Yale University Library Cataloging Documentation
Variable Data Fields: 5XX
5XX Fields: General Instructions
545 (Biographical or historical data)
520 (Summary, etc.)
546 (Language note)
530 (Additional physical form available)
533 (Reproduction note)
535 (Location of originals/duplicates note)
506 (Restriction on access)
540 (Terms governing use)
555 (Cumulative index/finding aids note)
510 (Citation / references note)
581 (Publications note)
562 (Copy and version identification)
561 (Ownership and custodial history)
500 (General note)
590 (Local note)
505 (Formatted contents note)
544 (Location of other archival materials)
580 (Linking entry complexity note)
524 (Preferred citation)
Voyager will accept 5XX tags in any order, but using the above recommended order will simplify the OPAC display.
Use subfield |3 (materials specified) in 5XX fields as necessary, particularly when describing components of large collections.
Avoid using abbreviations in note fields, unless transcribing a quote from the collection itself.
Example:
506 b/b/ |3 Correspondence: |a restricted until 2020. Consult the appropriate
curator for further information.
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Notes
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
none
2nd
none
Subfields:
|a General note
|3 Materials specified
Instructions:
Use sparingly, for general information for which no specialized note (5XX) field
has been defined. Either 500 or 590 (Local note) fields
can be used for single notes. Use of these fields should be consistent, as determined
by local practice.
Examples:
500 b/b/ |a Audubon autograph lacking.
500 b/b/ |a Includes transcript of diaries.
500 b/b/ |a Contents also cataloged individually.
500 b/b/ |a On White House stationery.
245 b/b/ |a English miscellaneous manuscripts collection, |f 1362-1945 (inclusive).
500 b/b/ |a Additions to this collection will include accessions whose subject
content is exclusively British, and which were created in Great Britain or by
British citizens. Materials will not be transferred from other collections to
this collection.
245 b/b/ |a Civil War Manuscripts Collection, |f 1859-1900 (inclusive).
500 b/b/ |a Further additions to this collection will meet departmental standards
for additions to artificial collections and thus not amount to more than .25
linear feet of material or contain material in smaller quantities which warrant
collection level status due to individual or subject content. Additions will
include material generated during the Civil War period, 1861-1865, or the reminiscences,
remembrances and recollections of individuals who were a party to events relating
to the war.
Repeatable: yes
Indexed: Keyword
Additional Staff Indexes: Title
Orbis Public Display Constant:
Contents
Punctuation: Ends with
a period unless another mark of punctuation or closing parenthesis is present.
Indicators:
1st
Display constant controller
0 Contents
1 Incomplete contents
2 Partial contents
8 No display constant generated
2nd
Level of constant designation
b/ Basic
0 Enhanced
Instructions:
This field is rarely used. It may be useful for listing titles of individual
items to facilitate keyword searching. Separate items with a space, hyphen,
hyphen, space.
Example:
505 0b/ |a Federal Farm Loan Bureau. Upper Yellowstone River Drainage Area,
Montana / Report by J. Winter Smith -- Upper Glendive-Fallon Irrigation District,
Project No. 15, Dawson and Prairie Counties, Montana. Report of the State Engineer
to the Montana Irrigation Commission / C. S. Heidel [and] Fred E. Buck -- Red
Lodge-Rosebud Irrigation District, Irrigation Project No. 10, Carbon County,
Montana. Report of the State Engineer to Montana Irrigation Commission / C.
S. Heidel [and] J. W. Smith -- Joliet & White Horse Bench Irrigation District
Irrigation Project No. 11, Carbon County, Montana. Report of the State Engineer
to Montana Irrigation Commission / C. S. Heidel [and] J. Winter Smith -- East
Bench Irrigation District Irrigation Project No. 9, Beaverhead County, Montana.
Report of the State Engineer to Montana Irrigation Commission / C. S. Heidel
[and] Fred E. Buck -- Silver Irrigation District (Project No. 19) in Lewis and
Clark County, Montana. Engineering report and recommendations / by the Public
Service Commission of Montana -- Montana Joint Stock Land Bank. Lebo Valley,
Montana / Report by J. Winter Smith -- Montana Joint Stock Land Bank. Madison
River Drainage Area, Montana / Report by J. Winter Smith
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant:
Access and Use
Indicators:
1st
none
2nd
none
Subfields:
|a Terms governing access
|3 Materials specified
Instructions:
If there are no restrictions, enter a note stating this.
Example:
506 b/b/ This collection is open for research.
For collections with restrictions, use this field to reference entire collections or series withheld from reader use due to donor- or institution-imposed restrictions, or to reference restrictions which expire on a specified date. Include the expiration date in the 506 statement (see example, below). Also use for an in-process collection or a collection that is currently being microfilmed (see examples, below). When processing or microfilming is complete, delete the note.
See also 540 (Terms governing use). Required use of microfilm surrogates may be indicated by either a 506 or 540 field, according to local practice.
Examples:
506 b/b/ |a The papers are closed to research during the lifetimes of Mr. &
Mrs. Eugene V. Rostow and for a period of ten years thereafter.
506 b/b/ |a The papers are closed. Access granted through permission from Anne
Morrow Lindbergh or two of the Lindbergh children. The personal family correspondence
is restricted throughout the lifetime of Anne Morrow Lindbergh and for fifty
years after her death.
506 b/b/ |a Permission for access must be obtained from the donor during her
lifetime. For the ten year period thereafter, the donor asks that her husband,
Robert L. Wald, or in the event of his unavailability, her daughter, Sarah Wald
Stark, or such representative as either of them may designate, approve access
to the papers.
506 b/b/ |3 Correspondence of A. K. Smiley: |a Closed until 2020. For further
information consult the appropriate curator.
506 b/b/ |3 1924 Diary: |a Restricted fragile material. For further information
consult the appropriate curator.
(Neither a film nor paper surrogate is available. Access to original material
requires curatorial approval.)
506 b/b/ In-Process Collection. Research use may require advance notice.
Contact the Public Services Librarian for further information.
506 b/b/ ACCESS TEMPORARILY RESTRICTED. As of September 2004, this collection
is scheduled for preservation microfilming. Researchers should contact the library
in advance to determine availability.
100 1b/ |a Jones, Paul S.
245 10 |a Diaries, |f 1843-1845.
300 b/b/ |a 3 |v. ; |c 24 cm.
506 b/b/ |a Restricted fragile material. Use microfilm instead of original.
530 b/b/ |a Available on microfilm |b from Beinecke Rare Book and Manuscript
Library, Yale University.
(Collection has been filmed.)
Repeatable: yes
Indexed: Keyword
Additional Staff Indexes: Citation/References
Orbis Public Display Constant:
1st Indicator 0: Citation/References
1st Indicator 1: Indexed In Its Entirety By
1st Indicator 2: Indexed Selectively By
1st Indicator 3 or 4: References
Punctuation: A comma is usually placed at the end of subfields |a,
|b, |c and/or |x if another subfield follows. Field doesn't
end with a mark of punctuation unless last word is an abbreviation, etc.
Indicators:
1st
Coverage/location in source
0 Coverage unknown
1 Coverage complete
2 Coverage selective
3 Location in source not given
4 Location in source given
2nd
none
Subfields:
|a Name of source
|c Location within source
|3 Materials specified
Instructions:
Use for the name of a publication in which materials have been cited, indexed,
or abstracted. Give a separate 510 for each citation. Use Standard Citation
Forms for Published Bibliographies (available on the Cataloger's Desktop). Apply
the working principles in this volume when constructing new citations (section
IV). When a bibliography is unnumbered, add specific location information (such
as page number). As Orbis will supply a public display constant (see first indicator,
above), do not input additional terms such as "References:" or "Indexed
by:".
Do not confuse with 581 (Publications Note).
Examples:
510 4b/ |a Withington, |c 30
510 4b/ |a Goddard & Kritzler, |c 235
510 4b/ |a Yale. Ornithological Books, |c 95
510 4b/ |a Yale University Gazette, 1971 April, Vol. 45, No. 4, |c "The
Ellsworth Huntington Papers," by Geoffrey Martin, p.185-95
510 4b/ |a The Harvey Cushing Collection of Books and Manuscripts, 1943, |c
manuscript 52
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Summary
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
Display constant controller
b/ Summary
2nd
none
Subfields:
|a Summary, etc. note
|3 Materials specified
Do not use subfield |b (expansion of summary note). Record the complete summary note in subfield |a.
Instructions:
Use this field as a scope and content note. If there is a collection finding
aid, derive this note from the description of the collection and the series
descriptions in the finding aid. List materials found in the collection that
reflect the major occupations/activities of the individual and/or organization, being as concise as possible. Use
a 545 (Biographical or historical data) field, however, for
biographical data and historical information that puts the materials in context.
Begin in general terms and move to greater detail, stating information in the following order:
Follow Chicago Manual of Style, rather than AACR2, for title capitalization, grammar, and style. Generally, spell out words, and avoid abbreviations. Enter a space between initials in personal names, as in an established heading. If a writer is unidentified, use "unidentified," rather than "unknown".
Although paragraphing is not possible within a single 520 field, multiple 520 fields will display as separate paragraphs in the OPAC.
Optionally, use subfield |3 to describe a specific item or group of materials within a collection. Subfield |3 is not repeatable in a single 520; enter multiple |3 subfields in separate 520 fields. When describing specific items, optionally add collation information to the description of the item in the 520 note.
Examples:
300 b/b/ |a 2 |f boxes (1.5 linear feet)
520 b/b/ |3 Letters: |a 7 ALS (18 p.). Detailing events in San Francisco following
the 1906 earthquake and fire.
520 b/b/ |3 Diaries: |a 12 volumes, 1848-1850, covering his tenure as American
ambassador to France.
100 1b/ |a Vance, Cyrus R. |q (Cyrus Roberts), |d 1917-
245 00 |a Cyrus R. Vance and Grace Sloane Vance papers, |f 1942-2002 (inclusive).
520 b/b/ |a The Vance papers primarily document Cyrus R. Vance's professional
and personal activities. Of particular significance are background materials,
correspondence, position papers, and handwritten meeting notes relating to SALT
II negotiations between the United States and the Soviet Union; the Camp David
Summit and the signing of the Middle East Peace Treaty; diplomatic relations
with the Far East, especially China; and negotiations to release the American
hostages in Iran. Proposals, reports, handwritten notes, and correspondence
provide insight into the dispute between Greece and Turkey over Cyprus in 1967,
federal recovery assistance to Detroit after the riot of 1967, and the Paris
Peace Talks on Vietnam in 1968. Governmental statements and commentaries, draft
bills, and Senate committee background materials from 1958 document Vance's
involvement in the creation of the National Aeronautics and Space Agency (NASA).
Extensive files of position papers, project proposals, meeting minutes, reports,
publications, and handwritten notes document Vance's involvement with various
events and organizations following his resignation from the Carter administration.
The collection also contains manuscript drafts used for Vance's book Hard Choices:
Critical Years in America's Foreign Policy.
110 2b/ |a Coalition to Stop Trident.
245 00 |a Coalition to Stop Trident records, |f 1969-1996 (inclusive).
520 b/b/ |a The records consist of administrative records, correspondence, publications,
subject files, and photographs documenting the history, structure, philosophies,
and activities of the Coalition to Stop Trident as well as other groups working
to stop the production and deployment of Trident submarines and missiles in
Connecticut and New England. There are also subject files which place the local
activities of these Connecticut groups into the context of the national and
international disarmament movement.
100 1b/ |a Gregory, Alyse, |d 1884-1967.
245 10 |a Alyse Gregory papers, |f 1888-1982 |g (bulk 1939-1967).
520 b/b/ |a The collection consists chiefly of correspondence, with smaller
amounts of diaries, writings, notebooks, artworks, photographs, and other personal
papers. Also present are papers of others closely associated with Gregory, including
papers of Llewelyn Powys; writings of John Cowper Powys and Edna St. Vincent
Millay; and diaries of Gertrude Powys. Accompanying these is a small amount
of correspondence and notes of Rosemary Manning, concerning Gregory's papers.
520 b/b/ |a The collection documents Gregory's literary friendships and personal
relationships, particularly with Llewelyn Powys, his siblings and the Powys
circle, colleagues associated with The Dial, and the Gregory family; her writing
and intellectual interests; and her efforts to edit her diaries and correspondence
and those of Llewelyn Powys.
100 1b/ |a Darrach, Bartow, |d 1831-1863.
245 10 |a Bartow Darrach letters, |f 1852-1856.
520 b/b/ |a 115 ALS written by Bartow Darrach while living in Philadelphia,
Pennsylvania; Kentucky; and Kansas Territory; most to his parents, James and
Helena White Darrach, New York; his brother, William Bradford Darrach; and other
family members in the East. Five letters are dated at Philadelphia, 1852-1853,
and relate to the completion of Darrach's medical studies and his application
to the United States Navy for an appointment as a medical officer. Approximately
half of the letters are dated at Eddyville, Kentucky, 1853-1855, and concern
Darrach's work in establishing a medical practice there.
520 b/b/ |a Darrach moved to Kansas Territory in 1855; circa fifty letters dated
at Osawatomie, 1855-1856, contain a detailed narrative of the lives of settlers
and events of the Kansas border war, including discussion of elections and constitutional
conventions; events in Lawrence and other fighting between free soil and slavery
advocates; and the killings at Pottawatomie by John Brown and the subsequent
sack of Osawatomie. The letters are accompanied by an ink and watercolor portrait,
1843.
245 b/b/ |a Texas legal documents, |f 1832-1895 |‚g (bulk 1832-1869).
520 b/b/ Manuscript legal documents, written in various hands and signed by
court officers and other individuals. Most documents were filed at the Nacogdoches
County Court and include docketing annotations on versos; also represented are
courts of other Texas counties. Many documents relate to summoning of juries,
probate court business, bonds for court appearances, and trial proceedings.
Some early documents certify Republic of Texas citizenship, military service,
and land bounties. Also present are a few documents concerning slavery and freedmen,
elections, appointment of government officials, land tenure, and petitions for
road construction. Some items are annotated or accompanied by holograph notes
written by Alex Dienst, identifying writers of documents and their significance
in Texas history.
524 (Preferred Citation of Described Materials
Note)
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Cite as
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
Display constant controller
b/ Cite as
2nd
none
Subfields:
|a Preferred citation of described materials note
Instructions:
Use a consistent form that readers should use in citations, including at least
title and location information. Optionally include a main entry, call number,
or other identifying information which is not expected to change. Do not include
a main entry if this name also appears in the title of the collection. Use Chicago
Manual of Style for capitalization.
Examples:
524 b/b/ |a John Vance Lauderdale Papers. Yale Collection of Western Americana,
Beinecke Rare Book and Manuscript Library.
524 b/b/ MSS 50, The Paul Bekker Papers in the Music Library of Yale University.
524 b/b/ |a John Ashley Journal. Yale Collection of Western Americana, Beinecke
Rare Book and Manuscript Library.
524 b/b/ |a Anne Smiley, Journal of a Trip Home. General Collection, Beinecke
Rare Book and Manuscript Library, Yale University.
524 b/b/ |a Charles Augustus Lindbergh Papers. Manuscripts and Archives, Yale
University Library.
524 b/b/ |a Records of Kingman Brewster Jr. as president of Yale University
(RU 11). Manuscripts and Archives, Yale University Library.
524 b/b/ |a Edith A. Holocaust Testimony (HVT-279). Fortunoff Video Archive
for Holocaust Testimonies, Yale University Library.
530 (Additional Physical Form Available Note)
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Available In Other Forms
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
none
2nd
none
Subfields:
|a Additional physical form available note
|b Availability source
|c Availability conditions
|d Order number
|3 Materials specified
Instructions:
This field contains information about additional physical formats, such as microforms
or facsimiles, available for public use either at the repository and/or in published
form. Do not use for transcripts; these are noted in 500 (General
note) and\or 520 (Summary, etc.).
Note standard wording for |b (see examples below); do not include time valued information (such as staff names, specific titles, PO Box #, etc.). Do not include price information.
If an entire series has been filmed, cite the series specifically. Use the simple phrase "Also available on microfilm" only when the entire collection has been filmed.
Do not confuse with 533 (Reproduction note). A 530 field is not used in conjunction with a 533 field.
Examples:
530 b/b/ |3 Correspondence, 1866-1912 |a available on microfilm |b from Beinecke
Rare Book and Manuscript Library, Yale University.
530 b/b/ |a Available on microfilm |b from Beinecke Rare Book and Manuscript
Library, Yale University.
530 b/b/ |a Portions available on microfilm |b from Beinecke Rare Book and Manuscript
Library, Yale University.
530 b/b/ |3 Series II. General Correspondence, and Series III. Diaries, Journals,
Reminiscences, and Manuscripts |a also available on microfilm (12,171 frames
on 14 reels, 35mm.) |b from Manuscripts and Archives, Yale University Library,
|c at cost. |d Order no. HM140.
530 b/b/ |3 Four logbooks kept during the Paris Peace Conference |a are available
on microfilm (1 reel, 35mm.) |b from Manuscripts and Archives, Yale University
Library, |c at cost. |d Order no. HM68.
Repeatable: yes
Indexed: Keyword
Additional Staff Indexes: Title, Series Title
Orbis Public Display Constant: Notes
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
none
2nd
none
Subfields:
|a Type of reproduction
|b Place of reproduction
|c Agency responsible for reproduction
|d Date of reproduction
|e Physical description of reproduction
|3 Materials specified
Instructions:
For use by a repository holding a copy of the material, not the original, normally
in conjunction with a 535 (Location of originals/duplicates note).
The original is described in other fields of the record, including genre/form
of the item in a 245 (Title statement) and/or 520
(Summary, etc.), as appropriate. A record with a 533 field may also have
a 540 (Terms governing use) note: "May not be duplicated". Form of Item in the 008 field must be set to a code other than b/.
Do not confuse with 530 (Additional physical form available). A 533 field is not used in conjunction with a 530 field.
Examples:
533 b/b/ |a Microfilm. |b Washington, D.C. : |c National Archives and Records Administration, |d 1983. |e 9 reels ; 35mm.
100 1b/ |a O'Malley, Jacob.
245 10 |a Jacob O'Malley financial records, |f 1945-1987.
300 b/b/ |a 3 linear ft. (6 boxes).
520 b/b/ |a Receipts, and tax records documenting O'Malley's income and expenses.
533 b/b/ |a Microfilm. |b New Haven, CT : |c Beinecke Rare Book and Manuscript
Library, |d 1989. |e 9 reels ; 35 mm.
535 1b/ |a Originals located in: Jacob O'Malley Trust ; |b New York, NY.
540 b/b/ |a May not be reproduced.
500 b/b/ |Financial records retained by the O'Malley family following his death,
to complete settlement of his estate. Copied by Beinecke Library for research
purposes.
544 1b/ |d Related Material: Jacob O'Malley Papers (YCAL MSS 999) |a Beinecke
Rare Book and Manuscript Library.
535 (Location of Originals/Duplicates Note)
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Notes
Punctuation: End with a period, unless the last word in the field is
an abbreviation, initial, etc.
Indicators:
1st
Additional information about custodian
1 Holder of originals
2 Holder of duplicates
2nd
none
Subfields:
|a Custodian
|b Postal address
|3 Materials specified
Instructions:
This field contains the name and location of the repository with custody of
originals or duplicates of the described materials. Use only for locations of
originals not held locally, and use only if all or a significant portion is
involved. If the location is unknown, note this fact to avoid future confusion.
If the described materials are on microfilm, include an 006
for projected medium (form of item=microfilm), to facilitate search limiting.
As this field is displayed with other 5XX fields in the OPAC under "Notes," differentiate from other notes by beginning with text such as "Originals located in..."
Examples:
535 1b/ |a Originals located in: Niels Bohr Library, Center for History
of Physics, American Institute of Physics ; |b New York, NY.
535 1b/ |a Location of originals unknown.
535 1b/ |a Originals retained by the family.
540 (Terms Governing Use And Reproduction Note)
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Access and Use
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
none
2nd
none
Subfields:
|a Terms governing use and reproduction
|b Jurisdiction
|c Authorization
|d Authorized users
|3 Materials specified
Instructions:
This field contains information about terms governing the use of materials after
access has been provided, such as constraints on duplication and handling not
covered by general policies and practices. Optionally, also use this field for
copyright information.
Examples:
540 b/b/ |a Special restrictions governing use or reproduction of some materials
apply. Consult the appropriate curator for further information.
540 b/b/ |a Diaries may not be reproduced.
540 b/b/ |a For research use only. May not be duplicated. Permission to copy
must be obtained from the copyright holder. Consult the appropriate curator
for further information.
540 b/b/ |a Copyright has been transferred to Yale University.
540 b/b/ |3 Original watercolor sketches in Boxes 1-5 |a may not be photocopied.
Copies may be made from the black and white negatives in Boxes 7-8 or from the
color slides in Box 9 or the copy negatives of the slides in Box 10.
540 b/b/ |a The collection must be used under the supervision of a reference
archivist.
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Notes
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
Relationship
b/ No information provided
0 Associated materials [located in another Yale repository, or a repository
outside Yale]
1 Related materials [located in the same respository]
2nd
none
Subfields:
|a Custodian
|b Address [do not use specific postal codes, just city and state/province]
|c Country
|d Title
|e Provenance
|n Note
|3 Materials specified
Instructions:
This field cites other materials within or outside the repository which are
related to the described materials by provenance. Use only for significant materials
with the same provenance as the materials in hand, for which this information
is readily available and the provenance link is clear. Use a separate 544 for
each citation. Enter subfield |d before subfield |a. Optionally,
enter all information in a single subfield |n.
As this field is displayed with other 5XX fields in the OPAC under "Notes," differentiate from other notes by beginning this field with either "Related material:", for related materials at your own repository or "Associated material:", for materials at another Yale repository, or a repository outside Yale.
Examples:
100 1b/ |a Charles Augustus Lindbergh papers, |f 1830-1987 (inclusive),
|g 1911-1974 (bulk).
544 1b/ |d Related material: Anne Morrow Lindbergh Papers (MS 829) |a Manuscripts
and Archives, Yale University Library.
544 0b/ |d Associated material: Bronislaw Malinowski Papers, |a London School of Economics and Political Science.
544 1b/ |d Related material: African Postcard Collection, MS 1575. |a Manuscripts and Archives, Yale University Library.
Or:
544 1b/ |n Related material: Anne Morrow Lindbergh Papers (MS 829) Manuscripts
and Archives, Yale University Library.
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Biography/Historical Note
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
Type of data
b/ No information provided
0 Biographical sketch
1 Administrative history
2nd
none
Subfields:
|a Biographical or historical data
Instructions:
Use this field for biographical and historical information on people or corporate
bodies in the 1XX field, and/or information on any related people or corporate
bodies. Generally, be as concise as possible; however, wording and length are
not prescribed. For personal names, include name, birth and death dates (if
not in 100 field), occupation(s), significant achievements (with dates), relevant
education, and information on family. For a Yale graduate, mention the class
year. Start with the most important identifying information (how the person
or organization is best known), followed by whatever additional information
is relevant to the material being cataloged. For corporate bodies, include as
much of the following information as is available: full name, founding and closing
dates, location, and purpose and function(s).
Provide a space between initials in personal names, just as in an established heading. Otherwise, it is not necessary to conform to the authorized form of the name in this field. For example, if birth and death dates are known, but the authorized form of the name does not include them, give them at the beginning of the 545 field, following the name.
Compose the 545 with the 520 (Summary, etc.) in mind: the 520 gives collection content that reflects biographical information in 545. Optionally, use multiple 545 fields for notes on more than one individual or organization. If little or no biographical/historical information is available, the 545 field may be omitted, and any available information integrated in a 520 field.
Although paragraphing is not possible within a single 545 field, multiple 545 fields will display as separate paragraphs in the OPAC.
Examples:
545 b/b/ |a Walter Millsap was from 1916 to 1919 an active member of the Utopian Llano colony, a socialist community which moved from its original location in California to Louisiana in 1917. Millsap was trustee of United Co-Operative Industries and head of the Llano Co-Operative Association.
545 b/b/ |a Keikichi Akana Imamura was a salesman for Millsap's United Co-Operative Industries before World War II and an adjunct professor in Oriental languages at Yale University in the fall of 1945.
545 b/b/ |a Richard Wright, journalist, novelist and lecturer, author of Native Son and Black Boy.
545 b/b/ |a William Henry White graduated from Yale University in 1900. He
went to Alaska during the Klondike Gold Rush, arriving in August, 1900, and
initially serving as a representative of a thawing machine company, involving
R. M. Elliot, H. C. Elliot, and White's father, George L. White. In September,
1900, William Henry White began working for the Office of the Gold Commissioner,
Yukon Territory, Canada. He was appointed mining recorder for the Dawson District
in January, 1901, and for the Forty Mile District in February, 1901. White returned
to Waterbury, Connecticut, in July, 1901.
(Yale graduate)
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Notes
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
none
2nd
none
Subfields:
|a Language note
|b Information code or alphabet, (i.e. roman alphabet, braille, pictograms,
arabic alphabet, hieroglyphics)
|3 Materials specified
Instructions:
For collections in English, enter a note stating this.
Example:
546 b/b/ In English.
For collections in languages other than English, or collections containing significant materials in languages other than English, use an approprate note. If two or more non-English languages are present, give approximate importance, as appropriate (for example, "Chiefly in French, some letters in German"). If a language applies only to a specific group of materials, specify this in a subfield |3.
See also 041 (Language codes).
Examples:
546 b/b/ |a Originals in English, translations in French.
546 b/b/ |a Materials in English and Russian.
546 b/b/ |a Chiefly in French, some letters in German.
546 b/b/ |3 Notebooks |a in French.
555 (Cumulative Index/Finding Aids Note)
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Indexes/Finding aids
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
Display constant controller
b/ Indexes
0 Finding aids
2nd
none
Subfields:
|a Cumulative index/finding aids note
|3 Materials specified
|u Uniform resource indentifier
Instructions:
Use for finding aids, indexes, card files, etc. The text of this field is determined
locally. Use "finding aid" to refer to lists in the Yale Finding Aid
Database. If referring to other guides or listings not there, be specific (for
example, "Preliminary list available for correspondence in box...").
For manuscripts for which analytics also have been made, use this field to note
parts which have been individually cataloged.
Use first indicator 0 for finding aids.
Do not enter the words "Indexes:" or "Finding Aids:", as these terms are supplied in the OPAC field label.
Examples:
555 0b/ |a Finding aid available.
555 0b/ |a Finding aid available in repository and on internet.
555 0b/ |a Preliminary list.
555 0b/ |a Accompanied by a container list.
555 0b/ |a Accompanied by a container list (in box 1).
555 0b/ |a Accompanied by a container list. Some items also cataloged separately.
555 0b/ |a Preliminary container list available.
555 0b/ |a Finding aid to correspondence available. Notebooks and Writings listed
in the Manuscripts Card Catalog.
555 0b/ |a Selected items also cataloged separately.
(Bound ms with several items; analytics done only selectively)
555 0b/ |d Podeschi, John B. Dickens and Dickensiana: a Catalogue of the Richard
Gimbel Collection in the Yale University Library. New Haven: The Library, 1980.
(To reference a printed catalog that serves as a finding aid)
555 0b/ |3 Series I: |a finding aid available.
(partial finding aid only)
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Notes
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
none
2nd
none
Subfields:
|a History
|3 Materials specified
Instructions:
Use to record the source of acquisition. Optionally also include provenance
information relating to previous owners. Statements can include information
such as date, gift, purchase or other type of acquisition, full name of donor
or vendor, and fund. If a purchase was made through an agent from an auction
house, state the name of the auction house, and do not state the agent (for
example, "Purchased from Sotheby's"). Do not include confidential
information such as price, value, address, or phone number. Do not name people
who have requested anonymity (see example, below). Optionally, if it is unclear
whether materials were a gift or a purchase, use the phrase "Acquired from."
The 561 field can be left out entirely if there is no provenance information
available.
Optionally, if the donor is a Yale graduate, note that information as part of the donor name. Note that the correct format for citing the class is Yale [yyyy], e.g. Bequest of Paul Mellon (Yale 1929), 2000. Gift of Susan and John Doe (Yale 1954), 1974-1995. As in this last example, indicate Yale class date immediately following the corresponding name. In this case, John is a Yale graduate, while Susan is not.
Enter information in a single field. Do not use separate subfields for each indication of ownership. For collections with finding aids, this provenance statement here should match or closely follow that in the finding aid.
Do not use the 541 field (immediate source of acquisition); use the 561 for all provenance information included in the catalog record. The 541 field was originally intended to include confidential information, such as purchase price. Before RLIN21, the 541 field was part of the archival segment. The 541 field does not display to the public or other institutions, while the 561 field is publicly visible. Because Orbis does not mask any field, all fields are visible in the OPAC MARC view. For these reasons, Yale repositories maintain confidential information in local databases, and use 561 for all other provenance information.
Examples:
561 b/b/ |a Gift of Charles Eberstadt, 1961.
561 b/b/ |a Acquired by exchange, 1996.
561 b/b/ |a Purchased from Goodspeed's Book Shop, Inc., 1950. Letter of Nov.
14, 1844 gift of Charles Goodspeed, 1952.
561 b/b/ |a Gift of an anonymous donor in 1987.
561 b/b/ |a Gift of Bret Jones, 1947. Formerly held in Manuscripts and Archives,
Sterling Memorial Library, Yale University as MS 700 before transfer to Beinecke
Library in 1996.
561 b/b/ The Paul Bekker Papers were established in the Music Library of Yale
University by Sarah Bekker in 1983.
561 b/b/ |a Deposited by Robert F. Butts, 1985-1996, 2001-2003. Gift of Tam Mossman, 1996-1997, 2001. Gift of Richard Kendall, 1991-1992, and 1995, 1997, 1999, and 2001; Seth Network International, 1993-1995, 1997-1998; Norman Friedman, 1993; Madelon Rose Logue, 1996-2005; Ron Heckens, 1999; Anita Newell and Nancy Walker, 2000; Mary Rouen/Brass Ring Bookstore, 2000-2001; Moment Point Press, 2001; Rick Stack, 2001, 2002; Jobi Harris, 2001; Barry Noonan, 2001, 2004; Mary Dillman, 2001; Sue Watkins, 2001; Joyce Combs, 2002; Mike Flynn, 2002; and Lucy Gillis, 2002, 2003.
561 b/b/ |a Acquired from John Q. Allen, 1945.
(Unclear whether a gift or purchase)
562 (Copy And Version Identification Note)
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Notes
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
none
2nd
none
Subfields:
|a Identifying markings
|b Copy identification
|e Number of copies
|3 Materials specified
Instructions:
Contains information which distinguishes a copy or version of an item, when
more than one copy or version exists or could exist. Make a separate note for
each copy.
Use rarely , as this information generally goes in a 500 (General note) field.
Examples:
562 b/b/ |e 3 copies: |b DVCam Master; |b Betacam SP dub;
|b and 1/2 in. VHS with time coding.
562 b/b/ |e 3 copies: |b VHS Master; |b Betacam SP dub; |b and 1/2 in. VHS with time coding.
(Multiple copies of a videotape)
580 (Linking Entry Complexity Note)
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Notes
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
none
2nd
none
Subfields:
|a Linking entry complexity note
Instructions:
This field is used for a note expressing a complex relationship with another
item, which cannot be adequately generated by a 773 (Host
Item Entry) field. Though the 580 and 773 fields are rarely used, the 580
field has been used to relate materials to a record group within the University
archives.
Example:
580 b/b/ |a Forms part of Yale Record Group 46-A (YRG 46-A), records and materials
broadly documenting Yale buildings, facilities, and grounds.
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Publications
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
Display constant controller
b/ Publications
8 No public display constant generated
2nd
none
Subfields:
|a Publications about described materials note
|3 Materials specified
Instructions:
Use this field to give a citation for a publication based on use, study, or
analysis of the materials described in the record, or to give other information
about such a publication.
Do not confuse with 510 (Citation/References Note).
Examples:
581 b/b/ |a Charles II to Lord Taaffe: Letters in Exile, ed. Timothy Crist.
Cambridge: Rampant Lions Press, 1974.
581 b/b/ |a The George Eliot letters; edited by Gordon S. Haight. New Haven:
Yale University Press, 1954-78.
581 b/b/ |a Collected poems, 1912-1944 / H. D.; edited by Louis L. Martz. New
York: New Directions, 1983.
Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Local Notes
Punctuation: Ends with a period unless another mark of punctuation or
closing parenthesis is present.
Indicators:
1st
none
2nd
none
Subfields:
|a Local note
Instructions:
Use for additional notes, as determined locally.
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