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Cataloging Manuscript And Archival Materials

Note Area (MARC fields 5xx)

1.7. [4.7, 1.7A] If a specific MARC field is available for a particular type of note, use that field rather than the general 500 note. For example, if cataloging a performance-level collection, use the creation/production credits note (508 field, see 1.7B3) to provide information regarding credits for a dance production instead of a 500 note. Subfield 3 (materials specified) may be used as the first subfield to indicate the part of the described item or collection to which the note applies.

Order of notes: Generally, follow APPM guidelines for the note area. For archival material, the order of notes is based on the information as it is found in the finding aid, not on the sequence of the catalog record as in the guidelines for other types of performing arts material. Generally these notes should be drawn from the finding aid (see Processing Procedures Manual).

Discussion here will be limited to those notes which are of particular importance to performing arts catalog records and/or need clarification.

There are display constants inherent in some MARC fields that may be implemented differently in different systems. Where prescribed or recommended introductory wording is generated by a given system implementation, such wording should not be incorporated in the cataloging itself. In some instances (see participant or performer note, 511 field, 1.7B4) a desired heading may vary from that supplied. In these cases use the appropriate indicator to suppress the display constant and provide the desired wording.

1.7B1. Biographical /historical note (MARC field 545)

Provide a brief chronological overview of the creatorís or originatorís life or the history of the originating agency. Include dates and events which are reflected in the collection as well as closure dates (birth and death dates for individuals, formation and dissolution dates for agencies). Greater detail is recommended for individuals or organizations for which little information is available in standard reference sources; well-known figures require briefer coverage. This information gernally comes from the finding aid. Note may be divided into subelements consisting of a brief summary note (subfield a) and an expansion of the note (subfield b).

Examples:245 00 |a Stadler and Rose scrapbooks, |f 1921-1949.
 545 -- |a Marion Eleanor Stadler was born in 1912 in Glendale, California, studied dance with Anton Yarotski, and by 1926 was performing professionally with Fanchon and Marco shows. Don Rose was born in Winnemucka, Nevada, ca. 1900, and got his start doing acrobatic and variety dance work in Los Angeles and Hollywood. Beginning in 1928 Stadler & Rose appeared with Fanchon & Marcoís live show which accompanied motion pictures and developed a sensational ërag dollí dance which combined acrobatics and adagio dancing. They appeared at the Ziegfield Follies, in the 1930 Paul Whiteman film, King of Jazz, and in Cochranís 1930 revue at the London Palladium and Empire theaters, touring Europe four times and also performing in the Middle East and South America.
  
 545 -- |a American Ballet Theatre was founded in 1939 by Lucia Chase and Richard Pleasant with the objective of forming a company which would perform new American ballet choreography as well as the traditional classical repertoire.|bMany of the companyís artists and administrators were first brought together under the earlier Mordkin Ballet. Mikhail Mordkin, a Russian-born dancer, opened a ballet school in Carnegie Hall in 1927 and in 1937 established a performing company as an outlet for the talents of his students. [Ö]

1.7B2. Scope and content/Abstract note (MARC field 520) [4.7B17]

The scope and content note provides a concise abstract of the extent and depth of the collection. It summarizes the date span and bulk dates; the strengths, weaknesses, and gaps in the collection; the internal structure; the series distinctions; and the types of record groups it contains. Such notes are used to justify subject and other added entries that provide access to the content of the work. The information for the scope and content note in the catalog record is usually taken from the first paragraph of the note in the finding aid. The note may be divided into subelements consisting of brief note (subfield a) and an expansion of the note (subfield b). For an individual manuscript, give the form of the item and an abstract of the contents of the item, optionally noting significant topics, persons, places, events, etc.

Examples:520 -- |a Collection consists principally of printed material about dance companies worldwide that have performed in New York City. Ballet companies predominate, ethnic and modern dance companies are also represented by souvenir programs, booklets concerning companies and performers, playbills, news clippings, photographs, reviews, press releases, and a few unpublished histories of dance.
  
 520 -- |a Records consist of production files for notated theatrical dances, including photocopies of Labanotation scores, news clippings, photographs, costume sketches, costume swatches, music scores, and miscellaneous related materials.

1.7B3. Creation/production credits note (MARC field 508) [4.7B6]

For items or groups of materials that represent a performance or event, list persons or corporate bodies contributing to the performance production, whose functions are considered of importance, who are not listed in the statement of responsibility (field 245 subfield c) or other areas of the catalog record.

Example:100 1- |a Balanchine, George, |d 1904-1983.
 245 00 |a Stars and stripes [Ö] |f1984.
 508 -- |a Choreography: George Balanchine (1958). Music: John Philip Sousa, arr. by Hershy Kay.

1.7B4. Participant/performer note (MARC field 511)

For archival collections that represent a performance of a dance work or event, list dancers and other performers who are not previously listed in the catalog record.

For documentation of dance works it is preferred that the "Cast:" display constant for this field be suppressed by using a first indicator of "0". A more suitable term can then be substituted for "Cast:", such as "Dancers:", or "Performers:". Do not include list of entire company if extensive; end note with "and company members" or "and corps de ballet".

Example:511 0- |a Performed by Ganga: Hita Brata Roy, dotara and vocals ; Minati Roy, ramchaki and vocals ; Aloke Debroy, ghuhgur.

1.7B5. Linking entry complexity note (MARC field 580) (1.7B3)

Make a note to describe the relationship between catalog records, i.e., when the material being described is a component part or subunit of another collection or series that is an existing bibliographic entity. This field is used in conjunction with Host item entry. (For further description and examples, see 773 field, 2.5).

Example:100 1- |a Lathrop, Welland,|d1905-1981.
 245 00 a Welland Lathrop reminiscences :|k oral history, |f 1979.
 580 -- |a Forms part of: Bennington Summer School of the Dance project
 773 0- |7 nnbc |a Bennington Summer School of the Dance project. |w (CStRLIN) NXCP86-A375.

1.7B6. Additional physical form available note (MARC field 530) (1.7B4)

When the repository has the original and a copy of all or part of the material being described, make a note to record information about the additional physical format(s) in which the described material is available for use at the holding repository and/or in published form. Also, record availability conditions.

Examples:100 1- |a Eisenstein, Sergei, |d1898-1948.
 245 00 |a Sergei Eisenstein scrapbook of photographs and manuscripts, |f ca. 1900-1930.
 530 -- |a Also available on microfilm for use in repository only.
  
 100 1- |a Balanchine, George, |d 1904-1983.
 245 00 |a Stars and stripes [Ö]
 530 -- |a Also includes photocopy of Labanotation score and annotated condensed score (71 p.)

1.7B7. Reproduction note (MARC field 533) (1.7B5)

If material being described is a copy of originals that either are located elsewhere or have been destroyed, record information in a Reproduction note. Such information, if available, includes the type of reproduction, the place and date of the reproduction, and a physical description of the reproduction. If the originals have been destroyed after copying or are no longer extant, record this information.

Examples:533 -- |a In part photocopies. Copied at: |b University of North Carolina at Chapel Hill, |d 1978.
  
 533 -- |a Microfilm; originals destroyed after filming.
 100 1- |a Jones, Bill T.
  
 245 00 |a Fever swamp |h [microform] [Ö]
 533 -- |a Microfilm. |b New York ;|c New York Public Library, |d 1991. |e 1 microfilm reel ; 35 mm. |f (MN: *ZZ-31688)
 

1.7B8. Location of originals/duplicates note (MARC field 535) (1.7B6)

Record the name and, optionally, the address of repositories, other than the cataloging repository, with custody of the originals or duplicate copies of the described material.

Example:535 1- |a Originals in: Dance Notation Bureau.

1.7B9. Language note (MARC field 546) (1.7B8) [4.7B2]

Make a note concerning the language(s) of the materials being described unless this is apparent from the rest of the description.

Examples:546 -- |a Includes some correspondence in French and Russian.
  
 546 -- |a Collections are in Yiddish, Russian, Polish, Hebrew, and other European and non-European languages.

1.7B10. Provenance note (MARC field 561) (1.7B9) [4.7B7]

Provide information concerning the history of the custody of the materials being cataloged from the time of their creation to the time of their accessioning including the time at which individual items or groups were first brought together. Follow the provenance with information regarding the immediate source of acquisition.

Examples:561 -- |a Lent for microfilming by Bella Lewitzky in 1964.
  
 561 -- |a Artificial collection of the Kurt Weill Foundation for Music and the Weill-Lenya Research Center. Materials provided to spectators or supplied by organizers, performers, and scholars. Press clippings, 1983-1994, from commercial clipping services.

1.7B11. Immediate source of acquisition note (MARC field 541) (1.7B10) [4.7B7]

Optionally, record the immediate source of acquisiton: the donor or source (i.e., the immediate prior custodian) of the material being cataloged ina separate note. Give date of receipt, method of acquisition (e.g., gift, purchase, deposit, etc.), and collection name.

Examples:245 00 |a American Ballet Theatre records [Ö]
 541 -- |3 Records of Mordkin Ballet and American Ballet Theatre |c Purchase, |d 1971.
 541 -- |3 Additional gifts |c Gift: |a American Ballet Theatre, |d 1971-1978.
  
 245 00 |a Atlanta Ballet Company collection [Ö]
 541 -- |c Gift of |a Dorothy Alexander, |d 1983.
 

1.7B12. Restrictions on access note (MARC field 506) (1.7B11) [4.7B14]

If applicable, give information about restrictions imposed on access to the described materials. If the restrictions are lengthy, simply indicate that restrictions exist and refer the user to the appropriate paperwork or person. This note may be preceded by the word "Restricted:" via a computer generated display constant, so as to alert the user.

Examples:506 -- |a Access partially restricted.
  
 506 -- |a Permission of donor required for viewing.
  
 506 -- |a Some restrictions, see reference librarian for access to the collection.

1.7B13. Terms governing use and reproduction note (MARC field 540) (1.7B12) [4.7B14]

If applicable, give information about terms governing the use of the described materials after access has been provided (e.g., copying or duplicating restrictions).

Example:540 -- |a Copyright restrictions: copied only by |bADF.
  
 540 -- |aPhotocopying of the notes is prohibited.

1.7B14. Location of associated archival materials note (MARC field 544)

Give the location of any associated archival materials related by provenance to the material being cataloged.

Example:100 1- |a Enters, Angna, |d 1897-1989.
 245 00 |a Angna Enters correspondence, |f 1921-1973.
 544 -- |aFor related collection, see the Angna Enters Papers at the Harvard Theatre Collection.
 Catalog record entered by the Dance Collection at the New York Public Library of the Performing Arts giving location of more material related by provenance at the Harvard Theatre Collection.

1.7B15. Finding aids note (MARC field 555) (1.7B13)

Give the availability and location of existing finding aids or collection registers for the described material. If desired, give information regarding the level of control reflected in the finding aid. First indicator "0" provides display constant "Finding aids:"; use first indicator "8" to suppress display constant. For information about finding aids available electronically, see Electronic location and access (856 field, 2.7).

Examples:555 0- |a Unpublished guide available.
  
 555 8- |a Finding aid in the repository; |c folder level control.

1.7B16. Citation note (MARC field 510) (1.7B14) [4.7B15]

Make a note on published descriptions (other than finding aids) of the materials being cataloged. If desired, give information on the exact location within the source.

Example:510 3- |a Described in: Moorland-Spingarn Research Center. The Glenn Carrington collection [Washington], Howard University, 1977.

1.7B17. Preferred citation of described materials note (MARC field 524) (1.7B15)

Optionally, record the format for the citation of the described material that is preferred by the custodian. Use the introductory phrase "Cite as:" to introduce the citation form (in the RLIN system this is provided as a display constant).

Example:110 2- |a Atlanta Ballet Company.
 245 00 |a Atlanta Ballet Company collection, |f 1929-1984.
 524 -- |a Cite as: Atlanta Ballet Company Collection, Special Collections Department, Robert W. Woodruff Library, Emory University.

1.7B18. Publications note (MARC field 581) (1.7B16) [4.7B9]

Optionally, record a citation to or information about a publication that is based on the use, study, or analysis of the described materials. A display constant "Publications:" is provided in most national systems.

Example:581 -- |a Warner, Mary Jane. Reviews: Doris Humphrey: the collected works, vol. 1. New York, Dance Notation Bureau Press, 1978.
 Publication contains review of Humphreyís Labanotated scores.

1.7B19. Funding information note (MARC field 536)

Use this field, as applicable, when the handling of the described material results from a funded project.

Example:110 2- |a Minnesota Dance Theatre.
 245 00 |a Minnesota Dance Theatre records, |f 1964-1989.
 536 -- |a Collection was cataloged as part of the Dance Heritage Coalition: Access to Dance Research Resources project, funded by the National Endowment for the Humanities.

1.7B20. General note (MARC field 500) (1.7B17) [4.7B3-5, 10]

Make a note for any other descriptive information considered important but not falling within the definitions of the other notes. This may include information on physical details not given elsewhere, source of title, and uncontrolled title variations.

Examples:500 -- |a Some items in fragile condition.
  
 500 -- |a Title from cover of typescript.

1.7B21. Actions note (MARC field 583)

Optionally, provide information about processing, reference, and preservation actions relating to an item or a collection. For those using the field to record preservation activities, a Standard Terminology for USMARC Field 583 list is available.

1.7B22. Local note (MARC fields 590-599)

Fields 590-599 are reserved for local use and local definition. These fields may contain copy specific and /or holdings information.

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