YUL Manuscript Cataloging Documentation Development
Minutes
January 26, 2004
Present: Joan Swanekamp, Toby Appel, Richard Boursy, Nancy Lyon, Martha Smalley,
Karen Spicher
Absent: Jae Rossman
Minutes recorded by: Karen Spicher
9XXs (cont.)
Karen and Nancy clarified how 035s with record ids are added:
Old records created in Rlin have an 035 with Rlin id.
Old records created in Notis, exported to Rlin, and returned from Mars have an 035 with
Notis id.
New records created in Voyager, exported to Rlin, and returned from Mars have an 035
with Voyager id.
Nancy will experiment to determine what will happen if an old record created in Rlin is
reloaded from Mars.
Leader
Record Status
Revision:
”Use n for all new records. Records are automatically updated to c following any
subsequent save. When a preliminary or recon Encoding Level is upgraded to full level,
this field can be changed to a. However, coding will automatically change to c after
subsequent saves, unless a is entered manually each time.”
Record Type
We will look at the format integration memo (currently appendix O), to see if we want to
retain this as an appendix.
Revision:
”The new code for Mixed Materials, formerly known as Archives and Manuscripts
Control (AMC) format, was introduced with format integration, phase two, implemented
3/96. The old code for AMC records was b. If an old record with code b is edited,
Voyager requires this field to be changed, and 008 fields updated, before saving.”
Bibliographic Level
Brbl: uses c for collections and m for single items.
Ms/Archs: uses c for collections and m, rarely, for single items. The Video Archive uses
d in every individual testimony record.
Revision:
“c Archival collections or multiple items, i.e. 2 or more letters, diaries, etc. Also use for a
collective record for items in a scrapbook, photograph album, or multiple manuscripts
bound into a printed work which has been cataloged separately.”
For d, delete “Must also have 773,” pending confirmation by Joan.
Karen will find out why Brbl has used m for scrapbooks. Pending this, we will edit the
definition of m.
Type of Control
No changes.
Character Coding
No changes for now; standard code will change after unicode upgrading.
Encoding Level
Ms/Archs: uses 5 for Video Archive items moved to LSF.
We will include an appendix defining fields required for minimal level (7).
Revision:
Add to CODES: “5 Preliminary or accession level record”
“b/, 1, or 7 is required for export to utilities and authority control.”
Add: “Change 1, 5, and 7 to b/ when upgrading to full level.”
Delete: “For retrospective conversion records…” and “For retrospective conversion
collections…”
Cataloging Form
Revision:
”b/ may be used for recon, when retaining headings without upgrading to AACR2.”
We agreed that continuation of this committee after completion of our manual is
desirable; Joan will prepare a charge. Karen reported that all of our past and current
minutes will be posted to a website. She will send the url. At our next meeting,
February 9, we will continue with 008 fixed fields.