YUL Manuscript Cataloging Documentation Development
Minutes
August 11, 2003
Present: Richard Boursy, Nancy Lyon, Jae Rossman, Karen Spicher
Absent: Joan Swanekamp, Toby Appel, Martha Smalley
Minutes recorded by: Karen Spicher
5XX
Richard agreed with the order of 5XX fields as listed in the June 30 minutes. We still
need to get input from Martha.
6XX
6XX vs. 7XX
Everyone uses 6XX instead of 7XX for correspondents, and wants to continue doing this.
Most readers probably need help in doing a thorough search of name as both author and
subject. We will verify with Joan if there is any reason not to use 6XX for
correspondents.
Music includes all important correspondent names as access points, even if only one or a
few letters are present, sometimes resulting in very long records. Brbl and Ms/Archs may
also include names based on importance rather than volume of letters. We agreed that
long records are not a problem in Voyager, and inclusion of access points can be based
on cataloger’s judgment
Order of 6XXs
Brbl: Karen will check current use of tag order vs. “primary concepts”.
Ms/Archs: uses tag order and alpha order within each tag, but is not strict.
Music: Richard will verify current practice.
Readers use access points mainly to get to records, but having a consistent order for long
lists of access points is useful for staff. Voyager will not reorder fields; 6XXs are
displayed in the order they are entered. We are considering use of tag order and alpha
order within each tag, and will verify with Joan if there are problems with this.
Use of |v Archives in 600, 610, 611
Ms/Archs does not use “|v Archives”. Karen will verify the reason for Brbl’s use. Field
definitions will be revised to make this optional.
Authority work
Brbl: Karen recently completed Naco training, but has not yet determined criteria for
deciding how much/when to do authority work for Brbl’s ms records.
Ms/Arch: Nancy does authority work; usually only establishes names relating to Yale.
Music: Mickey Koth does authority work; establishes names only to break conflicts.
We will decide if and what kind of guidance should be included in our manual about the
large number of unestablished names typically encountered in manuscript cataloging.
610 and 611
See above regarding use of |v Archives.
630
Ms/Archs and Music: use for serial titles, such as a journal or newspaper that the subject
of the collection wrote for.
Revision:
“Used when a book or serial is being discussed…”
Fix line spacing for “NOTES:”.
650
Brbl: Karen will check on current use of “primary concepts” vs. tag/alpha order. Often
uses both 650 and 656 for occupations. For literary collections, always uses 650 for
nationality of writer.
Ms/Archs: tries to use at least on 650 in each record, although the is not always possible,
eg for University archives. Does not use “|v Archives.” Uses 656 instead of 650 for
occupations. May or may not use 650 for nationality of writer.
Music: uses for genres of composition when music is present.
Revision:
“For large collections of personal papers, optionally use [occupation] – Archives.”
Delete sentence beginning: “For small collections, this “Archives” tracing…”
Delete “Arrange 650s and 651s in order of primary concepts.” We will determine an
recommended order.
“When there are literary collections belonging to a foreign writer, optionally make a
subject heading tracing…”
Delete two paragraphs re Brbl’s local subject heading practice: “This field, with a second
indicator of 4…” and “Local topical subject headings may be used…”
At our next meeting, August 25, we will continue with 6XXs.