Yale University Library Cataloging Documentation
Introduction
This manual was created in 2005 by the Manuscript Cataloging Committee, in response to a need for Yale-wide manuscript cataloging policies. Based on the Beinecke Library's Orbis Cataloging Manual: Mixed Materials Format, this manual reflects past and current practice of repositories represented on the committee: Arts, Arts of the Book, Beinecke, Divinity, Historical Medical, Manuscripts and Archives, and Music. Guidelines are intended to establish common ground among manuscript catalogers at Yale, by setting standard policies and presenting options and best practices. Field definitions include only those MARC fields, subfields, indicators, and codes which are most commonly used in manuscript cataloging. For complete MARC definitions, see the Library of Congress MARC standards website.
This manual provides information on the creation and maintenance of Orbis records for cataloging manuscript collections using record type p (mixed materials). In cases where field names differ slightly between Voyager and MARC documentation, Voyager names are used. Display constants indicated by MARC indicator codes are not always available in Voyager. See the Orbis public display constant listed in each field definition. Specific procedures for inputting and editing records in conformance with national standards (such as DACS, AACR2, LCSH) and with Yale's general cataloging policies and practices are covered here. While most common situations are covered, staff needing guidance on specific situations should consult Library of Congress MARC standards or other documentation (see Cataloging Reference Sources), lead catalogers in each unit, or the Manuscript Cataloging Committee.
Orbis is Yale University's integrated library management system. There are several ways to input and upgrade records in Orbis: direct input, electronic transfer from OCLC, and copying a record already in Orbis. This manual contains instructions for creating original records directly in Orbis and exporting records to OCLC and MARS (OCLC Automated Authority Control). Also included are instructions for searching existing authority records and gathering information needed to create new authority records. Catalogers who have completed training may create or update authority records through the Name Authority Cooperative Project (NACO).
A typical catalog record consists of a bibliographic record, one or more associated holdings records (MARC format for holdings, or mfhd, pronounced "muffhead"), and possibly one or more item records. The bibliographic record contains an author, title, subject headings and description of the item, as appropriate, and the mfhd contains the location and call number. Item records, not used by all repositories, contain barcodes governing circulation to readers or to offsite shelving.
Orbis records are input in the Voyager cataloging module. When records are saved, the Voyager system generates indexing and OPAC field labels (e.g. Title: or Notes:), as determined by Yale-wide policy. The Voyager system also assigns and indexes separate record ID numbers for each bibliographic, mfhd, and item record.
The following symbols are used in this manual:
b/ = blank space
| = subfield delimiter
This manual is maintained by the Yale Manuscript Cataloging Committee. Please direct comments to the member of committee indicated below.
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This document maintained by Karen Spicher
Last revised 1/12/2009