Scope: This document describes the differences between cataloging a bound manuscript and cataloging a book or loose manuscripts. If a given field is not mentioned below, treat it the same as you would when cataloging a book. For further details on how different fields are used, see Procedure 91, Details on Fields Used in Manuscript Cataloging. Note: As of January 2020, this This procedure describes entering the bibliographic record in OCLC, but entering creating the holdings record in VoyagerFOLIO.
Contact: Margaret Nichols
Unit: Cataloging & Metadata Services in RMC
Date last updated:
Date of next review: January 20212022
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We now use DCRM(MSS) (Descriptive Cataloging of Rare Materials (Manuscripts)), freely available at http://rbms.info.dcrm/dcrmmss, when describing a single manuscript or small collection (roughly 10 or fewer items) , whether bound or unboundin certain cases: a bound manuscript, a folder in collection 6532 (Medieval manuscript fragments), or a folder in collection 4600 (Miscellaneous manuscripts). Accession and process all other manuscripts, even single items, in ArchivesSpace.
099 _9 field: Local call number
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If the pages are unnumbered, it's usually sufficient to describe the extent of the item as "1 volume" (or "(number) volumes" for a multivol). Do not abbreviate; spell out "volume," "pages," etc. If the manuscript has numbered leaves or pages, it's helpful to also give the extent in terms of the number of leaves or pages. If the pages are not numbered, you may give either an exact or an approximate total number of leaves or pages. If the text of the manuscript ends before the last numbered page, give the number of the last numbered page in the 300 field and make a 500 note about the blank pages at the end (e.g. "Pages 50-75 are blank").
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For more details on the extent statement, see DCRM(MSS) 5B-5E.
561 field: Provenance (coded with first indicator 1 to display to the public)
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Use LC subject headings as usual. Remember to hit the F11 function key to control the subject headings and subdivisions (that is, to link them to their respective authority records).
655 _7 field: Form/genre or other thesaurus terms
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Make additional access points (formerly known as added entries) for co-creators of the manuscript, or other contributors such as editors, translators, copyists, etc. If the volume is a letterbook, for example, trace the compiler of the letterbook as the creator in a 100 field, and the predominant correspondents in 700 fields.
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Note that you need not add $5 NIC at the end of these 7xx fields to show that they are specific to Cornell's copy, as you would do for books. The manuscript is unique, so there is no distinction between manifestation-level fields and copy-specific fields in the catalog record for it.
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Anchor B B
Holdings Records (
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in FOLIO)
Once you've imported the OCLC record into FOLIO, retrieve it in the Inventory app. Click on Add holdings to create a holdings record.
Holdings type: Monograph (it's still a monograph, even though it's unpublished)
Location / Permanent location: RMC, or RMC Annex
Copy number: c.1
Call number type: Other scheme
Call number prefix: Archives
Call number: (collection no.) Bd. Ms. (no.), e.g. 8748 Bd. Ms. 1
Call number suffix: put the size designation here if needed, e.g. +, tiny, mini, etc
852 8_ $b [location, usually rmc] $k [sublocation, usually Archives] $h [collection no.] Bd. Ms. [no.] $m [size designation if oversize or tiny]
In general, for RMC bound manuscripts, use the location $b rmc $k Archives.
If the bound manuscript has only one volume, make it Bd. Ms. 1. Additional bound manuscripts may be added to the collection in the future.
Example:
852 8_ $b rmc $k Archives $h 4600 Bd. Ms. 53 $m ++
If you have a multivolume manuscript, use 852 81 and add an 866 field as you would for a book.
Example:
852 81 $b rmc $k Archives $h 4711 Bd. Ms. 27
fill in Holdings details:
--Number of items: number of physical volumes
Click on Add Holdings statement
--Holdings statement: volume holdings, e.g. 866 41 $8 0 $a v. 1-4
Code the Leader and 008 fields on the holdings record for a multivolume manuscript as you would for a multivolume book:
Leader
Type of record: v Encoding level: 4
008
Receipt status: 2 if we have the complete set of volumes, 5 if we don't
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Holdings notes: This is where most copy-specific notes go, including provenance notes and gift notes. To make a note staff-only, click on the "Staff only" box at the end of the field.Completeness: 1 if the set is complete, 2 if it isn't