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Creating ORBIS records for the Official Boxes

In order to move completed Official Catalog Boxes to LSF, nineteen ORBIS records will be created to keep track of the 9060 boxes of the Official Catalog cards. For the efficiency of this process, each record will describe a maximum of 500 boxes at the bibliographic,holding and item levels. 

Bibliographic Record:

  • Create a new bibliographic record by deriving from the template record: 


  •   Leaders 
      Bibliographic level: m monograph/item 
      Encoding level: 7 minimal level 

      008 Fields 
      Date: 2002
      Place of publication: ctu
      Language: eng

      110:2  : $a Yale University $b Library 
      245:10: $a Official Catalog boxes ...through... $p From ... 
      260:    : $a New Haven, CT $b Yale University Library, $c 2002 
      300:    : $a 500 boxes 
      500:    : $a The heading on the first card in the first of the 500 boxes is recorded in the 245 subfield p. 

  •   Record box numbers in five digits; add leading zeros if a number is shorter than five digits 
  •   Record the main entry of the first card within the 500 boxes in 245 subfield $p. Begin $p with the word "From."

Example



Holdings Record:

  • Create five MFHD records for the holdings, each representing 100 boxes: 


  •   Use"81"for the 852 field indicators

  •   Use"lsf"for the location code in 852 subfield

  •   Record the beginning and ending numbers of every array of 100 boxes in the call number fields $h and $i
  •  

    Example:

     MFHD 1:  852 81 $b lsf $h Box 00001-$i Box 00100
     MFHD 2:  852 81 $b lsf $h Box 00101-$i Box 00200
     MFHD 3:  852 81 $b lsf $h Box 00201-$i Box 00300
     MFHD 4:  852 81 $b lsf $h Box 00301-$i Box 00400
     MFHD 5:  852 81 $b lsf $h Box 00401-$i Box 00500

Item Records:

  • Create one item record for each box: 


  •   Use the New Items button or theRecord>>Create Items to create an item record

  •   Wand a new barcode in the Barcode field

  •   Input the main entry if the first card in the box of the ENUM field following the instructions in How to Imput Main Entry Headings on Item Records

  •   Record the individual box number in the SPINE field 

Example



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© 2002 Yale University Library
Last revision: 25 February 2004

Contact: Dajin Sun
URL: http://www.library.yale.edu/catman/official/create.htm