Standard Staff Notes and Abbreviations
(work-in-progress)

For: YUL Technical Services
From: Steven Arakawa (Librarian for Training & Documentation)
Date: (5/20/03 creation date/ 05/21/2003 4:33 PM revision date)

A list of non-public notes, viewable only by staff. Use upper or lower case as indicated. Send additional candidates for standard staff notes to:

steven.arakawa@yale.edu

MFHD 852 $b $k $h $x

anlyz (=Analyzed; formerly entered as anal). Entered in 852 $x of the cover record's MFHD. Use when all volumes of the set are analyzed. See also: part anlyz

CIE (=Created in Error). This code is used in both $h and $x, depending on the situation. Examples:

On MFHD 87759:

852 8 0 ‚b sml ‚k Suppressed ‚h CIE ‚x use MFHD 67891

On MFHD 67891:

852 0 0 ‚b sml ‚h JL1211 ‚i .E95X 1993 (LC) ‚x CIE on MFHD 87759

Please review required detailed procedures at:

http://www.library.yale.edu/cataloging/admin/deletion.html

cs (=Classed separately). Entered in 852 $x of the serial record for classed separately monographic series when the series is a standing order. (The serial record is itself suppressed from public display).

Please review detailed procedures at:

http://www.library.yale.edu/cataloging/authorities/series_policy.htm

CAUTION: the standing order series procedures document is not yet updated for Voyager.

Desk Copy. Entered in $h. Used for items purchased as desk copies for staff use, e.g.,

852 8 0 ‚b smlzzz ‚k Suppressed ‚h Desk Copy

Please review required detailed procedures at:

http://www.library.yale.edu/cataloging/admin/deletion.html

Exchange. Entered in $h for items purchased for exchange purposes, e.g.,

852 8 0 ‚b smlzzz ‚k Suppressed ‚h Exchange

Please review required detailed procedures at:

http://www.library.yale.edu/cataloging/admin/deletion.html

Gift. Entered by Acquisitons staff in $x. This note should not be deleted by Cataloging staff. On Voyager, this is the only indication that this MFHD does not have a Purchase Order linked to this record.

Lost. Entered in $x. Used when an item is lost from the collection, e.g.,

852 0 0 ‚b withdrawn ‚k Suppressed ‚h JL1211 ‚i .E95X 1993 (LC) ‚x sml: Lost 08/02; cmt/xk

Please review required detailed procedures at:

http://www.library.yale.edu/cataloging/admin/deletion.html

Marked for deletion. Entered in $x; replaces subfields $h and $i in situations where the record is to be deleted, e.g.,

852 8 0 ‚b sml ‚x Marked for deletion

Please review required detailed procedures at:

http://www.library.yale.edu/cataloging/admin/deletion.html

OP (=Out of Print). Entered in $h. Used for items reported as out of print by the vendo, e.g.,

852 8 0 ‚b sml ‚k Suppressed ‚h OP

part anlyz (=partially analyzed). Entered in 852 $x. Use when not all volumes of the set are analyzed. Use without further qualification in situations where all analyzable parts are analyzed but some parts lack a distinctive, analyzable title. Provide further explanation if only selected analyzable parts are analyzed, e.g. "852 ... $x part anlyz: v. 5, 11 only per selector request." A note of this type implies that any other parts are only analyzed if requested. Another example: "852 ... $x part anlyz: v.3 CIE." (Vol. 3 analyzed by mistake; no further volumes should be analyzed.) See also anlyz.

Recl. from <call number>. Entered in 852 $x. Include also unit/individual initials & processing date MM/YYYY. Example:

852 0 1 ‚b sml ‚h DA670 B9 ‚i A75 ‚x Recl. from Byb 70; as/sra 07/1997

Please review required detailed procedures at:

http://www.library.yale.edu/catman/catmaint/reclassification4.htm

Returned. Entered in $h. Used for blanket order or approval plan titles returned to the vendor (out-of-scope, duplicates, etc.), e.g.

852 8 0 ‚b sml ‚k Suppressed ‚h Returned

Please review required detailed procedures at:

http://www.library.yale.edu/cataloging/admin/deletion.html

sso (=Series Standing Order). Entered in $x by Acquisitions staff. This note should not be deleted by Cataloging Staff. On Voyager, this is the only indication that this MFHD does not have a Purchase Order linked to this record.

Suppressed. Entered in $k.

For examples see CIE, Desk Copy, Exchange, Lost, OP, Returned, withdrawn.

Transf. from <Orbis location>. Entered in 852 $x. Include also unit/individual initials & processing date MM/YYYY. Example:

852 0 1 ‚b ccl ‚h PR3457 ‚i H85 1975 ‚x Transf. from SML; AS/SO 10/2001

Please review required detailed procedures at:

http://www.library.yale.edu/catman/catmaint/transfer4.htm

Transf. & recl. from <old location & call number>. Entered in 852 $x. Include also processing unit/individual initials; processing date as MM/YYYY, e.g.:

852 0 1 ‚b sml ‚h DQ55 ‚i G345 1920 ‚x Transf. and recl. from MED Hist DG 920G; med/pb 4/2000

Please review required detailed procedures at:

http://www.library.yale.edu/catman/catmaint/transfer_reclass2.htm

withdrawn. Entered in $b (replaces Orbis location code) AND $x. Used when an item is withdrawn from the collection, e.g.,

852 0 0 ‚b withdrawn ‚k Suppressed ‚h JL1211 ‚i .E95X 1993 (LC) ‚x sml: withdrawn 08/03; cmt/xk

Please review required additional procedures for withdrawn items at:

http://www.library.yale.edu/cataloging/admin/deletion.html

MFHD 866 $x

NOS (=Not on Shelf). Used in conjunction with the $z Missing note when items are transferred to LSF. Example:

866 4 1 ‚8 0 ‚a v.1-v.10
866 4 1 ‚8 0 ‚z **Missing: v.3, v.7 ‚x **Searched: 06/19/02 3x NOS: 12/16/01

Comment: volumes first noted as being missing 12/16/01; searched three times; last searched 06/19/02. <Use of this note in 866 is obsolete; record notes in item record>

For detailed procedures, see:

http://www.library.yale.edu/cataloging/lsf/lsfmissing.htm

 

 

 

 

 

 

 

 

 

 

 

 

 

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Contact: steven.arakawa@yale.edu
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