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The final count of boxes and/or volumes will not be determined until the end-processing is completed. The cataloger will insert a provisional count at the end of the descriptive work. When the end-processing is complete, the manuscript assistant will inform the cataloger of the final “count” and the cataloger will change the Aleph record, and the OASIS finding aid.
NOTE: An item/volume that is over 28 cm. high, is a folio
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300 $$3 Includes floppy disks: $$a2 items $$a (2.8 MB)
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$$b Other physical details. If the material is not easily measurable (such as single photographs scattered throughout correspondence files), but is definitely worth mentioning [i.e. over 10 items], then mention the format word within the inclusive 300 field in a subfield $$b and use the word “uncounted”
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338 Carrier. (RDA) Optional
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It was decided at a Manuscript Section meeting of 12/5/2013, that the Houghton Manuscript Section would not use these new RDA fields in our collection-level MARC records until the archival community arrives at a more clear consensus on how they should/or should not be used in our records.
351 Current arrangement of materials. (DACS 3.2) Required
[updated 12/06/2013]
This field describes the current arrangement of a collection -- the manner in which the materials of the entire collection have been subdivided into smaller units. This field displays as ‘Description:’ in the OPAC. When describing arrangement this can be a more general selection than in the finding aid if the outline is very long. Series arrangement information should be in the finding aid only unless there is only one series, then arrangement is described in this field.
THE FORM OF THE 351 FIELD SHOULD REFLECT THE TEXT AS IT IS LISTED IN THE frontmatter <arrangement> SECTION OF THE EAD FINDING AID, or a shortened version of same.
indicators: both blank. Ends with a period.
subfields:
$$a Arrangement. Relates to the manner in which the materials have been subdivided into smaller units, such as how the record groups are divided into series, and series into subseries. It is at the cataloger's discretion as to how deep the series divisions should go in this field. Often the series level is enough. The name of the last series is always preceded by the word "and."
Examples:
351 $$a Arranged into the following series: I. Correspondence; II. Compositions; III. Biographical material: A. By subject, and B. Printed material; and IV. Photographs.
351 $$a Arranged alphabetically by author.
351 $$a Arranged chronologically, then alphabetically by subject.
NOTE: All stub records of unprocessed collections that are classified as accessions, should have this note:
351__ $$aCollection is unprocessed.
During the manuscript catalog RECON project in 2003-2006, we added this note as a 500 to collections formerly thought to be finished, but later discovered to be "dumped" in boxes and not cataloged. We now are using the 351 field to give it a more prominent place in the bib record in HOLLIS public display. This is also used in BLT collection records. [collections with only box lists]