Yale University Library Cataloging Documentation

Manuscript Cataloging Guidelines

 

Variable Data Fields: 3XX

Field Guidelines
300 Collection Single Manuscript Additional Guidelines: Beinecke
351 Collection Single Manuscript Additional Guidelines: Beinecke

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

Instructions

See also:
300: Single Manuscript
300: Additional Guidelines: Beinecke

Subfield ‡a is required. Subfield ‡f is optional. Subfield ‡3 specifies materials when multiple 300 fields are used. Other subfields are not used for collections, but may be used for cataloging single items. Subfield ‡c is required for single items.
The 245 and 300 fields should match, both describing either a collection or a single item.

Extent (‡a)

Always use subfield ‡a, and include at least the number of linear feet. Rounding of numbers and extent of decimal points are determined by local practice. If only subfield ‡a is used, also include the term "linear feet," the number of boxes, and, optionally, the number of other storage formats. Do not abbreviate words.

To calculate footage based on size and number of boxes, use local procedures, or use a linear footage calculator.

Examples:
300 __ ‡a 10.50 linear feet
300 __ ‡a 10.5 linear feet (5 boxes)

300 __ ‡a 10 linear feet (5 boxes) + 2 broadside folders.
Broadsides are not included in the linear footage.

300 __ ‡a 49.6 linear feet (52 boxes, 12 rolled maps, 74 broadside folders)
Rolled maps and broadsides are extensive, and are therefore included in linear footage.

Type of unit (‡f)

Optionally, use subfield ‡f, following subfield ‡a. If both subfields ‡a and ‡f are used, only the number of linear feet is included in ‡a; the term "linear feet," and, optionally, the number of boxes of other storage formats, are included in ‡f.

Examples:
300 __ ‡a 3.75 ‡f linear feet (10 boxes)
300 __ ‡a 0.21 ‡f linear feet (1 box) + 1 portfolio.

Return to:
3XX top
Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual


351 (Organization And Arrangement)

Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Organization
Punctuation: Ends with a period.

Indicators:
1st
none
2nd
none

Subfields:
‡a Organization
‡b Arrangement
‡3 Materials specified

Instructions:

See also:
351: Additional Guidelines: Beinecke

Organization (‡a)

Use to list series in a collection. Wording is determined by local practice. Separate series by periods. If a collection is arranged in series, use only subfield ‡a; do not use subfield ‡b.

Examples:
351 __ ‡a Organized into three series: I. Writings, 1915-1961. II. Correspondence, 1910-1954. III. Personal Papers, 1900-1957.

Arrangement (‡b)

Use to indicate alphabetical, chronological, or other arrangement for a small collection not organized into series.

Examples:
245 10 ‡a Jane Doe correspondence.
351 __ ‡b Arranged chronologically.

Materials specified (‡3)

Use to indicate a specific part of collection described in this field. Do not use punctuation between ‡3 and ‡b, so that these will display as one sentence in the OPAC.

Examples:
245 10 ‡a Jane Doe correspondence and drawings.
351 __ ‡3 Correspondence ‡b arranged chronologically


Return to:
3XX top
Manuscript Cataloging Guidelines
Appendix A: Single Manuscript Instructions
Beinecke Manuscript Cataloging Manual

This document maintained by Karen Spicher .
Last revised 11/19/2012