Guidelines for working with Extra-illustrated volumes

[Updated: 06/11/2014]

For HOLLIS record:

1. Use book record only. No manuscript MARC record is needed.
   
   

2. In holdings record place an >856 link as:

   856  42  $$3Electronic finding aid to material inserted in Houghton copy available $$uhttp://nrs.harvard.edu/urn-3:FHCL.Hough:hou00xxx

    

3.  Remove text in >852  __   $$z   to >562 
   
   
4. Add 006 to bib record, coded t for Manuscript language material.
   
   
5. Add >655  _7  Extra-illustrated books. $$2aat
   
   
6. If compiler of volume is known, add >700 with $$e compiler on the bib record and insert a note to that effect in the finding aid.

For Finding Aid:          

1. Title should be:  [book author] [title], extra-illustrated (book call no.): 
    Guide. e.g.:  Fields, James Thomas, 1817-1881.  Yesterdays with authors, extra-illustrated (AC85.F4606.872yi):  Guide.
   
   
2.  In Quantity area, write as: 
   e.g.:  42 items inserted in 2 volumes  [no linear ft.]
   
   
3.  In Abstract area, put the book's publication information as: 
   .g.:  Manuscripts inserted into James Thomas Fields, Yesterdays with authors (Boston:  Houghton, Mifflin and company, The Riverside Press, Cambridge, 1882), including letters, notes, and compositions.
   
   

4. In Acquisition Information, spell out as:

   e.g.:  Volumes accessioned as 43-498, manuscripts contained within accessioned as 43M-241

   Gift of......

5.  In scope and content section:

   e.g.:  Contains 42 manuscript items, spanning 1846-1879 [put inclusive dates here, not in Summary information area above] pertaining to........etc....

6. Add note in <relatedmaterial> if needed:  This volume also has portraits and prints inserted that are not listed in this finding aid.