MARC CATALOGING GUIDELINES
This is a set of guidelines for writing USMARC records directly from finding-aids.
Following the practices of many archives throughout the country, we catalog all of our materials as mixed materials (record type = p). Format integration literature instructs us to use type p for "Collections of mixed types of materials (textual materials, photographs, and ephemera) grouped together by virtue of having been accumulated by or about a person or body. The intended purpose of which is other than for instructional purposes (i.e., other than educational kits. No one type of material in the group predominates."
For the purposes of manuscripts division cataloging here at Washington University, any group of materials that we handle is a collection "mixed materials." That covers everything we catalog. Even a one-item "collection." Justifications for our mixed materials stance include:
Become familiar with Bibliographic Formats and Standards (http://www.oclc.org/oclc/bib/toc.htm): be sure to learn how to navigate this one because it's the cataloger's best friend.
For new MARC records, we use OCLC's Connexion (http://www.oclc.org/connexion/). For revisions to existing records, we usually catalog using Connexion, then immediately export into III.
Follow the links below. Compare information from the Meltzer finding aid and the USMARC record.
Link to Meltzer Finding-Aid
Link to Meltzer Papers III record
In our library catalog, use the green "MARC Display" button at the top of the screen to see the record in tagged MARC format.
For ease of reference, the tagged MARC record for the Meltzer papers is also duplicated in full below. Fields from the record are linked with explanations below.
001 28419683
003 OCoLC
005 20020422143131.0
008 910312i19551971mou eng dcpc1a
010 91797375
040 WTU|eappm|cWTU|dDLC|dOCL|dWTU
049 WTUU
100 1 Meltzer, David.
245 00 |kPapers,|f1955-1971.
300 ca. 345 items.
510 2 Described in: A Guide to
the Modern Literary Manuscripts Collection in the Special Collections
of the Washington University Libraries (1985).
520 8 Correspondence, mss., editorial material, and taped
interviews, relating to Meltzer's book The San Francisco
Poets (1971) about Richard Brautigan, William Everson,
Lawrence Ferlinghetti, Michael McClure, Kenneth Rexroth,
and Lew Welch; drafts, galleys, and other material,
relating to his unpublished book Rock Tao; and mss. and
editorial matter relating to his other publications
including Yesod (1969) and Letters & Numbers (1970) and
his essays and columns for the Los Angeles Free Press.
Includes correspondence and taped interviews with William
Everson, Lawrence Ferlinghetti, Philip Lamantia, Michael
McClure, Kenneth Rexroth, Gary Snyder, and Lew Welch.
520 The Meltzer papers consist of a variety of material.
Included are Meltzer's own manuscripts of poems and essays,
material toward books such as Yesod, Yehudal (1969) and
Letters and numbers (1970), and a substantial amount of
material relating to Meltzer's collection of interviews
with Lawrence Ferlinghetti, Kenneth Rexroth, Lew Welch,
Michael McClure, Richard Brautigan, and William Everson
published as The San Francisco Poets (1971). Material
relating to Philip Lamantia and Gary Snyder is also
present, as is a small correspondence with small press
editors.
545 American author and poet; b. 1937.
555 8 Finding aid in the repository.
561 Purchase and gift, 1969-1971.
600 10 Everson, William,|d1912-|xInterviews.
600 10 Ferlinghetti, Lawrence|xInterviews.
600 10 Lamantia, Philip,|d1927-|xInterviews.
600 10 McClure, Michael|xInterviews.
600 10 Rexroth, Kenneth,|d1905-|xInterviews.
600 10 Snyder, Gary,|d1930-|xInterviews.
600 10 Welch, Lew|xInterviews.
600 10 Brautigan, Richard.
630 04 Los Angeles free press (Los Angeles, Calif. : Newspaper)
650 0 Poets, American|zCalifornia.
650 0 American poetry|y20th century.
650 0 American newspapers|zCalifornia.
650 0 Newspapers|xSections, columns, etc.
650 0 American literature|y20th century.
651 4 San Francisco (Calif.)|xCultural affairs|xLiterature.
651 4 California|xCultural affairs|xLiterature.
651 4 Los Angeles (Calif.)|xNewspapers, periodicals, and
journalism.
651 4 California|xNewspapers, periodicals, and journalism.
655 7 Galley proofs.|2ftamc
655 7 Essays.|2ftamc
655 7 Interviews.|2ftamc
655 7 Audio tapes.|2aat
656 7 Poets, American.|2lcsh
656 7 Authors, American.|2lcsh
856 42 |3Finding aid and author index
|uhttp://library.wustl.edu/units/spec/manuscripts/mlc/index.html
This is what a fixed field looks like.
Type: p ELvl: I Srce: d Ctrl: a Lang: eng
BLvl: d Form: MRec: Ctry: xxu
Desc: a DtSt: i Dates: 1822,1888
These fields can be found at the top of the Connexion web-form.
Here's how to fill them in correctly:
Type (Type of record)
Type = p: (see above).
ELvl (Encoding Level)
ELvl = I: Full-level cataloging input by OCLC-participating library.
Srce (Cataloging Source Code)
Srce = d: Non-LC source.
Ctrl (Type of Control)
Ctrl = a: Archival control. Archival control usually involves special handling and
may include restrictions on access to the item.
Lang (Language Code)
Three-character code for language of the work. Usually eng, but can be fre or ger or whatever.
Use the code for another language ONLY if the materials in the collection are PREDOMINATELY
in that language. See USMARC Code List for Languages (http://lcweb.loc.gov/marc/languages/)
for list of languages and their codes. If more than one language needs to be identified, enter
the code for the predominant language here, then list other codes in variable field 041.
If the language is other than eng. you'll also need to include a 546 note.
BLvl (Bibliographic Level)
BLvl usually = c or d
a component, monographic (cannot use with p)
b component, serial
c collection
d subunit (use when there will be 580 and 773 linking entry fields)
m monograph
s serial
Form (Form of Item)
Form = blank or a
blank original
a microfilm
MRec (Modified Record Code)
Mrec = blank: Indicates whether bibliographic information was modified for entry into
machine-readable form (from something that wasn't machine readable).
Ctry (Country of publication, etc.)
Two- or three-character code that represents the state or country of publication, production,
or execution. Refer to USMARC Code List for Countries (http://lcweb.loc.gov/marc/countries/)
for list of country/location codes. Most of our collection were produced in the United States.
Thus, we use either two letters for the state + u (e.g., Missouri = mou; Virginia = vau)
or xxu for state unknown or several states. Use xx for unknown or general.
Desc (Descriptive Cataloging Form)
Desc = a: Indicates materials cataloged according to AACR2, including material cataloged
according to APPM or DACS.
DtSt (Type of Date)
Dates (Date 1 and Date 2)
DtSt usually = i
i Inclusive dates of collections.
- When completely unknown, use i and dates 1 and 2 = 1uuu.
- For "one item collections," use i and same date in dates 1 and 2.
r Reprint or reissue of a single item (rarely used).
- Use reprint or reissue date in Date 1.
- Use date of original in Date 2.
k Range of years of bulk of collection (use i instead; treat bulk in variable field 245
if necesary).
m Multiple dates (not good for materials in collections; therefore, don't use).
n Dates unknown (Bib lvl cannot = c; therefore, don't use).
q Questionable dates.
- Use for a span of dates associated with a single item of uncertain dates.
s Single known or probable date (there are frequent error messages when you
try to use this one; therefore, use i as described above)
Dates usually = span dates, but see exceptions under DtSt above, and for collections
with no ending date, use 9999 in Date 2 to indicate that the ending year
is not yet available; use u to substitute for unknown digits: 198u; 19uu; 1uuu; uuuu.
Here is a variable field: 245 00 |kPapers,|f1955-1971 Here are the components: 245 field number 00 indicators (there are two, the official terms being First Indicator and Second Indicator) ‡ subfield delimiter k and f subfields
Note that in the examples below, a blank indicator is indicated by the letter b. This is different from an indicator with the value of zero (0).
Also note that the following pages lay out only the fields and subfields that we use A LOT. There are many, many others available. For example, the field 007, which we've used only for collections that are ALL microforms, also can be used (with different subfields) if a collection is ALL motion pictures or video recordings or sound recordings or nonprojected graphics. That's why all catalogers should keep Bibliographic Formats and Standards at the ready (http://www.oclc.org/oclc/bib/toc.htm). Fields and especially subfields periodically get revised and even go in and out of favor. It's a good idea to check fields out in Bibliographic Formats and Standards once periodically, even if it's just to make sure that there's not some field/subfield that we've overlooked.
We don't want to implement a field or subfield before its time (as in when LC says it's good, but OCLC doesn't want it yet) or use a field or subfield just because it's there.
always used when appropriate
007 Physical description (microforms) Currently we use this field for a collection that is MICROFILM ONLY. This field can also be used for other media (sound recordings, video, etc.), but only if the collection is ALL of one type. But even if the collection is ALL sound recordings or whatever, the potential for additions in another format is high. Therefore, in keeping with our justification for using the mixed materials record type, we probably wouldn't use this field for something other than microforms even if we could. It's really not important.Indicators: First blank Second blank Subfields: If you really want to know what all the subfields mean, see Bibliographic Formats and Standards. You'll be happier if you just follow the patterns given below. Type them EXACTLY as shown. For 35mm microfilm reels (what we usually have), when we have a positive copy (almost always the case): 007 bb h ‡b d ‡d a ‡e f ‡f u--- ‡g b ‡h u ‡i c ‡j a For 35mm microfilm reels (what we usually have), when we have a negative copy only (almost never the case): 007 bb h ‡b d ‡d b ‡e f ‡f u--- ‡g b ‡h u ‡i b ‡j a
always used when appropriate
Leave blank or enter NUCMC number in ‡b. All of the old cataloging into NUCMC has already been added to existing USMARC records. If you're revising one of these, leave the 010 field in. If you're writing a new record, there won't be any information to enter into this field.
Indicators: First blank Second blank Subfields: ‡b NUCMC control number
always used
This field is always the same.
Indicators: First blank Second blank Subfields: ‡a original sources of cataloging (Washington University Special Collections = WTUV) ‡e description conventions followed (Henson = appm. After Nov. 15 2004 use Describing Archives a Content Standard = DACS) ‡c inputting library (Washington University Special Collections = WTUV)
used as appropriate
Use only if there is significant material in a language other than the language indicated in the language fixed field. If you have an 041, you'll also need to include a 546 note.
Indicators: First blank Second blank Subfields: ‡a language of text (enter codes without spaces between them in order of predominance in the text) 041 bb engfre
always used
Though the item record in III generates holdings information in the III display, this field does other useful things. Indicators: First blank Second blank Subfields: ‡a holding library code. We have one: WTUV = Washington University Libraries Special Collections ‡d definition of primary bibliographic subdivisions in square brackets, almost always items (but you can use volumes or some other container if you feel you must) ‡v number of primary bibliographic subdivisions = how many items, always listed as item 1 through whatever (1-250000, 1-10), even when there's only one item (1-1)
always used when appropriate
End 1xx fields with periods unless there is an open-ended date. Names must always be verified against Library of Congress Name Authority records. If we don't find an LCNA record, we should write one under the NACO program.
Do not enter field 100 in the same record with field 110, field 111 or field 130.
A person or a single family. Indicators: First 0 = forename 1 = single surname 3 = single family name (for multiple families, use a 245, page 21) Second blank Subfields: ‡a name ‡q qualification of name (fuller form) ‡b number ‡c title (including Mrs.) ‡d dates ‡e relation to materials (e.g., collector) 100 0b Napoleon ‡b I, ‡c Emperor of the French, ‡d 1769-1821. 100 1b Eliot, T. S. ‡q (Thomas Stearns), ‡d 1888-1965. 100 1b Tate, Allen, ‡d 1899- 100 1b Pigg, Jane. ‡e collector, ‡d 1993- 100 3b Richardson family.
always used when appropriate
End 1xx fields with periods unless there is an open-ended date. Names must always be verified against Library of Congress Name Authority records. If we don't find an LCNA record, we should write one under the NACO program.
Do not enter field 110 in the same record with field 100, field 111 or field 130.
Names of associations, institutions, business firms, governments, agencies, ships, churches, denominations, etc.
Nearly all of the corporate entries we use will take a 2 in the first indicator, whether or not they have a subordinate unit or units attached.
Sometimes entries are identified as being in indirect or direct order. Indirect order is when you have an entity with a subordinate unit or units (e.g., United States. Congress; University of North Carolina at Chapel Hill. Library). Direct order is when the name is written straight out (e.g., J.M. Dent & Sons; First Baptist Church). Doesn't really matter much--the important thing is whether or not it's a jurisdiction.
Indicators: First 1 = jurisdiction name 2 = any other corporate name Second blank Subfields: ‡a name of corporate body ‡b name of subordinate unit 110 2b Delmar Magazine 110 2b Perspective (St. Louis, MO). 110 2b Washington University in St. Louis. ‡b University Libraries.
always used when appropriate
End 1xx fields with periods unless there is an open-ended date. Names must always be verified against Library of Congress Name Authority records. If we don't find an LCNA record, we should write one under the NACO program.
Do not enter field 111 in the same record with field 100, field 110 or field 130.
Names of conferences, meetings, exhibitions, expositions, festivals, athletic contests, scientific expeditions, and etc.
Indicators: First 1 = indirect order name (rarely used) 2 = direct order name Second blank Subfields: ‡a name of conference ‡n number of conference ‡d date of conference ‡c place of conference 111 2b Louisiana Purchase Exposition ‡d (1904 : ‡c St. Louis, Mo.). 111 2b The Writer in Religion ‡d (Oct. 23-26, 1994 : ‡c St. Louis, Mo.).
always used
Papers, archives, diary, etc., are our usual titles. Though some institutions repeat the main entry in direct order in this field, we do not. Our MARC records look like this:
100 1b Meltzer, David. 245 00 ‡k papers, ‡f 1955-1971. ‡h [manuscript]. Title main entries are another animal. We normally use title main entries: - for papers of two or more individuals (Shirley and Richard Baker papers); - for multiple family papers (Posega and Rappley family papers); - for an artificial collection (Missouri account books); - when the creator of the collection is unknown or unclear (e.g., Carrboro Civil War papers). See field 700 for what to do when this field contains multiple personal or family names. Always end this field with a period. Indicators: First 0 = not a title main entry 1 = title main entry Second 0-9 = non-filing characters (number of characters to skip over in alphabetization) Subfields: ‡a title ‡f inclusive dates ‡g (bulk dates) (not frequently used) ‡h [manuscript] (ALWAYS include this subfield--it can help in retrieving our materials when doing keyword searches) ‡k subtitle (use for papers, etc., when it's a title main entry) ‡p (name of part or section) 245 00 Papers, ‡f 1801-1855 ‡h [manuscript]. 245 00 Records, ‡f 1964-1990 ‡g (bulk 1970-1980) ‡h [manuscript]. 245 00 Diary, ‡f 1864 ‡h [manuscript]. 245 00 Papers, ‡f 1945- ‡p (Series 1.1.1 A-C) ‡h [manuscript]. 245 00 Papers, ‡f 1945- ‡p (general abstract) ‡h [manuscript]. 245 00 Papers, ‡f 1945- ‡p (author abstracts, A-C) ‡h [manuscript]. 245 00 Papers, ‡f 1763-1936, 1975 ‡p (Series 1.1) ‡h [manuscript]. 245 10 Posega and Rappley family ‡k papers, ‡f 1801- 1855 ‡h [manuscript]. 245 10 Miscellaneous account books ‡h [manuscript]. 245 14 The Sun Also Rises ‡k papers, ‡f 1962 ‡h [manuscript].
rarely used
Use for statements relating to versions of manuscript works existing in two or more versions or states in single or multiple copies (e.g., different manuscript drafts of a film script).
Indicators: First blank Second blank Subfields (R=Repeatable NR=Nonrepeatable) Input Standards ‡a Edition statement ‡b Remainder of edition statement 250 3rd draft / ‡b edited by Harry Ford.
always used
End this field with a period. Note that, if the chief statement of extent is in terms of one unit of measurement and additional information in terms of another is required or desirable, enter that information in parentheses within the same subfield.
Indicators: First blank Second blank Subfields: ‡a extent (use before and after ‡f for items, volumes, linear ft., folders for z collections, as appropriate with extent after ‡f enclosed in parentheses) ‡f unit (usually items or volumes) 300 bb 1250 ‡f items ‡a (2.0 linear ft.). 300 bb 125 ‡f items ‡a (0.5 linear ft.). 300 bb 12 ‡f items ‡a (1 folder). 300 bb 1 ‡f volume. 300 bb <25 v. as of February 1992> 300 bb 50 ‡f items ‡a (on 2 microfilm reels).
used when appropriate
The duration of a sound recording. Use also for the duration of the performance of a music manuscript or printed music if the duration is on the item. Use six character positions in subfield ‡a. The six positions represent the duration of a work in hours, minutes, and seconds. Use field 500 to enter duration information as a note. In such cases, you may enter field 306 and field 500 in the same record.
Indicators: First blank Second blank Subfields ‡a Playing time First and second positions are for number of hours. The third and fourth positions, the number of minutes. The fifth and sixth positions, number of seconds. Use the following guidelines: Enter one hour (exactly) as 60 minutes. Enter one minute (exactly) as 60 seconds. Enter any duration more than an hour in terms of hours, minutes, and seconds. Enter any duration more than one minute and less than one hour in terms of minutes and seconds. Duration 1 hour 306 006000 75 minutes 306 011500 1 hour, 45 min. 306 014500 1 minute 306 000060 20 min. 16 sec. 306 002016 If a duration is expressed as a range, enter the higher number. Duration Enter ca. 17:00-18:00 306 001800 If a sound recording or score has two or more pieces, enter the duration for each piece in a separate subfield ‡a. For example, two durations are 37 min., and 10 min., 50 seconds, enter: 306 003700 ‡a 001050 Printing Field 306 does not print. Use field 500 for notes. 306 014500 500 Duration: 1 hr., 45 min
used when appropriate
Definition Textual information concerning the physical characteristics of the materials. Coded physical information is contained in a Physical Description 007 Fixed Field (0xx Fields). Use for special types of materials (i.e., those requiring technical equipment for their use or those with special conservation and storage needs). Repeat field 340 for each subfield ‡3.
Indicators: 1st blank 2nd blank Subfields Input Standards ‡a Material base and configuration ‡b Dimensions ‡c Material applied to surface ‡d Information recording technique ‡e Support ‡f Production rate/ratio ‡h Location within medium ‡i Technical specifications of medium ‡3 Materials specified Subfields ‡a Material base and configuration The material base (physical substance) and configuration on which the information is recorded. Material bases include acetate, canvas, clay, film, glass, vellum and wood. Configurations include cartridge, chip, dot, fiche, globe and sheet. Also included are those configurations beginning with prefixes such as audio-, magnetic- micro-, ultra- and videotape. 340 marble. [The medium is for a sculpture.] ‡b Dimensions The measurements of the material configuration (e.g., 35 mm. for film, 90 minute for cassette tape, 4" x 6" for microfiche and 12 inch for sound disc). 340 parchment ‡b 20 cm. folded to 10 x 12 cm. ‡c Material applied to surface The physical substance applied to the material base (e.g., ink, oil, paint, tempera or a specific photographic emulsion such as albumen). 340 ‡3 self-portrait ‡a rice paper ‡b 7" x 9" ‡c colored inks ‡e none ‡h between entry for April 7 and April 19, 1843. ‡d Information recording technique The means or technique used to record the information in or on the material base (e.g., cut, embossed, molded, pressed, punched, thermofax and x-ray). 340 ‡d handwritten ‡d typed. ‡e Support The physical material on which or in which records are mounted, bound or otherwise supported. 340 canvas ‡b 30 x 57 cm. ‡c colored oil-based paints ‡e wood. ‡f Production rate/ratio The normal rate or ratio at which the information in the material must be used to be meaningful (e.g., inches per second for tape recordings, magnification ratio for photographic reductions, revolutions per minute for recordings and scale for maps). 340 ‡3 case files ‡a aperture cards ‡b 9 x 19 cm. ‡d microfilm ‡f 48x. ‡h Location within medium The location of the described materials within the material base (e.g., band, page, track and frame number). 340 glass ‡b 45 x 15 ft. ‡d embedded ‡e lead ‡h center panel. ‡i Technical specifications of medium Access requirements involving technical equipment. 340 paper tape ‡d punched ‡i Ibord Model 74 tape reader. ‡3 Materials specified The part of the described materials to which the field applies. 340 ‡3 case files ‡a aperture cards ‡b 9 x 19 cm. ‡d microfilm ‡f 48x. Printing Field 340 does not print.
occasionally used
End this field with period.
Indicators: First blank Second blank Subfields: ‡a only 351 bb Arranged in series: Series 1. Correspondence; Series 2. Writings. 351 bb Arranged chronologically.
often used
Free-text note that contains information not otherwise included in the record. We sometimes use one to point out something special about a collection.
We also use a 500 note to indicate that all or part of a collection is available on microfilm in the Special Collections. Since this 500 note does not need to be in the OCLC record, the notice of microfilm 500 note is added in III after the record arrives from OCLC. (See also additional physical form available note, 530).
End 500 fields with periods.
Indicators: First blank Second blank Subfields: ‡a only 500 bb In the Manuscripts Collection, Washington University in St. Louis. 500 bb Files are incomplete. Microfilm note added in III only: 500 bb All or part of this collection is also available on microfilm. Inquire at the Special Collections Reference Desk.
always used when appropriate
Describes restrictions on access to or use of all or part of the collection. It's not usually smart to get too specific here, especially since researchers can easily find restrictions on most collections through the 856 connection to the finding aid. "See finding aid for specific restrictions" is good.
End this field with a period. Indicators: First blank Second blank Subfields: ‡a only 506 bb See finding aid for specific restrictions. 506 bb Photocopying prohibited. 506 bb Closed pending processing. 506 bb Use of audio, video, or film materials may require production of listening/viewing copies. 506 bb Not fully processed. Use may require staff assistance.
used as appropriate
A note that gives citations or references to published bibliographic descriptions or reviews of an item. Use to specify where an item has been cited or reviewed.Use field 510 for citations or references in a brief form (e.g., using generally recognizable abbreviations).
Use for references to publications in which abstracts, citations, descriptions or indexes of the described materials have appeared. This is used most often in records that describe our papyrus collection.
Indicators: First 1 indicates complete coverage (rare), 2 indicates partial (usual) Second blank Subfields: ‡a only
always used
Free-text note that summarizes the contents of the collection. The first sentence usually gives the overall description of the collection with subsequent sentences adding detail. The 520 note should contain information on the:
- forms of material; - concentration/span dates (if appropriate); - activities/functions behind the creation of the material; - significant topics, events, places, etc.; - significant persons represented.
Except in special cases, the 520 note should contain all of the names and topics that are to be used as access points for the collection. One special case is names of family members that are already listed in the 545 field. Another special case is subordinate records,
The 520 note is the second paragraph of the abstract in pre-EAD finding aids and the latter part of the abstract in EAD finding aids. Break up long notes (more than a few sentences) into multiple 520 fields.
Include information about parts of a collection that are cataloged separately in the 520 note.
Indicators: First blank Second blank Subfields: ‡a only 520 Robert Swards's papers include an extensive collection of his manuscripts of poems, essays, plays, and fiction, notebooks, and editorial matter toward published and unpublished work. Also present is an extensive file of correspondence with literary figures, magazine editors, small press publishers, family members, and friends. A large collection of little magazines, small press publications, and literary ephemera is also included. Correspondents include Jonathan Baumbach, Martin Bax, Marvin Bell, Carol Bergé, Paul Blackburn, Robert Bly, Louise Bogan, Michael Dennis Browne, Paul Carroll, John Ciardi, Robert Cohen, Robert Creeley, William Dickey, Raymond DiPalma, Frederick Eckman, Paul Engle, Donald Finkel, Ramon Guthrie, Donald Hall, David Ignatow, Judson Jerome, Diane Johnson, Donald Justice, X.J. Kennedy, Robert Kroetsch, Denise Levertov, Laurence Lieberman, John Logan, Alison Lurie, William Meredith, Ann Quin, Margaret Randall, David Ray, David Rubin, May Sarton, James Schevill, Karl Shapiro, William Stafford, George Starbuck, Constance Urdang, Keith Wilson, Mona Van Duyn, Theodore Weiss, Reed Whittemore, and others
used as appropriate
Use when materials exist in more than one form AND WE HAVE ALL THE FORMS. For microfilm, using this note in addition to the 500 note seems a bit redundant, but it's not necessarily so. We let the 500 note give the general notice that there's microfilm here; this note can tell what part of a collection is on microfilm (if appropriate).
End this field with a period.
Indicators: First blank Second blank Subfields: ‡a only 530 bb Microfilm copy available. 530 bb Series 3 available on microfilm. 530 bb Typed copy of diary available.
used as appropriate
A note about the contract, grant and project numbers when the material results from a funded project.
Indicators: First blank Second blank Subfields: ‡a ‡d when necessary 536 EAD cataloging for this collection sponsored by the Gladys Krieble Delmas Foundation.
used when necessary
A note about the immediate source of acquisition. Used to track accessions in our archival collections.
Though field 541 is repeatable, we typically will have only one 541 and one 561 per MARC accession record. Fields 580 and 773 are used in conjunction with those accession records that form part of a larger collection.
Indicators:
First blank
Second blank
Subfields:
‡a Source of acquisition
‡b Address
‡c Method of acquisition (purchase, gift)(When purchase is used, follow with fund #)
‡d Date of acquisition
‡e Accession number
‡f Owner
‡h Purchase price (placed in item record, not bib record)
‡n Extent (linear feet)
‡o Type of unit (boxes)
‡3 Materials specified
541 ‡3 5 diaries ‡n 25 ‡o linear feet; ‡a Swenson, May;
‡b 458 Yonkers Road, Poughkeepsie, NY 12601; ‡c Purchase from estate on fund 99999;
‡d 1999/04/04; ‡e 23056; ‡f May Swenson Estate; ‡h kvno
used as appropriate
Use to make references to VERY CLOSELY related materials in the Manuscripts Department or elsewhere. Each location gets its own note, but you may cite multiple collections at ONE location in one note.
End this note with a period.
Indicators: First blank Second blank Subfields: ‡n related materials note 544 bb ‡n Related materials can be found in the Jarvis Thurston papers in the Modern Literature Collection, Washington University in St. Louis. 544 bb ‡n Related materials can be found in the Carol Berge papers in the ‡a Rare Book, Manuscript, and Special Collections Library, Ball State University.
used whenever necessary
Free-text note with biographical or historical information. This is the first paragraph of the abstract in pre-EAD finding aids.
Break up long notes (more than a few sentences) into multiple 545 fields. In the past, our 545 notes have been very long. Because we now offer direct links to our finding aids via the 856 field, we can shorten new 545s so that they include enough information to identify the main entry, but not as much the bio/hist information in the finding aid. At times this note will be very brief - identifying the nationality of the artist and the genres in which the artist worked.
Indicators: First blank Second blank Subfields: ‡a only 545 American author, poet, and translator
rarely used
Use only if there is significant material in a language other than the language indicated in the language element in the fixed field. If you have a 546 note, you'll also need to include an 041 field.
Indicators: First blank Second blank Subfields: ‡a only 546 bb In Modern Greek.
always used
End this field with a period.
Indicators: First 8 Second blank Subfields: ‡a only 555 8b Register and index available in repository.
always used
A note about the ownership and custodial history of the described materials from the time of their creation to the time of their accession. Use also to include the time at which individual items or groups of items were first brought together in their current arrangement or collation. Use field 561 also to record:
Use field 541 to record the immediate source of acquisition.
End this field with a period.
Indicators: First blank Second blank Subfields: ‡a only 561 The journal was discovered in a cellar in Nantes in 1837 and was removed by Luc Lavalee to the Abbey of St. Pierre, where it remained until 1887, when it was given to Gehan Tourel...
used as appropriate
always use with 773
Linking entry complexity notes/Host item entry Notes indicate a relationship between records. These fields appear in the part (child record), not the whole (parent record). If you have a 580 note, you must have a 773. Note that the BLvl element in the fixed field must equal d (subunit).
End both of these fields with periods.
580 note: Indicators: First blank Second blank Subfields: ‡a only 773 field: Indicators: First 1 Second blank Subfields: ‡a main entry from the parent record ‡t title main entry from the parent record 580 bb Forms part of Mona Van Duyn papers, 1942- 773 bb ‡tMona Van Duyn papers, 1942-
used as appropriate
A note for the citation of, or information about, a publication based on the analysis, study or use of the materials. Use field 581 also for citations to published sources, such as collection or exhibition catalogs, that contain photocopies or reproductions of items.
Indicators: First 8 Second blank Subfields: ‡a only 581 8 Drawings executed between 1816 and 1825 are compared with work of J.M.W. Turner in: George Filbert, his early work / Thomas Johnson. New York : Dow, 1965.
used as appropriate
OCLC calls this "A note about processing and reference actions." We use 583 to note actions on whole accessions and collections. For records related to accessions this should include the dates and times of first donation/purchase of materials, accession of materials, and note preservation actions taken on accessions. Use field 583 also to record information about preservation actions relating to files or items within accessions, such as review of condition, queuing for preservation and completion of preservation. There are other actions. Repeat field 583 to record information about different actions on accessions.
Indicators First blank Second blank Subfields ‡a Action (NR) Mandatory/Mandatory ‡c Time/date of action (R) Required if applicable/Required if applicable ‡i Method of action (R) Required if applicable/Required if applicable ‡j Site of action (R) Nearly always WULDSC, but other entries possible ‡k Action agent (R) initials of actor here ‡n Extent (R) Required if applicable/Required if applicable. A numerical count. ‡o Type of unit (R) nearly always stated as a combination of boxes and linear feet. ‡x Nonpublic note (R) Required if applicable/Required if applicable. Free text information about the action. For initial accessions that involve purchase purchase actions always use phrase "refer also to Manuscript Division administrative files." ‡2 always "aat" ‡5 always "wtuv"
For subfield a please choose an action from the following list:
Detailed Discussion of Subfields ‡a Action The action performed (e.g., accession, appraise, authenticate, classify, copy, describe, exhibit, lend, organize, microfilm, preserve, reference, schedule, solicit, survey or transfer). For preservation activities, use subfield ‡a for a description of the action (e.g., condition review, queued for preservation, interim treatment or preservation completed). 583 Preserve; ‡b PA-061; ‡c 19831204 ‡c Time/date of action The concrete time or date of an action. It may be a future or a past time. Use subfield ‡c for the date of accessioning, acquisition, classification, transfer or description. Express time in the form hhmmss.f in which .f represents the decimal fraction of the second. Note that you need to include the decimal point. Express the date in the form yyyymmdd. 583 Describe; ‡c 19841015 ‡e Contingency for action A designated time or time period in terms of an unpredictable event (e.g.,after death of daughter, at conclusion of court case or upon receipt). 583 Transfer; ‡e At conclusion of court case ‡f Authorization The text of, or citation to, an action order, rationale, rule or statute governing a particular action. 583 Queued for preservation; ‡c 19861010; ‡e Priority; ‡f Title IIC project ‡j Site of action The location at which the item was acted upon, including the site for user consultation. 583 Exhibit ‡c 19840512 through 19841230; ‡e Pending results of conservation test; ‡j Museum of Fine Arts; ‡k AFD ‡k Action agent The name of the person or organization performing the action. 583 ‡3 scrapbooks (10 volumes) ‡n 1 ‡o cu. ft.; ‡a Microfilm; ‡c 198303; ‡e At completion of arrangement; ‡f 1983 Master Film Schedule; ‡k Thomas Swing ‡l Status The condition or state of the item (e.g., description statue, insurance value or physical condition). This condition is often a result of the action. For preservation activities, use subfield ‡l for information about the condition of the item when the action is condition reviewed. Use subfield ‡l also for information about the status of the item that caused preservation to be rejected (e.g., the action is preservation rejected) or information about the disposition of the original item (e.g., the action is reformatted). 583 ‡3 patent case files‡n 12 ‡o reels of microfilm; ‡l Filmed; ‡c 19811017; ‡j Central Services ‡n Extent The number of items involved. If you repeat both subfields ‡n and ‡o, each subfield ‡o should follow its associated subfield ‡n. 583 ‡3 student case files (9 file drawers)‡n 18 ‡o linear ft.; ‡a Weed; ‡d End of academic year; ‡h Student Affairs Office; ‡j Bldg. 174, Rm. 436 ‡o Type of unit The name of the unit of measurement. If you repeat both subfields ‡n and ‡o, each subfield ‡o should follow its associated subfield ‡n. 583 Describe; ‡n 5 ‡o reels of videotape; ‡n 2 ‡o reels of audiotape; ‡n 49 ‡o broadsides; ‡n 12 ‡o phonograph records; ‡e After phonograph records are reformatted; ‡k FRG ‡x Nonpublic note A note pertaining to an action on an item that is not displayed to the public. Use this note for all explanatory information regarding the accession. ‡2 Source of term A MARC code that identifies the source list from which the term used to record the action information was assigned. See MARC Code Lists for Relators, Sources, Descriptive Conventions. 583 reformatted; ‡c 1993 ‡2 pa ‡3 Materials specified The part of the described materials to which the field applies. 583 ‡3 Typewritten transcripts ‡a Additional accessions; ‡e At completion of new tape transaction ‡5 Institution to which field applies A code of the institution or organization that holds the copy to which the field applies. Use for notes that do not apply to the universal description of the item. See MARC Code List for Organizations or Symbols and Interlibrary Loan Policies in Canada. 583 Queued for preservation; ‡c 19861010; ‡e Priority; ‡f Title IIC project ‡5 WTU
rarely used
Very similar to the 100 field. We will use a 600 30 when necessary for cataloging archival materials.
Indicators: First 0 = forename 1 = single surname 3 = family name Second 0 = LC subject heading Subfields: ‡a name ‡q qualification of name (fuller form) ‡b number ‡c titles (including Mrs.) ‡d dates ‡t title ‡v form subdivision ‡x general subdivision 600 10 Napoleon ‡b I, ‡c Emperor of the French, ‡d 1769- 1821. 600 10 Eliot, T. S. ‡q (Thomas Stearns), ‡d 1888-1965. 600 10 Tate, Allen, ‡d 1899- 600 10 Edgerton, Clyde, ‡d 1944- . ‡t Raney. 600 10 Everson, William,‡d1912-|xInterviews. 600 30 Boone family. 600 30 Boone family ‡v Fiction.
rarely used
Very similar to the 110 field. Names of associations, institutions, business firms, governments, agencies, ships, churches, denominations, etc.
Indicators: First 1 = indirect order name (corporate name then subordinate unit) 2 = direct order name Second 0 = LC subject heading Subseries: ‡a name of corporate body ‡b name of subordinate unit ‡x general subdivision ‡y time period subdivision ‡z geographical subdivision ‡v form subdivision 610 10 Perspective (St. Louis, Mo.). 610 10 Confederate States of America. ‡b Army. ‡b North Carolina Regiment, 1st. 610 10 United States. ‡b Army ‡x Officers ‡x Correspondence ‡x History ‡y World War, 1914-1918. 610 10 United States. ‡t Voting Rights Act of 1965. 610 10 Great Britain. ‡b Home Office. 610 20 Washington University in St. Louis. ‡b Library.
used occasionally
General terms, events and holidays, names or terms applied to individual objects or classes of objects, names of deities, names of fictitious characters, etc., which we usually get from LCSH.
Indicators: First blank Second 0 = LC subject heading Subfields: ‡a topical name ‡x general subdivision ‡y time period subdivision ‡z geographic subdivision ‡v form subdivision 650 0 American literature|y20th century. 650 0 American poetry|y20th century. 650 0 American literature|vPeriodicals. 650 0 American poetry|vPeriodicals. 650 0 Periodicals|zUnited States.
rarely used
Names of geographic areas (including political jurisdictions) alone or subdivided by subject terms; natural features such as bays, capes, deserts, and mountains; geographic regions and celestial bodies; archaeological sites; parks and other geographical entities, including military camps and plantations, which we usually get from LCSH. Note that political jurisdictions can also be corporate name subjects. When political jurisdictions are corporate names, they are most often modified by one or more subordinate units, which may then be modified by one or more subject subfields (e.g., Missouri. ‡b General Assembly ‡x History). When political jurisdications are geographic subjects, they are NEVER modified by subordinate units and are almost always modified by one or more subject subfields (e.g., Missouri ‡x History).
Indicators: First blank Second 0 = LC subject heading Subfields: ‡a place name ‡x general subdivision ‡y time period subdivision ‡v form subdivision 651 b0 Missouri ‡x History ‡y Civil War, 1861-1865. 651 b0 Greece|xHistory|yTo 146 B.C.
rarely used
Index terms that are not derived from a controlled thesaurus or subject heading system. This field may often be used for systems of headings that have yet to receive authoritative standing in their fields. Use this field carefully.
Indicators:
First blank
Second blank
Subfields:
‡a only
653 Man ‡a Eyes ‡a Diseases
rarely used
A term indicating the form, genre and/or physical characteristics of the materials being described. Genre terms for textual materials designate specific kinds of materials distinguished by the style or technique of their intellectual content (e.g., biographies, catechisms, essays, hymns or reviews).
Indicators:
First blank
Second always 7
Subfields:
‡a term
‡2 Nearly always aat, ftamc used on some older records
almost never used
An index term describing the occupation (including an avocation) reflected in the contents of the described materials. Do not use field 656 to list the occupations of the creators of the described materials, unless those occupations are significantly reflected in the records themselves. This kind of indexing may appear in legacy records, but should not be used in new records.
used as appropriate
For published works, 7xx fields (yes, there are 710s 711s, 730s, etc.) are used primarily for second and subsequent authors, illustrators, etc. Use this field (almost always 700) for those who are NOT the main entry, but who are truly co-creators of the collection. Almost always, these are individuals or families whose names appear in a title main entry as shown in the example. We usually also make subject added entries (600s) for any individuals or families that appear as 700s.
Indicators: First 0 = forename 1 = single surname 3 = family name Second blank Subfields: ‡a name ‡q qualification of name (fuller form) ‡b number ‡c titles (including Mrs.) ‡d dates 245 10 Boone and Bryan family ‡k papers, ‡f 1801- 1855 ‡h [manuscript]. 600 30 Boone family. 600 30 Bryan family. 700 3b Bryan family. 700 3b Boone family.
used as appropriate
always use with 580
Field 773 enables the user to locate the physical piece that contains the component part or subunit being described. Include in field 773 only those data elements necessary to assist in the identification of the host item (e.g., links to the bibliographic record describing the item and/or descriptive data that identify the host item).
580 field: Indicators: First 0 Second blank Subfields: ‡a only 773 field: Indicators: First 1 Second blank Subfields: ‡a main entry from the parent record ‡t title main entry from the parent record 580 bb Forms part of Mona Van Duyn papers, 1942- 773 bb ‡tMona Van Duyn papers, 1942-
currently not implemented
Indicators First: 4 (Shelving control number) Second: 2 Subfields: ‡3 WTUV ‡b Manuscript Division ‡c Main Stacks ‡j Manuscript shelf number for beginning of collection
used as appropriate
First: 4 (http)
Second: 2 (related resource
Subfields:
‡3 materials specified
‡u URL
856 42 |3Finding aid and related materials|uhttp://
library.wustl.edu/units/spec/manuscripts/mlc/index.html