Yale University Library Cataloging Documentation

Manuscript Cataloging: Guidelines for Collection-Level Records

Variable Data Fields: 0XX

035 (System Control Number)
040 (Cataloging Source
041 (Language Codes)
043 (Geographic Area Code)
090 (Local Call Number)

Repeatable: yes
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 Notis record key or search string for link from Finding Aid Database

Instructions:
Do not delete system-generated 035 fields containing Voyager bibliographic record id numbers or other system control numbers. Local use of the 035 field must be approved by the Head of Cataloging. Currently, three approved types of local 035 fields are used in special collections records: search strings that link from finding aids to the associated catalog records (see below), HVT numbers used by the Fortunoff Video Archives for Holocaust Testimonies, and Manuscripts and Archives microform numbers.

For records migrated from the old Notis system to the current Voyager system, subfield |9 contains the Notis system record key. This key originally consisted of a three-character alphabetic range followed by a four-digit sequential number. During migration to Voyager, "YL" was added to the end of these keys. The list below shows Notis key spans and corresponding cataloging sources:

Do not delete this field, if present, as the Notis key may have been assigned as a search string for linking a file in the Finding Aid Database to the associated catalog record.

Records created in Voyager, exported to MARS, and returned by MARS have an 035 containing the Voyager bib id number. This field is added by MARS during processing. For more information on exporting records, see section on validating, saving, and exporting bibliographic records.

For new records created in Voyager, a new 035 field must be entered if a link between the Finding Aid Database and the associated catalog record is needed. Enter this search string in a subfield |9, using the following syntax: (YUL)ead.[repository id].[ead id]. The "ead id" is a unique identifier for the text file containing the finding aid. The form of the repository and ead identifiers are determined locally.

Examples:

035 b/b/ |9 FJP5927YL
(migrated from Notis; do not delete)
035 b/b/ |a HVT-4257
(HVT number; do not delete)
035 b/b/ |a Film HM 216
(microform number; do not delete)
035 b/b/ |a 3831098
(Voyager bib id number, added by MARS during processing; do not delete)

035 b/b/ |9 (YUL)ead.beinecke.wkent
035 b/b/ |9 (YUL)ead.beinecke.prycejon
035 b/b/ |9 (YUL)ead.divinity189
(finding aid links)

Repeatable: no
Indexed: Keyword

Indicators:
1st
none
2nd
none

Subfields:
|a Original cataloging agency
|c Transcribing agency
|d Modifying agency
|e Description conventions

Instructions:
Subfields |a and |c contain the repository's NUC code. Subfield |e contains the code for DACS. Subfield |d is rarely used in manuscript cataloging.

Examples:
040 b/b/ |a CtY-BR |c CtY-BR |e dacs
040 b/b/ |a CtY |c CtY |e dacs
040 b/b/ |a CtY-M |c CtY-M |e dacs

Repeatable: no
Indexed: Keyword

Indicators:
1st
0 Item is not a translation/does not include a translation
1 Item is or includes a translation
2nd
none

Subfields:
|a Languages of text
|h Language code of original and/or intermediate translations of text

See the USMARC Code List for Languages on Cataloger's Desktop or on the Library of Congress website.

Instructions:
Use optionally when significant material in two or more languages is present. Determine significance by considering volume, research importance, and whether language skills are required to use major parts of the collection.

List each code in a separate subfield |a. The first code must also appear in the 008 language field. List subsequent codes in order of predominance in the collection.

See also 546 (Language note).

Examples:

041 0b/ |a eng |a fre |a spa |a ger |a ita |a hun
245 00 |a Memories of my youth, |f 1895-1915.
546 b/b/ |a Chiefly in English, French, and Spanish. Also includes some material in German, Italian, and Hungarian.

041 0b/ |a eng |h ger
245 10 |a Troubles of a bibliophile, or, Outpourings from the heart of a bookloving worldling : |b for Paul Hirsch on February 24, 1931 : [Leipzig?] / |c by Martin Breslauer ; translated by Ruth Frey Axe, |f [ca. 1935].

Repeatable: no
Indexed: Keyword

Indicators:
1st
none
2nd
none

Subfields:
|a Geographic area code

See the USMARC Code List for Geographic Areas on Cataloger's Desktop or on the Library of Congress website.

List each code, in a separate subfield |a. For each code, enter all seven characters and any hyphens, including any trailing hyphens.

Example:
043 b/b/ |a np----- |a n-us-ca |a n-us-ri

Repeatable: yes
Indexed: Keyword

Indicators:
1st
none
2nd
none

Subfields:
|a Local classification number
|b Local cutter number

Instructions:
Optionally use to record the call number, to facilitate keyword searching. Use of subfields is locally determined.

The call number must also be entered in the Mfhd 852 field, which is searchable by local call number indexing only.

Examples:
090 b/b/ |b MS 450
090 b/b/ |b RU 109

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This document maintained by Karen Spicher .
Last revised 5/5/2006