This chapter describes the
MARC Format for Holdings Record (mfhd) and contains instructions on creating
and editing mfhd records. For detailed definitions of mfhd tags, indicators,
and subfields, see MARC 21 Format for Holdings Data on Catalogers Desktop.
New
mfhd records are created by use of templates. Standard
templates are kept on the j: drive at mssunit/voyager templates/cataloging/mfhd
templates. Templates must be copied to each cataloger's workstation in
order to be used for cataloging. They may be edited and customized by
catalogers.
A
mfhd record contains location and call number information and is linked
to a bibliographic record (do not use the 090 Local Call Number Field in the bibliographic record; Brbl local decision). A system-generated record ID number is displayed
in the title bar, followed by the record ID of the associated bibliographic
record. The upper portion of mfhd record
consists of three tabs:
MARC
tab: fixed fields.
System
tab: "Suppress from OPAC" check box. A mfhd may be suppressed
even if its associated bibliographic record is displayed. Do not use
"OK to export" checkbox. Use ExportQ
for exporting bibliographic records. Mfhd records currently are not
exported.
Bib Title(s) Tab: Shows
the Record ID and title of the associated bibliographic record.
History
tab: records date and operator id for creation and all subsequent saves.
The mfhd record
is visible only in the cataloging module. Call number and location information
may also be viewed in the OPAC. A
mfhd record can be searched and displayed in the cataloging module by
the following procedures:
If you know the mfhd Record
ID Number, search on this number using the menu bar: Record>Search
by ID>Holdings.
If the bibliographic record
is the active screen, click the Get Holdings icon, or click the Hierarchy
icon, expand by clicking on plus signs if necessary, and double click
on the mfhd record.
Creating and Editing Mfhd Records
Open a blank template by clicking
on the New Hldgs icon, when the associated bibliographic
record is in the active window. A record is active when its title bar
is highlighted in blue. Clicking on this icon will open the default template
specified in Preferences. Multiple templates may
be stored on your workstation, and the default may be changed in Preferences
(Options>Preferences>Folders/Files). If
no path is specified in preferences, clicking the New Hldgs icon will
open a generic mfhd template.
The leader contains a default record type x (single part item). Do not
change fixed field defaults in the leader, 007, or 008.
Edit the variable fields using editing techniques described in the chapter
on The
Bibliographic Record. Complete the variable fields according to the
following instructions:
Linkage Number (014)
Do not edit. 014 fields contain linking or migration information,
such as the Notis key for an associated bibliographic record migrated
from Notis.
Location (852)
INDICATORS:
1st (Shelving Scheme) must be set to 8, for Other Scheme. This indicator
value will cause the call number to be indexed with local, non-LC,
call numbers. All BRBL manuscript call number schemes are local and
must be indexed together. Before 2004 Dec 20, this indicator was set
to 7, for Source Specified in Subfield |2. All records created by
the Manuscript Unit before this date have been changed to first indicator
8.
2nd (Shelving Order) must be set to 0, for not by enumeration (i.e.
item is not a serial).
REQUIRED SUBFIELDS (used in every record):
|b Sublocation or Collection. Determined by the default set in Preferences
(General-Holdings/Item Default Location). This subfield may be edited
manually or by a menu accessed by putting the cursor in the 852 field
and pressing control l (i.e. lower case L). All locations in Voyager
are entered without the commas formerly used in Notis.
EXAMPLES:
852 80 |b beingen
852 80 |b beinycal
|h Classification Part. Contains the non-unique part of the call
number.
If everything represented by the call number will be shelved in
Oversize or another nonstandard storage location, also enter one
of the following terms in |i after the call number:
4to
Folio (over 42 cm.)
BrSides
BrSide 4to
Artstor
Roll
|2 Access Method. Do not use. Before 2004 Dec 20, this subfield was
used in conjunction with first indicator 7, to identify the call number
scheme as local. Subfield |2 has been deleted from all records created
by the Manuscript Unit before this date.
EXAMPLE (showing obsolete coding):
852 70 |b beingen |h GEN MSS |i 452 |2 localyale
OTHER SUBFIELDS (use when necessary)
|x Nonpublic Note. Used
for local processing notes for library staff use.
Generally a |x note
is required only when elements of bibliographic description have
been changed, as opposed to enhancing or adding access points.
Use when deleting an existing access point. Enter [a brief note
on the change]; bein, ms [month/year]. Also use to indicate a
transfer from Sterling or another Yale library, or a recon record,
by entering REC.
EXAMPLES:
|x To be completed
with additional name tracings once curator supplies them; bein,
ms 3/94.
|x Before recon title was.... ; bein, ms 10/98.
|x Before recon call number was... ; bein, ms 1/03.
|x Recon collection, processing has been completed and Orbis record
has been updated; bein, ms 4/99. [This is for recon collections
that were reconned and then later recataloged. See note under
Encoding
Level.]
|x Transferred from muddzeta; former call number was ... ; bein,
ms 3/04.
|x REC
|x Collation updated after album was disbound; bein, ms 3/05.
|z Public Note. Used for notes to be displayed
in the OPAC.
Saving Mfhd Records
After
typing in all desired fields, save the record to Voyager by clicking the
Save to DB icon. Do not click the Save icon, as this will save the record
only to your workstation. After saving, an add or update confirmation
will be displayed. Click OK.
Changing
Call Numbers
When changing call numbers, which is usually done because of recon, make
a mfhd
852 |x note in the mfhd record to preserve the old call number, and
then substitute the new call number in the mfhd 852 |h and |i subfields.
The old call number should appear only in the |x subfield.
Multiple
Call Numbers for a Single Collection
Multiple call numbers applicable
to a single collection are listed in separate mfhd records, both attached
to the same bibliographic record, so that all call numbers are searchable.
Each mfhd will have a unique Record ID Number. To view all mfhds attached
to a bib record, bring the bib record up in the active screen and click
either the Get Holdings icon or the Hierarchy icon.
A note is made in the 351
or 520 explaining which call number applies to which part of the collection.
These multiple call numbers were common in the Western Americana Collection
in the past, and the call numbers used to appear as one call number range
(WA MSS S-498-500) and were recorded as an unindexed list in the 035 field.
This practice has been abandoned.
EXAMPLE:
351 reads:
351 b/b/ |a Three sections: I. Personal Files, 1787-1882 (WA MSS
S-498) 5 boxes. II. Signers of the Texas Declaration of Independence,
1820-1852 (WA MSS S-499) 1 box. III. Texas Subjects, 1818-1864 (WA
MSS S-500) 1 box. An Appendix, Streeter's "Catalogue of Texas Manuscripts"
1 box.
Or, if the collection is smaller, the 520 reads:
520b/b/ |a Letters to his brother Lisbon discuss family affairs,
life in Oregon, land transactions, literature, politics, the Provisional
Government, and his exploration of a new route from Fort Hall to the
Willamette (WA MSS 10). Three letters to Archibald McKinlay discuss
personal affairs, mining in southern Oregon, and the development of
Umpqua Valley. A letter to Allan and McKinlay suggests they open a
business in southern Oregon and an 1862 letter to William H. Farrar
contains reminiscences (WA MSS 11).
Note: This form of call number
assignment (multiple call numbers for one collection) is obsolete and
no longer used for cataloged materials.
Deleting a Mfhd Record
If you accidentally add a new mfhd to a bibliographic record and need
to delete it, contact the Cataloging Coordinator.
Notes on Use by Rare Book Catalogers:
When Rare Book Catalogers
catalog a printed book notable for its annotations or otherwise shelved
as a manuscript, they often add a mfhd record to an existing bibliographic
record. Each mfhd will have
a unique Record ID Number. To view all mfhds attached to a bib record,
bring the bib record up in the active screen and click either the Get
Holdings icon or the Hierarchy icon.
When cataloging a book that
is being kept as part of a manuscript collection, the Rare Book Catalogers
list the box and folder number containing the book.
Item Records are used in
Voyager to track items that circulate or are barcoded for shelving in
LSF. Item Records are attached to mfhd Records and are accessed by bringing
the associated bibliographic or mfhd Record to the active screen and then
clicking either the Get Items icon or the Hierarchy icon. The Manuscript
Unit does not use Item Records. Further information may be obtained from
the Yale University Library's Voyager cataloging documentation.
Comments:
Copyright 1997. Beinecke Rare Book and Manuscript Library
All rights reserved.
