a Increase in encoding
level
c Corrected or revised
d Deleted
n New
STANDARD: n
NOTES:
Use n for all new
records. Change to a when a preliminary or recon Encoding
Level is upgraded to full level. Unless manually updated to a,
this code will automatically change to c when the record is resaved
after editing.
Record
Type Required
INDEXED: Limit search by Item Type
CODES: p Mixed materials
NOTES:
New code for Mixed Materials
was introduced with format integration, phase two, implemented 3/96.
The old code for AMC records was b.
Bibliographic Level
Required
INDEXED: no
CODES:
a Component part, monographic
b Component part, serial
c Collection
d Subunit
m Monograph/Item
STANDARD: m or c
NOTES:
c Archival collections or multiple items, i.e. 2 or more
letters, diaries, etc. Also use for a collective record for multiple manuscripts
bound into a printed work which has been cataloged separately.
d Subunit of a collection or analytic for item in a collection
or bound volume of exclusively manuscript material. Must also have 773.
m Single manuscript (including single items bound in books),
single volumes cataloged exclusively or principally as manuscript, (including
scrapbooks, compilations of manuscripts, mixed format volumes) and single
vols of various manuscripts bound together intentionally as a set (usually
with some sort of group title).
Type of Control
INDEXED: no
CODES:
b/ No specified type of control
a Archival
STANDARD: a
NOTES:
Field added with
Format Integration, phase two, implemented 3/96.
Character
Coding (Obsolete)
Field eliminated with Unicode/Orbis 5.0 upgrade, 1/06.
INDEXED: no
CODES:
b/MARC-8
a UCS/Unicode
STANDARD: b/
NOTES:
Field added with Notis
upgrade, implemented 1/01.
Use b/ for all records.
Encoding
Level Required
INDEXED: no
CODES:
b/ Full level
1 Recon
7 Minimal level
STANDARD:
b/ (full cataloging)
1 for records converted from existing cataloging data
7 for permanent brief records. Used for records for unprocessed
archives/collections which we are entering in a provisional fashion,
as well as for true, permanent-brief catalog records.
NOTES:
b/, 1, or 7 is required for export to utilities.
For retrospective conversion records, also enter
REC in the Mfhd
852 |x.
For retrospective conversion
collections that were at first given Encoding Level 1 but which
we have returned to and have essentially recataloged, change the E/L
1 to a blank. Also add an
852 |x to the Mfhd record indicating the change. For an example,
see the Orbis record for the Richard Aldington collection.
Cataloging Form
Required
INDEXED: no
CODES:
a AACR2/DACS/APPM
b/ Non-ISBD
STANDARD: a
NOTES:
All records will be AACR2 equivalent (i.e. APPM) b/ will be used for recon records to indicate that we did not establish
headings on cards according to AACR2, but instead followed the card
008
(Mixed Material)
Publication
Status (Type
of Date)
Required
INDEXED:
no
CODES:
b No dates given;
B.C. date involved
s Single known date/probable date
i Inclusive dates of collection
k Range of years of bulk of collection
n Dates unknown
q Questionable date
NOTES:
For s
single dates, put blanks in Date 2.
For a single
date use s
For an item
with a single probable date that can be represented by four digits,
use
Example:
A letter dated [1915?]
Publication Status
s
Date 1 1915
Date 2
For a single
item with exact dates not known but a range of years for the date
can be specified (e.g. between 1824 and 1846) use q.
Example: A
letter dated between 1801 and 1805
Publication Status q
Date 1 1801
Date 2 1805
For a single
item with several dates (e.g. a diary) use i.
For collections,
use i for the inclusive dates, not bulk (k). Note bulk
dates, if appropriate, in 245:: |g.
For several
items with one date (e.g. several letters, same day and/or year but
created separately), use i and input the year(s) in both Date
1 and Date 2.
Example: two
letters, dated January 24 and 26, 1882,
Publication Status i
Date 1 1882
Date 2 1882
For letters
with the same date, eg January 24, 1882, still use i and put
1882 in both Date 1 and Date 2.
For undated writings that
with only one circa date, though they were likely created at different
times (say, circa 1917), use i and put 1917 in Date 1 and 1917
in Date 2.
Date
1 (Beginning Date of Publication)
and
Date 2 (Ending Date of Publication)
Required
INDEXED:
Limit search by Date (searches by date use this field, not |f in 245)
CODES:
____ Data not yet
supplied (fill in characters)
NOTES:
The date (i.e.
year) consists of four digits. Missing digits are represented by the
letter u except when an item issued over a period of years is
incomplete (such as an ongoing gift), when 9999 is entered in Date 2.
If there is
no Date 2, change the ____ to b/s
If item has
a wrong date put the correct date in the fixed fields and the |f of
the 245 field. These two date areas should always match. Put the wrong
date in a note field (520 or 545, or 500).
If the Date
1 is entered into a new record, this date appears in the Author/Title
index entry. If a date is added to an existing record, the date will
not appear in the Author/Title Index entry until after the next index
regeneration.
See also the
notes for Publication Status above
EXAMPLES:
An ongoing gift
begun in 1920 is entered as i, with Date 1 1920 and Date 2 9999
A group of
letters written in 1840 is entered as i, with Date 1 1840 and Date 2
1840
A diary written
1743-1754 is entered as i, with Date 1 1743 and Date 2 1754
A collection
roughly dating from the 18th century is entered as i, with Date 1 17uu
and Date2 17uu
A letter from
the 19th century is entered as s, with Date 1 18uu and Date 2
An undated
document from the Civil War, given the circa dates 1861-1865 is entered
as q, with Date 1 1861 and Date 2 1865
A group of
documents given as circa 1861-1862 is entered as i, with Date 1 1861 and
Date 2 1862
Place
of Publication
Required
INDEXED: no
CODES:
___ Data
not yet supplied (choose from menu)
STANDARD: ctu
NOTES:
State of
repository is used. We follow RLIN on this until further notice, even
though RLIN is not consistent with MARC.
Form of
Item
Required
INDEXED:
no
CODES:
b/ None
of the following
r Regular print reproduction (such as a photocopy)
a Microfilm
b Microfiche
c Microopaque
dLarge print
STANDARD: b/
NOTES:
The code should
reflect the predominant part of the materials being described.
Use the value
r for reproductions in regular "eye-readable print," such as
photoprints and photocopies.
If the materials
have been microfilmed but the repository has the originals, code b/
is used; existence of film is noted in 533 field. The record is describing
the originals.
If the item
is coded a in this field, the system displays (microfilm) in
the merged headings index. If this field is coded b, the system
displays the (microfiche) medium descriptor. If this field is coded
c, the system displays the (microcard) medium descriptor in the
merged headings index.
Language
Required
INDEXED:
Limit search by Language
CODES:
___ Data not
yet supplied (choose from menu)
EXAMPLE: eng
NOTES:
See USMARC
Code List for Languages.
For items/collections
use the code for the predominant language in the item/collection.
If language
is not apparent from the title, and there is text in more than one language,
textual information regarding the language is given in a note in field
546.
Only code b/
is valid in the Mixed materials format.
Cataloging
Source Required
INDEXED:
no
CODES:
b/ National bibliographic agency
(Library of Congress, or, National Library of Canada)
d Other sources (includes original record keyed by inputting library)
This field was added with Format Integration phase two, implemented
3/96. It is meant to fix the handicap of the format field being non-repeatable,
which had caused catalogers in the past to have to choose one format to
catalog items best described as a combination of formats. An example of
this situation: a map accompanied by a book which explains the use of
the map. With Format Integration phase two, the cataloger can choose the
map format and put in an 006 code for books, both of which fields are
now searchable. Here
is an example of a record with old fixed fields,
and the same record with new fixed fields, to illustrate the difference.
The 006 is repeatable. Create a corresponding 006 for each 655 genre
term used, with the exception of common text genres (such as diaries,
account books, etc). The codes and their explanations can be found in
Appendix
P.
Formerly, an 006t field
(manuscript language
material) was included in
every Mixed Materials record, as searches could be limited by this field
in Notis. As limiting by 006t is not possible in Voyager, this practice
was phased out beginning in 2004 May, and discontinued as of 2005 Jan.
Fixed fields are different for each tab; see instructions for each
tab below.
006
Books and Manuscript Language
Illustrations 1-4. One character alphabetic codes indicate the
types of illustration present. Up to four codes may be recorded, in alphabetical
order. If fewer than four codes are used, the remaining positions are
represented by blanks. We'll probably just fill this field with blanks,
but some codes we may use include:
b/ No illustrations a Illustrations b Maps c Portraits i Coats of arms o Photographs
Audience. Put a blank in this field (=unknown or not specified).
Form of Item.. Treat the same as in 008.
Contents 1-4. Put a blanks in these fields (=no specified nature
of contents)
Govt. Publications. We'll usually put a blank in this field (not
a govt. pub.)
Conf. Publications. Put in a 0. (Not a conference publication)
Festschrift.. Put in a 0.
Index. Information for this data is derived from mention of an
index in the record.
0 No index 1 Index present
Literary Form
0 Not fiction 1 Fiction
or other code.
Biography.. Whether an item contains biographical material.
b/ No biog. mat. a Autobiography b Indiv. biog. c Collective biog.
Computer File
Target Audience.. Put a blank in this field (=unknown or not specified).
Type of File. Choices include:
a Numeric data b Computer program d Document g Game i Interactive media m Combination u Unknown
Govt. Publication. We'll usually put a blank in this field (not a
govt. pub.)
Printed Map or Manuscript Map
Map Relief 1-4. There are codes with technical names if you ever
run into a map with relief.
b/ No relief shown
Projection. If a type of projection is named in a record, use a character
code (look it up). Not likely to use.
b/b/ Projection not specified
Material. Type of Cartographic
Material.
a Single map b Map series c Map serial d Globe e Atlas
Govt. Publication.
We'll usually put a blank in this field (not a government publication)
Form
of Item. Treat the
same as in 008.
Index. Information
for this data is derived from mention of an index in the record.
0 No index
1 Index present
Special Format Characters
1-4.
b/ No specified
special format characteristics e Manuscript o Wall map
Do not use e to indicate the presence of manuscript annotations
on a printed map.
Printed Music, Manuscript Music, Musical Sound, and
Nonmusical Sound
Composition.
See
Guidelines for Cataloging Manuscript Music.
Format of Music.
a Full score d Voice score e Condensed score or piano-conductor score nNot applicable u Unknown z Other (Music for one instrument, such as piano music)
Audience. Put a blank in this field (=unknown or not specified).
Form of Item. Treat the same as in 008.
Accompanying Matter 1-6. Specific code is used only if a significant
part of the accompanying matter is the type of material represented by
the code. May use six codes, in alphabetical order; if fewer, the unused
positions contain blanks. Choices include:
b/ No accomp. matter a Discography c Thematic text d Libretto or text i Historical information r Instructional materials
Literary Text for Sound Recording 1-2. For nonmusical sound recordings.
Two codes may be recorded, if one, left justify it and leave the other position
blank. Choices include:
b/ Item is a musical sound recording a Autobiography b Biography d Drama f Fiction g Reporting l Lectures, speeches n Not applicable (printed or manuscript music) p Poetry t Interviews
Serial Control
Frequency. Choices include:
a Annual b Bimonthly d Daily m Monthly q Quarterly
Regularity.
r Regular u Unknown
ISSN Center.
b/ No ISSN center code assigned
Type of Serial.
n Newspaper p Periodical
Original Item. Choices include:
b/ None of the following a Microfilm e Newspaper format
Form of Item. Treat the same as in 008.
Nature of Contents 1-3.. Put blanks in these fields (=no specified
nature of contents)
Govt. Publication. We'll usually put a blank in this field (not
a government publication)
Conf. Publication. Put in a 0. (Not a conference publication)
Alphabet. Original Alphabet or Script of Title
b/ No alphabet given / no key title a Basic Roman
Type of Entry. Successive / Latest Entry.
0 Successive entry
2-D Nonprojectable, 3-D Artifact, Projected Medium,
and Kit
Running Time. Running time for motion pictures and videorecordings
nnn Not applicable 000 Running time exceeds three characters 001-999 Running time (in minutes - right justified, unused positions
contain zeroes)
Audience. Put a blank in this field (=unknown or not specified)
Govt. Publication. We'll usually put a blank in this field (not
a government publication)
Form of Item. Treat the same as in 008.
Type of Material. Codes we might use:
k graphic (used for original or historical graphic material)
i picture (item is a 2 dimensional visual representation
accessible to the naked eye - a last resort choice) m motion picture s slide v videorecording
We use k most often, to cover almost all our visual materials
(excepting motion pictures, slides, videorecordings...). Code i is
used when none of the other codes apply but it is a picture. Not likely
we'd use it.
Technique. Technique used in creating motion in motion pictures or
videorecordings
l Live action n Not applicable u Unknown
Comments:
Copyright 1997. Beinecke Rare Book and Manuscript Library
All rights reserved.
