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Manuscript Cataloging Worksheet (LTS Procedure #81)

Scope:  This is a worksheet for a collection-level record describing manuscripts or mixed material (that is, material in more than one format, such as a collection of personal papers including correspondence, pamphlets, and photographs). This is the type of record created by LTS RMC staff who are accessioning or cataloging a collection of manuscript or archival materials.  This procedure is written to help people who do not accession or catalog collections frequently and are not intimately familiar with MARC.

Contact: Margaret Nichols  

Unit: Cataloging & Metadata Services in RMC

 Date last updated: 02/02/2015

 Date of next review: January 2016

Fixed Fields  

Variable Fields

Holdings Records Fields  

 A. Fixed fields

 Leader [click on Leader button]

Record Status: n (for a new record)

Type of Record: p (for mixed material) ; t (for manuscript text)
Bib Level: c (for collection) ; m (for individual item) [NB: OCLC accepts only c if the type of record is p]
Encoding: [blank]
Type of Control: a

Cataloging form: a

008 [Double-click on the 008 button]

Publication Status [i.e. type of date(s) for the collection]: i for inclusive dates, s for a single date, q for questionable date(s)

Date 1: Single date, or beginning date if there is a range of dates

Date 2: Ending date if there is a range of dates

Place of publication: use nyu (the MARC Country Code for the location of the repository, in this case New York State, U.S.)

 Form of Item: [blank], usually

Language: usually eng for English

Modified Record: [blank]

Cataloging Source: d

B. Variable fields [_ used to denote blank indicators]

  040 __  NIC$cNIC$edacs

  099 _9  [collection number]

  1xx xx   Creator [100 1_ for individual, 100 3_ for family, 110 2_ for organization, 111 2_ for conference or convention]

  245 00 Title, $f Dates, $g [Bulk dates, if any] 
                      Example: French revolution collection, $f 1668-1868, $g bulk 1780-1820

  300 __ Extent [usually in cubic feet or number of items; do not use abbreviations]

  545 __ Biographical/Historical Note [first indicator 0 for a person, 1 for an organization]

  520 __ Content description/scope/summary [if 2 or more paragraphs, tag the 2nd and subsequent paragraphs 520 8_]

  506 1_ Restrictions on access, if any

  540 __ Restrictions on use, if any

  546 __ Language(s) of the item; $b script or alphabet used, if noteworthy (eg. "In Russian; Cyrillic").

  555 0_ Finding aids (e.g." Unpublished guide" or "Box list," etc.)

  524 __ Preferred form of citation (OPAC label generated is "Cite as:"): [Creator]. [Title], #[collection number]. Division of Rare and Manuscript Collections, Cornell University Library.

  6xx xx: Subject heading:

Note: We use Library of Congress subject headings and subdivisions, which are a controlled vocabulary. Be sure to check the subject headings and subdivisions in catalog to make sure they are valid and being used as prescribed.

650 0: Topic
651 0: Place
60010: Individual person
600 30: Family
630 00: Publication
610 20: Organization
611 20: Conference or convention (such as the Democratic Convention)

     Subdivisions for topics, places, individuals, families, or organizations (usually provided in the following order):

$z [ places]
$x [ topics]
$y [ time period]
$v [form]
            650_0: Slavery $z United States $x Economic aspects.

            651_0: France $x History $y Revolution, 1789-1799 $v Periodicals.

 655_7 Form/genre (with $2aat or $2rbgenr at end, depending on whether the term you're using comes from the Art & Architecture Thesaurus or from RBMS Genre Terms)

    7xx x_ Added entry (Correspondent, Other author, etc.)

       700 1 : for an individual

       700 3 : for a family

       710 2 : for a group or organization

C. Holdings Record Fields

    541 0_ Immediate source of acquisition (subfields bolded below are the ones we usually use):  

$8[Field link and sequence number, beginning with 1.1\a for the first one]

$a[Source] $b[Address] $c[Method of acquisition, e.g. gift or purchase]
$d [Accession date, e.g. 12/15/07 or 20071215]
$e[Accession no.: see LTS Procedure 80, "Accession Numbers," on how to construct one]
$h[Purchase price]
$n[Extent, e.g. 2]
$o[Extent units of measurement, e.g. cubic ft.]

 $3[Type of material, e.g. manuscripts, photographs, etc.]

   583 0_ Actions taken (subfields bolded below are the ones we usually use): 

$8[Field link and sequence number, beginning with 1.2\a for the first 583 field, if you have used 1.1\a for the first 541 field; for details, see Procedure 91, Details on Fields used in Manuscript Cataloging]
$c[Date of action taken, or of future action to be taken,
e.g. 3/14/10]
$i[Method, e.g. Picked up for a collection recently received]
$j[Site of action]
$l[Status: physical condition, or processing status, etc.]
$o[Extent units of measurement]
$b[Action identification, e.g. a project code]
$d[Action interval]
$e[Contingency for action, e.g. After 2010]
$x[Non-public note]

$3[Type of material, e.g. manuscripts, photographs, etc.]

852 80 $brmc $kArchives $h[collection no.--if an archives collection, use hyphens between parts of the number, e.g. 41-2-877]

901 __ $a [numbers and sizes of boxes, e.g. 3-16" boxes]

Imported Node Type: 
Procedure Info
LTS Procedure Number: 
LTS Procedure Category: 
Rare & Manuscripts Collection
Export to CLO: 
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