Yale University Library Cataloging Documentation

Manuscript Cataloging: Guidelines for Collection-Level Records

Variable Data Fields: 6XX

6XX Fields: General Instructions
600 (Subject Added Entry - Personal Name)
610 (Subject Added Entry - Corporate Name)
611 (Subject Added Entry - Meeting or Conference)
630 (Subject Added Entry - Uniform Title Heading)
650 (Subject Added Entry - Topical Term)
651 (Subject Added Entry - Geographic Name)
655 (Index Term - Genre/Form)
656 (Index Term - Occupation)
690, 692, 693 (Local Subject Added Entries)

At least one 65X (650 (Subject Added Entry - Topical Term) or 651 (Subject Added Entry - Geographic Name)) is required. Use additional 650s and 651s and name tracings (600, 610, and 611) as appropriate. Justify all 6XXs by describing subject matter in a 520 (Scope and content note). Long lists of 6XXs for correspondents may be generally characterized, without being individually mentioned, in the 520 field.

Voyager indexes names in 6XXs as subjects and names in 7XXs as authors. Yale repositories use 6XX, rather than 7XX, for listing correspondents.

Generally, put 6XX added entries in tag order, and in alphabetic order within each tag. Exceptions may be determined locally; for example, listing the creator of the collection as the first 6XX. The ordering of headings may change if headings are updated during MARS processing.

In the past, second indicator 4 was used with 6XX local headings, but this practice is no longer used. Use 69X fields for all local headings. When found in older records, 6XX headings with second indicator 4 should be updated to 69X headings.

Repeatable: yes
Indexed: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision
Orbis Public Display Constant: Subjects (Library of Congress)
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield |2, |3, |4, or |5 a mark of punctuation precedes those subfields.

Indicators:
1st
0 Forename
1 Surname
3 Family name
2nd
0 Library of Congress Subject Headings/LC authority files

Subfields:
|a Personal name
|b Numeration
|c Titles and other words associated with a name
|d Dates associated with the name
|e Relator term
|q Fuller form of name
|t Title of a work
|v Form subdivision
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision

Instructions:
Use for subject access to names (see also 700 (Added Entry - Personal Name)). Generally, include the name in the 1XX field also in a 600 field, as manuscript material, such as letters or personal papers, is as much about the person or corporate body in the 1XX field as it is authored by that person or corporate body. Use also for correspondents and other creators of works present in the collection.

Don't trace nicknames unless they are bibliographically significant, and then only if this heading is authorized, or does not conflict with authorized headings and conforms to AACR2. For subfield |t, use the authorized uniform title, or a title that does not conflict with authorized headings and conforms to AACR2. Omit initial articles in titles.

Optionally include a relator term. For more information, see the MARC21 Code List for relators. Optionally use |v Archives for a major collection oof the subject's papers.

See also 100 (Main Entry - Personal Name).

Examples:
600 10 |a Clarkson, Robert H. |q (Robert Harper), |d 1826-1884.
600 10 |a Millsap, Walter, |d 1886- |v Archives.

Repeatable: yes
Indexed: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision
Orbis Public Display Constant: Subjects (Library of Congress)
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield |2, |3, |4, or |5 a mark of punctuation precedes those subfields.

Indicators:
1st
0 Inverted name
1 Jurisdiction name
2 Name in direct order
2nd
0 Library of Congress Subject Headings/LC authority files

Subfields:
|a Corporate name or jurisdiction name as entry element
|b Subordinate unit
|e Relator term
|v Form subdivision
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision

Instructions:
Use first indicator 1 when corporate name begins with place. For subfield |t, use the authorized uniform title, or a title that does not conflict with authorized headings and conforms to AACR2. Omit initial articles in titles. For headings without authority records, identify the geographic location in parentheses, if possible.

See also 110 (Main Entry - Corporate Name).

Examples:

610 20 |a Gila River Relocation Center.
610 20 |a Llano Colony (Secular Community)
610 10 |a Connecticut. |b Militia
(Authorized headings)

610 20 |a American Board of Commissioners for Foreign Missions |z Philippines.
(Authorized heading, with geographic subdivision)

610 20 |a Twin Buttes Railroad Company (Tucson, Ariz.)
(No authorized heading)

Repeatable: yes
Indexed: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision
Orbis Public Display Constant: Subjects (Library of Congress)
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield |2, |3, |4, or |5 a mark of punctuation precedes those subfields.

Indicators:
1st
0 Inverted name
1 Jurisdiction name
2 Name in direct order
2nd
0 Library of Congress Subject Headings/LC authority files

Subfields:
|a Meeting name or jurisdiction name as entry element
|c Location of meeting
|d Date of meeting
|e Subordinate unit
|q Name of meeting following jurisdiction name as entry element
|v Form subdivision
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision

Instructions:
For subfield |t, use the authorized uniform title, or a title that does not conflict with authorized headings and conforms to AACR2. Omit initial articles in titles.

See also 111 (Main Entry - Meeting Name).

Examples:

611 20 |a Alaska-Yukon-Pacific Exposition |d (1909 : |c Seattle, Wash.)

611 20 |a Stampede |d (1916 : |c Brooklyn, New York, N.Y.)
(Annual tournament of cowboy skills)

Repeatable:: yes
Indexed: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision
Orbis Public Display Constant: Subjects (Library of Congress)
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield |2, |3, |4, or |5 a mark of punctuation precedes those subfields.

Indicators:
1st
0-9 Number of nonfiling characters present
2nd
0 Library of Congress Subject Headings/LC authority files

Subfields:
|a Uniform title
|t Title of work
|d Date of treaty signing
|f Date of a work
|l Language of a work
|v Form subdivision
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision

Instructions:
Use for a uniform title of a book or serial that is a subject of the collection. For subfield |t, use the authorized uniform title, or a title that does not conflict with authorized headings and conforms to AACR2. Omit initial articles in titles.

Examples:
630 00 |a Perspectives of new music.
630 00 |a New Yorker.
630 00 |a Lyell lectures.

Repeatable: yes
Indexed: Keyword
Additional Public Indexes: Subject
Additional Staff Indexes: Names, Subject, Staff Subject Heading or Subject Subdivision
Orbis Public Display Constant: Subjects (Library of Congress)
Puncation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield |2, |3, |4, or |5 a mark of punctuation precedes those subfields.

Indicators:
1st
b/
2nd
0 Library of Congress Subject Headings/LC authority files

Subfields:
|a Topical term or geographic name as entry element
|c Location of event
|d Active dates
|e Relator term
|v Form subdivision
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision

Instructions:
Use for topical subject access. Search the Library of Congress Subject Headings (LCSH) through the Library of Congress Authorities or Classification Web. See the Chief Catalog Librarian to obtain a logon and password for Classification Web.

For large collections of personal papers, optionally use "[occupation] |v Archives". Do not use the subdivision "Correspondence," as this is implied in title words such as "papers," "records," or "collection". "Correspondence" is used as a subdivision for published collections of correspondence. For literary papers, optionally include a heading tracing national identity and chronological era. Note that "Translations into [language]" appears in subfield |v, while "Translations from [language]" appears in subfield |x.

Examples:
650 b/0 |a Authors, English |v Archives.
650 b/0 |a Japanese Americans |x Evacuation and relocation, 1942-1945 |v Personal narratives.
650 b/0 |a Frontier and pioneer life |z Oregon.
650 b/0 |a Authors, Russian |y 20th century.
650 b/0 |a English literature |v Translations into German.
650 b/0 |a German literature |x Translations from English.
650 b/0 |a String quartets.
650 b/0 |a Piano music.
650 b/0 |a Big band music |v Scores and parts.
650 b/0 |a Woodwind quintets (Flute, clarinets (4)) |v Scores and parts.

Repeatable: yes
Indexed: Keyword
Additional Public Index: Subject
Additional Staff Index: Names, Subject, Staff Subject Heading or Subject Subdivision
Orbis Public Display Constant: Subjects (Library of Congress)
Punctuation: Ends with a mark of punctuation or a closing parenthesis. If final subfields are subfield |2, |3, |4, or |5 a mark of punctuation precedes those subfields.

Indicators:
1st
b/
2nd
0 Library of Congress Subject Headings/LC authority files

Subfields:
|a Geographic name
|v Form subdivision
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision

Instructions:
Use for topical geographic subject access. Use an established authority, if one exists. If not, create the heading in conformance with AACR2, using Geonet, or, if necessary, a subject-specific print resource or other standard reference sources. Geonet and other sources are available through the Authority Control at Yale webpage. For chronological subdivisions (|y), follow instructions in LCSH (see 650) and the Subject Cataloging Manual (on Catalogers Desktop).

Examples:
651 b/0 |a Mexico |x History |y 1821-1861.
651 b/0 |a Cheyenne (Wyo.) |x Church history.

655 (Index Term - Genre/Form)

Repeatable: yes
Indexed: Keyword
Additional Public Index: Subject
Additional Staff Index: Subject: Genre/Form, Subjects
Orbis Public Display Constant: Type Of Material
Punctuation: Subfield preceding subfield |2 ends with a mark of punctuation or closing parenthesis.

Indicators:
1st
b/ Basic
0 Faceted
2nd
7 Source of heading specified in |2

Subfields:
|a Genre/form data or focus term
|b Non-focus term
|c Facet/hierarchy designation
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision
|2 Source of term

Instructions:
Use to to give access to genre terms from a standard thesaurus specified in |2. Generally used only for substantive quantities of material, though may be used for smaller numbers of special photographic formats or a single occurrence of an especially rare item or format. Do not trace genres commonly found in collections, such as correspondence or literary manuscripts.

Use only established thesauri. Optionally subdivide geographically (by state if in the United States; otherwise by country) and/or chronologically. Optionally add an 006 corresponding to each genre heading, to facilitate search limiting.

Standard thesauri include Art and Architecture Thesaurus (aat), Genre Terms: A Thesaurus for Use in Rare Book and Special Collections Cataloguing (rbgenr), Thesaurus for Graphic Materials (lctgm), and Binding Terms: A Thesaurus for Use in Rare Book and Special Collections Cataloguing (rbbin).

Examples:
655 b/7 |a Diaries |z United States |y 18th century. |2 aat
655 b/7 |a Photographic prints. |2 aat
655 b/7 Daguerreotypes. |2 aat
655 b/7 |a Sketches |z United States. |2 aat
655 b/7 |a Brocade bindings (Binding) |2 rbbin

Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Occupation
Punctuation: Subfield preceding subfield |2 ends with a mark of punctuation or closing parenthesis.

Indicators:
1st
none
2nd
7 Source of term specified in |2

Subfields:
|a Occupation
|x General subdivision
|y Chronological subdivision
|z Geographic subdivision
|2 Source of term

Instructions:
Use to give access to index terms for occupations or avocations reflected in the collection. Consider also including this term or a similar term in a 650 (Subject Added Entry - Topical Term). Inclusion of 650 fields may facilitate searching, as 650s are indexed as subject, while 656 fields are indexed by keyword only.

Optionally subdivide geographically (by state if in the United States; otherwise by country) and/or chronologically.

Standard thesauri are Library of Congress Subject Headings (lcsh) and Art and Architecture Thesaurus (aat). When an appropriate term is not found in a standard thesauri, optionally use a local term followed by "|2 local".

Examples:
656 b/7 |a Engineers. |2 lcsh
656 b/7 |a Architects |z California. |2 lcsh
656 b/7 |a Architects |z France. |2 lcsh
656 b/7 |a Missionaries. |2 lcsh

Repeatable: yes
Indexed: Keyword
Additional Public Indexes: Special Collections Subject
Additional Staff Indexes: Subject, Special Collections Subject
Orbis Public Display Constant: Subjects (Local Yale)
Punctuation: Ends with a mark of punctuation or a closing parenthesis.

Indicators:
1st
See first indicators for 600, 610, 650, and 651
2nd
4 Source not specified

Subfields:
See subfields for 600, 610, 650, and 651

Instructions:
Use to provide access to subject headings which are locally-created and are not controlled by Library of Congress Subject Headings (LCSH). Local subject headings are indexed in the OPAC as Special Collections Subjects only, and are not included in the Subjects index. Subfields and and first indicators for 692 (personal name), 693 (corporate name), 690 (topical term), and 691 (geographic name) conform to those for 600, 610, 650, and 651 fields, repectively. Use second indicator 4 for all 69X fields.

Use a 691 field only for an alternate form of a geographic heading that already has an authoritative form established in LCSH. Create new geographic authority records when needed (see 651). Generally, do not use 651 and 691 for the same geographic name in the same record. An exception has been made for the Fortunoff Video Archive for Holocaust Testimonies, which does use both established and local forms in the same record, to allow access to both the current form of a place name and the form used in the testimony.

Examples:

692 14 |a Purdy, James |x Presentation inscription to C. Van Vechten.
692 14 |a Van Vechten, Carl, |d 1880-1964 |x Presentation inscription from J. Purdy.
692 14 |a Alger, Abby L. |x Autograph.
692 14 |a Rescher, Oscar |x Ms. notes.
692 14 |a Beckford, William, |d 1760-1844 |x Binding.

693 24 |a Sangorski and Sutcliffe |x Binding.

690 b/4 |a Binding |y 1550.

691 b/4 |a L'vov (Ukraine)
691 b/4 |a Lw'ow (Poland)
(Alternate forms of geographic headings used by Fortunoff Video Archive for Holocaust Testimonies)

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Last revised 6/13/2006