palace.

INDICATORS:

1st

b/ Cite as

2nd

none

EXAMPLES:

524 b/b/ |a John Vance Lauderdale Papers. Yale Collection of Western Americana, Beinecke Rare Book and Manuscript Library.

524 b/b/ |a Anne Smiley, Journal of a Trip Home. General Collection, Beinecke Rare Book and Manuscript Library, Yale University.

Transcribed title:

524 b/b/ |a John Ashley Journal. Yale Collection of Western Americana, Beinecke Rare Book and Manuscript Library.

---

TAG: 530 (Additional Physical Form Available Note)

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Available In Other Forms

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

INDICATORS:

1st

none

2nd

none

SUBFIELDS:

|a Additional physical form available note
|b Availability source
|c Availability conditions
|d Order number
|3 Materials specified

STANDARD: |a, |b

Note standard wording for |b (see examples below); do not include time valued information (e.g. staff names, specific titles, PO Box #, etc.).

NOTES:

Do not use for transcripts; these are noted in 500 and\or 520.

This field contains information about additional physical formats in which the materials are available for public use either at the repository and/or in published form.

For portions on film: if an entire series has been filmed, cite the series specifically. Use the simple phrase "Also available on microfilm" only when the entire collection has been filmed.

WA recon records routinely use "Also available on microfilm;" this note should be corrected to describe with the subfield 3 exactly what is available, or if that is too messy, stick to "Portions available..." See examples below. Add the subfield b if it isn't there.

Complete |c only if there are restrictions, i.e. "Must buy entire film set," "For use in repository only."

Do not input cost/order information.

530 field is not to be used in conjunction with 533 field.

Consult the Ms Unit Processing Manual for further information on treatment of materials on film (marking of folders and boxes, updating of the Public Services Microfilm database, etc.).

EXAMPLES:

530 b/b/ |3 Correspondence, 1866-1912 |a Available on microfilm |b from Beinecke Rare Book and Manuscript Library, Yale University.

530 b/b/ |a Available on microfilm |b from Beinecke Rare Book and Manuscript Library, Yale University.

530 b/b/ |a Portions available on microfilm |b from Beinecke Rare Book and Manuscript Library, Yale University.

---

TAG: 533 (Reproduction Note)

REPEATABLE: yes

INDEXED:Keyword
Additional Staff Indexes: Title, Series Title

ORBIS PUBLIC DISPLAY CONSTANT: Notes

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

INDICATORS:

1st

none

2nd

none

SUBFIELDS:

|a Type of reproduction
|b Place of reproduction
|c Agency responsible for reproduction
|d Date of reproduction
|e Physical description of reproduction
|3 Materials specified

STANDARD: |a, |b, |c, |d, |e

NOTES:

Used when we hold only a copy of the material, not the original. The original is described in the main portion of the record. When describing the item(s) in hand, information on the form of the item is put in field 245 and/or 520, as appropriate. The record should also have a 540 use restriction note: "May not be duplicated."

Rarely used since BRBL is not in the habit of retaining copies of originals held elsewhere. In cases where the location of originals is unknown, however, we might retain the copies and this field would be used. If location of materials is known, a 540 restriction should be assumed and used unless the curator has a record of BRBL having been granted explicit permission to make duplicate copies.

Normally used in conjunction with field 535.

Not to be used in conjunction with 530 field.

When field 533 is used, field Form of Item should be set to a code other than b/.

EXAMPLES:

533 b/b/ |a Microfilm, |b Washington, D.C., |c National Archives and Records Administration. |d 1983. |e 9 reels, 35mm.

100 1b/ |a O'Malley, Jacob
245 10 |a Jacob O'Malley financial records, |f 1945-1987. 300: : |a 3 linear feet (6 boxes).
540 b/b/ |a May not be duplicated.
545 b/b/ |Financial records retained by the O'Malley family following his death, to complete settlement of his estate. Copied by Beinecke Library for research purposes.
520 b/b/ |a Personal financial records of O'Malley.
533 b/b/ |a Microfilm, |b Beinecke Rare Book and Manuscript Library, |c New Haven, CT |d 1989. |e 9 reels, 35 mm.
535 1b/ |a Jacob O'Malley Trust, |b New York, NY.
544 b/b/ |a Jacob O'Malley Papers (YCAL MSS 999).

---

TAG: 535 (Location of Originals/Duplicates Note)

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Notes

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

INDICATORS:

1st

1 Holder of originals
2 Holder of duplicates

2nd

none

SUBFIELDS:

|a Custodian
|b Postal address
|3 Materials specified

STANDARD: |a, |b

NOTES:

Field contains the name and address for the repository with custody over originals or duplicates of the described materials.

Only used for locations of originals not held at Beinecke and if all or a significant portion is involved.

If location is known, cite it. If location is unknown, note this fact to avoid future confusion.

We will assume information is current as of date the material is cataloged. The note can be updated as circumstances change and are brought to our attention, but this will be rare since we rarely retain copies of originals held elsewhere, nor do we routinely deposit copies of material in other repositories.

As this field is displayed with other 5XX fields in the OPAC under "Notes," differentiate from other notes by beginning with text such as "Originals located in..."

EXAMPLES:

535 1b/ |a Originals located in: Neils Bohr Library, Center for History of Physics, American Institute of Physics ; |b New York, NY

535 1b/ |a Location of originals unknown

535 1b/ |Originals retained by the family

---

TAG: 540 (Terms Governing Use And Reproduction Note)

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Access and Use

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

INDICATORS:

1st

none

2nd

none

SUBFIELDS:

|a Terms governing use and reproduction
|b Jurisdiction
|c Authorization
|d Authorized users
|3 Materials specified

STANDARD: |a, and use |b as needed. Others as needed in special circumstances

NOTES:

Field contains information about unusual terms governing the use of materials after access has been provided, such as constraints on duplication and handling not covered by general BRBL policies and practices.

Use for information about AV reference copies (see example below). Also include a 506 field stating that original AV materials are restricted.

EXAMPLES:

540 b/b/ |a Special restrictions governing use or reproduction of some materials apply. Consult the appropriate curator for further information.

540 b/b/ |a Diaries may not be reproduced.

540 b/b/ |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 b/b/ |3 Reference copies for [AV format(s)], |a may be requested. Consult Public Services for further information.

 

---

TAG: 544 (Location Of Other Archival Materials Note)

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Notes

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

INDICATORS:

1st

b/ No information provided
0 Associated materials [located in another Yale repository, or a repository outside Yale]
1 Related materials [located in the same respository]

2nd

none

SUBFIELDS:

|a Custodian
|b Address [do not use specific postal codes, just city and state/province]
|c Country
|d Title
|e Provenance
|3 Materials specified

STANDARD: Use first indicator 0. Use |d and |a when the material is in Beinecke or elsewhere at Yale. Use |d, |a, |b, |c when material is located outside of Yale.

NOTES:

Field is used to cite other materials within or outside the repository which are related to the described materials by provenance (i.e. letters acquired previously from the same source and cataloged separately at Beinecke).

If Beinecke holds additional groups of papers about a person and this is not obvious from a basic name search, you might use this; but don't use to cite every other occurrence of someone's papers at Beinecke.

Use a separate 544 for each citation. Enter |d before |a. Begin |d with either "Related material:", for related materials located at Beinecke or "Associated material:", for materials at another Yale repository, or a repository outside Yale.

Complete this field only when information is readily available and the provenance link is clear. The fact that parts of a person's creative output are available elsewhere does not justify use of this field unless we know they were once part of the specific collection held at BRBL.

Do not use to reference books and other printed material removed and cataloged separately. These links, if important, should be provided through provenance notes and tracings on the records for printed materials.

Indicators used to be blank, first indicator was added in 1998 or 1999.

544 0b/: |d Associated material: Anne Morrow Lindbergh Papers (MS 829) |a Manuscripts and Archives, Yale University Library.

544 1b/ |d Related material: Elizabeth Bock Journal (WA MSS S-1845) |a Beinecke Rare Book and Manuscript Library.

544 0b/ |d Associated material: Nancy W. Spilling Papers, |a New York Public Library, |b New York, NY.

NOTES:

Be as succinct as possible, but include (as relevant to the material being described) the person's (or organization's) name, birth and death dates (if not in 100 field), occupation(s), significant achievements, with dates, relevant education and information on family. Start with the most important information (how the person is best known) followed by any additional biographical information relevant to the material being cataloged. It is not necessary to use the authorized form of the name in this field. If the authorized form of the name doesn't include the dates, include them here is available.

For corporate bodies include full name, founding and closing dates (with location), plus function(s) and/or purpose(s). In general, give brief information on well-known figures (i.e. those found in basic reference sources), just enough to identify John Allen as that John Allen. For lesser known figures (i.e. a person for whom the only information available is from the material itself or from dealer information) -- give more details. If there are multiple collections centered around a person, give only the biographical details that are pertinent to each collection. Don't repeat the person's name unless you're talking about more than one person. [See Richard Wright example below.] If the person is a Yale graduate, mention the class year. Compose the 545 with the 520 in mind; 520 gives collection content that reflects biographical information in 545. Use multiple 545 notes if you are giving lengthy notes on several individuals/organizations. If minimal information is available, optionally t integrate this information in the 520. The 545 can contain biographical/historical information about any relevant person or organization, not just those appearing in the 1XX.

Provide a space between initials in personal names, just as for an established heading.
 

NOTES:

Apply as in DACS (4.5).

For materials in English, enter a note stating this. For materials with significant content in languages other than English, use an approprate note. For two or more languages, give approximate importance, as appropriate (e.g. Chiefly in French, some letters in German). If language applies exclusively to a specific group of materials, specify this in a subfield |3.

If there are two or more languages, also use field 041.

546 b/b/ |a Originals in English, translations in French.
546 b/b/ |a Materials in English and Russian.
546 b/b/ |a Chiefly in French, some letters in German.
546 b/b/ |3 Notebooks |a in French.

546 b/b/ In English.
(Collection in English.)

NOTES:

Used for in-house finding aids, indexes, card files, etc.

Use first indicator 0 for finding aids.

Do not enter the words "Indexes:" or "Finding Aids:", as these terms are supplied in the OPAC field label.

Use "finding aid" to refer to lists in the finding aids database; if referring to the ms card catalog or other guides or listings not there, be specific, e.g. Preliminary list available for correspondence in box.... Mss of writings listed in card catalog or Consult the Public Service Desk.

When dealing with manuscripts for which analytics also have been made, use this field to note that parts have been individually cataloged.

NOTES:

Use to record history of ownership. Include both immediate and previous ownership (e.g. Phillipps manuscripts) in chronological order (if known) in one note. The last element should be the statement of how Beinecke acquired the material. Consult curator for any variance in policy, and verify with the Cataloging Coordinator or Manuscript Unit Head. Use the full name of the dealer.

For collections with finding aids, the provenance statement here should match or closely follow that in the finding aid. Do not, however, include previous deposit status information in the catalog record.

Enter information in a single paragraph. Do not use separate subfields for each indication of ownership. Statements are to be written in full sentences and are to include date/type/source/fund (source is either donor or vendor). If the donor is a Yale graduate, note that information as part of the donor name. Note that the correct format for citing the class is Yale [yyyy], e.g. Bequest of Paul Mellon (Yale 1929), 2000. Gift of Susan and John Doe (Yale 1954), 1974-1995. As in this last example, indicate Yale class date immediately following the corresponding name. In this case, John is a Yale grad, Susan is not. Also note any Yale affiliation in the 545 note.

Indicate the presence of bookplates, using the following wording: "Ex libris [name]." Also enter a 692 14 [name] |x Bookplate. If several bookplates are present, list them in chronological order. See the examples below.

For an item purchased through an agent from an auction house, state the auction house only, not the agent: "Purchased from Sotheby's." If it is unclear whether the item is a gift or a purchase, use the phrase "Acquired from." If no information about the source of acquisition is available, enter "Source unknown".

Use standardized names of funds as found in the Beinecke Fund Code List. Do not include any confidential information (i.e. price, value, address/phone number). Don't name people who request anonymity (see example below).

Use for Phillipps Ms # and other "true provenance" notations. Used in place of 541 for "immediate source of acquisition."

Do not use the 541 field (immediate source of acquisition); use the 561 for all provenance information included in the catalog record. The 541 field was originally intended to include confidential information, such as purchase price. Before RLIN21, the 541 field was part of the archival segment. The 541 field does not display to the public or other institutions, while the 561 field is publicly visible. Because Orbis does not mask any field, all fields are visible in the OPAC MARC view. For these reasons, Yale repositories maintain confidential information in local databases, and use 561 for all other provenance information.

Rarely used; usually this kind of information goes in the 500 field.

Make a separate note for each copy. Contains information which distinguishes the copy(s) or version(s) of materials held by an archive or repository when more than one copy or version exists or could exist. Statements relating to versions of manuscript works existing in two or more versions are recorded in field 250.

See also field 250

NOTES:

This field is used for a note expressing a complex relationship with another item, which cannot be adequately generated by a 773 field.

Rarely used for manuscript cataloging, as the 773 provides the information needed.

NOTES:

Contains a note giving the citation for or information about a publication which is based on the use, study or analysis of the materials described in the record. Do not confuse with the 510.

Use only for major works relating to Beinecke Library items/collections.

Do not use if publication is a only reproduction of the text, with no other informational added. In that case, use a uniform title (240), and note the publication in a 520 or 500. Do not use a 740 tracing. See 240 for an example.