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Variable Fields, 6XX

6XX Fileds: 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: Tracing 6XXs in Records for Collections with Large Finding Aids

[Matter pending NB's discussion with the curators.]


6XX Fields: General Instructions

At least one 65X (650 (Subject Added Entry - Topical Term) or 651 (Subject Added Entry - Geographic Name)) is required. Use additional 650s and 651s and name tracings (600, 610, and 611) as appropriate. Justify all 6XXs by describing subject matter in a 520 (Scope and content note). Long lists of 6XXs for correspondents may be generally characterized, without being individually mentioned, in the 520 field.

Voyager indexes names in 6XXs as subjects and names in 7XXs as authors. Yale repositories use 6XX, rather than 7XX, for listing correspondents.Put 6XX added entries in tag order, and in order of primary concepts, or alphabetical order, within each tag. The ordering of headings may change if headings are updated during MARS processing.

Local topical subject headings may not be used without consultation with the appropriate curator and Cataloging Supervisor. If used, add to ongoing list of Beinecke local topical headings. See also Appendix J for American literature local subject headings. In the past, second indicator 4 was used with 6XX local headings, but this practice has been discontinued. Use 69X fields for all local headings. When found in older records, 6XX headings with second indicator 4 should be updated to 69X headings.


TAG: 600 Subject Added Entry - Personal Name
600/610 Required

REPEATABLE: yes

INDEXED: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision


ORBIS PUBLIC DISPLAY CONSTANT: Subjects (Library of Congress)

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 Surname
3 Family name

2nd

0 Library of Congress Subject Headings/LC authority files

SUBFIELDS:
|a Personal name
|b Numeration
|c Titles and other words associated with a name
|d Dates associated with the name
|e Relator term
|q Fuller form of name
|t Title of a work
|v Form subdivision
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision
|2 Source of subject heading or term
|3 Materials specified
NOTES:
Use for subject access to the main entry and any coauthor (see also 700); Use also for creators of works present in the collection, but not treated as coauthors (e.g. correspondents, writings of miscellaneous others, etc.).
As a rule, we put the name in the 100 field into the 600 field because often the archival and manuscript material (such as letters or personal papers) is as much about the person as it is authored by the person. There are, however, exceptions to this, as when someone has written a book about someone or something else, and it is not logical to put the author into a 600 field.

Arrange multiple 600s in alphabetical order.

For |t, we use the uniform title, or a title that does not conflict with authorized headings and conforms to AACR2. Omit initial articles in titles.

Don't trace nicknames unless they are bibliographically significant, and then only if this heading is authorized, or does not conflict with authorized headings and conforms to AACR2.

Began using subfield v for form subdivisions October 1999. As you come across records with the old codes, change them to |v as appropriate.

EXAMPLES:

 
600 10 |a Clarkson, Robert H. |q (Robert Harper), |d 1826-1884.
600 10 |a Millsap, Walter, |d 1886- |v Archives.
600 10 |a Wilson, Edmund, |d 1895-1972. |t Piece of my mind.

TAG: 610 (Subject Added Entry - Corporate Name)
600/610 Required

REPEATABLE: yes

INDEXED: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision


ORBIS PUBLIC DISPLAY CONSTANT: Subjects (Library of Congress)

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

0 Library of Congress Subject Headings/LC authority files

SUBFIELDS:
|a Corporate name or jurisdiction name as entry element |
b Subordinate unit
|e Relator term
|v Form subdivision
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision
|2 Source of heading or term
|3 Materials specified
NOTES:
See 110 field.
Arrange multiple 610s in alphabetical order.
 
Use indicator 1 only when corporate name begins with place. For |t use the authorized uniform title, or a title that does not conflict with authorized headings and conforms to AACR2. Omit initial articles in titles.

For headings without authority records, identify the geographic location in parentheses, if possible.

Began using subfield v for form subdivisions October 1999. As you come across records with the old codes, change them to |v as appropriate.

EXAMPLES:
610 20 |a Gila River Relocation Center.
610 20 |a Llano Colony (Secular Community)

TAG: 611 (Subject Added Entry - Meeting or Conference)

REPEATABLE: yes

INDEXED: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision


ORBIS PUBLIC DISPLAY CONSTANT: Subjects (Library of Congress)

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

0 Library of Congress Subject Headings/LC authority files

SUBFIELDS:
|a Meeting name or jurisdiction name as entry element
|c Location of meeting
|d Date of meeting
|e Subordinate unit
|q Name of meeting following jurisdiction name as entry element
|v Form subdivision
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision
|2 Source of heading or term
|3 Materials specified
NOTES:
See 111 field.
Arrange multiple 611s in alphabetical order.
 

For |t use the authorized uniform title, or a title that does not conflict with authorized headings and conforms to AACR2. Omit initial articles in titles.

Began using subfield v for form subdivisions October 1999. As you come across records with the old codes, change them to |v as appropriate.


TAG: 630 (Subject Added Entry - Uniform Title Heading)

REPEATABLE: yes

INDEXED: Keyword
Additional Public Indexes: Subject

Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision


ORBIS PUBLIC DISPLAY CONSTANT: Subjects (Library of Congress)

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

0 Library of Congress Subject Headings/LC authority files

SUBFIELDS:
|a Uniform title
|t Title of work
|d Date of treaty signing
|f Date of a work
|l Language of a work
|v Form subdivision
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision
|2 Source of heading or term
|3 Materials specified
NOTES:
Used when a book is being discussed in a collection, don't need to put the author first as the author appears in the 100 field.
Arrange multiple 630s in alphabetic order.

Do not enter initial articles with uniform title headings.

Began using subfield v for form subdivisions October 1999. As you come across records with the old codes, change them to |v as appropriate.


TAG: 650 (Subject Added Entry - Topical Term)
Required

REPEATABLE: yes

INDEXED: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision


ORBIS PUBLIC DISPLAY CONSTANT: Subjects (Library of Congress)

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
b/

2nd

0 Library of Congress Subject Headings/LC authority files

SUBFIELDS:
|a Topical term or geographic name as entry element
|c Location of event
|d Active dates
|e Relator term
|v Form subdivision
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision
|2 Source of subject heading or term
|3 Materials specified
STANDARD: Use Library of Congress Subject Headings and updates.

NOTES:

In addition to name tracings (600 and 610) whenever possible one LC topical (650) or LC geographical (651) subject heading should be used in the record. For large collections of personal papers use, at least [occupation]--Archives. For small collections this "Archives" tracing may not be appropriate but some other topical tracing might be. "--Correspondence" is not appropriate as a subdivision, as it is considered redundant in archives records. It is used in printed collections of correspondence.
Arrange 650s and 651s in order of primary concepts.

When there are literary collections belonging to a foreign writer, make a subject heading tracing their national identity and era in which they wrote.

Began using subfield v for form subdivisions October 1999. As you come across records with the old codes, change them to |v as appropriate. "Translations into [language]" appears in subfield v, while "Translations from [language]" appears in subfield x.

LC Subject Headings (LCSH) is available in Classification Plus.

EXAMPLES:

650 b/0 |a Dramatists, American |v Archives.
650 b/0 |a Authors, English |v Archives.
650 b/0 |a Japanese Americans |x Evacuation and relocation, 1942-1945 |v Personal narratives.
650 b/0 |a Frontier and pioneer life |z Oregon.
650 b/0 |a Authors, Russian |y 20th century.
650 b/0 English literature |v Translations into German.
650 b/0 German literature |x Translations from English.

TAG: 651 (Subject Added Entry - Geographic Name)

REPEATABLE: yes

INDEXED: Keyword
Additional Public Index: Subject
Additional Staff Index: Names, Subject, Staff Subject Heading or Subject Subdivision


ORBIS PUBLIC DISPLAY CONSTANT: Subjects (Library of Congress)

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

none

2nd

0 Library of Congress Subject Headings/LC authority files

SUBFIELDS:

|a Geographic name
|v Form subdivision
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision
|3 Materials specified

NOTES:
Check Orbis and LC Authority Files.

If not found, use LCSH and updates to create the heading. Arrange 651s and 650s in order of primary concepts.

Use this to record imprints for all U.S. imprints up through 1820, for Connecticut imprints through 1850, and for Confederate imprints. Use 4 as a second indicator, and give the state, city, and year. See Louisiana entry below.

Create the heading in conformance with AACR2, using Geonet, or, if necessary, a subject-specific print resource or other standard reference sources. Geonet and other sources are available through the Authority Control at Yale webpage. Other resources include the Yale card catalog and standard atlases and geographical dictionaries, such as:

Rand McNally Commercial Atlas and Marketing Guide Folio GZ 1 (LC) SML Stacks
Columbia Lippincott Gazetteer (1962) G103 +L56 1962 (LC) Beinecke Reference
Webster's Geographical Dictionary G103 W45 1963 (LC) Beinecke Reference G103.5 W42 1988 (LC) SML Main Reference
Gudde's California Place Names F859 G8 1960 (LC) Beinecke Reference
Gudde's California Gold Camps F865 G82 1975 (LC) SML Stacks

Began using subfield v for form subdivisions October 1999. As you come across records with the old codes, change them to |v as appropriate.

EXAMPLES:
651 b/0 |a Mexico |x History |y 1821-1861.
651 b/0 |a Cheyenne (Wyo.) |x Church history.
651 b/0 |a Louisiana |x Shreveport |y 1865.

TAG: 655 (Index Term - Genre/Form)

REPEATABLE: yes

INDEXED: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Subject: Genre/Form, Subjects


ORBIS PUBLIC DISPLAY CONSTANT: Type Of Material

PUNCTUATION: Subfield preceding subfield |2 ends with a mark of punctuation or closing parenthesis

INDICATORS:

1st

b/ Basic
0 Faceted

2nd

7 Source of heading specified in |2

SUBFIELDS:
|a Genre/form data or focus term
|b Non-focus term
|c Facet/hierarchy designation
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision
|2 Source of term
|3 Materials specified
STANDARD: |a, |z, |2 aat

NOTES:

Now includes what used to go into the 755 field (physical characteristics) 2/96, and also includes binding terms, previously treated as a 650 special tracing. 4/99

Use AAT, Genre Terms, A Thesaurus for Use in Rare Book and Special Collections Cataloguing(rbgenr) or Thesaurus for Graphic Materials (lctgm; access on the web at LCTGM1) .  Consult Appendix E for the list of terms commonly used by the Manuscript Unit, and the Rare Book Team Cataloging Manual (currently password protected) for binding terms commonly used.

For collections, generally used only for substantive quantities of material, though these might be used for small numbers of special photo formats in the collection or a single occurrence of an especially rare item or format.

Use the appropriate 006 type of material code whenever a new type of material is traced.

Arrange multiple 655s in order of primary concepts.

Do not trace extremely common genres one would reasonably expect to find in a collection, such as correspondence or manuscripts (for publication).

If possible, subdivide geographically by state (if in the United States, otherwise subdivide by nation) and/or chronologically.

EXAMPLES:

655 b/7 |a Diaries |z United States |y 18th century. |2 aat
655 b/7 |a Sketches |z United States. |2 aat
655 b/7 |a Brocade bindings (Binding) |2 rbbin

TAG: 656 (Index Term - Occupation)

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Occupation

PUNCTUATION: Subfield preceding subfield |2 ends with a mark of punctuation or closing parenthesis

INDICATORS:

1st

none

2nd

7 Source of term specified in |2

SUBFIELDS:
|a Occupation
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision
|2 Source of term
|3 Materials specified
STANDARD: Use |a, |z, and |2 lcsh. Use others as appropriate.

NOTES:

Use when the material reveals the nature of the occupation. Contains index terms giving occupations (including avocations) reflected in the contents of the described materials.

Consult Appendix F for a list of Occupation terms that have been traced in the past and for occupations the curators want traced.

This term or something close to it will often also be a good candidate for the 650.

When it is impossible to use a LCSH term, an option is to use a |2 local code, after checking with the Cataloging Coordinator. An example: term in LCSH was Booksellers and bookselling. We used Booksellers |2 local.

If possible, subdivide geographically by state (if in the United States, otherwise subdivide by nation) and/or chronologically.

Arrange multiple 656s in order of primary concepts.

National level for foreign countries, for United States use state level.

Thesauri: LCSH and AAT

EXAMPLES:
656 b/7 |a Engineers. |2 lcsh
656 b/7 |a Architects |z California. |2 lcsh
656 b/7 |a Architects |z France. |2 lcsh

TAG: 657 (Index Term - Function)

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Subjects (Library of Congress)

PUNCTUATION: Subfield preceding subfield |2 ends with a mark of punctuation or closing parenthesis

INDICATORS:

1st

none

2nd

7 Source of term specified in |2

SUBFIELDS:
|a Function
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision
|2 Source of term
|3 Materials specified
STANDARD: |a, |2 aat

NOTES:

This refers to administrative function, like organizational records, personnel files, budget, etc. Beinecke almost never uses this.

Contains index terms that describe the activity or function that generated the described materials.

Terms used must come from AAT.

Arrange multiple 657s in alphabetical order.


TAG: 690, 692, 693 Special Tracings (Local Subject Headings)

The 690, 692, and 693 fields are used by Beinecke Library to provide access to material through provenance, binding information, and other physical evidence. These tracings are considered local subject entries, i.e. they are not controlled by nationally accepted standards or thesauri but follow practices established by Beinecke. They are input with conventions which distinguish them from nationally authorized entries and can be isolated as subjects in Orbis by searching the Special Collections Subject index.. These tracings used to be 600, 610, and 650 fields with second indicator 4, up through 6/2001. These fields were reassigned to the 692, 693, and 690 fields with second indicator 4, respectively. Only the field number changed: the information in the field remains the same.

These tracings should be made when appropriate, except for the Western Americana Collection material, which will be traced only at the suggestion of the curator. Features of a work not brought out in the 650 field may be traced in the 655 field.

These headings are indexed in the OPAC as Special Collections Subjects only, and are not included in the Subjects index.

Provenance Tracings

Provenance tracings are usually created when there is physical evidence of former ownership, such as a bookplate, stamp, or signature. They may also be made whenever access via previous ownership is considered important. Autograph tracings are usually not made for common names that cannot be identified, such as W. Smith, J. Brown, etc.

Make a local subject heading with a second indicator of 4 for each name using the following list of subdivisions:

Autograph
Binding (when have a specific person's arms on an armorial binding. Also trace 655 for armorial binding)
Bookplate
Inscription (used for institutions)
Ms. notes
Ownership (used when no provenance evidence is in item)
Presentation inscription to <forename initials> <surname>
Presentation inscription from <forename initials> <surname>
Stamp
Trace all non-Yale bookplates. We do not trace Sterling bookplates unless requested to do so by the curator.

Use "Ownership" when you have more circumstantial evidence of ownership, and also when you have an inscription that isn't made out to someone, e.g. "Belongs to the Philadelphia Meeting House"

For presentation inscriptions, don't put the dates in the tracing, put them in the 520s.

Use |c for other descriptive information. If you can't find an authority record for the person on the bookplate and the bookplate has other information on it, include that in |c, such as |c of Lincoln's Inn.

Use 692 for personal names.

Use 693 for corporate bodies.

Enter the complete, authorized form of the name (when available) in |a.

Enter an abbreviated form of the name in |x

Reverse tracings are not made when the inscription is to a Yale Library. Enter the name of the library as it appears on the material.

Make local subject tracings for each occurrence. Examples:

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.
692 14 |a Alger, Abby L. |x Autograph.
692 14 |a Rescher, Oscar |x Ms. notes.
 
Subfield 2

Subfield 2's were added in the download from RLIN to Orbis in 1987, and were kept to enable possible manipulation of the data in future catalogs. The practice of adding subfield 2 information was continued for bindings tracings only, through 8/1998. At that time, the practice was discontinued, and permission given to delete the information in subfield 2 for special tracings (not 655's and 7xx's) as they are encountered. The previous instructions for input are preserved below for an understanding of their previous use:

    |2<space>690<space>%<space>bind [for topical subjects]
    |2<space>692<space>%<space>bind [for personal names]
    |2<space>693<space>%<space>bind [for corporate names]
Binding Tracings

Three types of tracings are made for binding information: name, type/feature, date.

Use 692 for personal names and 693 for corporate bodies. The second indicator is always 4.

Construct the tracing as follows:
|a Complete, authorized form of the name
|x Binding.

Examples:

692 14 |a Beckford, William, |d 1760-1844 |x Binding.
693 24 |a Sangorski and Sutcliffe |x Binding.

Use the 655 for type/feature of binding tracings. See the notes for the use of the 655 for further information. We previously used the 650, second indicator 4 for these tracings, so you'll see these - change them as you see them.

Use 690 for binding by date tracings. The second indicator is always 4.

Construct type of binding tracings as follows:
690 b/4 |a Binding |y <Date>.

Example:

690 b/4 |a Binding |y 1550.


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