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Orbis Cataloging Manual
POLICY
The following standards for cataloging data
in the copy holdings record are intended to insure consistency in the
format and display of copy holdings information in the public display of
Orbis. These are standards which are applied system-wide and are not
subject to individual modification.
The information placed in
copy holdings records is permanent information when an item has been
cataloged. It may be of two types: information which displays only in
the technical services mode of Orbis; information which displays in both
technical services and public services modes of Orbis.
NOTE: the Orbis system does not permit any modifications to the brief bibliographic information appearing on the copy holdings record display. Any corrections to this information are permitted only on the full bibliographic record.
Orbis codes for in-process, type of publication and call number type are documented separately.
GENERAL INFORMATION
As soon as a bibliographic record is created in the Orbis database, the system automatically creates a copy holdings record. The copy holdings record is permanently linked to the bibliographic record.
After a bibliographic record is created, the system responds with the message:
RECORD [Orbis record number] CREATED
The HLDG command appears on the request line at the top of the screen. Pressing RETURN or depressing the F5 key will prompt the system to display the new copy holdings record.
Example 1 illustrates a complete copy holdings record.
LTYL DONE FFF3610
ORBIS COPY HOLDINGS LEBB
YL BOOK LC 89050603 ISBN 0300045565
Ades, Dawn
Art in Latin America: the modern era, 1820- 1980. - - New Haven : Yale
University Press, 1989.
STATUS h DT 08/08/89 AD none
NOTES Catalog Status Code
Title-Level Note
001 1T CN |a sml,yal |b Yns72 |c 1989;+A32 |d 08/08/89
NOTES Copy-Level Note
ITEM RECORDS 1
ZN- 001- 001 Order Linkage
002 1L CN |a art,birr/1 |b N6502.4 |c +A3;1989;(LC) |d 08/17/89
Remainder of Call Number
Class Number
Copy Number
Sublocation
Location
Classification Type Code (Class Code)
Copy Status Code
Copy Control Number
FIELDS IN A COPY HOLDINGS RECORD
ORBIS RECORD NUMBER
The Orbis record number is located in the upper right corner of the screen, a three-letter, four-digit identification number. The Orbis record number identifies the bibliographic record to which the copy holdings record is linked. The system supplies the Orbis record number when the Orbis bibliographic record is created. The Orbis record number cannot be changed.
STATUS (CATALOG STATUS CODE)
The first field in the copy holdings record that can be changed is labeled "STATUS". The status field contains the catalog status code. This code indicates the type of cataloging done on an item or gives pre-cataloging processing information.
Valid catalog status codes most used:
a = in process (default)
c = not to be cataloged
h = cataloging completed
Valid catalog status codes optional with individual cataloging units:
f = temporarily cataloged, cataloging copy
found
g = temporarily cataloged, cataloging copy
not found
In a new copy holdings record, the catalog status code supplied by the system is "a" for "in process". When the item is completely cataloged this code must be changed to "h".
NOTE: Until the code is changed to "h" the subject headings in a bibliographic record do not index.
DT (CATALOG STATUS DATE)
Immediately to the right of the catalog status code is the catalog status date. It is preceded by the label "DT". When Orbis creates a new copy holdings record, the system automatically supplies the current day's date to this field.
AD (ACTION DATE)
To the right of the catalog status is the action date field. It is preceded by the label "AD". The system assigns a default action date of "NONE" in this field.
The action date can be used to bring the record to your attention at a specified date in the future. The Orbis record number for this record appears on the printed "Expired Action Request List" on the date specified.
The action date can be activated by entering a date in this field in the following format: mm/dd/yy. It can also be entered by typing today + [# of days], e.g., today + 90.
Orbis checks to be sure that the date is not earlier than the current date or a future date that could never occur, e.g., 11/41/90.
THIS FIELD HAS NOT BEEN DEFINED SYSTEM-WIDE FOR CATALOGING PURPOSES.
NOTES (Title Level Notes)
There are two notes fields in the copy holdings record.
The first notes field is used to record information which applies to all copies of a work, thus no copy specific or location specific information is recorded here. Because this information must apply to all copies of the work there are relatively few instances where title level notes are used.
EXAMPLE: NOTES a Complete in 3v.
This notes field may also be used to record the Orbis cataloging identification code whenever a bibliographic record has been changed by a cataloging unit other than the original one.
EXAMPLE: NOTES a 245 sml,dbm 8/90
Information in this field does not display to the public. The field is limited to 70 characters, but it may include more than one note. Multiple notes are separated by a.
The second notes field (Copy Level Notes) is described on page
II-1-10 below.
COPY STATEMENT
Copy specific information is recorded in numbered copy statements, one copy per statement. Each copy statement can contain the following fields:
COPY CONTROL NUMBER
Copy statements are sequentially numbered (001, 002, etc.) by Orbis and cannot be renumbered.
Copy control numbers (CCN) need not correspond to the actual copy numbers assigned to items in the collection.
COPY STATUS CODE
This code is a single number which indicates the completeness of a copy of an item and whether it is a multi-part item. The codes are initially entered as part of the acquisitions process and may need to be updated by the cataloger.
The valid codes for this field are:
0 = single volume, incomplete (item not yet received)
1 = single volume, complete (item received)
2 = multi-volume, incomplete (not all items received yet)
3 = multi-volume, complete (all items received)
CLASSIFICATION TYPE CODES
To the right of the copy status code is the classification type code. This code is always a single upper case letter, and is used to indicate the type of classification scheme used for an item or its processing status.
The most used classification type codes are:
A = undetermined (item not received)
(default)
I = in process
L = Library of Congress S = SuDocs
T = other non-LC call number
A full list of Classification Type Codes is given in Appendix V.
The in-process codes "A" or "I" must be changed by the cataloger to the appropriate class code for the call number to appear in the appropriate call number index.
CALL NUMBER INDEXES
An important aspect of class codes is that the assigned code determines the call number index in which each assigned call number is indexed and, consequently, the index from which it can be retrieved.
The table below indicates the call number index in which entries in each class code will appear.
Class Code(s) Call Number Index
L LC index (cl=)
S SuDocs index (cs=)
T "other" index (co=)
A, I Not indexed
CN (LOCATION/CALL NUMBER FIELD)
To the right of the class code, labeled by "CN", is the location/call number field. It is here that the location and call number of an individual copy are indicated.
The location/call number field contains up to 4 subfields.
|a = Location/copy number
|b = Class number
|c = Remainder of call number
|k = Form/size description
LOCATIONS (subfield a)
Locations are given in the form(s) defined in the Orbis location tables. The location code given in the copy holdings record is expected to be the permanent shelving location for an item. Temporary locations (i.e. Reserve) are entered in the item record by circulation or other public services staff. The location code is entered in subfield |a (system supplied) following the abbreviation CN [call number].
EXAMPLES:
Enter as; Displays as;
001 1L CN ccl 001 1L CN |a ccl
002 1L CN med,ref 001 2L CN |a med,ref
003 1L CN ssl 001 3L CN |a ssl
NOTE: The |a subfield indicates the location supplied during the acquisitions process. This may need to be changed by the cataloger.
COPY NUMBER
The copy number is recorded in the |a subfield by following the location code with a slash and the copy number. The copy number will then appear in the online public catalog.
The copy number is required for multiple copies with the same call number in the same location.
EXAMPLE:
Enter as; Displays as;
002 1L CN ccl/2 002 1L CN |a ccl/2
CALL NUMBER (subfield b, c)
Formatting for Library of Congress and Yale Class numbers follows specific conventions applied system- wide. Other types of call numbers, such as accession numbers, text, etc. also conform to system-wide conventions. The Orbis elements of the call number construction are as follows:
|b[classification number] |c[remainder of call number]
General instructions for the following examples:
Do not use decimal point before subject subdivisions, book or Cutter numbers; do not use spaces before or after semicolons.
There is never any punctuation at the ends of subfields |b and |c.
Use captial L in place of script "l."
LC Classification
EXAMPLE: (LC Call numbers)
Classification number begins EXAMPLES:
in subfield b, preceded by | |b RC280
(the subfield delimiter) |b PR530.8
Note that the decimal point
is still used to expand the
Classification Number.
Separate class number and |b RC280;C4
alphabetical subject sub- |b PR530.8;S5
divisions with a semicolon
(NO space, NO decimal point
before subject subdivision
Book or Cutter number begins |b RC280;C4 |c +C4
in subfield |c with NO space |b PR530.8;S5 |c C66
NO decimal point before book
or Cutter.
Separate any further ad- |b RC280;C4 |c +C4;1976;(LC) ditions to call number |b PR530.8;S5 |c C66;1983 (dates, (LC), etc, with a
semi-colon.
Further examples in display format (LC call numbers);
001 1L CN |a ccl |b PS3525;I23;Z9 |c D39;1977
001 1L CN |a div |b BS135.4 |c 1986
001 1L CN |a sml |b DS559.912 |c N28;1988
001 1L CN |a art |b NJ18;Es3;A12 |c S76;1990;(LC)
001 1L CN |a div |b KKC |c B98;(LC)
Non-LC call numbers
For other types of call numbers the |b subfield is used for the first element of the call number, the |c for the next, and any remaining elements are separated with semicolons.
EXAMPLES: (non LC call numbers)
Enter as;
001 1T CN bein,gen|bBrit;Tracts;1753|c+A68
Displays as;
001 1T CN |a bein,gen |b Brit;Tracts;1753 |c +A68
Further examples in display format (non LC call numbers):
001 1T CN |a sml,mic |b Film |c 1345
001 1T CN |a sml,yal |b Yns72 |c 1987;C6413
001 1T CN |a math |b ALg |c J158b;1985
Comment: script "l" must be converted to capital L on Orbis
001 2T CN |a sml,y/1 |b Fb10 |c Z37c
001 2T CN |a sml,y/1 |b Br116 |c 45
001 1T CN |a sml,y |b Hky |c R456;A13;1942
001 1T CN |a sml,y |b Cb16 |c 065
Comment: Old-style Yale oversize is represented by zero not letter "O"
001 1T CN |a div |b 004890
001 1T CN |a ssl,egc |b 9J;HC462.9 |c J361;1985
CALL NUMBERS FOR ADDED COPIES AND LOCATIONS
Additional copy numbers for the same item in the same location are recorded in subfield |a by adding a slash and the copy number after the location code.
EXAMPLES:
001 1L CN |a sml,ref |b Z715 |c M44;1989;(LC)
002 1L CN |a sml,ref/2
In the online catalog, this copy is identified as being in the SML Reference collection as copy 2 with the full call number displayed.
The call number does not need to be repeated in subsequent copy statements, regardless of the location of the item, if it has exactly the same call number.
EXAMPLE:
001 1L CN |a med |b RC506 |c K38;1987
001 1L CN |a ksl
When the call number varies in any way from the immediately preceding copy statement the call number must be re-entered in its entirety.
EXAMPLE:
Enter as;
001 1L CN med|bRC506|cK38;1987
002 1L CN sml|bRC503.2|cK28;1987;(LC)
003 1L CN ksl|bRC506|cK38;1987
Displays as;
001 1L CN |a med |b RC506 |c K38;1987
002 1L CN |a sml |b RC503.2 |c K28;1987;(LC)
003 1L CN |a ksl |b RC506 |c K38;1987
FORM/SIZE DESIGNATION (subfield k)
Any text that is to be displayed above the call number is entered in the subfield |k. Certain subfield |k designations have been system defined for the following locations: SML, BEIN, DIV, MED, LATIN AMER, ARTS OF THE BOOK, and MAP COLL. See Appendix II for specific conventions.
Any form/size designations that have not been defined in Appendix II may be established only after consultation with and approval by the Chief Catalogue Librarian.
The form/size designation follows location code and precedes classification number.
Maximum length is 8 characters.
EXAMPLES:
Enter as;
001 1L CN sml,aob|kCPRollin|bZ997|c595;(LC)
001 1L CN sml|kFolio|bF324|c566;(LC)
001 2L CN sml/1|kFolioSer|bG|c3;(LC)
Displays as;
001 1L CN |a sml,aob |k CPRollin |b Z997 |c 595;(LC)
001 1L CN |a sml |k Folio |b F |c 566 (LC)
001 2L CN |a sml/1 |k FolioSer |b G |c 3;(LC)
COPY STATEMENT DATE
The copy statement date field is located at the right of the location/call number field. When a copy statement is activated in the copy holdings record, the system supplies the current date in this field.
EXAMPLE:
011 1L CN sml|bNJ18;B1245|cN35;(LC) |d 07/08/89
(|d indicates the copy statement date field)
The copy statement date can be reset under certain conditions. It is updated by tabbing the cursor to the date field and entering the new date over the displayed date.
NOTES (Copy Level Notes)
Special instructions for Orbis bibliographic and copy holdings records that are to be overlaid by an RLIN record:
EVERY copy cataloged on RLIN must contain the message in full caps PROVISIONAL! in the Orbis copy level notes field.
EXAMPLE:
001 1L CN |a ccl |b PR6023;A93;Z9 |c E44;1988
NOTES PROVISIONAL!
002 1T CN | a sml,yal |b Yns72 |c 1988;E44
NOTES PROVISIONAL!
This message will be deleted in the RLIN to Orbis overlay and is to be interpreted as an instruction that no changes to the bibliographic record or to the copy holdings statement and its volume holdings record may be performed.
OTHER COPIES AND ASSOCIATED VOLUME HOLDINGS RECORDS MAY BE ADDED.
The second notes field is associated with each specific copy. Currently, information in this field is restricted to the following types:
Coded information for public display
A 949 pointer to the 949 field in the bibliographic record
Copy specific bibliographic information is placed in bibliographic field 590.
This notes field is limited to 66 characters for each copy holdings statement.
EXAMPLE:
NOTES |a 949
NOTES |a lv:ref
The first and any succeeding NOTES are separated by subfield |a. The Orbis system supplies the first |a.
Information which is to be displayed to the public is created by the use of the following convention:
NOTES |a um=[text]
(um= stands for "Universal Message" and is counted as three characters)
In general the information included in these Notes will record individual copy variation(s) from the full bibliographic record.
The first and any succeeding NOTES are separated by |a. The Orbis system supplies the first |a.
ITEM RECORD COUNT
If there are any item records linked to the copy statement, a field labeled ITEM RECORDS appears below the copy level notes. The number in this field represents the total number of circulation item records linked to the copy statement. The system supplies the number in the ITEM RECORDS field.
EXAMPLE:
001 2T CN |a ssl,egc |b 9;HC411 |c A855
NOTES
ITEM RECORDS 1
BN-001-001
ORDER LINKAGES
Order linkages, if any, are displayed below the Item Record Count if there is an Item Record Count.
Order linkages in the Copy Holdings Record indicate whether there is an order, and if so the order linkage indicates the status of the order. Linked Item Records and Order Linkages are fully described in the Orbis Acquisitions Manual.
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Yale University Library
Last Revised: 25 July 1995
Contact:
Matthew Beacom