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Cataloging Graphic Materials DRAFT 6/9/97 Notes (MARC fields 5xx) 5A. If a specific MARC field is available for a particular type of note, use that field rather than the generic 500 note. For example, use the creation/production credits note (508 field, see 5B7a) to provide information regarding credits for a dance production instead of a general 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. Use subfield 5 for notes that do not apply to a universal description of the item. Order of notes: When recording notes which further describe data elements already found in the catalog record, follow the sequence of the catalog record whenever possible, e.g. title, statement of responsibility(s), edition/version, date, physical description, etc. Generally, follow GM:RD guidelines for the note area. 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 a desired display constant may vary from that supplied. In these cases use the appropriate indicator to suppress the display constant and provide the desired wording. 5B1. General note (MARC field 500) Make general notes for the following: 1. Source of title, if it does not appear on item [8.7B3]
2. Title information not contained in note generated from varying title field (246, see 1H) or picture captions that are considered significant in terms of potential access (5B2) [8.7B4] 3. Publication, state, and edition note for details concerning publication, distribution, printing, and manufacture that are not included in the body of the entry if they are considered important (5B8) [8.7B7] [Need example] 4. Optionally, physical description/condition details that are not already included in the physical description area (300 field, see 3B). (5B9) [8.7B10] [Need example] 5. Accompanying material that is not described in the physical description area (300 field, see 3B). (5B10) [8.7B11]
6. Markings and stamps (5B9.6). On designs, describe union stamps; for photographs, record photographersí stamps. Record stamps which provide information about conditions [donít know if I read this word correctly] under which work was created or which provide information valuable to future use of the material. The use of field 562 (copy and version identification note) for information about markings and stamps is being discussed and may be implemented in the future.
5B5. Language note (MARC field 546) [8.7B2] Give the language(s) of the spoken or written content of a graphic item unless this is apparent from the rest of the description.
5B7. Statements of responsibility [8.7B6] For graphic material, provide statements of responsibility not recorded in the title area. Make notes on persons, corporate bodies or organizations connected with a work if they are not already named in the description.
5B7a. Creation/production credits note (MARC field 508) [The following use of the 508 is in question as to legitimacy - whether this can relate to the production of the performance event or only to the work in hand - the photograph - see also the 511 - of use of the specific note is not allowed information should be recorded in a general note using the same format found in the examples] If the graphic material being cataloged provides documentary evidence of the work of those responsible for the production or performance, provide a note with credits information relating to the production in the following order: choreographer, composer, librettist, scene designer, costume designer, lighting designer. The sources of information for credits are, in order of preference: item(s) itself, program from performance, reference book containing repertory, first performance note in uniform title authority record.
Optionally, production information may be included in the biographical/historical note (545 field, see 5B15). 5B7b. Participant or performer note (MARC field 511) If the graphic material being cataloged documents a production or performance and cast information is not provided in the title, list dancers in order of billing on program, if known. Optionally, include role in parentheses following the name (suggested for major identifiable roles). Begin note with "Dancers:" (use first indicator 0 to suppress display constant "Cast"), followed by names of dancers performing in the work. Do not include list of entire company or corps de ballet if it is extensive, but end note with "and company members", or "and corps de ballet".
Optionally, cast information may be included in the biographical/historical note. 5B10. Date/time and place of event note (MARC field 518) Include a note on the date/time and/or place of creation, or capture, of the item, if such information is considered important and is not included elsewhere in the record, e.g. the title area for event-based photographs.
5B12. Citations/references note (MARC field 510) Similar in purpose to a 500 "Sources used" note, this field is reserved for published articles or other citations describing the work being cataloged. Cite a published source when it would substantiate information provided by the cataloger or when it would provide a more detailed description of the material being cataloged.
Use this field with discretion; do not seek the information unnecessarily. Generally this is used when cataloging individual prints which might be found in catalog raisonnées. This field will automatically display the introductory term: "Reference:". 5B14. Summary and subject description note (MARC field 520) [8.7B17] Use to provide information about the subject content of the item if that information is not evident through contents notes or another area of the catalog record. Subject description notes may be needed to justify subject added entries that provide access to the subject content of the work. If desired, use this note for a brief objective narrative summary of a group of images or for clarification of the content, meaning, or iconography of a single item. (The note will begin with "Subject" followed by a colon, when first indicator 1 is used.)
5B15. Biographical or historical note (MARC field 545) Use for describing historical context of the performance or event for which the items were produced or which they document. Indicate choreographer, librettist, composer, set and costume designer and, where appropriate, on whose work the choreographic work was based. This note field may be used for designs which do not directly represent or indicate information pertaining to a performance or production of a choreographic work.
Optionally, the creation/production credits note (508 field, see 5B7a) may be used to provide production information for works documenting the performance. 5B17. Contents note (MARC field 505) [8.7B18] Optionally, make a note of the specific contents of a published collection having titled parts. The note should begin with display constant "Contents:" (first indicator 0) or "Partial contents:" (first indicator 2). Suppress the display constant (first indicator 8) on all but the first 505 field. Add the number of cards, frames, slides, etc., when appropriate.
5B23. With note (MARC field 501) [8.7B21] When cataloging as separate records two or more separately titled images on a single support or parts either bound together or in one container, make a note beginning "With:" listing the other images or parts.
[Need a better example for this - dance examples?] 5B25. Provenance note (MARC field 561) Provide information concerning the history of the described materials from the time of their creation to the time of their accessioning, including the time at which individual items or groups of items were first brought together. [ Need Example:] 5B26. Immediate source of acquisition note (MARC field 541) This field contains information about the immediate source of acquisition of the described material and is used primarily with original or historical items, or other archival collections. Record how the material was acquired (i.e., gift, purchase, deposit, transfer, etc.) and the donor or source (i.e., the immediate prior custodian). Unless this information is confidential, follow the status statement with the source and date of acquisition. In addition, the donorís relationship to the material may be indicated. Add the year or years of accession (and the accession number, if desirable) to the name of the donor or source.
5B24.1 Restrictions on access note (MARC field 506) [8.7B20] When the material is not generally available to researchers, or when access and handling is restricted, make a note either simply stating the fact of this restriction or specifying the details. Optionally, introduce this note by the word "Restricted:" so as to alert the user. If the restrictions are lengthy, simply indicate that restrictions exist and refer the user to the appropriate paperwork or person.
5B24.2. Terms governing use and reproduction note (MARC field 540) [8.7B20] If applicable, give information about terms governing the use of the described materials after access has been provided, e.g. copying or duplicating restrictions.
5B27. Location of associated archival materials note (MARC field 544) Give the location of any associated material related by provenance, e.g., related manuscript holdings, set models, costumes, etc. [Need Example:] 5B18. Finding aids note (MARC field 555) Make a note on any guides the repository may have to the organization and contents of a collection. If the guide has been published, make a standard bibliographic citation for it. Note also the existence of other related unpublished material, such as indexes, card catalogs, caption lists, lecture notes, and checklists, which are not actually located with the collection (use first indicator "0" to get display constant of "Finding aids:"; first indictor "8" to suppress display constant).
For information about finding aids available electronically, see electronic location and access field (856 field, see 6G). 5B21. Linking entry complexity note (MARC field 580) If applicable, provide information abut the relationship between the item described in the record and a larger unit to which it belongs. This field is used in conjunction with host item entry (773 field, see 6E for further description and examples). 5B28. Action note (MARC field 583) 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. Use of this field is contingent on the capabilities of your cataloging system. 5B29. 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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