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 Print Materials

Notes (MARC fields 5xx)

6A. [2.7A] If a specific MARC field is available for a particular type of note, use that field rather than the general 500 note. For example, use the creation/production credits note (508 field, see 6B3a) to provide information regarding credits for a performance instead of a 500 note. In cases where the note does not apply to the entire item or collection, 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. For notes that do not apply to a universal description of the item, add your repository's NUC symbol in subfield 5 at the end of the note.

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(s) of responsibility, edition/version, date, physical description, etc.).

Generally, follow AACR2 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, 6B3b), 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.

Make general notes for the following:

1.  Source of title, if it does not appear on chief source of information. [2.7B3]

2.  Other title information considered significant in terms of potential access. [2.7B4]

3.  Edition and history. Make notes relating to the edition being described or to the bibliographic history of the work. [2.7B7]

[Need example from acting edition or promptbook]

4.  Accompanying material that is not described in the physical description area. [2.7B11]

5.  Publication or distribution details that are not included in the publication, distribution etc., area and are considered to be important. [2.7B9]

6.  Optionally, physical description/condition details that are not already included in the physical description area. [2.7B10]

Make notes on the languages(s) of the item or collection unless this is apparent from the rest of the description.

6B3. Statements of responsibility [2.7B6] (MARC fields 508, 511)

Use these fields to note names of persons and corporate bodies for which added entries will be made or which are worthy of mention, such as composers, librettists, producers, directors, set or costume designers, cast members, dancers, etc.

List persons or corporate bodies contributing to the performance production, whose functions are considered of importance, and who are not listed in the title statement of responsibility area (field 245 subfield c) or other areas of the catalog record. List credits as they appear on the bill of the performance (regardless of its location in the item).

List dancers and other performers who are not previously listed in the catalog record. List these credits as they appear on the item or in other sources.

For 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". Indicate the source of the cast note in a general note (500 field, see 6B1). For collections, provide general information about credits for the theatre and /or company in a biographical or historical note (545 field, see 6B5).

If a playbill or program contains a "cast substitution" slip, add this to the 511 followed by a subfield 5

This field is reserved for published reviews, articles, or other citations describing the item being cataloged. Cite a published source when it would expand on information provided by the catalog record. Make standard bibliographic citations.

Use this field with discretion. Do not seek the information unnecessarily. This field has a display constant "Reference:".

Use for biographical information about an individual or historical information about an organization or choreographic work connected with the item or collection being cataloged.

6B6. Summary and subject description note (MARC field 520) [2.7B17]

Give a brief objective summary of the content of an item or collection unless another part of the description provides enough information. Such notes are used to justify subject added entries that provide access to the subject content of the work. (For librettos and playbill collections, use "8" in first indicator position to suppress display constant.)

Optionally, make a note listing the contents of a published collection or of a multipart item if published together. If collection was not published, provide contents in summary and subject description note (520 field, see 6B6). Suppress the display constant "Contents:" (first indicator "0") on all but the first 505 field by using a first indicator of "8".

6B8. Restrictions on access note (MARC field 506) [2.7B20, 1.7B20]

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 this 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).

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. Use subfield "5" for notes that do not apply to a universal description of the item.

Give date of receipt, method of acquisition (e.g., gift, purchase, deposit, etc.), and collection name, donor or other source of acquisition (i.e. the immediate prior custodian).

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 were first brought together. Optionally, include information regarding the immediate source of acquisition.

Give the location of any associated material related by provenance, e.g., manuscript holdings, set models, costumes, etc.

Give the availability and location of existing finding aids or collection registers for the described material. For information about finding aids available electronically, see electronic location and access field (856, see 7G). (First indicator "0" provides display constant "Finding aids:"; use first indicator "8" to suppress display constant.)

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 the host item entry field (773, see 7E 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.

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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