Mixed Materials Manual
Lists of fixed and variable fields that link to chapters with full definitions
Introduction defining scope and purpose of manual
List of general cataloging reference sources
Detailed instructions for creating and editing bib and mfhd records (can be used for initial training)
Tables of fixed and variable fields showing staff indexing, opac indexing, and opac label; with links to chapters with full field definitions
Field definitions: whether required by system or locally, repeatable, indexing, codes, indicators, subfields, notes on local use, examples drawn from local records
Field definitions includes local subject headings for provenance and bindings
Appendices address: preliminary records; searching; brief and long opac views; format integration; subject research; recon; and other local practices
Visual Materials Manual
Interprets our general ms cataloging practice for visual materials
Conform to visual materials cataloging standards
Address issues specific to visual materials
Same format as Mixed Materials Manual
Refers to information on creation and editing of records in MMM
Otherwise can be used independently of MMM
Manuscript Music Manual
Music cataloging guidance for archivists
Interpret our general ms cataloging practice for music
Conform to music cataloging standards
Address issues specific to ms music
Different format: no chapters or tables of fields
Refers to information on creation and editing of records in MMM
Should be used in conjunction with MMM; includes links to this and to Music Cataloging at Yale (ie generally does not duplicate information in these, with a some exceptions)
Sections to develop for common use
Templates/creating/editing for original cataloging (or point to general training?)
Field definitions: indexing, codes for ff, delimiters and subfields for variable fields, punctuation, repeatable, required by system
History of obsolete 9XX fields formerly used in Notis
Field indexing: staff and opac
Opac display labels
Reference tools for cataloging
Fields included in brief vs. long views
Searching tips for ms records
List of keystroke commands
History of format integration and record type coding for mss
Sections to be Developed
Item records
Sections to develop locally
Creating and editing for local workstation setup
Default or standard coding for fixed fields (are there some for common use?)
Default or standard wording for variable fields (are there some for common use?)
Variable fields required by local practice
Examples of each field (can include some generic examples for common use?)
Reference tools for subject research
Assigning call numbers
Use of item records
Authority creation
Preliminary vs. full cataloging
Lists of 510 cites, genre terms, occupation terms, etc
Local subject headings
Recon practices
Searching tips for local collections/subject areas
Use of multiple 006s
240
240 vs. 700 |t for ms published under a different title
exs should not have period at end; has been fixed
245
1st ind 0 for title main entry
|f and |g vs. 260
|c for single item transcription
assigned titles are not in brackets; only spelling corrections are in brackets
assigned dates are in brackets
Papers v collection v records; main entry always in front of these terms
Prefer descriptive terms for single manuscripts (ie what is diary about, instead of just diary) or papers (“papers concerning,” “diaries relating to,”“letters to”)
Printed documents completed in ms
No |k; form noted in 520 if not apparent from title
Single items: lit ms, letter, legal doc (eg land deed), diary
Also: ship log, commonplace book,
6XX for 1XX, letter recipient, discussed in ms, work discussed in ms,
250
“Work in two or more versions or states” eg pre-1600
I have never used; not sure how it has been used in the past
300
|b, |c, page counts: used only for single items.
For collections, number of boxes in parens, including oversize boxes, + other storage formats
|e (accomp material) and |g (size of unit) rarely used.
245 should agree with 300; ie all significant pieces accounted for in both. Minor accompanying items are not in either and are mentioned only in 520 (“accompanied by”).
Separate instructions for vim, music, giving more detail
Separate instructions for: collections, single, broadside, portfolio, rolled, folded, slipcase
351
|a Organization v. |b Arrangement
Puctuation for list of series
use of |3
Excerpts from US MARC for Bibliographic Data:
$a - Extent
Subfield $a contains the extent of the item, that usually consists of the number of physical pages, volumes, total playing time, etc., of each type of unit. For multipart and serial items, it includes volumes (and pagination when pages are numbered consecutively). In records formulated according to ISBD principles, subfield $a contains all data up to and including the next mark of ISBD punctuation (e.g., a colon (:), a semicolon (;), a plus sign (+)).
300 ## $a149 p. ;$c23 cm.
300 ## $a1 score (16 p.) ;$c29 cm.
300 ## $a11 v. :$bill. ;$c24 cm.
300 ## $a1 map :$bcol. ;$c30 x 55 cm.
300 ## $a1 sound disc (20 min.) :$banalog, 33 1/3 rpm, stereo. ;$c12 in.
300 ## $a160 slides :$bcol. ;$c2 x 2 in.
300 ## $a8 reels of 8 (7557 ft.) :$bsd., col. ;$c35 mm.$3dupe neg nitrate (copy 2).
300 ## $a1 videocassette of 1 (Beta) (30 min.) :$bsd., col. ;$c1/2 in.$3(2 copies)
300 ## $a1 computer disk :$bsd., col. ;$c3 1/2 in.
300 ## $a95 linear ft.
300 ## $a10 boxes (24 linear ft.)
For mixed materials, terms in the physical description indicating the type of unit may be separately subfield coded (see description of subfield $f). In these cases, subfield $a contains only the numeric extent designation.
300 ## $a42$fcu. ft.
300 ## $3poems$a1$fpage :$c108 cm. x 34.5 cm.
$f - Type of unit
Subfield $f contains an indication of the type of unit to which the extent of an item relates. Type of unit includes terms such as page, volumes, boxes, cu. ft., linear ft., etc. that are used to identify the configuration of material and how it is stored. The subfield can assist those keeping statistics on the physical items.
300 ## $a24$ffile drawers.
Subfield $f is repeatable when alternate or additional forms of extent data are given. Alternate forms of extent data are recorded in parentheses.
300 ## $a5$fboxes$a(3$flinear ft.)
APPM: exs of different options; see p. 156
500
For single items, usually to bring out physical details, though can include these in 520 instead, if better described in narrative.
Other notes, eg transcripts or stationery, usually included in 520.
545
Length/detail varies.
If the collection has a finding aid, this field is a brief version of the biog note.
Don’t repeat name if there is only one person: ex?
520
562: for single items; rarely used.
Forms of material: anything in 655 has to have an 006, and vice versa.
If the collection has a finding aid, this field is a brief version of the series descriptions.
Only mention names and subjects that are traced, though in some records not all names that are traced are mention in 520.
Justify all topical tracings.
Chicago Manual of Style for caps.
|3 rarely used.
510
Used rarely, for Brbl collections, often artificial collections, that have book catalogs (app D contains a list of these, with citations). This is important for readers who may know an existing citation. Used mostly when a collection that has been “processed” by a collector is reprocessed and cataloging is reconned, or when a single item is reconned.
581
Used rarely, for major works based on Brbl’s item or collections; eg if a collection of letters or a diary is published.
546
Used to indicate presence of major non-English component, if not apparent from the title.
530
Transcripts note.
Some brbl collections are only partially filmed.
533
Used rarely; always with 535..
535
Used rarely; always with 533.
524
Required field for all brbl ms records. Used to encourage a standard citation that readers can use to page. Call numbers may change, esp uncat to cat. Knowing the collection area (gen, wa, etc) may be important to clarify what the material is. Names of collecting areas have been standardized.
Following Chic Man, not AACR2 for caps.
773/580 analytics rarely used.
561
Required field for all brbl ms records.
See note re 541 vs. 561.
506
We also use this routinely for in process collections:
“In-Process Collection. Research use may require advance notice. Contact the Public Services Librarian for further information.”
Remaining 5XX fields:
540 Terms governing use
544 Location of other archival materials
555 Cumulative index/finding aids note
505 Formatted contents note
580 Linking entry complexity note
590 Local note
562 Copy and version identification
502 Dissertation note