Yale University Library Cataloging Documentation
Variable Data Fields: 2XX
245 (Title Statement)
246 (Varying Form of Title)
260 (Imprint)
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
First indicator 0 is used when there is no 1XX and the 245 is the main entry. However, as the 245 field is always indexed in Voyager, regardless of first indicator, this indicator may be set as 1 or 0, as determined by local practice.
Subfields:Subfields |a and |f are required. Use subfields in order: |a, |f, |g. Subfields |b and |c are not used for collections, but may be used for cataloging single items.
Instructions
Title (|a)
Titles are constructed according to local practice, within the following guidelines. For collections with a 1XX main entry, generally repeat the main entry in direct order, as the first element in |a, followed by "papers," "archive," "collection," or another genre term or terms describing the predominant form of materials. The form of name may be truncated or may otherwise differ from the main entry, as determined by local practice. Use a space between initials in personal names.
For collections with no 1XX main entry, construct a title using topical and genre terms which will facilitate title searches and title browsing. Avoid using "miscellaneous" as the first word in the title, though this may have been done in the past. For new catalog records, use "miscellany" following a personal name or topical terms.
Although collection names are supplied rather than transcribed, they are derived from authorized sources of information (see DACS), and therefore bracketing of data is not necessary. For bracketing of dates, see Dates, below. Capitalize only the first word of the title and any proper names, according to AACR2. See 520 and 500 notes regarding description of accompanying materials not accounted for in the 245.
Examples:
100 1b/ |a Wilder, Thornton, |d 1897-1975.
245 10 |a Thornton Wilder papers, |f 1892-1991 |g (bulk 1935-1975).
(Collection of personal papers with 1XX main entry)
100 1b/ |a West, Rebecca, |c Dame,
|d 1892-
245 10 |a Rebecca West collection, |f 1913-[ongoing].
(Term of address in main entry not used in title)
110 2b/ |a American Jewish Society for Service.
245 00 |a American Jewish Society for Service records, |f 1948-2000 (inclusive),
|g 1951-1984 (bulk).
(Corporate records)
245 00 |a Account books recording fees for writs served in Stonington, Connecticut,
|f 1811-1825.
245 00 |a Yale Collection of American
Literature manuscript miscellany, |f [circa 1800-ongoing].
245 00 Texas legal documents, |f 1832-1895 |g (bulk 1832-1869).
(Title main entries)
Always provide inclusive dates in |f, stating the complete date span of materials. If most materials fall within a smaller date span, optionally supply bulk dates in |g. Use consistent wording and punctuation, as determined by local practice. For open-ended collections, for which additions are expected, use the current date span and update as necessary, or optionally use a date span ending in "-ongoing".
Examples, showing possible wording and punctuation:
|f 1904-1987.
|f 1904-1987 |g (bulk 1970-1980).
|f 1904-1987 (inclusive), |g (bulk 1970-1980).
|f 1904-1987 (inclusive), |g 1970-1980 (bulk).
|f 1904-1987 (inclusive) |g (bulk 1970-1980).
If information can be supplied for undated or incorrectly dated materials, and this affects the date span of the collection, put supplied dates, in brackets, in |f and in the Date 1 and Date 2 codes in the 008 field. Note incorrect dates in a 520 field.
Examples:
245 ... |f [circa 1800-1900].
245 ... |f 1906-[1950].
245 ... |f 1927-[196-] (inclusive).
245 ... |f [1860]-1865.
520 b/b/ ... Earliest correspondence is misdated 1861.
Repeatable:yes
Indexed: Keyword
Additional Public Indexes: Title
Additional Staff Indexes: Title
Orbis Public Display Constant:Variant and Related Titles
Punctuation: Doesn't end with a mark of punctuation unless the last word in the field is an abbreviation, initial, etc.
Indicators:
1st
3 No note, added entry
2nd
b/ No type specified
Subfields:
|a Title proper/short title
|i Display text
Instructions:
Use to give access to a former title of the collection. Enter the title in |a, preceded by explanatory text in |i. Do not use for a title of a work found within a collection; use 740 instead.
Example:
245 10 |a Jane Smith papers, |f 1920-2000.
246 3b/ |i Collection formerly titled |a Jane Smith collection.
Indicators:
1st
none
2nd
none
Subfields:
|a Place of publication,
distribution, etc.
|b Name of publisher, distributor, etc.
|c Date of publication, distribution, etc.
Punctuation: 260 b/b/ |a [Place]: |b [Name], |c [Date(s)].
Instructions:
This field is generally not used in mixed materials records. An exception is
use by the Fortunoff Video Archive for Holocaust Testimonies, to record the
place where the taping took place, the affiliate responsible for creating the
videotape, and the date of taping.
Example:
260 b/b/ |a Ramat Aviv,
Israel : |b Beth Hatefutsoth, Nahum Goldman Museum of the Jewish Diaspora, |c
1985.
Return to Top
Return to Manuscript Cataloging: Guidelines for Collection-Level Records
This document maintained by Karen Spicher
.
Last revised 4/2/2007