YUL Manuscript Cataloging Documentation Development
Minutes
September 27, 2004
Present: Joan Swanekamp, Toby Appel, Susan Brady, Richard Boursy, Nancy Lyon,
Martha Smalley , Karen Spicher
Minutes recorded by: Karen Spicher
2XX
245 Title (|a)
We decided to delete the “Records of Franklin B. Dexter” example, as it is not an
example of usual practice. We will also delete the last sentence of the first paragraph,
“For collections of corporate records cataloged at the series level...,” as this does not
accurately describe how University archives titles are constructed . Nancy will provide a
more standard example of a corporate records collection.
5XX
We discussed the order of field definitions, and decided to leave both the list of fields and
the definitions in the recommended order, rather than change them to numeric order.
Change first sentence to: “Voyager will accept 5XX tags in any order, but using this
recommended order will simplify the Opac display.”
502
We decided to delete this field, as it is used only for single items.
506
Add first sentence: “This field contains information about materials that are withheld
from use.”
Correct typos: “Also use for an in-process collection…” and “Neither a film nor paper
surrogate…”.
Nancy supplied more examples.
520
Karen reported that Voyager displays the opac field label only once, regardless of the
first indicator, so we decided to keep “blank” as the only option for this indicator.
530
Karen will look at Brbl’s Romanov albums as a possible example of a digitized surrogate.
535
Add a statement about the possibility of choosing to catalog a microfilm either as a
published “book” or as a manuscript collection, with a 535 field. Explain that if
cataloging as a manuscript collection, an 006 projected medium (form of
item=microfilm) must be added to facilitate search limiting.
544
We discussed the use of subfield |n for the entire text of the note, instead of separate
subfields for each part of the note. We will ask Joan if there is a disadvantage to this.
545
Add an example with a Yale class year.
555
Karen will look at past minutes regarding the question of using this field as a hyperlink.
Other Issues
Karen reported that Kalee has documentation for short and long opac displays. Joan will
look into whether this can be made available on the web.
Karen is experimenting with non-authority family name headings and mars processing,
has sent one record to mars, and is waiting for the record to come back.
We decided to discuss documentation of changes to indicator definitions when we get to
appendices. We may put this information in an appendix, and could link to this from
relevant fields.
We discussed simplifying the layout by single spacing parts of the field definitions
(repeatable, indexed, orbis public display constant, etc.) Karen will experiment with this,
and we will review and decide .
At our next meeting, October 25, we will continue discussing 5XX and other draft
sections posted on our website.