Cataloging Moving Image Materials Cataloging Graphic Materials Cataloging Print Materials Cataloging Manuscript & Archival Materials Processing Procedures Manual for Dance and Other Performing Arts Collections MARC Format

Cataloging Moving Image Materials

Notes (MARC fields 5xx)

If a specific MARC field is available for a particular type of note, use that field rather than the generic 500. For example, record cast and performance credits in the 511 and 508 fields (see 7B8), not in a 500 field. Subfield 3 (materials specified) may be used as the first subfield in a note 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. (7A3).

Generally, follow AMIM 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 (see participant or performer note, 7B8b) a desired heading may vary from the display constant supplied. In these cases use the appropriate indicator to suppress the display constant and provide the desired wording.

7B1-3. General note (MARC field 500)

Make general notes for the following:

1. Source of title, if it does not appear on item (7B5) [7.7B3]

2. Title information considered significant in terms of potential access which is not contained in a note generated from the varying form of title field (246 field, see 1H).

3. History of editions/versions (7B9) [7.7B7]

4. Accompanying material not mentioned in the physical description area or in a specific note (7B13) [7.7B11]

5. Reference sources used that are not specifically given in another note. LC uses a formal note for this information:

6. Further information on any area of the record considered significant but not covered by specific notes described below, e.g. statement of responsibility (7B8) [7.7B6], production/release information (7B11) [7.7B9], or physical description (7B12) [7.7B10].

Give language or languages of the spoken, sung, or written content of a film or videorecording unless they are apparent from the rest of the description.

7B8. Statements of responsibility [7.7B6]

For videorecordings or films of a single choreographic piece or ethnographic dance, provide a creation/production credits note in field 508 and a participant or performer note in field 511 (see 7B8a and 7B8b).

For videorecordings or films of multiple choreographic pieces or ethnographic dances, provide separate 505 contents notes for each piece, with the statement of responsibility of the contents note providing cast/performer and credit information (see 7B20).

List persons or corporate bodies who have contributed to the off-screen production of a film or videorecording, whose functions are considered of importance, and who are not listed in the statement of responsibility (245 field, subfield c) or other areas of the catalog record (e.g. statements of responsibility in contents notes). Credits in this field may include voice-over, or off-screen narrators and rehearsal directors. List credits as they appear on the item or in other sources.

List actors, dancers, singers, performers, announcers, and other on-screen participants in a film or videorecording who are not previously listed in the catalog record, including on-screen narrators, hosts, and guests. List these credits as they appear on the item or in other sources.

The display constant "Cast:" is generated with a first indicator of "1." If applicable, include the name of the character or role in parentheses following the name of the cast member. For documentation of dance works it is preferred that the "Cast:" display constant be suppressed by using a first indicator of "0." A more suitable term can then be substituted for "Cast:", such as "Dancers:", "Performers:", "Guests:", "Voices:", etc.

In order to avoid confusing and hard-to-read catalog records, create separate 511 cast notes for performing members of different companies or groups. Similarly, with multiple-work items and lengthy credits, list the members dancing with the company(s) for the entire performance in 511 notes rather than the individual contents notes (505 field, see 7B20).

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

Include a note on the date/time and/or place of creation, capture, or broadcast 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 recordings.

Similar in purpose to a 500 "Sources used" note, this field is reserved for published reviews, articles, or other citations describing the work being cataloged. Cite a published source when it would substantiate information provided by the cataloger. Use this field with discretion; do not seek the information unnecessarily. This field has a display constant "Reference:".

Give information about the subject content of the item, based upon viewing and/or program notes, if that information is not provided sufficient access through contents notes or another area of the catalog record. Such notes are used to justify subject added entries that provide access to the subject content of the work. Summaries can be used to further explain the scope of the item, as well as to outline plot or context of ethnographic event.

7B20. Contents note (MARC field 505) [7.7B18] See also AMIM 1F2.4/5.

For film or videorecordings of multiple choreographic works, provide a formatted contents note for each piece with the title, appropriate statements of responsibility, and duration, if known. Suppress the display constant "Contents:" on all but the first 505 field by using a first indicator of "8."

Optionally, if it does not make the catalog record too unwieldy, a single 505 note may contain more than one piece.

For compilation film or videotape of excerpts, format the contents note as appropriate in order to identify the individual pieces. Guidelines on structuring contents notes are vague, leaving the cataloger to decide on the best approach to the item in hand. Below, for example, are two different approaches to a contents note for a compilation of musical excerpts from theatrical feature films. The first largely follows the example given in AMIM 7B20, featuring copyright information; the second instead focuses on the credits for the excerpts:

For theatrical feature films, particularly musicals, that contain dance numbers, create a contents note listing those sections of the work and corresponding performance credits. Suppress the display constant "Contents:" and construct a more appropriate header.

The contents note may be more descriptive, particularly for untitled works, instead of providing titled and credited segments. In the following example, the contents note was formatted by groups of dancers; the clothing and performance of each group was then discussed in comparative detail in the summary note. Titles of songs or dances themselves may also be used, if known.

7B23. With note (MARC field 501) [7.7B21]

When two or more separately cataloged works are contained in a single item, give the title(s) of the other separate works in a note on each catalog record. Subfield 5 can be used for notes that do not apply to a universal description of the item.

Information on the collection to which the item being cataloged belongs and the item's acquisition may be combined in field 541. Give date of receipt, method of acquisition (e.g., gift, purchase, deposit, preservation, etc.), and collection name or other source of acquisition.

Optionally, this information may be included in holdings format or in private notes, or at the end of a provenance note. Use subfield 3 to indicate part of described item or collection to which the note applies.

The collection name may also be given as a corporate added entry.

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. Optionally, include information regarding the immediate source of acquisition.

[Need example]

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. Introduce the note by the word "Restricted:" so as to alert the user.

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

Give the location of any associated archival materials, e.g. manuscript holdings such as scripts, posters, stills, press books, etc.

Give the availability and location of existing finding aids or collection registers for the described material. Use first indicator 0 to get display constant of "Finding aids:"; first indicator 8 to suppress a display constant. For information about finding aids available electronically, see Electronic location and access (856 field, see 8F).

Give information about 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 8D for further description and examples).

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. Use of this field is contingent on the capabilities of your cataloging system.

[Need example?]

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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