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Fixed Fields

Leader

Record Status
Required

INDEXED: no

CODES:

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.

For many items with one questionable date, use i.

See also Date 1 and 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
d Large 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.

See also 041.


Modified Record
Required

INDEXED: no

CODES:

b/ Not modified
STANDARD: b/

NOTES:

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)

STANDARD: d


006

Additional Materials Characteristics
Required

INDEXED: Limit search by Item Type

TABS:

Books
Printed Music
Manuscript Music
Printed Map
Manuscript Map
Projected Medium
Nonmusical Sound
Musical Sound
2-D Nonprojectable 
Computer File 
Kit
Mixed material
3-D Artifact 
Serial Control
Manuscript Lang.
NOTES:
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.