Yale University Library Cataloging Documentation

Manuscript Cataloging Guidelines

 

Appendix A: Single Manuscript Instructions

The following information supplements collection-level cataloging guidelines with instructions specific to cataloging of single manuscripts and collections without finding aids. These instructions are also accessible through links from corresponding sections in the collection-level guidelines.

Leader: Bibliographic Level
Leader: Type of Control
Leader: Encoding Level
Leader: Cataloging Form
Leader: Other Fields
008: Publication Status (Type of Date)
008: Date 1 and Date 2

040 (Cataloging Source)
1XX (Main Entry)
130 (Main Entry - Uniform Title)
240 (Uniform Title)
245 (Title Statement)
246 (Varying Form of Title)
250 (Edition Statement)
300 (Physical Description)
500 (General Note)
502 (Dissertation)
505 (Formatted Contents)
520 (Summary, Etc.)
524 (Preferred Citation of Described Materials)
555 (Cumulative Index/Finding Aids)
655 (Index Term - Genre/Form)
690, 692, 693 (Local Subject Added Entries)
7XX (Added Entry)


Single Manuscript Instructions
Bibliographic Level

See also:
Bibliographic Level: Additional Guidelines: Beinecke

Use m for a single item.

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Single Manuscript Instructions
Publication Status (Type of Date)

See also:
Publication Status: Additional Guidelines: Beinecke

Use s for a single date.

For a single item encompassing a range of dates, such as a diary, use i.

Examples:

Publication Status s
Date 1 1915
Date 2 ____
245 ‡f 1915.

Publication Status i
Date 1 1915
Date 2 1965
245 ‡f 1915 January 1-1965 June 16.
(diary)

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Single Manuscript Instructions
Date 1 and Date 2

See also:
Date 1 and Date 2: Additional Guidelines: Beinecke

Represent unidentified digits with the letter u.

Examples:

Publication Status s
Date 1 18uu
Date 2 ____
245 ‡f [1800s].

Publication Status s
Date 1 184u
Date 2 ____
245 ‡f [1840s].

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Single Manuscript Instructions
040 (Cataloging Source)

See also:
040: Additional Guidelines: Beinecke

For description convention in subfield ‡e, generally use the code for DACS. Optionally, use a code of another descriptive convention, as determined by local practice.

Examples:
040 __ ‡a CtY-BR ‡b eng ‡c CtY-BR ‡e dacs
040 __ ‡a CtY ‡b eng ‡c CtY ‡e appm

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Single Manuscript Instructions
1XX (Main Entry)

See also:
1XX: Additional Guidelines: Beinecke

Use for the creator or the collector of the intellectual content.

Examples:
100 1_ ‡a Verney, Ralph, ‡c Sir, ‡d 1613-1696. (writer of a diary)
100 1_ ‡a Traill, Thomas Stewart, ‡ d 1781-1862, ‡e collector. (assembler of a bound collection)
110 1_   ‡a United States. ‡b Office of Indian Affairs. ‡b Shoshone Agency. (creator of a letter book)

For an adaptation that has been changed significantly, use for the adapter.

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Single Manuscript Instructions
130 (Main Entry - Uniform Title)

Repeatable: no
Indexed: Keyword
Additional Public Indexes:
Title, Uniform Title as Main Entry
Additional Staff Indexes: Staff Name, Title, or Name/Title Headings
Orbis Public Display Constant: Uniform Title

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
none

Subfields:
‡a Uniform title
‡l Language of a work

Instructions:

See also:
130: Additional Guidelines: Beinecke

Used for titles such as the Bible that don't have a specified author and are known to have been created under variant 245s. Search Orbis and the Library of Congress authority file for an authority record, and use this form if one exists. If no authority record exists, create a heading in accordance with RDA rules and LC interpretations.

RDA rules and LC interpretations:

Bible:
LCAF headings will be updated to RDA beginning in 2013 March. Updated headings will:
Spell out Old Testament and New Testament for multiple books from one testament
Omit Old Testament and New Testament for single books
Examples:
130 0_ ‡a Bible.
130 0_
‡a Bible. ‡p Old Testament.
130 0_ ‡a Bible. ‡p Kings. 

See also: 240 (Uniform Title)

Examples:
130 0_ ‡a Bible.
245 14 ‡a The hieroglyphick Bible, or, Selected passages in the Old and New Testaments.

130 0_ ‡a Beowulf.
245 10 ‡a Beowulf; ‡c translated out of the old English by Chauncey Brewster Tinker, M. A.

100 0_ ‡a Straton, ‡c of Sardis, ‡d fl. 125.
240 10 ‡a Mousa paidike. ‡l French
245 10 ‡a Strato's boy-love : ‡b from the Greek anthology, ‡f [circa 1932].

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Single Manuscript Instructions
240 (Uniform Title)

Repeatable: no
Indexed: Keyword
Additional Public Indexes: Title, Author Sorted by Title
Additional Staff Indexes: Title

Orbis Public Display Constant: Title
Punctuation: Doesn't end with a mark of punctuation unless the last word in the field is an abbreviation, initial, etc.

Indicators:
1st
0 Not printed or displayed
1 Printed or displayed

2nd
0-9 Number of nonfiling characters present

Subfields:
‡a Uniform title
‡l Language of a work

Instructions:

Contains the uniform title for a work that has a 1XX (for those that do not have a 1XX, a 130 is used). A uniform title is used when a work has appeared under varying titles, necessitating a choice for the 245.

For a work that has been published, search Orbis and the Library of Congress authority file for an authority record, and use this form if one exists. If no authority record exists, create a heading in accordance with RDA rules and LC interpretations.

RDA rules and LC interpretations:

a Uniform title
Omit inital article.
For multiple works, record additional titles in one or more in 700 t's, or optionally use: 240 10 a Works. k Selections

l Language
Do not use multiple languages of translation in ‡l. Record additional languages in one or more 700 t's.

f Date: do not use

Music:
Spell out: arranged, accompanied, unaccompanied.
Use cello instead of violoncello.
Verify medium of performance in ‡m is valid in RDA.

Examples:
240 10 ‡a War and peace. ‡l French
245 13 ‡a La guerre et la paix.

In OPAC:
Author: Olmsted, Francis Allyn, 1819-1844.
Uniform Title: Incidents of a whaling voyage
Title: Journal of a voyage around Cape Horn, 1839-1841.
Physical Description: 2 v.

Same record in MARC:
040 __ ‡a CtY-BR ‡c CtY-BR ‡e appm
100 1_ ‡a Olmsted, Francis Allyn, ‡d 1819-1844.
240 10 ‡a Incidents of a whaling voyage
245 10 ‡a Journal of a voyage around Cape Horn, ‡f 1839-1841.
300/1 __ ‡a 2 ‡f v.

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Single Manuscript Instructions
245 (Title Statement)

See also:
245: Additional Guidelines: Beinecke

Either transcribe a formal title or supply a title, according to instructions below.

Generally follow DACS conventions:
Start supplied titles with the name of creator in direct order.
Do not use brackets; optionally give details about title, date, or spelling in 520 or 500.
Do not abbreviate months.

Optionally, establish alternative local practices, document these locally, and follow them consistently.
Examples of alternative local practice:
Supplied titles: do not include creator name.
Supplied title information within a formal title: enclose in brackets.
Transcribed titles with spelling errors or nonstandard spelling: use standard spelling in brackets; give original spelling in a 500 notes, and optionally trace original spelling in a 246 field.
Supplied, estimated, or corrected dates: enclose in brackets.
Months: abbreviate to initial three characters, with no period (Jan, Feb, Mar, etc.).

Titles for Single Manuscripts
Titles for Small Collections
Dates
Statement of Responsibility

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Single Manuscript Instructions: Titles for Single Manuscripts

Use the following subfields, as required (in bold) or as needed, in the following orde and with punctuation as shown:
‡a : ‡b, ‡f / ‡c.

Title Proper (subfield ‡a) and Other Title Information (subfield ‡b)

Subfield ‡a is required.

If an appropriate formal title is present, transcribe it in subfield ‡a.

Examples illustrating common transcription issues:

Capitalize only first word and proper names:
245 10 ‡a Diary of my trip to California, ‡f 1917.
transcription of: Diary of My Trip to California

Standardize punctuation as follows:
245 10 ‡a Diary of my trip to California, or, Happy trails, ‡f 1917.
transcription of: Diary of my "trip": to California (or "Happy Trails")

Correct misspellings in brackets, and note original spelling in a 500 or 520 note:
245 10 ‡a [Journal] of a voyage to Alaska.
500 __ Original title spelling: Jounal of a voyage to Alaska.
Optionally, trace the original spelling in a 246 field.

Optionally, abridge long titles after the first several words. If desired, give the full title or explain the abridgement in a 500 or 520 note:
245 10 ‡a Memoranda : ‡b from a journal of tours made upon the Continent ... : with illustrations sketched upon the spot, ‡f 1821-1836.
500 __ Title page includes list of destinations and mileage from London.

If no formal title is present, or if the formal title is misleading, supply a title in ‡a, consisting of the name of creator, if known, and documentary form, and optionally one or more topical terms. Common documentary forms include: diary, account book, logbook, letter, letter book, commonplace book, sermon, lecture notes, memoir, autograph album, scrapbook.

Examples:
245 10 ‡a Edward T. Crosby diary, ‡f 1861 September 10-1862 April 9.
245 10 ‡a Edward T. Crosby Civil War diary, ‡f 1861 September 10-1862 April 9.

Transcribe or supply other title information in subfield (‡b), such as:

Subtitles, alternative titles, or parallel titles
P
lace of writing
Place of delivery such as for a speech, lecture, or sermon
Occasion for the document's creation
Names associated with a legal document

Spine or cover titles:

If a formal title is not present on a title page, transcribe a formal title from the spine or cover only if the binding and title are original to the manuscript, and the title is not misleading. Note the source of the title in a 500 note.

Examples:
245 10 ‡a Diary of a trip to California, ‡f 1925 May-June.
500 __ ‡a Title from cover.


245 10 ‡a Account book, ‡f 1868-1872.
500 __ ‡a Title from spine.

If a cover or spine title is present in addition to a title page, optionally record the former in a 500 note, or optionally trace it as a title added entry in a 246 field.

Examples:
245 10 ‡a Journal of a voyage around Cape Horn, ‡f 1838.
246 3_ ‡i Cover title: ‡a
Cape Horn journal.

245 10 ‡a Four manuscript sermons : ‡b composed and preached in the years 1790, 91, and 92 , ‡f 1792.
500 __ ‡a Spine title:
Sermons on I Corinthians 15:55-57.

Supplied titles for speeches, sermons, etc.:

Include place and/or occasion, if identifiable, in ‡b. Describe the subject content in a 520.

Example:
245 10 ‡a Lecture : ‡b Royal College of Medicine, London, ‡f 1856 May 15.
520 __ ‡a Holograph manuscript of a lecture on the merits of medical research carried out in a hospital environment.

Supplied titles for legal documents (such as wills, deeds, mortgages, leases, warrants):

Include related names and the occasion in ‡b, as appropriate.

Example:
245 10 ‡a Commission : ‡b appointing J.E. Bradshaw to command the Peshawar Battalion, ‡f [circa 1851 April 9].

Printed documents and volumes completed in manuscript:

For documents, supply a title as for legal documents. Include the phrase "Printed document completed in manuscript" in a 520.

For volumes, supply a title. Include the phrase "Printed volume completed in manuscript" in a 520.

If an imprint is present, include this information in a 500 or 520 note ; optionally trace the printer in a 710. Optionally, catalog the form as a printed item with manuscript annotations, in addition to or instead of cataloging as a manuscript.

Examples:
245 00 ‡a Journal recording construction on Saint George Reef lighthouse, ‡f 1889 April 11-October 9.
520 __ ‡a Printed "Daily Journal for 1889," published in San Francisco and completed in manuscript by an unidentified writer for April 11-October 9...
Tracing for printer not desired

245 00 ‡a Diary of a California gold miner and sailor, ‡f 1851-1859.
520 __ ‡a Printed "Daily Journal for 1856," published by Francis & Loutrel, New York, containing an autograph manuscript diary written by an unidentified writer from Rockland, Maine, ...
710 2_ ‡a Francis & Loutrel. ‡t Daily journal for 1856.
Optionally, trace the printed title in a 246 field, instead or in addition to a name/title tracing in 710.

Single letters

Record available information in the following standard pattern. Take information from (in order of preference): the letter itself, envelope, enclosures, outside sources.

245 10 ‡a Letter : ‡b place of writing, to recipient, place written to, ‡f year month day.

Supply the full name of the recipient, if possible; however optionally omit elements in authority record subfields ‡q and ‡c. If a full name is not identifiable, record the name or other identifying phrase as it appears in the letter.

Do not record information from printed letterheads; optionally include this information in a 520 or 500. State information about envelopes, address leaves, enclosures, and other accompanying material in a 520 or 500.

Examples:
100 1_ ‡a Allen, John Q.
245 10 ‡a Letter : ‡b London, to George Gissing, Oxford, ‡f 1868 January 3.
300 __ ‡a 1 ‡f item (4 p.) ; ‡c 24 cm.
520 __ ‡a Autograph letter, signed, describing a dinner party he attended at Windsor Palace.

100 1_ ‡a Allen, John Q.
245 10 ‡a Letter : ‡b London, to Madame C., ‡f 1856 January 1.

100 1_ ‡a Allen, John Q.
245 10 ‡a Letter : ‡b London, to George Gissing, Oxford, ‡f 1868 January 3.
300 __ ‡a 1 ‡f item (8 p.) ; ‡c 24 cm.
520 __ ‡a Autograph letter, signed, describing a house party Allen attended at Windsor Palace, enclosing a copy of the dinner menu for January 1, 1868. With cover.
500 __ ‡a On palace stationery.

100 1_ ‡a Allen, John Q.
245 10 ‡a Letter : ‡b New York, to his wife, ‡f 1924 November 24.

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Single Manuscript Instructions: Titles for Small Collections

Use the instructions below for small collections that do not have finding aid, as defined by local practice. For full instructions about collection titles, see Manuscript Cataloging Guidelines.

Repeat the main entry in direct order as the first element in ‡a, followed by "papers," "archive," "collection"; or one of these terms and a specific genre term; or up to two specific genre terms. Use specific genre terms if the bulk or research value is found mainly in these materials.

To describe a relationship between materials, use wording like "[genre] and [genre] related to ... " or "[genre] and papers from/related to ...". If one genre predominates, clarify this in a 520 note.

Examples:
100 1_ ‡a Allen, John Q.
245 10 ‡a John Q. Allen diaries and scrapbooks relating to the New York theater, ‡f 1890-1891.
300 __ ‡a 1 ‡f linear feet (2 boxes)
520 __ ‡a Daily diaries (10 v.) with extensive entries of activities, including commentary on people in theatrical circles and plays seen. Scrapbooks (2 v.) contain photographs, theater programs, ticket stubs, postcards and other printed ephemera.

1001_ ‡a Allen, John Q.
245 10 ‡a John Q. Allen letters and papers from his European tour, ‡f 1890-1891.
300 __ ‡a .5 ‡f linear feet (1 box)
520 __ ‡a Chiefly letters from family and friends, and retained copies of his outgoing letters, plus photographs, theater programs, tickets stubs, postcards and other printed ephemera.

100 1_ ‡a Allen, John Q.
245 10 ‡a John Q. Allen diaries and papers, ‡f 1912-1987.
300 __ ‡a 1.5 ‡f linear feet (3 boxes)
520 __ ‡a 14 volumes of diaries dated 1935-1945. Additional papers include clippings, notes, photographs, and other personal and professional memorabilia from his childhood and later life.
555 0_ ‡a Accompanied by a container list (in box 1).

100 1_ ‡a Jones, Peter R.
245 10 ‡a Peter R. Jones correspondence and diaries, ‡f 1856-1907.
300 __ ‡a 1 ‡f linear feet (2 boxes)
520 __ ‡a Weekly correspondence with family members from the period 1856-1902, and 25 diaries dated 1890-1914. The collection also includes a few early family photographs and theater programs.

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Single Manuscript Instructions: Dates (subfield ‡f)

Subfield ‡f is required.

Record or supply a single date or span of dates. For a single date, include a day and month, as appropriate..

If no date is present, use outside sources to supply a date. For letters, if a postmark is present, use this as an estimated date.

Do not use the term "undated." If no date is present, and a date cannot be supplied, estimate a year, span of years, century, or other time period, in brackets.

Examples:
245 ... ‡f 1926.
245 ... ‡f 1926 May.
245 ... ‡f 1926 May 5.
245 ... ‡f [circa 1867].
245 ... ‡f [circa 1867-1870].
245 ... ‡f [20th century].
245 ... ‡f [after 1950].

Single Manuscript Instructions: Statement of Responsibility (subfield ‡c)

If a statement of responsibility is present, transcribe it in subfield ‡c, following subfields ‡b and ‡f.

Example:
100 1_ ‡a Wright, Richard.
245 10 ‡a Black boy / ‡c by R. Wright.

Transcribe a name within a formal title as it appears.

Example:
100 1_ ‡a Cather, Willa.
245 10 ‡a Willa Cather : ‡b an American author, ‡f 1935 June 3 / ‡c Willa Cather.

("Willia Cather" appears on the title page twice, both in the formal title and as a statement of responsibility)

Do not use subfield ‡c for titles of letters.

If signers of legal documents are not already part of a supplied title, record these in the 520.

State names not intended as statements of responsibility, such as ownership signatures, presentation inscriptions, or other annotations, in a 520 or 500. If in doubt, state names in a 520 or 500.

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Single Manuscript Instructions
246 (Varying Form of Title)

Repeatable:yes
Indexed: Keyword
Additional Public Indexes: Title
Additional Staff Indexes: Title
Orbis Public Display Constant:Variant and Related Titles
Punctuation: Doesn't end with a mark of punctuation unless the last word in the field is an abbreviation, initial, etc.

Indicators:
1st
3 No note, added entry
2nd
_ No type specified

Subfields:
‡a Title proper/short title
‡i Display text

Instructions
Optionally use to give access to titles other than the title in the 245. Use only for titles that require indexing.

Optional uses include:
Spine, cover, or caption titles.
Former titles, such as a title used before full cataloging.
Variant spellings.
Printed titles present on items completed in manuscripts.
Known alternative title not present on the item.

Enter the title in ‡a, preceded by explanatory text in ‡i.

Examples:
245 10 ‡a Notes on travel to California, ‡f 1920-21.
246 3_ ‡i Spine title: ‡a California diary.

245 10 ‡a Notes on travel to California, ‡f 1920-21.
246 3_ ‡i Former title: ‡a Journal of a trip to California.

245 10 ‡a [Journal] of a voyage to Alaska.
246 3_ ‡i Original title spelling: ‡a Jounal of a voyage to Alaska

245 00 ‡a Diary of a California gold miner and sailor, ‡f 1851-1859.
246 3_ ‡i Printed title: ‡a Daily journal for 1856

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Single Manuscript Instructions
250 (Edition Statement)

Repeatable: no
Indexed: Keyword
Orbis Public Display Constant: Edition

Indicators:
1st
none
2nd
none

Subfields:
‡a Edition statement
‡b Remainder of edition statement

Instructions:
Use to transcribe or supply a statement relating to a specified version of manuscript, such as a draft or proof identified by a name or number.

Examples:
250 __ Preliminary draft.
250 __ Second proof.

If a manuscript created or used in preparation of an edition of a published work includes a statement relating to that edition, give the edition statement in a note.

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Single Manuscript Instructions
300 (Physical Description)

Required

See also:
300: Additional Guidelines: Beinecke

Depending on local decisions about supplied titles and physical housing, physical description of a single item or a small collection may be expressed in various ways, such as:

Single items:

Single bound volume, with page count and measurement.
Single unbound item, with page count and measurement.
Single unbound item, housed in one or more boxes, with box count and linear footage.
For example, a lengthy unbound literary draft, housed in multiple folders in one or more manuscript boxes
Any of the above with accompanying material.
For example, a volume with an oversize map housed separately

Small collections:

Count of multiple bound volumes, unboxed or boxed individually.
For example, a diary in multiple volumes
Count of multiple unbound items, housed in one or more folders.
For example, a group of letters
Any of above, housed in one or more boxes, with linear footage.
For example, a small collection of diaries and letters

Physical description of similar materials can vary, depending on factors such as be security, housing requirements, and local practice. In all cases, the bibliographic level, dates, and physical description must each account for all material named in the title, consistently describing either a single item or a group of items. These elements should not include accompanying material mentioned only in a 500 or 520 note.

Examples:
A diary, dated 1917-1951, in three volumes:

Leader/Bibliographic Level: m
008 Dates 1 and 2: 1917 and 1951
245 10 ‡a Diary, ‡f 1917-1951.
300 __ ‡a 3 ‡f v.
or 300 __ ‡a 0.20 ‡f linear feet (1 box)

Three diaries, dated 1917-1951, in three volumes:

Leader/Bibliographic Level: c
008 Dates 1 and 2: 1917 and 1951
245 10 ‡a Diaries, ‡f 1917-1951.
300 __ ‡a 3 ‡f v.
or 300 __ ‡a 0.20 ‡f linear feet (1 box)

A diary in a single volume, dated 1917-1951, accompanied by clippings, dated 1965-1972:

Leader/Bibliographic Level: m
008 Dates 1 and 2: 1917 and 1951
245 10 ‡a Diary, ‡f 1917-1951.
300 __ ‡a 1 ‡f v. (300 p.) ; ‡c 28 cm.
520 __ ‡a Diary, holograph, accompanied by clippings dated 1965-1972...

A diary in a single volume, dated 1917-1951, accompanied by two maps, dated 1910:

Leader/Bibliographic Level: m
008 Dates 1 and 2: 1917 and 1951
245 10 ‡a Diary, ‡f 1917-1951.
300 __ ‡a 1 ‡f v. (300 p.) ; ‡c 28 cm. + ‡e 2 maps.
520 __ ‡a Diary, holograph, accompanied by two maps dated 1910...

A small collection, consisting of a diary in a single volume, dated 1917-1951, and two maps, dated 1910:

Leader/Bibliographic Level: c
008 Dates 1 and 2: 1910 and 1951
245 10 ‡a Diary and maps, ‡f 1910-1951.
300 __ ‡a 3 ‡f items.
or 300 __ ‡a 0.20 ‡f linear feet (1 box)

For full instructions about description in terms of one or more boxes with linear footage, see Manuscript Cataloging Guidelines .

For other types of description, follow the guidelines below. Use the following standard abbreviations:

volume(s): v.
page(s): p.
leaf (leaves): l.
illustration(s): ill.
Centimeters: cm .

General:

‡a
Number of volumes or items
.

If two or more volume or items, use only ‡a and ‡f.

‡f
Either v. (bound volumes) or item(s) (unbound).

For a single item, give a page, leaf, or sheet count in parentheses. Use either "p." when content is present of both sides, "leaf" or "leaves" if content is present on one side only, or "sheet" for maps or broadsides.
Generally, count all pages. Optionally, count only pages with content, and describe blank pages in a 520 or 500 if desired. Optionally, give estimated page counts, using "circa".
List unnumbered pages in brackets, and separate multiple page spans by a comma.
If two or more volumes or items are described in 300 ‡a, do not include page counts; optionally give this information in a 520 or 500.

Examples:
300 __ ‡a 1 ‡f v. (32 p.) ; ‡c 28 cm.
300 __ ‡a 1 ‡f item (1 leaf) ; ‡c 20 cm.

300 __ ‡a 1 ‡f v. (40 leaves) ; ‡c 32 cm.
300 __ ‡a 1 ‡f item (1 sheet) ; ‡c 45 cm.
300 __ ‡a 1 ‡f item (2 sheets) ; ‡c 45 cm.
300 __ ‡a 1 ‡f v. (26 p., 4 leaves, [34] p.) ; ‡c 34 cm.
300 __ ‡a 1 ‡f v. (circa 300 p.) ; ‡c 34 cm.
300 __ ‡a 3 v.
300 __ ‡a 6 items.

‡b
Optionally, use ‡b to indicate illustrations, and/or describe illustrations in a 520 or 500.

Do not use if two or more volumes or items are described in 300 ‡a. Optionally give additional information in a 520 or 500.

Examples:
300 __ ‡a 1 ‡f v. (32 p.) : ‡b ill. ; ‡c 28 cm.
500 __ ‡a Diary includes sketches in pencil and watercolor made during travel to California.

‡c
Give the height of a single item, rounded up to the nearest centimeter.

If the width is greater than height, or if the height is twice as great as the width, give both measurements (height x width).
If an item is mounted on another sheet or inlaid in a space cut from a sheet, measure the item itself, optionally followed by the measurement of the sheet. Especially consider including measurement of the sheet if the item is unlikely to be removed.
Do not use if two or more volumes or items are described in 300 ‡a. Optionally give additional information in a 520 or 500.

Examples:
300 __ ‡a 1 ‡f v. (32 p.) ; ‡c 28 cm.
300 __ ‡a 1 ‡f v. (32 p.) ; ‡c 22 x 28 cm.
oblong sketchbook
300 __ ‡a 1 ‡f v. (32 p.) ; ‡c 36 x 15 cm.
tall ledger
300 __ ‡a 1 ‡f item (1 p.) ; ‡c 33 cm., mounted on sheet, 39 cm.
document attached to larger sheet
300 __ ‡a 1 ‡f item (2 p.) ; ‡c 15 cm., inlaid sheet, 30 cm.
letter inlaid in a space cut out from a sheet

‡e
Optionally use
for accompanying material, and/or describe this material in a 520 or 500.

Do not use if two or more volumes or items are described in 300 ‡a. Optionally give additional information in a 520 or 500.

Example:
300 __ ‡a 1 ‡f v. (circa 120 p.) : ‡c 34 cm. + ‡e 1 map.
map is not physically part of volume, and is laid in or housed separately

Examples of specific types of material:

Single folded item:

For an item that will remain folded, give unfolded height x width, followed by the "folded to" and folded dimensions.

Example:
300 __ ‡a 1 ‡f item ; ‡c ; 35 x 66 cm. folded to 10 x 19 cm.

Single rolled item:
For items that will remain rolled, give height x width followed by "(rolled)".

Example:
300 __ ‡a 1 ‡f item ; ‡c 35 x 320 cm. (rolled)

Single item in slip case:

For items that will remain in a slip case or similar container, describe the item uncased and include "(in a case)" at the end of ‡f. Optionally describe the case in a 520 or 500. If material is removed from a case and the case is retained, describe the case as accompanying material in a 520 or 500.

Examples:
300 __ ‡a 1 ‡f item (70 p. in case) ; ‡c 20 x 24 cm.

300 __ ‡a 1 ‡f v. (120 p. in a case) ; ‡c 35 cm.
500 __ ‡a Presentation case inscribed on inside cover to Fanny Stevenson.

300 __ ‡a 1 ‡f item (27 p.) ; ‡c 35 cm.
500 __ ‡a Accompanied by a presentation case designed by Riviere.

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Single Manuscript Instructions
502 (Dissertation)

Repeatable: yes
Indexed: Keyword
Orbis Public Display Constant: Dissertation

Punctuation: Ends with a period unless another mark of punctuation or closing parenthesis is present.

Indicators:
1st
none

2nd
none

Subfields:
‡a Dissertation note

Instructions:
Use for single manuscripts.

Example:
502 __ ‡a Thesis (M.A.) - University College, London, 1969.

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Single Manuscript Instructions
505 (Formatted Contents)

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
_ Basic
0 Enhanced

Subfields:
‡a Formatted contents note

Instructions:
Optionally, use for single manuscripts.

Enter all contents in ‡a, using -- to divide parts.

Example:
245 10 ‡a Specimens of architecture, Grecian & Gothic, ‡f [circa 1830].
520 __ ‡a Anonymous. Consists of a title page followed by 12 architectural drawings in watercolor or graphite. All are mounted on larger leaves, and separated by brown guard-sheets. A frame for each drawing and a caption title has been added in pencil on each of the larger leaves (except for the final drawing, which is uncaptioned).
505 0_ ‡a At Sir R.C. Hoare's, Bart.; Stourhead. -- Avanzi del tempio di Giove Tonante. -- A Caen; Normandie. -- Avanzi di una galleria, nella Villa Adria. -- Croix antique; au nord de France. -- Pronao del Tempio di Ercole, a Cora. -- Arco Trionfale di Tito Vespasiano a Roma. -- Lindisfarne Abbey Holy Isle; Northumberland. -- Tempio della Sibilla, à Tivoli. -- At Alfreton, Derbyshire. --At Agrigentum.

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Single Manuscript Instructions
520 (Summary, Etc.)

See also:
520: Additional Guidelines: Beinecke

Begin by identifying genre and form, and continue with a brief description of content and subject matter. The description must justify subject headings. As appropriate, identify individual subjects and/or summarize groups of subjects. For example, names of correspondents in a letter book or names of geographic places in a diary may be summarized the description while listed individually as subject headings.

When describing individual letters, use the following standard terms, without abbreviations:
Autograph letter, signed
written in the author's hand, signed by the author
Autograph letter
written in the author's hand, not signed
Letter signed
written in a hand other than the author's, signed by the author
Typed letter, signed
typewritten, signed by the author
Typed letter
typewritten, not signed

Examples:
100 1_   ‡a Hagerman, James John, ‡d 1838-1909.
245 10   ‡a James John Hagerman : ‡b memoirs of his life, ‡f 20th century / ‡c written by himself at Roswell, New Mexico, in 1908.
300 __   ‡a 1 ‡f v. (1, 65, 1 leaves) ; ‡c 29 cm.
520 __   ‡a Typescript, carbon, of a memoir written by James John Hagerman for his sons, possibly transcribed by his son Percy Hagerman. The memoir discusses Hagerman’s early life in Michigan and student days at the University of Michigan; his experiences as a steamboat clerk on the Great Lakes; his work with the Milwaukee Iron Company and the dissolution of the Company; and his work with the Menominee Mining Company. The memoir briefly addresses the Colorado Midland Railway Company and Pecos Valley development, referring his sons to appended documentation; notes added by Percy Hagerman indicate that these documents were unavailable when the transcription was prepared.

100 1_   ‡a Dalling, John.
245 10   ‡a Observations on the present state of the island of Jamaica, ‡f 1774 May 14.
300 __   ‡a 1 ‡f v. (56 p.) ; ‡c 19 x 24 cm.
520 __   ‡a Manuscript, in an unidentified hand, of a detailed description of the geography, population, economy, government, and social organization of Jamaica by John Dalling.  Topics include agriculture, the sugar trade and the mechanics of a typical sugar plantation, slavery and slave customs, and relations between the races.

100 1_ ‡a Brown, Frederic.
245 10 ‡a Letter : ‡b London, to George Gissing, Oxford, ‡f 1868 January 3.
300 __ ‡a 1 ‡f item (4 p.) ; ‡c 24 cm.
520 __ ‡a Autograph letter signed, describing a dinner party Brown attended at Windsor Palace.

100 0_   ‡a Buffalo Bill, ‡d 1846-1917.
245 10   ‡a Letter : ‡b Saint Louis, Missouri, to Joseph Witherspoon Cook, Greenwood, South Dakota, ‡f 1896 May 23.
300 __   ‡a 1 ‡f item (3 p.) ; ‡c 28 cm.
520 __   ‡a Autograph letter, signed, responding to Joseph Witherspoon Cook’s interest in a Dakota Indian boy taken prisoner by the United States Army at the Battle of Summit Springs. Buffalo Bill discusses actions of United States soldiers and himself in the battle, capture of the boy by Pawnee scouts employed by General Eugene A. Carr, and removal of the boy and other Indian prisoners to Fort Sedgwick, Colorado. He briefly discusses white captives held by Cheyenne Indians. The letter is written on pictorial letterhead of Buffalo Bill’s Wild West Company.

100 1_   ‡a Noyes, Charles P., ‡d 1842-1921.
245 10   ‡a Autograph album, ‡f 1772-1926 ‡g (bulk circa 1860-1900).
300 __   ‡a 1 ‡f v. (42 leaves) ; ‡c 23 cm.
520 __   ‡a Autograph album containing letters written in response to Noyes’ requests for autographs, signatures clipped from letters and franked envelopes, and other letters and documents. Most signers are politicians and writers of the Civil War era, including William Lloyd Garrison, Benjamin Harrison, Abraham Lincoln, Henry Wadsworth Longfellow, and Henry M. Waite.  Notes and additional documents collected by family members are laid in. 

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Single Manuscript Instructions
500 (General Note)

See also:
500: Additional Guidelines: Beinecke

Use for general information for which no specialized 5XX field has been defined, such as source of title, variations in title, physical details, or transcripts; or for additional description of the artifact necessary for security. Treat each note or category of note as a separate field. Enter notes on physical condition notes only if the condition affects content or use, and the condition will not change through conservation treatment.

Examples:
500 __ ‡a Title from spine.
500 __ ‡a Spine title: Manuscritos Mexicanos.
500 __ ‡a Includes transcript of diaries.
500 __ ‡a Contents also cataloged individually.
500 __ ‡a Audubon autograph lacking.
500 __ ‡a Original binding; back cover lacking.

Record notes about stationery or similar physical features.

Examples:
500 __ ‡a On letterhead of H.M.S. Titanic.
500 __ ‡a On White House stationery.

If a manuscript has been removed from a book or other printed item, optionally make a note referring to the printed item and/or include a note in the print record referring to the manuscript. Especially consider making these notes if the printed item and manuscript share a common provenance.

Examples:
500 __ ‡a Removed from an imperfect copy of Thomas Loraine McKenney's History of the Indian Tribes of North America (Philadelphia: J.T. Bowen, 1848-1850), autographed on front wrappers of part 17 by R. M. Strattan, 242 Water Street.

Use to reference items that are bound together but cataloged separately.

Examples:
500 __ No. [#] of [#] items bound together.

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Single Manuscript Instructions
524 (Preferred Citation of Described Materials)
Required

See also:
524: Additional Guidelines: Beinecke

Generally use the name in 1XX, in direct order, followed by a comma, followed by the title in 245 ‡a. Do not include birth and death dates, unless needed to differentiate the name. Optionally change an authoritative name form to a simpler or more common form. Optionally truncate a long title statement, using as much as is needed to uniquely cite the item. Include a date or place from 245 ‡b or ‡f only if necessary for a unique citation. Omit brackets used in 245.

For titles in English , only the first word in the title statement and proper names are capitalized in 245; in 524 citation, however, all significant words are capitalized (e.g. John Allen papers in 245; but John Allen Papers in 524). For titles in other languages, follow the Chicago Manual of Style.

Examples:
524 __ ‡a Anne Smiley, Journal of a Trip Home. General Collection, Beinecke Rare Book and Manuscript Library, Yale University.
transcribed title

524 __ ‡a John Ashley, Journal. Yale Collection of Western Americana, Beinecke Rare Book and Manuscript Library.
devised title

100 1_ ‡a Pound, Homer L. ‡q (Homer Loomis), ‡d 1858-1942.
524 ‡a Homer L. Pound, Scrapbook. Yale Collection of American Literature, Beinecke Rare Book and Manuscript Library, Yale University.
simplified form of name

If the main entry is a jurisdiction name, do not include periods between name elements, and use judgement in arranging elements in an order that makes sense in the title.

Examples:
110 1_ ‡a United States. ‡b Army. ‡b Connecticut Infantry Regiment, 29th (1864-1865)
524 __ ‡a United States Army Connecticut 29th Infantry Regiment Quartermaster Records. Yale Collection of Western Americana, Beinecke Rare Book and Manuscript Library.

For analytics, cite only the specific item described in record. Optionally, use 580 to identify the relationship with host material.

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Single Manuscript Instructions
555 (Cumulative Index/Finding Aids)

See also:
555: Additional Guidelines: Beinecke

Use to indicate availability of a finding aid, container list, or similar tool.

Examples:
555 0_ ‡a Accompanied by a container list.

555 0_ ‡a Accompanied by a container list (in box 1).
housed in two or more boxes, with a container list

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Single Manuscript Instructions
655 (Index Term - Genre/Form)

See also:
655: Additional Guidelines: Beinecke

Use for binding terms. Thesauri include Binding Terms: A Thesaurus for Use in Rare Book and Special Collections Cataloguing (rbbin).

Example:
655 _7 ‡a Brocade bindings (Binding) ‡2 rbbin

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Single Manuscript Instructions
690, 692, 693 (Local Subject Added Entries)

See also:
69X: Additional Guidelines: Beinecke

Use optionally for local headings, such as provenance or binding terms.

Provenance Tracings

Use for physical evidence of former ownership, such as a bookplate, stamp, or signature, or for previous ownership with no physical evidence. Use 692 for personal names, and 693 for corporate bodies. Use second indicator 4 for all 69X headings. Optionally include additional provenance description in 520 or 500.

Enter the complete, authorized form of the name (when available) in ‡a. While local headings do not have to be unique, consider whether it is useful to trace common names that cannot be uniquely identified (for example W. Smith or J. Brown).

For reverse tracings for presentation inscriptions, optionally, enter an abbreviated form of the name in ‡x. For presentation inscriptions to a Yale library, enter the name of the library as it appears on the material. Do not make a reverse tracing.

Use the following list of subdivisions, or optionally using locally-determined standard terms. Optionally, include dates.

Autograph
Bookplate
Inscription (used for institutions)
Ms. notes
Ownership (no marks of provenance or presentation incription with no name of presenter)
Presentation inscription to <forename initials> <surname>
Presentation inscription from <forename initials> <surname>
Stamp

Examples:
692 14 ‡a Van Vechten, Carl, ‡d 1880-1964 ‡x Autograph.
692 14 ‡a Riou, Stephen ‡x Presentation inscription from Mordach Mackenzie, 9 February 1754. (inscription is dated 9 February 1754)
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 Tinker, Chauncey Brewster, ‡d 1876-1963 ‡x Presentation inscription to Yale Library.
 

Binding Tracings

Use for names associated with armorial bindings, with authorized form of name, if available, and ‡x Binder.

Example:
692 14 ‡a Newcastle, Henry Fiennes Pelham-Clinton, ‡c Duke of, ‡d 1720-1794 ‡x Binding.
armorial binding of the Duke of Newcastle

Use 690 to trace binding date.

Example:
690 _4 ‡a Binding ‡y 1550.
binding made in 1550

Use 655 to trace types of bindings.

Use 7XX fields to trace personal or corporate names of binders.

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Single Manuscript Instructions
7XX (Added Entry)

See also:
7XX: Additional Guidelines: Beinecke

Use to identify coauthors or other secondary creators. Optionally use to identify bookbinders.

Examples:
100 1_   ‡a Hagerman, James John, ‡d 1838-1909.
245 10   ‡a James John Hagerman : ‡b memoirs of his life, ‡f 20th century / ‡c written by himself at Roswell, New Mexico, in 1908.
520 __   ‡a Typescript, carbon, of a memoir written by James John Hagerman for his sons, possibly transcribed by his son Percy Hagerman...
700 1_ ‡a Hagerman, Percy.

700 1_ ‡a Beckford, William, ‡d 1760-1844, ‡e binder.
710 2_ ‡a Sangorski and Sutcliffe, ‡e binder.

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Last revised 4/3/2013