INDEXED: Keyword
Additional Staff Indexes: Original Orbis Bib Number
INDICATORS:
1st
none
2nd
none
SUBFIELDS:
|a System control number
|z Cancelled/invalid system control number
|9 Original Orbis Bib Number
|9 EAD id for finding aid linkage
NOTES:
When deriving
records (from RLIN or Orbis), an 035 will appear automatically in
the record you'll be editing. DELETE this 035 from your record; it's
generally not needed and could cause confusion (BRBL/RBC practice
per RBC 12/94.) If in a particular instance deletion of the 035 seems
unwise, consult the Cataloging Coordinator.
In the past,
this field was used to record the call number of an item subsumed
into a larger group and reclassed as a result (these 035s have since
been removed). Currently not used in favor of breaking down call numbers
subsumed into a group in the 520 and listing them separately in the
holdings field (see t=Thomas W. Streeter Collection of Texas Manuscripts).
This change was made because in Notis, the 035 field was searchable
only in staff mode.
For records
migrated from Notis, |9 contains the Notis system record key ("Original
Orbis Bib Number"). This key was originally consisted of a three
alphabetic character range followed by a four digit sequential number.
During migration, "YL" was added at the end.
For new records
created in Voyager, and that have a finding aid in Webtext, enter
a new 035 field with a search string for linking from Webtext to Voyager.
The syntax for this string is: (YUL)ead.beinecke.[ead id]. The "ead
id" is the name of the register file. Do not delete the Notis
system record key, if present (see above), as this may still be useful
for searching. For further information on linking from Webtext to
Orbis, see Preparing
XML Files for Webtext.
EXAMPLES:
035 b/b/
|9 FJP5927YL [migrated from Notis; do not delete]
035 b/b/ |9 (YUL)ead.beinecke.wkent
035 b/b/ |9 (YUL)ead.beinecke.prycejon
|a, |c, and |d contain the agency's NUC code (BRBL=CtY-BR).
|e contains the code for GIHC (Betz's Graphic Materials)
of AACR2.
Would only use |d in very unusual cases of recon.
EXAMPLE: 040 b/b/ |a CtY-BR
|c CtY-BR |e gihc
VIM TAG:043 (Geographic Area Code)
REPEATABLE: no
INDEXED: Keyword
INDICATORS:
1st
none
2nd
none
SUBFIELDS:
|a Geographic area code
STANDARD: Maximum of 3 geographic area codes can be used
NOTES:
See USMARC Code List for Geographic Areas (on the Cataloger's
Desktop).
Use when subject of the item or collection is explicitly geographical
(i.e. must be assigned at least one LCSH heading with a geographic heading
or subdivision).
Be as specific as possible.
Each code is entered in a separate |a.
All seven characters and any hyphens are entered, including trailing
hyphens.
INDEXED: Keyword
Additional Public Indexes: Author
Additional Staff Indexes: Staff name Headings
ORBIS PUBLIC DISPLAY CONSTANT: Author
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
none
SUBFIELDS:
|a Personal name
|q Fuller form of name
|c Titles and other words associated with a name
|d Dates associated with a name
|e Relator term
NOTES:
The person responsible for the intellectual content goes into
the 1XX. If it is an adaptation and has been changed significantly, then
use the adapter in the 1XX. If the work is a reproduction, such as an
engraving after a painting, and the creator of the reproduction is unidentified,
use title main entry, and add a 700 for the creator of the original (see
AACR2 21.16A).
Use the form of the heading found in Orbis if it is AACR2. If not,
upgrade the heading to AACR2. If not established in Orbis/LC, heading
must be established according to AACR2 standards.
Search in order, 1) Local Database and 2) LCDB (the LC authority file).
Use the Yale card catalogs for informational purposes only.
For single items, put information that has been interpolated (i.e.
data taken from outside the prescribed source(s) of information) by
enclosing it in square brackets. Make sure that there is a 500 note
explaining where the title came from ("title devised by cataloger").
Put additional biographical information not included in the heading
in the 545 field.
For names not already in Orbis, exercise the option in AACR2 of including
the date. Consult the LC Rule Interpretations (on the Cataloger's Desktop)
for instructions on formatting incomplete dates.
The relator term "collector" may be used. Don't use "photographer."
Only use flourishing dates when there is a need to distinguish people
in the Local Database.
EXAMPLES:
100 1b/ |a Watkins, Carleton E., |d 1829-1916.
100 1b/ |a Barry, D. F. |q (David Frances), |d 1854-1934.
VIM
TAG: 110 (Main Entry - Corporate Name)
REPEATABLE: no
INDEXED: Keyword
Additional Public Indexes: Author
Additional Staff Indexes: Staff Name Headings or Staff Name/Title Headings
ORBIS PUBLIC DISPLAY CONSTANT: Author
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
none
SUBFIELDS:
|a Corporate name or jurisdiction name as entry element
|b Subordinate unit
|e Relator term
NOTES:
Use the form of the heading found in Orbis if it is AACR2. If
not, upgrade the heading to AACR2. If not established in Orbis/LC, heading
must be established according to AACR2 standards.
Search in order, 1) Local Database and 2) LCDB (the LC authority file).
Use the Yale card catalogs for informational purposes only.
For single items, put information that has been interpolated (i.e.
data taken from outside the prescribed source(s) of information) by
enclosing it in square brackets. Make sure that there is a 500 note
explaining where the title came from ("title devised by cataloger").
Put additional background historical information about the agency in
545.
For 110s that are businesses that are not in the Local Database or
LCDB, add the city and state in which the business is located in parentheses.
EXAMPLES:
110 2b/ |a Jarvis' Gallery.
VIM
TAG:245 (Title
Statement)
Required
REPEATABLE: no
INDEXED: Keyword
Additional Public Indexes:
Title, Author Sorted by Title
Additional Staff Indexes: Title
ORBIS PUBLIC DISPLAY CONSTANT: Title
PUNCTUATION: Ends with a period, even when another mark of punctuation
or closing parenthesis is present unless the last word in the field is
an abbreviation, initial, etc.
INDICATORS:
1st
0 No title added entry
1 Title added entry
2nd
0-9 Number of nonfiling characters present
SUBFIELDS:
|a Title
|b Remainder of title
|c Remainder of title page transcription/statement of responsibility
NOTES:
We are no longer using |h [graphic] (as of 9/96)
VIM has no subfield for dates in 245; use 260.
Titles of individual photographs and collections are almost always
devised, based on the content of the image, and generally begin with
the phrase "Photographs of...." Use caption titles when available.
A panoramic photograph that consists of more than one print is titled
in the singular (e.g. "Panoramic photograph of..."), even
though the collation will describe a plural number of items (e.g. "4
photographic prints...").
For single items, put information that has been interpolated (i.e.
data taken from outside the prescribed source(s) of information) by
enclosing it in square brackets. Make sure that there is a 500 note
explaining where the title came from ("title devised by cataloger").
Use 1st indicator 0 if there is no 1XX field.
VIM
TAG: 260 (Imprint)
Required
REPEATABLE: no
INDEXED: Keyword
ORBIS PUBLIC DISPLAY CONSTANT: Published
PUNCTUATION: Ends with a mark of punctuation, a closing parenthesis,
closing angle bracket, closing bracket, or a comma.
INDICATORS:
1st
none
2nd
none
SUBFIELDS:
|a Place of publication, distribution, etc.
|b Name of publisher, distributor, etc.
|c Date of publication, distribution, etc.
STANDARD:
260 b/b/ |a [Place] : |b [Name], |c [Date(s)].
NOTES:
|a, |b, and |c are used for commercially
produced material. For unpublished material (personal albums, oil paintings,
snapshots, etc.) use |c only, for date. Bulk dates may follow date
span in |c, ie.
|c [Date/s], bulk [Date/s]
Use secondary sources to supply a date whenever possible.
|c ca. [Date].
Use S.l., s.n. when the place and publisher is unknown.
For survey photography, use issuing agency as publisher.
For commercial photography, use studio name (if different from personal
name).
VIM
TAG: 300 (Physical Description) Required
REPEATABLE: yes
INDEXED: Keyword
ORBIS PUBLIC DISPLAY CONSTANT: Description
PUNCTUATION: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
INDICATORS:
1st
none
2nd
none
SUBFIELDS:
|a Extent
|b Other physical details
|c Dimensions
|e Accompanying material
|f Type of unit
|g Size of unit
|3 Materials specified
NOTES:
|a [Specific material]
on [support] : |b [medium], [color]; |c [size of image]
on [size of mount]
Don't get carried away with the identification of art mediums and printing
and photographic processes. Follow the dealer's description, and try
to identify basic processes, such as ambrotypes, daguerreotypes, and
salted paper prints.
When you have two or three distinct sets of sizes of material in a
collection, can use multiple 300 fields.
When visual material is stored in more than one container, mention
the number of containers in the 351. For example, for a collection that
has 1000 photographic prints, the 351 could read: "Arranged chronologically
in four boxes."
Circa values are acceptable, especially for very large and for "open"
collections that will grow over time.
Measure to the nearest 10th of a cm.
For paintings, an indication of color is usually unnecessary.
For loose photos and prints:
300 b/b/ |a [#] photographic prints : |b b & w ; |c [#]
x [#] cm. on mounts [#] by [#] cm.
|a Use generic term for object (not process), i.e.
photographic prints, photographs (for daguerreotypes and tintypes) and
print (for engravings). |b will include terms for specific technical processes where
positive identification is possible. Terms include:
cyanotypes
engravings
salted paper prints
albumen prints
sepia wash over pencil
watercolor over pencil
|c [#] x [#] cm. or smaller may be used to qualify
when prints of more than one size are present in a collection.
For albums:
300 b/b/ |a 1 album ([#] photographic prints) : |b b &
w ; |c [#] x [#] cm.
Measurements are of album, not individual prints. Measurements
of individual prints may be given in the 500 field.
For daguerreotypes, specify the plate size, if known. Plate sizes for daguerreotypes
are:
whole plate 6 1/2" x 8 1/2"
half plate 4 1/4" x 5 1/2"
quarter plate 3 1/4" x 4 1/4"
sixth plate 2 3/4" x 3 1/4"
ninth plate 2" x 2 1/2"
sixteenth plate 1 3/8" x 1 5/8"
300 b/b/ |a 1 photograph : |b whole plate daguerreotype, b & w ; |c
16.6 x 21.7 cm.
EXAMPLES:
300 b/b/ |a 40 photographic prints : |b b & w ; |c 14 x
17 cm. on mounts 16 x 20 cm.
300 b/b/ |a 50 photographs : |b daguerreotype, b & w ; |c 7 x 6 cm.
or smaller
300 b/b/ |a 1 album (30 photographic prints) : |b b & w ; |c 60 x
48 cm.
300 b/b/ |a 1 negative : |b glass, b & w ; |c 13 x 20 cm.
300 b/b/ |a 1 print : |b engraving, color ; |c plate mark 17.8 x 22.5
cm. on sheet 21.6 x 26.6 cm.
300 b/b/ |a 1 painting : |b oil on canvas ; |c 46.7 x 59.4 cm. in frame
60 x 73 cm.
300 b/b/ |a 40 prints ; |c 56.1 x 38.8 cm.
300 b/b/ |a 8 drawings : |b pencil ; |c 18.6 x 22.3 cm. and smaller.
300 b/b/ |a 1 album (12 drawings) : |b sepia wash over pencil ; |c 21.5
x 14.3 cm.
300 b/b/ |a 1 portfolio (24 engravings) ; |c 54 cm.
If series titles are used, put them in |a. Dates of series (though
not normally thought of as part of series title) should also be included.
If there are no series titles, but a simple statement of arrangement can
be made, provide it.
NOTES:
Apply Hensen's definition of organization and arrangement (1.7B7).
Use this field when visual materials are housed in more than one container.
For example, for a collection
that has 1000 photographic prints, the 351 could read: "Arranged
chronologically in four boxes."
If the series cannot be accommodated all in one field use multiple
fields.
Do not drop data such as dates to try to accommodate text in a single
351 field.
If using |a, in most cases |b won't be necessary.
In describing series, use the standard lead-in, "Organized into..."
If describing a smaller collection that is not organized by series
but is otherwise arranged in a significant fashion, use the |b
to describe the arrangement.
245 10 |a Photographs of South Dakota farms.
351 b/b/ |b Arranged chronologically.
520 b/b/ |a Unidentified views of South Dakota farms.
EXAMPLES:
351 b/b/ |a Photographs are arranged in numerical order with
numbers assigned to the photographs according to both their chronological
and their geographical locations within the expedition.
351 b/b/ |a Plates are arranged in order of appearance in Londina Illustrata.
351 b/b/ |a Photographs are generally arranged by subject: natural views;
dogsleds; en route to Klondike gold fields; steamers; Alaskan trails and
cities; Dawson City views; North West mounted police; mining; portraits;
railroads.
VIM
TAG: 440 (Series Statement/Added Entry - Title)
REPEATABLE: yes
INDEXED: Keyword
Additional Public Indexes: Title
Additional Staff Indexes: Title, Series Title, Staff Title Headings
ORBIS PUBLIC DISPLAY CONSTANT: Series
PUNCTUATION: Does not end with a mark of punctuation unless the field
ends with an abbreviation, an initial/letter, or other data that ends
with a mark of punctuation.
INDICATORS:
1st
b/ Undefined
2nd
0-9 Number of nonfiling characters present
SUBFIELDS:
|a Title
|n Number of part/section of work
|p Name of part/section of work
|v Volume number/sequential designation
NOTES:
Used for series statements on photographs, especially found
on stereocards.
Comments:
Copyright 1997. Beinecke Rare Book and Manuscript Library
All rights reserved.
