Introduction

These brief Orbis records alert researchers and staff to the presence of significant archival holdings at Beinecke and direct researchers to the library for further information. Preliminary records are created for archival collections that require a preliminary list and/or have an exent of at least five linear feet. The preliminary Orbis record summarizes the archive overall, with emphasis on formats present rather than specific name/title contents. No attempt is made to represent the individual accessions of multi-part collections in any detail. In records for ongoing gifts, dates in the title field (245 |f) and in the physical description (300) are left open-ended.

Preliminary Orbis records for unprocessed, ongoing archival collections generally only require updating when an entirely new format of material (e.g. photographs or diaries) is received. Even then, records are updated only if the quantity is significant and the information is required in the Summary (520) note to adequately summarize the principal formats present in the collection.

Preliminary records (Encoding Level 7) export to the utilities (RLIN and OCLC). The formulation of data used in the records conforms to DACS and MARC coding standards, as well as elements of local YUL/BRBL practice.

When an Orbis record is made it will be referenced in a MEM note in the corresponding accession record(s) in ACQ, to avoid confusion about whether a particular unprocessed collection or archive (or portion of an archive) is or isn't yet represented by a preliminary Orbis record.

New preliminary records are created by use of templates, which include required codes, fields, and variable field indicators. Templates must be copied to the staff member's workstation, and template location should be set in Voyager preferences. Standard templates are kept on the j: drive in two directories:

mssunit/voyager templates/cataloging/preliminary bib templates
mssunit/voyager templates/cataloging/preliminary mfhd templates

The sections below give instructions specific to preliminary records. For general instructions in Voyager record creation, editing, and saving, see the Mixed Materials Manual.

Bibliographic Record

Fields marked with a "+" should be the same in every collection-level preliminary record.
b/ = blank (use the space bar; don't use delete key).

Leader

008

Variable Data Fields:

Bibliographic Description

Required fields are so indicated.
Enter the subfield delimiter symbol by pressing F9. Leave one space before each subfield delimiter symbol and one space after each alpha/numberic subfield code.
To add a field, put the cursor in the field below and press F3; or put the cursor in the field above and press F4.
To delete a field, left click on the gray box to the left of the field and right click on delete.
Follow punctuation and spacing indicated below.

Cataloging source (040)  (Required)

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

Main entry (1xx) (Required)

1xx 1b/ |a [Name], |d [Dates].

Use the AACR2 authorized form of name as found in Orbis (Yale Local Database or LCDB); otherwise formulate the entry according to AACR2. If you see a potential confusion with a similar name in Orbis, consult the Cataloging Coordinator.

Enter 100 1b/ for a personal name or 110 2b/ for a corporate name.

Title (245) (Required)

245 10 |a [Title], |f [Date span].

245 10 |a John Smith papers, |f circa 1941-1945.

OR, for ongoing gifts (do not use 584 Accruals Note; local Brbl Ms Unit decision):

245 10 |a John Smith papers, |f circa 1941-[ongoing].

Note: Always precede dates with the designation "circa". Until the collection is fully processed, these dates are only approximate.

Physical Description (300) (Required)

Count in terms of linear feet followed by box count. Remember that our Hollinger boxes are counted as 0.40 linear feet, and our half boxes are 0.20. (Use the auto-calculator on our website to calculate totals.) For formulating the numbers, we put in the decimal. So follow the following formula:

9.0
0.50
0.75

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

For ongoing gifts (i.e. collation is left open-ended) use the non-numeric designation "ms."

300 b/b/ |a ms.

Restrictions on Access Note (506)

Include if there are access restrictions on all or a portion of the collection. Do not use this field if there are no restrictions (local Brbl Ms Unit decision).

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.]

Summary, Etc. (520)

Use |a only.

Use a summary copied or derived from the accession record. Mention principal formats present. Also mention special formats (e.g. audio-visual), regardless of quantity, and formats we know to be of special interest (e.g.: diaries, correspondence, photos, scrapbooks). Mention specific names or titles of works only if they are of outstanding importance. Spell out words; avoid using abbreviations.

Language (546) (Required)

State the predominant language, as indicated by the code in 008 Language. State this even if the language is English.

008 Language: fre
546 b/b/ In French.

008 Language: eng
546 b/b/ In English.

Finding Aids Note (555)

If a container-specific list is available to the public (i.e. at the Public Services desk or online) use the following text:

555 0b/ |a Unprocessed Collection. Preliminary list available. For further information, consult the Public Service Desk.

If there is no listing, use:

555 0b/ |a Unprocessed Collection. For further information consult the Public Service Desk.

See also Electronic Location and Access (856)

Subject tracings (6XX):

Effective 10/99, subject tracing practice has been revised. Include subject headings for names only; topical tracings are no longer used.

For each record repeat main entry (100 1b/ 110 2b/), and any applicable added author (7xx) tracing, as a subject tracing (600 10 or 610 20), subdivided by the term "Archives." Formulate name according to AACR2.

600 10 |a Smith, John Q., |d 1900-1994 |v Archives.
600 10 |a Rochambeau family |v Archives.
610 20 |a Mill Creek Mining Co. |v Archives.

Added Entry Tracings (7xx);  (Required where applicable)

Use 700 or 710 for 2nd authors, e.g.:

100 1b/ Reed, Joseph W., |d 1932-
245 10 |a Joseph and Kit Reed papers, |f circa 1950-[ongoing].
700 1b/ Reed, Kit.

All entries should be formulated according to AACR2.

Location (852) (Required)

852 b/b/ |a Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT

Electronic Location and Access (856) (Required if list is going to the server, but added to record only when list is sent to the server.)

856 42 |3 Preliminary list |u http://beinecke.library.yale.edu/mss_preliminarylists/[filename].htm

Use multiple 856 fields if multiple lists (i.e. for each accession) are available.

Mfhd Record

Save the bibliographic record before creating a mfhd record.

Location (852) (Required)
(Do not confuse with separate 852 in the Bibliographic Record.)

Enter code for curatorial area in |b. For a list of codes, put the cursor in the 852 field and pressing control l (i.e. lower case L).

Enter the classification (non-unique) part of the call number in |h.

Enter the unique part of the call number in |i.

852 80 |b beingen |h GEN MSS |i 452
852 80 |b beinycal |h YCAL MSS |i 132

Other Fields

Do not edit any fields other than 852.

Multiple call numbers

If more than one call number is associated with an unprocessed collection, create a separate mfhd for each call number.

For an example, see Paul Horgan papers:

852 80 |b beinycal |h ZA |i Horgan
852 80 |b beinycal |h Uncat ZA MS

Validating, Saving, and Exporting Records

Saving by clicking the "Save to DB" icon. Do not use the "Save" icon, as this saves only to your PC, not to Orbis.

Validation procedures are set in Voyager preferences. When prompted, verify that names in 100, 600, and 700 are in authoritative form, and then click "Continue".

Use ExportQ to export bibliographic records. Make sure that the bib id number is displayed in the ExportQ window, check OCLC, RLIN, and MARS, and click "Send". Do not export mfhd records.

Sample Records

Archive complete in a single accession:

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

100 1b/ |a Smith, John Q, |d 1943-

245 10 |a John Q. Smith papers, |f circa 1965-1990.

300 b/b/ |a 6 |f linear feet (16 boxes)

520 b/b/ |a Correspondence, diaries, photographs, clipping files.

546 b/b/ |a In English.

555 0b/ |a Unprocessed collection. Preliminary list available. For further information consult Public Service Desk.

600 10 |a Smith, John Q., |d 1943- |v Archives.

852 b/b/ |a Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT

Mfhd 852 80 |b beinycal |h Uncat ZA |i 155

Characteristics:

All information is complete, including collation and dates. The collection can be paged under a single call number.

Ongoing gift:

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

100 1b/ |a Smith, John Q, |d 1943-

245 10 |a John Q. Smith papers, |f circa 1965-[ongoing]

300 b/b/ |a ms.

520 b/b/ |a Correspondence, diaries, photographs, clipping files.

546 b/b/ |a In English.

555 0b/ |a Unprocessed collection. Preliminary list available. For further information consult the Public Service Desk.

600 10 |a Smith, John Q., |d 1943- |v Archives.

852 b/b/ |a Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT.

Mfhd 852 80 |b beinycal |h Uncat ZA MS
Mfhd 852 80 |b beinycal |h ZA Horgan

Characteristics:

Information is complete for portions received to date. Additional materials are forthcoming, so we leave dates (in 245 and fixed field) and physical description (300) open-ended, to minimize record maintenance and to emphasize the fact that the collection is ongoing.
Because the collection is held under multiple call numbers, multiple Mfhd records are used.

Complete, multi-part archives:

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

100 1b/ |a Smith, John Q., |d 1943-

245 10 |a John Q. Smith papers, |f circa 1965-1990.

300 b/b/ |a 6 |f linear feet (16 boxes)

506 b/b/ |a Diaries restricted until 2010.

520 b/b/ |a Correspondence, diaries, photographs, clipping files.

546 b/b/ |a In English.

555 0b/ |a Unprocessed collection. Preliminary list available. For further information consult the Public Service Desk.

600 10 |a Smith, John Q., |d 1943- |v Archives.

852 b/b/ |a Beinecke Rare Book and Manuscript Library, Yale University, New Haven, CT

Mfhd 852 80 |b beinycal |h Uncat ZA MS

Characteristics:

The collection is now complete (i.e. no further additions are anticipated), so dates (245 & in fixed field) and physical description (300) are finalized.