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Variable Fields, 700 on


7XX Fields: General Instructions
700 Added Entry - Personal Name

710 Added Entry
- Corporate Name
711 Added Entry
- Meeting Name
730 Added Entry
- Uniform Title
740 Added Entry - Uncontrolled Related\Analytical Title

752 Added Entry - Hierarchical Place Name
755 Added Entry - Physical Characteristics (No Longer Used)
773 Host Item Entry


7XX Fields: General Instructions

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.

INDICATORS:

1st

0-9 Number of nonfiling characters present

2nd

b/ No information provided
2 Analytical entry

SUBFIELDS:
|a Uniform title
|t Title of a work
NOTES:
Arrange multiple 730s in alphabetical order.
EXAMPLES:
730 0b/ |a Bible.
730 0b/ |a Independent Whig (Norwalk, Conn.)

TAG: 740 (Added Entry - Uncontrolled Related\Analytical Title)

REPEATABLE: yes

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.


TAG: 755 (Added Entry - Physical Characteristics - No Longer Used)

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
EXAMPLE:
773 0b/ |7 p1pc |a Jones, Henry. |t Gold mining correspondence |w (CtY-BR)AAKl234

See also 580.


Variable Data Fields: 8XX

851 Location (Obsolete)
852 Location
856 Electronic Location and Access


TAG: 851 (Location - Obsolete - Use 852)

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]

INDICATORS:

1st

b/    No information provided
4       HTTP

2nd

b/     No information provided
2        Related resource
 

SUBFIELDS:
|3 Materials specified
|u Uniform resource locator
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


Variable Data Fields: 9XX

909 Tape Load Instruction (Obsolete)
927 Tape Load Instruction (Obsolete)
928 Authority Control Load Instruction (Obsolete)
940 Location Codes (Obsolete)
948 Local Processing Information (Obsolete)
949 Local Processing Notes (Obsolete)


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]

TAG: 940 (Location Codes - Obsolete - Use Mfhd 852 |b)

  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


TAG: 949 (Local Processing Notes - Obsolete - Use Mfhd 852 |x)

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.