Orbis2 (General policies and procedures)
1. MFHD FIXED FIELDS. Default MFHD Leader
for Type of record is x (Single part monograph). Leader type does not
affect Web Voyage display or serial checkin. Catalogers are not expected
to update when cataloging serials or multiparts.
2. MFHD FIXED FIELDS. Default MFHD Leader
Encoding level z (other level); leave as is.
3. MFHD FIXED FIELDS. Leave 007 and 008 as
4. Use 852 first indicator
0 for LC classification numbers, NJ18, and SML special folio call numbers.
5. Use 852 first indicator 8 for on order, in-process, UNCAT, remote electronic resources, local classification numbers (including accession numbers but not including the exceptions noted in 4.), and non-local classification systems other than LC and SuDoc. Examples of non-local classification systems assigned first indicator 8: European Communities classification; UN classification.
(Prior to the 2004 call number flip, local classification numbers were assigned first indicator 7 with the last subfield in 852 $2 localyale.)
6. Use 852 first indicator
3 for SuDoc call numbers
7. Use 852 second indicator
0 for single part monographs; use 852 second indicator 1 for serials
8. Enter $k Suppressed in 852 for suppressed copies. If a call number had been assigned, retain the call number. Retaining the call number will allow the dialog box to display $k Suppressed
if there are multiple locations. NOTE: applies also to suppressed microfilm MFHDs. For details on when to use $k Suppressed, refer to Policies for Deletion, Suppression, and Re-Use of Orbis Records at:
NOTIS CONVERSION. Suppressed 852s representing NOTIS
Z'd [suppressed] location statements will have a $h supplied by the conversion program without
the CIE text; the $h in those cases may not be visible. Suppressed 852s representing NOTIS Z'd locations statements will generally have blank indicators inserted by the conversion program. Indicators on MFHDs suppressed after the NOTIS conversion can be left as is on the MFHD.
9. Enter subfields in
the following order: $b $k $t $h $i $m $x $z.
10. Use $b for location
code. If the copy has been withdrawn, the location code should be replaced by withdrawn (but enter the former location code for the withdrawn item in $x to leave an audit trail).
11. Use $k for authorized
text notes like Folio. Use ONLY authorized notes listed at:
See also 8. above for use of $k Suppressed.
12. Use $t for copy number,
if copy number is recorded. Except for some special collections, $t is not used. See Added Copies: Policies and Procedures at:
Staff should consult with local supervisor
re specific unit policy.
13. Use $h before the call
14. For LC call numbers,
use $i before the last cutter number.
For non-LC call numbers generally use $i
to define the FIRST line break. Note the following exceptions followed by Beinecke:
For Beinecke, $i should follow the name of collections established from the time the standards are posted. For collections established prior to the standards, follow the practice established for the specific collection even if it deviates from the standard.
For Old Yale-like numbers used only by Beinecke without the name of the collection, the $i should precede the book number. For actual Old Yale numbers (classes shared by Beinecke and SML) where a collection name is not involved, Beinecke will follow the standard practice and use $i to define the first line break from the time the standards are posted.
Beinecke call number & formatting examples are posted at:
Beinecke Manuscripts cataloging defines $i as the part of the call number that makes it unique. For example, for a sequence of call numbers all beginning with GEN MSS, followed by a sequential number, e.g. $h GEN MSS $i 200
15. Optional (if the option is followed, needs to be applied consistently within the administrative unit): Capital X added as the last element of the call number if call number is copied from 050 00 and call number has not otherwise been modified. Does NOT apply to 050 _4 or 090. Option followed by SML Cataloging, Divinity, Science cataloging, and Social Science cataloging. For detailed procedures, refer to Use of Trailing X in Call Numbers at:
16. Use $x for staff notes
(these do not display in the OPAC). Only Cataloging & Acquisitions
staff are authorized to enter staff notes in $x. List of staff notes
17. Use $z for OPAC notes.
"Exploding note codes" should NOT be used in Voyager; consult
the exploding note chart and copy the appropriate text into 852 $z.
Only Cataloging & Acquisitions staff are authorized to enter OPAC
notes in $z. List of public notes at:
Notes Sorted by Note.doc
18. Note that following the call number flip (Dec. 2004), $2 localyale is no longer added as
the last subfield in 852 for local call numbers.
19. Copying call number
from MARC 050. Workstation Preference must have Library of Congress selected in Hierarchy. In MFHD, hold down crtl key and press n
20. If call number is keyed
in manually, use F9 to enter delimiters.
DO NOT USE SHIFT REVERSE SLASH
to enter the delimiter symbol (this was how NOTIS entered the delimiter).
Entering the old NOTIS delimiter symbol will affect call number indexing
21. F2 function key will
display the indicator value or delimiter options available; clicking
will paste the value or function at the cursor position.
22. Use space
to define line breaks. EXCEPTION: The period indicating a line break
in 050, 090, or 852 fields should be retained when copied into 852;
do not replace the period with a space.
NOTE: NOTIS used the semicolon to define line breaks.
23. Orbis2 location codes
are NOT the same as Orbis1 location codes. If you need to change location,
be sure to consult the Holdings Locations menu. (Position the cursor
in 852 $b before the current holdings location code and from the menu
Edit->Show holdings locations or ctrl-l. Double-clicking on the location
code or pressing ENTER will insert the location code wherever the cursor
24. If a location is changed,
the location must also be changed on all associated item records
25. Circulation policy
is not determined by location; circulation policy is determined by item
type area in the item record
26. Click on Bib Titles
tab to get back to the bibliographic record from MFHD
27. A separate MFHD record
must be used for each copy; each MFHD record will have a different ID
number; the ID number will not be the same as the bibliographic ID number
28. System Tab: If the
bib record is suppressed, the MFHD record is automatically suppressed;
however, suppress the MFHD record as well (there may be situations where
another location obtains a copy at a later date and unsuppresses the
29. System Tab: YUL policy.
We will use local program to handle exporting; staff should not enable
the OK to Export Tab. Also, staff should not enter fields 927/928 used
to flag for export or authority processing on NOTIS. ExportQ workflow
30. Fields 852, 866, 867,
868 are all part of the same MFHD record and are entered and displayed
in the same window as the 852
31. Field 866 with 1st
& 2nd indicators BLANK BLANK is converted from the NOTIS OPR receipt
lines. Receipt 866s appear before the volume holdings 866s. Index and
supplement receipts are converted to 866 (not 867 or 868); there will
usually be some text indication that the receipt is an index or supplement.
Cataloging staff should leave
the 866 receipt lines as is.
Cataloging staff are expected
to create the appropriate new 866 41 fields for the volumes in hand
at the time of cataloging
Acquisitions staff should
create additional 866 __ fields for new receipts and 866 41s for serials
returned from binding to be added to the collection. 866s will be entered
in the following order:
866 __ old receipts; machine
converted. Will include volume, supplement, and index receipts. Acquisitions
staff may update to reconcile with the actual volume holdings in 866
866 __new receipts in chronological order <Acq. may update as new
receipts are added to the collection>
867 __ new supplement receipts in chronological order <Acq. may update
as new receipts are added to the collection>
868 __ new index receipts in chronological order <Acq. may update
as new receipts are added to the collection>
866 41 volume holdings, machine converted <the order vis a vis new
volume holdings may be adjusted by either Cataloging or Acquisitions
866 41 new volume holdings entered by catalogers or serials support
in chronological order
867 41 supplement holdings machine converted <order vis a vis new
supplements may be adjusted>
867 41 new supplements added to the collection in chronological order
868 41 index holdings machine converted <order vis a vis new indexes
may be adjusted>
868 41 new indexes added to the collection in chronological order
32. Fields 866/867/868 for volume holdings (as opposed to receipts)
have first indicator 4, second indicator 1. Blank indicators will change the OPAC label to Current issues: instead of Library has:
33. Fields 866/867/868
for both receipts and volume holdings must have linkage field $8 0 entered
before subfield delimiters a, x, or z.
LOCAL POLICIES AND PROCEDURES
Selected SML Cataloging Dept. standing policies:
1. Oversize definitions
2. Folio definitions & stamp ($k)
3. For school & dept. locations cataloged by SML, (LC) under all LC classification numbers and NJ18 for dept. libraries.
4. For SML, all SML sublocations, & Bass: (LC) under all call numbers except D, PA-PZ and Q
5. For YUL locations using LC classification or NJ18, call numbers for oversize manifestations must be followed by $m Oversize.
Non-LC call numbers use the + symbol before the last Cutter; non-LC call numbers do not use $m Oversize.
Note that Divinity indicates oversize in $k.
6. Work letters following dates are capitalized. (Note that Divinity uses lower case work letters)
7. Until Feb. 2005, author and table notation numbers for literary authors with 050 00 were modified to fit the local file and local table notation. For changes in policy and procedures for literary authors beginning in Feb. 2005, see New Procedures for Cataloging Belletristic Materials at SML and also the reference tables and related documents listed there.