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).
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.
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.
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".
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).
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.
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.
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.
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.
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.
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.
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.
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).
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.
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).
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.
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).
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.
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.
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.
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.