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MARC Format for Holdings Record (MFHD)


General Information

Creating Templates

Creating and Editing MFHD Records

Creating and Editing Temporary MFHD Records
Saving MFHD Records

Multiple Call Numbers for a Single Collection

Deleting a MFHD Record



General Information

  • For onsite in-process materials, generally do not suppress MFHD records, as an unsuppressed bibliographic record with no MFHDs, or no unsuppressed MFHDs, will generate an error message in the OPAC.  Optionally, suppress new bibliographic and MFHD records during editing and review.  Keep track of suppressed records and ensure that both the bibliographic record and all attached MFHDs are unsuppressed when editing is complete.
  • For offsite in-process materials with an existing unsuppressed bibliographic record, update or create a temporary MFHD, with a single item record, as a placeholder for restricted access.  Suppress the final MFHD, with complete item records, pending shelving or transfer to LSF.  During the shelving or transfer process, unsuppress the final MFHD and delete the temporary MFHD and item record. 
  • Before saving an unsuppressed bibliographic record, make sure at least one attached MFHD is unsuppressed.  This MFHD must have at least a location code (852 ‡b) and a call number (852 ‡h and ‡i). If a final call number has not been assigned, temporarily enter “Manuscript Unit” in 852 ‡h instead, and omit 852 ‡i.

Creating Templates

See local guidelines for Bibliographic Record/Creating Templates.



Creating and Editing MFHD Records

Location (852)

            Subfield ‡b

            Subfields ‡h and ‡i

            Subfield ‡x

            Subfield ‡z

Holdings (866)


Location (852)


Collections with finding aid: 852 ‡h and ‡i will be copied into the finding aid overview, in the call number field, during YFAD processing.


Subfield ‡b

  • Enter a BRBL code from the list below.  This code will be automatically supplied in the permloc field of any subsequently attached item record.
  • For material to be transferred to Lsf: after creating items records, update the MFHD ‡b location code to an LSF code from the list below.  Permloc fields in attached item records will retain the original Brbl location code until updated by Lsf accessioning staff.

OPAC display:

·        If an item record exists, holding library in Detailed Holdings/Location is supplied by the item record Perm Loc field instead. The item record Perm Loc field is the same as MFHD 852 ‡b unless updated manually or via Pick and Scan.


Location codes defined for BRBL holdings:


BRBL                LSF                   Curatorial Area

beingen           lsfbeir              General Collection (includes accession codes genm, gene,

                                                 genem, genam)

beinosb           lsfbeior            James Marshall and Marie-Louise Osborn Collection

beinwa            lsfbeiwr           Yale Collection of Western Americana

beinycal           lsfbeiar           Yale Collection of American Literature

beinycal           lsfbeiar           James Weldon Johnson Collection in YCAL

beinycgl           lsfbeigr           Yale Collection of German Literature


Subfields ‡h and ‡i

For more information and a list of current and discontinued Manuscript Unit call number sequences, see Call Number Sequences and Assignments.


Records with pending editing or review:

·        If a call number has not been assigned, temporarily enter “Manuscript Unit” in 852 ‡h and omit 852 ‡i.


852 80 ‡b beingen ‡h Manuscript Unit


Cutter numbers:

·        For Western Americana shelved in vertical files.

·        Enter the Cutter number in ‡i as the last element in the unique number, separated by a space but no punctuation.

·        For instructions in determining Cutter numbers, see Supplements/Cuttering for Western Americana Manuscripts.


852 80 ‡a beinwa ‡h WA MSS ‡i S-1592 C548 


Non-standard locations:

If all the material represented by a call number is shelved in a non-standard location, enter one of the following terms in parentheses at the end of ‡i (spell out terms as shown):

  • (Art)
  • (Broadside)
  • (Broadside oversize)
  • (Cold storage)
  • (Oversize)
  • (Record album storage)
  • (Roll)


852 80 ‡b beinycal ‡h YCAL MSS FILE ‡i 132 (Broadside)


Analytic records:

Enter the call number in 852 and a public note in 856 in the following format:

·    852 80 ‡b beinwa ‡h [Call number sequence] ‡i [unique identifier] Box [number] Folder [number]

  • 856 42 ‡u[bib id of collection-level record] ‡z To expedite request for use in Beinecke Reading Room, click here and request Box [#] from Series [#] of the [Collection Name]
    Also enter a 580.
  • A similar procedure is used by the Rare Book Team for printed items that remain in manuscript collections.


Subfield ‡x

For most notes, use standard wording: [Note]; bein, ms [yyyy] [Month].


852 80 ‡b beingen ‡h GEN MSS ‡i 300 ‡x Baseline processing completed; bein, ms 2011 May.


Required for the following, with wording as shown:

For collections with finding aids

            ‡x Container barcodes maintained in finding aid

Change of 245 when updating a recon record

            ‡x Before recon title was [Title]; bein, ms [yyyy] [Month].

Baseline processing

‡x Baseline processing completed; bein, ms [yyyy] [Month].

Baseline processing, with description reconned from card catalog:

            ‡x Baseline processing completed; description reconned from card catalog; bein, ms

            [yyyy] [Month].

Full processing, when updating a preliminary or baseline record

‡x Processing completed and Orbis record updated; bein, ms [yyyy] [Month].

Expired donor-imposed restriction (also delete 506)

            ‡x Previously restricted until [yyyy]; bein, ms [yyyy] [Month].

            ‡x [Specific material] previously restricted until [yyyy]; bein, ms [yyyy] [Month].


Subfield ‡z

Required for noting former call numbers in backlog or recon cataloging.

·        Standard wording: Former call number[s]: [Call number], [Call number]

·        No period at end.

·        Also list former call numbers in Bib 099, so that they will be searchable as keyword.


‡z Former call number: ZA Wilson

‡z Former call numbers: ZA Wilson, Uncat ZA Wilson, Za W6933 +1


Required for bound-withs.

·        Standard wording: Bound with [#] other titles. To view other titles search by call number: [call number]

·        No period at end.

·        Also enter 500 note.

To link guest record to host record:

·        Open host record.

·        Select Record>Link to Bibliographic Record

·        Enter bib id of guest record.


Holdings (866)

Required for collections split between Beinecke and LSF, to list containers shelved at the location specified in 852 ‡b.

  • Standard indicators, subfields, and wording: 866 41 ‡8 0 ‡a [list containers]
  • For containers, use same standard terms as in Item record Enum fields.
  • Total tontainers listed must match attached item records.


866 41 ‡8 0 ‡a Boxes 198-203, 217-272, 310-316, Boxes 321-330 (Oversize), 331-332 (Broadside)


Optionally, enter multiple 866s to list sequences of volumes, in order to indicate volumes not held.

Example: (from George Ives clippings albums, GEN MSS 426)

866 41 ‡8 0 ‡a v.1,

866 41 ‡8 0 ‡a v.3-v.7,

866 41 ‡8 0 ‡a v.9-v.45


Creating and Editing Temporary Mfhd Records
For closed collections, or optionally for other in-process materials, update or create a temporary MFHD, with a single item record, as a placeholder for restricted access:  

  • 852 ‡b             [Brbl location code]
  • 852 ‡h             Manuscript Unit 
  • 852 ‡x             In process; bein, ms [yyyy] [Month].

852 80 ‡b beingen ‡h Manuscript Unit ‡x In process; bein, ms 2011 May.

Suppress the final MFHD, with complete item records, pending transfer to BRBL or LSF.  During the transfer process, unsuppress the final MFHD and delete the temporary MFHD and item record. 


Saving Mfhd Records

No additional local guidelines.



Multiple Call Numbers for a Single Collection

Required for collections with two or more call numbers, such as unprocessed or partially processed collections acquired through multiple accessions. 


Generally, a collection is reclassed under one call number when baseline or full processing is completed.



Deleting a MFHD Record

Cataloging module passwords held by Manuscript Unit archivists, Archives and Catalog Assistants, and some students allow deletion of MFHDs.


To delete a MFHD:

·    The MFHD must be active. A record is active when it is the only record visible and/or its title bar is highlighted in blue.

  • Choose Record>Delete.


Last modified at 7/16/2015 10:56 AM  by Spicher, Karen