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Orbis Cataloging Manual
POLICY
Special tracings applying to all copies of
an edition may be added to derived or original bibliographical records
to bring out aspects of works important in the Yale context that would
not be brought out in LC records.
Each unit responsible for
special collections cataloging should develop its own policy for special
tracings in consultation with appropriate curators and the Head of
Database Management. Other units finding apparent conflicts in the
database involving special tracings should refer the resolution of these
conflicts to the cataloging unit responsible for the particular special
collection.
HISTORICAL BACKGROUND
Traditionally bibliographical records at Yale have been enhanced with added entries and subjects which LC would not normally include in a bibliographical record. Some of these additional access points apply to all copies of an edition; others are copy specific.
RLIN provided specially tagged fields for local subjects and added entries (69x's, 79x's, 89x's) and RLIN card production profiles allowed for % codes to be added to these fields for directing these special tracings to special card form files (i.e. %pro for provenance; %chr for chronology, etc.). Orbis does not support locally tagged subjects, added entries, or % codes.
RLIN to Orbis conversion specifications changed locally tagged fields to their corresponding regularly tagged fields (i.e. 696 became 600; 796 became 700, etc.). The local tags and % codes, if present, were removed to the end of the tracings in a delimiter 2 subfield.
EXAMPLE:
RLIN: 696 14 |%pro|aDoolittle, Helen W.|xAutograph.
ORBIS: 600:14:|aDoolittle, Helen W.|xAutograph.|2696 % pro
GUIDELINES:
Catalogers adding special tracings to records in RLIN may continue to use local tagging and % codes, or they may input these tracings with non-local tags and without % codes. Units adding special tracings to records in Orbis may dispense with the |2 subfields at end unless these are required for retrieval purposes for a particular special collection.
The second indicator 4 in 6xx fields denotes non-LC subjects and these can be searched separately in the current version of Orbis with an st search; these also display to the public as local Yale subjects. No such indicator exists in 7xx or 8xx fields, and public displays do not distinguish between special and regular 7xx or 8xx tracings.
SPECIAL TRACINGS THAT APPLY TO ALL COPIES OF AN EDITION
These are tagged 6xx, 7xx, or 8xx according to regular cataloging policy.
Subject tracings that are LC in form must have second indicator zero; subjects that are local in form must have second indicator four.
The form of 7xx or 8xx tracings must follow forms authorized in ltyl or ltlc.
If no authorized form is found, 7xx or 8xx tracings are formulated according to the latest cataloging code.
Notes should be added to bibliographical records justifying the 7xx or 8xx tracings when it is not apparent from the rest of the bibliographical description why these have been made (cf. AACR2 21.29F).
COPY SPECIFIC SPECIAL TRACINGS
In records with more than one copy, enough information must be added in 590 notes and/or delimiter x subfields to make it clear which copy a special tracing applies to. If the primary location code is sufficient to distinguish between copies, then this code is added in the delimiter x subfield or is used to begin the 590 note. If full call numbers including copy number are needed to distinguish between the copies, then these are used in the 590 notes and/or delimiter x subfields.
Copy specific special tracings are tagged as 6xx second indicator 4 so that they can be readily identified as local in nature.
Name subject headings follow authorized forms or are formulated according to the latest cataloging code if no authorized form exists in ltyl or ltlc.
Special delimiter x subfields may be added to indicate why name headings are traced (i.e. |xAutograph., |xPublisher., |xMs. notes.).
When more than one copy and/or location is present in a record, it must be made clear which copy the special tracing applies to.
EXAMPLES:
590::BEIN 1990 23 copy 2: Copiously annotated with ms. notes by J.D. Brown.
600:14:Brown, J. D.|xMs. notes (BEIN 1990 23 copy 2)
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Last Revised: 27 July 1995
Contact:
Matthew Beacom