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An item/volume that is over 46 cm. high, is a portfolio
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[updated 03/12/2014]
300 Physical description. (DACS 2.5) Required
This field contains the physical description of the collection, including its extent. Punctuation is conventional in this field and is noted below. Do not abbreviate words. This field displays as ‘Description:’ in the OPAC.
indicatorsIndicators: both blank, undefined.
subfieldsSubfields:
$$a Extent. “Number of physical pages, volumes, total playing time, etc., of each type of unit.” Record the inclusive extent of the whole collection The first (or sometimes the only) 300 field, should record the total size of the collection.
- First record the total linear feet of the containers. We count total linear feet by measuring the depth of the material included, not the measurement of the shelf space taken up. Traditionally Houghton is interested in recording the amount of material the reader can expect to have to read through. We do not use abbreviations and we use the words “linear feet” for extent; and “linear foot” only in the case of “1 linear foot.”
Examples:
5 linear feet
.3 linear feet
1 linear foot
.03 linear feet
- Next add the number of physical containers (recorded with a second $$a and inside parentheses) usually boxes (but can be volumes or other “counted” materials). Use of the word "box" denotes any type of box-like container such as (but not limited to) a black box, Hollinger box, Paige carton, etc… Variant types of housing should be separated by a comma. See full examples below.
$$f
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Type of unit. We do not use subfield $$f (type of unit) as we do not keep statistics on the type of container
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$$3 Materials specified. Part of the described materials to which the field applies. Place this word, followed by a colon, immediately before the physical description data, but only in the additional 300 fields, when multiple 300s are used [it also is allowed by MARC to be after].
Example:
300 $$a 2 linear feet $$a (4 boxes)
300 $$3 Includes photographs: $$a .5 linear feet $$a (1 box)
Punctuation for 300: Ends with a period or may end in no punctuation when another mark of punctuation or closing parenthesis is present.
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If there is easily measurable material, of significant amount (over 10 items) it should be split-out and recorded in its own 300 field.
Examples of use of multiple 300s:
300 $$a 1.5 linear feet $$a (3 boxes)
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300 $$3 Includes floppy disks: $$a2 items $$a (2.8 MB)
$$b
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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 $$b and use the word “uncounted”
Examples of materials not easily measurable, but important enough to mention:
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300 $$3 Database: $$a (53 MB)
336 Content. (RDA) Optional
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It was decided at a Manuscript Section meeting of 12/5/2013, that the Houghton Manuscript Section would not use these new RDA fields in our collection-level MARC records until the archival community arrives at a more clear consensus on how they should/or should not be used in our records.
351 Current arrangement of materials. (DACS 3.2) Required
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Punctuation for 351: ends with a period.
indicatorsIndicators: both blank.
subfieldsSubfields:
$$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.
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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]
[updated 03/12/2014]