Yale University Library Cataloging Documentation
Variable Control Fields
Leader
Record Status
Record Type
Bibliographic Level
Type of Control
Encoding Level
Cataloging Form
008 (Mixed Material)
Publication Status
(Type of Date)
Date 1 and Date 2
Place of Publication
Form of Item
Language
Modified Record
Cataloging Source
006 (Additional Materials Characteristics)
007 (Physical Description)
Indexed: no
Codes:
a Increase in encoding level
c Corrected or revised
d Deleted
n New
Instructions:
Use n for all new records. Voyager will automatically update a record
to c following any subsequent save. When a preliminary or recon Encoding
Level is upgraded to full level, the Record Status may be manually changed
to a. However, coding will automatically change to c after subsequent
saves, unless a is entered manually each time.
Indexed: Limit search by Item Type
Codes:
p Mixed materials
Instructions:
Code p for Mixed Materials, formerly known as Archives and Manuscripts
Control (AMC), was introduced with format integration, and was implemented in
1996 March. The record type code for AMC records was b. When an old record
with code b is edited, Voyager requires this field to be changed, and
008 fields updated, before saving.
For more information on format integration, see memorandum from Yale manuscript catalogers to yulib-l, March 1996.
Indexed: no
Codes:
c Collection
d Subunit
Instructions:
Use c for collections or small groups of two or more items. Also
use c for a collective record for items in a scrapbook, photograph album,
or multiple manuscripts bound together or with into a printed work which has
been cataloged separately.
Use d for a subunit of a collection or analytic for item in a collection or multiple manuscripts bound together.
Indexed: no
Codes:
b/ No specified type of control
a Archival
Instructions:
Ue a for all manuscript materials. This field was introduced with
format integration, and was implemented in 1996 March.
Indexed: no
Codes:
b/ Full level
1 Full level, material not examined
5 Preliminary or accession level record
7 Minimal level
Instructions:
Use b/ for full level cataloging. Use 1 for records converted
from existing cataloging data, such as retrospective conversion of catalog cards.
Use 7 for unprocessed collections with provisional cataloging, as well
as for permanent brief catalog records. Code b/, 1, or 7
is required for export to utilities and MARS authority control. Change 1,
5, and 7 to b/ when upgrading to full level.
Indexed: no
Codes:
a AACR2/DACS
Instructions:
Use a for all records, as all records must conform to AACR2 or DACS standards. Code a may be used for retrospective conversion,
whether or not headings are upgraded to AACR2/DACS.
Publication Status (Type
of Date)
Required
Indexed: no
Codes:
b/ No dates given; B.C. date involved
i Inclusive dates of collection
k Range of years of bulk of collection
n Dates unknown
q Questionable date
s Single known date/probable date
Instructions:
Use i for an inclusive date span. Note bulk dates, if appropriate, in
subfield |g of the 245 (Title Statement). If
a known or estimated span of dates falls within one year, either use i
and enter the year in both Date 1 and Date 2,
or use s, enter the year in Date 1, and leave Date 2 blank, according
to local practice. If all materials are known or estimated to have the same
date, use s, enter the year in Date 1, and leave Date 2 blank.
Use q for an estimated date span encompassing two or more years.
See also Date 1 and Date 2.
Examples:
Publication Status s
Date 1 1845
Date 2
245 |f 1845.
Publication Status i
Date 1 1882
Date 2 1882
245 |f 1882 Jan 24-26.
Publication Status s
Date 1 1915
245 |f [1915?].
Publication Status q
Date 1 1801
Date 2 1805
245 |f [1801-1805?].
Indexed: Limit search by Date (searches by date in this field, not |f
in 245)
Codes:
____ Data not yet supplied (fill in characters)
Instructions:
Each date consists of a four-digit year, with any unidentified digits represented
by the letter u. Dates 1 and 2 must match dates in the 245
(Title Statement). For a collection acquired over a period of years, enter
either the current date span, or 9999 in Date 2 and update Date 2 as new parts
are accessioned.
Do not transcribe incorrect dates. Always enter correct dates in Dates 1 and 2 and in the 245 field. Note any incorrect dates appearing on the materials in a 520 (Summary, etc.) or 500 (General note).
See also Publication Status.
Examples:
Publication Status i
Date 1 1920
Date 2 9999
(ongoing gift)
Publication Status i
Date 1 1840
Date 2 1840
245 |f
(group of letters written in 1840)
Publication Status i
Date 1 1743
Date 2 1754
245 |f
Publication Status i
Date 1 18uu
Date 2 18uu
245 |f
(letters from 19th century)
Publication Status i
Date 1 1861
Date 2 1865
245 |f [ca. 1861-1865].
Indexed: no
Codes:
___ Data not yet supplied (choose from menu)
Instructions:
For manuscripts, this code represents the state of the repository where the
materials are held. For all records, enter code ctu, for Connecticut.
Indexed: no
Codes:
b/ None of the following
a Microfilm
b Microfiche
c Microopaque
d Large print
r Regular print reproduction (such as a photocopy)
Instructions:
This code reflects the predominant part of the materials being described. Use
code r for reproductions in eye-readable print, such as photoprints and
photocopies. If the repository holds both the original material and a reproduction,
use code b/, describe the original material in the record, and include
a 533 (Reproduction note).
Indexed: Limit search by Language
Codes:
___ Data not yet supplied (choose from menu)
See the USMARC Code List for Languages on Cataloger's Desktop or on the Library of Congress website.
Instructions:
This code reflects the predominant part of the materials being described. If
the predominant language is not English, also use a 546
(Language note).
If more than one language is represented, enter multiple codes in 041 (Language codes).
Example:
Language eng : English
Indexed: no
Codes:
b/ Not modified
Instructions:
Only code b/ is valid for record type p (Mixed Materials).
Indexed: no
Codes:
b/ National bibliographic agency (Library of Congress, or, National Library
of Canada)
d Other sources (includes original record keyed by inputting library)
Instructions:
Always use code d for original cataloging.
Use 006 fields to include record type codes in addition to code p (Mixed Materials). OPAC search limiting by item type is based on record type codes in the Leader and in any 006 fields present in the record. For example, a manuscript collection coded p in the Leader which contains substantial photographic material will be found by searches limited to photographic material only if an 006 for 2-D Nonprojectable materials has been included in the record.
See appendix 006 Codes for definitions of commonly used codes. For more information, see the MARC21 Concise Format on the Library of Congress website.
See also 008 (Mixed Material).
OPAC search limiting by medium is based on record type codes in the 007. Generally this field has not been used. Optionally, use to indicate the presence of microfilm in a collection.
For more information, see the MARC21 Concise Format on the Library of Congress website.
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Return to Manuscript Cataloging: Guidelines for Collection-Level Records
This document maintained by Karen Spicher
Last revised 5/15/2006