Generally use 6XXs for significant names represented in a collection. For a collection consisting of papers created by two or more people or corporate bodies, also make 7XX added entries for each name appearing in the 245, if not in the 1XX.
TAG:
700 (Added Entry - Personal Name)
REPEATABLE: yes
INDEXED: Keyword
Additional Public Indexes: Author, Author Sorted by Title
Additional Staff Indexes: Name,
Title, Staff Name and Name/Title
ORBIS PUBLIC DISPLAY CONSTANT: Also Listed Under
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
2 Multiple surname
3 Family name
2nd
b/ No information added
2 Analytical entry
SUBFIELDS:
|a Personal name
|b Numeration
|c Titles and other words associated with a name
|d Dates associated with a name
|t Title of a work
|e Relator term
NOTES:
7XX fields are primarily used for items to identify coauthor, illustrator,
joint author, editor, secondary collector, or alternate titles which
appear in a collection.
For subfield |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.
Generally, correspondents and others represented in a collection are
to be treated as 600s.
Arrange multiple 700s in alphabetical order.
EXAMPLE:
A secondary author:
100 1b/ |a Wolfe, Alfred.
245 10 |a Alfred and Bernard Wolfe papers, |f 1922-1995.
700 1b/ |a Wolfe, Bernard.
A secondary collector:
100 1b/ |a Serge, Victor, |d 1890-1947.
245 10 |a Victor Serge papers, |f 1912-1994 |g (bulk 1936-1947)
351 b/b/ |a Organized into five series: I. Correspondence, 1934-1947.
II. Writings, 1912-1947. III. Subject Files, 1935-1947. IV. Personal
Papers and Memorabilia, 1916-1947. V. Materials Collected by Vlady Kibalchich,
1949-1994.
700 1b/ |a Kibalchich, Vlady, |e collector.
An alternate title:
100 1b/ |a Hardy, Thomas, |d 1840-1928.
245 10 |a Thomas Hardy collection, |f 1873-1929.
520 b/b/ |a Letters by Thomas Hardy to various parties including J.
M. Barrie, Arthur Locker, and Charles S. Prideaux, along with letters
from his wives, Emma and Florence; manuscripts of writings by Hardy,
including the complete holograph draft of "Far from the Madding Crowd",
and a photograph of Hardy.
700 1b/ |a Hardy, Thomas, |d 1840-1928. |t Far from the madding crowd.
TAG: 710 (Added Entry - Corporate Name)
REPEATABLE: yes
INDEXED: Keyword
Additional Public Indexes: Author, Author Sorted by Title
Additional Staff Indexes: Name,
Title, Staff Name and Name/Title
ORBIS PUBLIC DISPLAY CONSTANT: Also Listed Under
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
b/ No information provided
2 Analytical entry
SUBFIELDS:
|a Corporate name or jurisdiction name as entry element
|b Subordinate unit
|c Location of meeting
|d Date of meeting or treaty signing
|e Relator term
NOTES:
For subfield |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.
Arrange multiple 710s in alphabetical order.
TAG: 711 (Added Entry - Meeting Name)
REPEATABLE: yes
INDEXED: Keyword
Additional Public Indexes: Author, Author Sorted by Title
Additional Staff Indexes: Author,
Author Sorted by Title
ORBIS PUBLIC DISPLAY CONSTANT:
Also Listed Under
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
b/ No information provided
2 Analytical entry
SUBFIELDS:
|a Meeting name or jurisdiction name as entry element
|c Location of meeting
|d Date of meeting
|e Subordinate unit
NOTES:
For subfield |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.
Arrange multiple 711s in alphabetical order.
TAG: 730 (Added Entry - Uniform Title)
REPEATABLE: yes
INDEXED: Keyword
Additonal Public Indexes: Title
Additonal Staff Indexes: Title,
Staff Title
ORBIS PUBLIC DISPLAY CONSTANT: Also Listed Under
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.
INDEXED: Keyword
Additional Public Indexes: Title
Additional Staff Indexes: Title
PUNCTUATION: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
INDICATORS:
1st
0-9 Number of nonfiling characters present
2nd
b/ No information provided
2 Analytical entry
SUBFIELDS:
|a Uncontrolled related\analytical title
NOTES:
This field is used for uncontrolled related titles or analytical
titles used as an added entry. It is not meant to be used for varying
forms of the title (that goes in the 246). Omit initial articles.
TAG: 752 (Added Entry - Hierarchical Place Name - No
Longer Used)
No longer using as of 1/26/95. The only curator for which this seemed
a possibility decided not to use.
No longer used. Put physical characteristics information in the 655
field. (2/96)
TAG: 773 (Host Item Entry)
REPEATABLE: yes
INDEXED: Keyword
Additional Public Indexes: Title
Additional Staff Indexes: Title
ORBIS PUBLIC DISPLAY CONSTANT: In
INDICATORS:
1st
0 Display note
1 Do not display note (doesn't seem to work in Orbis)
2nd
none
SUBFIELDS:
|7 Control subfield
/0 Type of main entry heading
p Personal name
c Corporate name
m Meeting name
u Uniform title
n Not applicable
/1 Form of name
If |7/0 is p:
0 Forename
1 Single surname
2 Multiple surname
3 Family name
If |7/0 is m or c:
0 Inverted name
1 Jurisdiction name
2 Name in direct order
If |7/0 is u:
n Not applicable
/2 Type of record
p Mixed materials
/3 Bibliographic level
a Monographic component part
c Collection
d Subunit
m Monograph/item
|a Main entry heading
|t Title
|w Record control number (In records migrated from Notis: record number
preceded by NUC code in parentheses e.g., |w (IEN)AAK1234)
STANDARD: |7, |a, |t, |w
NOTES:
This field contains information concerning the host item for
the component part/subunit described in the record.
When this field is used, the code in fixed field Bibliographic Level
should be d (subunit).
Construct the entry as follows:
|7 <x><x><x><x>
The first <x> is the code for the type of main entry.
The second <x> is the code for the form of name.
The third <x> is the code used in the fixed field RT.
The fourth <x> is the code used in the fixed field BL.
|a Main entry heading (with only |a used of that heading)
|t Title
|w (CtY-BR)Orbis record number
Use 852 instead, as of mid-1990s.
Explanation may be found in the notes to that field.
TAG: 852 (Location)
Required
REPEATABLE: yes
INDEXED: Keyword
ORBIS PUBLIC DISPLAY CONSTANT: none
PUNCTUATION: No mark of punctuation
INDICATORS:
1st Shelving scheme
b/ No information provided
2nd Shelving order
b/ No information provided
SUBFIELDS:
|a Location (custodian or owner)
STANDARD: Use |a.
NOTES:
Prior to 1993 the BRBL postal address was included in this field. Such
time valued information is no longer included in records. Delete the PO
Box and Zip from this field if you encounter them while otherwise editing
a record.
EXAMPLE:
852 b/b/ |a Beinecke Rare Book and Manuscript Library, Yale
University, New Haven, CT
TAG: 856 (Electronic Location and Access)
REPEATABLE: yes
INDEXED: Keyword
ORBIS PUBLIC DISPLAY CONSTANT: none [was "Electronic version" before 1/07]
STANDARD: First indicator 4, second indicator 2, subfields |3, |u
NOTES:
Use to point to and retrieve a finding aid marked up in SGML.
We now only use one 856 (as of 11/2001), we previously used two: one
for the HTML finding aid and one for the SGML finding aid.
Subfield |3 contains text that will be hyperlinked to the finding aid.
Usually this text will be "Finding aid". If more than one
finding aid file is associated with the catalog record, enter multiple
856 fields, using "Finding aid:" followed by the title of
each part in |3 (for an example, see the catalog record for the Spinelli
Archive).
EXAMPLE:
If jobaker is the file name:
856 42 |3 Finding aid |u
http://webtext.library.yale.edu/xml2html/beinecke.jobaker.nav.html
TAG:
909 (Tape Load Instruction - Obsolete - Use ExportQ)
Began using 927
instead, as of 5/4/99. Explanation may be found in the notes to that
field.
Existing 909 fields were
not retained in Voyager migration, 6/02.
TAG: 927 (Tape Load Instruction - Obsolete - Use ExportQ)
No longer used as of Voyager implementation, 6/02. Use ExportQ
software instead. Existing 927 fields were retained in Voyager migration.
REPEATABLE: yes
INDEXED: Keyword
ORBIS PUBLIC DISPLAY CONSTANT: none
FIELD LENGTH: 512 characters
INDICATORS:
1st
none
2nd
none
STANDARD: Use for full catalog
and recon records intended for shipment to the utilities (Encoding
Level codes b/, 1, and 7 ship to the utilities).
We send records to both utilities.
Enter the following:
tape [record ships to RLIN and OCLC]
NOTES:
When a record is uploaded,
the data in 927 is changed from a term to the year and month (YYMM)
of the tape load and the first initial of the utility to which the record
was sent.
We started using the 927 instead of the 909 field on 5/4/99. Both will
work (at least for a while after 5/99) in the mixed materials format,
but we'll use the 927 in order to be consistent with other formats (all
of which use the 927).
We update records to the utilities when we have changed any of the
following: the 1XX, 533, 600 or 610, 7XX, or have made collation changes.
To resend a record, erase the date and initials and rekey the word
"tape". Change the old 909 to a 927 if present.
To update a RLIN record only, erase load date and type word "RLIN"
-- record will go out and replace earlier version. These updated records
should also have an encoding level of b\ or 1.
To update an OCLC record only, erase load date and type word "OCLC"
Note what Orbis key your
record is appearing in. If you are not in the F range, your tape instruction
might not take. You'd be out of the F range if you flipped the format
of a record that was done as part of a recon project. For more information
see the chart
under the instructions for flipping formats.
EXAMPLES (as migrated to Voyager):
927 b/b/ |a tape
[before upload]
927 b/b/ |a 9408RO [after upload to RLIN and OCLC]
TAG: 928 (Authority Control Load Instruction -
Obsolete - Use
ExportQ)
No longer used as of Voyager implementation, 6/02. Use ExportQ
software instead. Existing 928 fields were retained in Voyager migration.
INDEXED: Keyword
ORBIS PUBLIC DISPLAY CONSTANT: none
INDICATORS:
1st
none
2nd
none
STANDARD: Use when finished with record, in addition to the 927.
Enter the following:
actape
NOTES:
Began using March
10, 1997
Used to indicate that the record is ready to be sent to OCLC
for headings processing. After the record has been sent to OCLC, the word
tape will be replaced with the month, year and day it was sent. Do not
make changes to the personal, corporate, subject and series headings on
records that indicate that they have been sent to OCLC. See the Authority
Control web page for more information.
EXAMPLES (as migrated to Voyager):
928 b/b/ |a actape [before sent to OCLC]
928 b/b/ |a AC031097 [after sent to OCLC]
No longer used as of Voyager implementation, 6/02. Existing 940
fields were not retained in Voyager migration.
REPEATABLE: yes
INDICATORS:
1st
none
2nd
none
STANDARD: |a
NOTES:
Enables searching by location.
Beinecke location codes:
bein,gen (includes Medieval
and Renaissance and Modern)
bein,ycal (includes JWJ)
bein,osb
bein,ycgl
bein,wa
Supply the 940. We toyed
with letting the program that Systems created in July 1998 supply the
940 for us, but found that because of the way the program works, it
wasn't supplying the 940s in all cases. The program pulls the 940 off
of the copy holdings field. The program comes through and looks at a
record, and if it sees that everything is okay in the copy holdings
field but that the record is suppressed, it skips the record, and the
only thing that draws it back to look at it again is a change in the
copy holdings fields, at which point it will move on to see if the record
is still suppressed. As we customarily finish up the copy holdings field
before unsuppressing a record (usually a gap of time because of review
by the cataloging coordinator and the curator), our records were often
overlooked by the 940 program. This is a problem as several curators
rely on location-based keyword searching, and without the 940, the searches
don't work.
TAG: 948 (Local Processing Information - Obsolete - Use Mfhd
852 |x)
REPEATABLE: yes
INDEXED: Keyword
INDICATORS:
1st
none
2nd
none
NOTES:
Used only for information
migrated from 949 fields from Notis bibligraphic records and Title Level
Notes fields in Notis copy holdings records. Kinds of Title Level Notes
included cataloger initials (in every copy holdings record) and REC
(for recon records). When editing records or creating a new record,
use Mfhd field 852 |x for local processing notes.
EXAMPLES (949 notes and copy holdings
notes were entered in this form):
948 b/b/ BEIN : Before recon
title was.... ; bein, ms mo/yr.
948 b/b/ BEIN : Before recon call number was... ; bein, ms mo/yr.
948 b/b/ |a tgy
948 b/b/ |a srb |a bjb 4/95 |a ks |a REC
No longer used as of Voyager implementation,
6/02. Use local notes subfield (|x) in Mfhd field 852. Existing 949
fields were converted to 948
fields in Voyager migration, 6/02.
When used
in Notis, "949" was entered in a Title Level Notes field in the Notis
copy holdings record. These copy holdings notes were migrated to 948
fields in Voyager.
REPEATABLE: yes
INDEXED: no
INDICATORS:
1st
none
2nd
none
Comments:
Copyright 1997. Beinecke Rare Book and Manuscript Library
All rights reserved.
--> Cataloging
--> Orbis
Cataloging Manual: Mixed Materials Format -->
