Skip to main content

Cataloging Manual

Go Search
Manuscript Unit
Cataloging Manual
Manuscript Unit > Cataloging Manual > Wiki Pages > bibliographic_record.doc  


Bibliographic Record


General Information

Creating Templates

Creating and Editing Bibliographic Records

Validating and Saving Records

Exporting Records

Making a New Record by Copying an Existing Record

Deleting Records

Troubleshooting Common Problems



General Information

Cataloging module preferences:

  • Set Yale University Library standard preferences and Manuscript Unit local preferences, using instructions documented in Voyager Cataloging Module Preferences
  • Setting these preferences will ensure that cataloging module search, display, and validation function as needed for Manuscript Unit procedures.

Creating new records:

  • Optionally, suppress or unsuppress bibliographic records during editing and review
  • A suppressed bibliographic record must have at least one MFHD, to avoid deletion of orphan bibliographic records by YUL catalog maintenance staff
  • Before saving an unsuppressed in-process bibliographic record, verify that it contains the following:
    • All required  fields
    • Temporary 506 note: In-process material. Research use may require advance notice. For further information, consult Access Services
    • At least one unsuppressed MFHD record with at least a location code (852 ‡b) and a call number (852 ‡h and ‡i)
    • Sufficient description and access points so that the record will make sense in the OPAC and other publically-accessible venues
  •  If a final call number has not been assigned, temporarily enter “Manuscript Unit” in MFHD 852 ‡h, and omit ‡i

Editing existing records:

  • Generally, do not suppress an existing bibliographic record during editing, to ensure that it remains  accessible in the OPAC and Aeon

  • For closed collections, add the following to existing records:

    • 099 _9 note listing former call numbers

    • Temporary 506 note: In-process collection. As of [month year], this collection [is or will be] closed to readers temporarily, and will reopen when processing is complete. For more information, please consult the Closed Collections Schedule on the Beinecke Web site, at

    • Temporary MFHD, with Manuscript Unit as call number
    • Temporary item record, with in-process statistical category
    • If existing analytic records will be superseded by full processing, determine if these should be unsuppressed, suppressed, or deleted during processing

 Finalizing records:

  • Delete any temporary MFHDs and unsuppress final MFHDs
  • Delete any temporary in-process 506 notes
  • Verify that bibliographic and MFHD records are unsuppressed.  Only unsuppressed records are publically accessible through the Orbis OPAC, Yufind, YUL new record RSS feed, Google, and other databases that harvest YUL records

Creating Templates

  • Two folders of standard Manuscript Unit templates, “bib templates” and “MFHD templates,” are located at: J/ mssunit/voyager templates/cataloging
  • These templates are copied to each cataloger's workstation at: C/voyager/catalog/template
  • Also use these templates as necessary to create customized templates for specific cataloging projects. Save customized templates under a different name in the same C directory.


Creating and Editing Bibliographic Records

Cataloging module password profiles are assigned to staff as follows:

·        Cataloging Coordinator: search, create and edit, and delete (bib, MFHD, item)

·        Archivists, Archives and Catalog Assistants, and students: create and edit (bib, MFHD, item); delete (MFHD, item)

·        Students: create and edit (item); delete (item)

·        Students: search only

Student assistants must have their own passwords, and these must be cancelled after students leave. To obtain or cancel a student password, contact the Cataloging Coordinator.


The following fields are required in all records:

·        Leader

·        008

·        040

·        245

·        300

·        506

·        520

·        561

·        546

·        524

·        6xx (at least one)

·        852

The following fields are required when applicable (see field definitions for more information):

·        006, to justify corresponding 655

·        035 __ ‡9, with finding aid search string

·        099 _9 ‡a, with former call number

·        1xx

·        351

·        555 0_ ‡a

·        530

·        6xx corresponding to 1xx

·        856 42 ‡3 ‡u, with finding aid link

For collections with finding aids, the following fields are copied by Manuscript Unit staff into the finding aid overview during YFAD processing:


MARC Field                        Overview Field

Mfhd852 ‡h and ‡i             Call Number

100                                     Creator

245 ‡a                                Title

245 ‡f                                 Dates

245 ‡g                                Bulk Dates

300                                     Physical Description

546                                     Language(s)

520 (first field)                   Summary


Editing existing records:

  • Always update an existing record, rather than creating a new record and deleting the old one.  As OCLC uses bib id numbers to match edited records for overlay, maintenance of existing records will prevent duplicate records in OCLC. 
  • For the same reason, do not reuse records; instead, records that were created in error or are no longer needed should be deleted. 
  • To delete bibliographic records, see the Cataloging Coordinator.


Validating and Saving Records

  • All records are reviewed by the appropriate supervisor and curator, and by the Cataloging Coordinator.
  • The Cataloging Coordinator compiles Unit cataloging statistics from records sent for review. 
  •  Report updated call numbers and any other changes to accession records to the Archives Assistant for Acquisitions.
  • Keep track of the review, completion, and unsupression of each record, and of updating of accession records.


Exporting Records

  • Export all new records to MARS, both for MARS processing and to ensure export of the new record and any subsequent updates to OCLC.
  • As the list on ExportQ’s Show History tab is not retained after a session is ended, keep track of exported records until the MARS overlay is shown on the bibliographic record history tab.
  • Generally, records with Uncat call numbers are not exported or updated in OCLC.  To make exceptions, contact the Cataloging Coordinator.
  • To delete records from OCLC, contact the Cataloging Coordinator.

Updated records re-exported to OCLC will overlay both the master and institutional record only for record type p (mixed materials).  Updates to all other record types will overlay only the institutional record, meaning that only updates to local fields (59X and 69X) will display in WorldCat.



Making a New Record by Copying an Existing Record

No additional local guidelines.



Deleting Records

If a record should be deleted from Orbis and/or OCLC, notify the Cataloging Coordinator.



Troubleshooting Common Problems

No additional local guidelines.


Last modified at 7/16/2015 12:37 PM  by Spicher, Karen