notes

Cataloging Notes Fields

Adding 500 notes to bibliographic copy
Citing notes	Contents note	System details
Cover subtitles	Participant/performer	Location of archival materials
500 field examples	Summary contents	Biographical & Historical
Bound -with	Additional physical form	Language
Dissertation	Reproduction	Award
Bibliography	Funding	Local notes
Endowment Notes	Donor Notes	Student Tech Fee
Citation Note

Adding 500 notes to bibliographic copy

Catalogers may use information on an item being cataloged to construct brief 500 field notes. The notes must be an accurate reflection of the information on the material and must be cited if they are taken from places other than the T.p.

Some notes provided on copy cataloging are not present on the material. Retain 500 field notes containing translation and thesis information.

For information on 500 notes regarding publishers and publication information, please refer to the section of the handbook on publishers.

Citing notes

*Cite all notes taken as direct quotes from anywhere in the book other than the title page. These notes should be enclosed in quotation marks and entered exactly as they appear on the book. Exceptions are made for notes of great length that must be shortened and special cases as listed below. Examples:

“First published in Great Britain in 2000 by Weidenfeld & Nicolson”--T.p. verso.

“Based on the feature-length documentary film from Warner Bros. Pictures”--Cover.

Exceptions:
It is not necessary to cite or enclose in quotation marks thesis or translation notes. This information is often taken from the body of the work or other sources. Since it is so seldom seen on the T.p. or T.p. Verso, the attempt is to treat all thesis and translation notes in the same manner.

Subtitle notes

*Cover subtitle information may be entered in the form of a 500 note or a formatted field 246, but only one of these fields is necessary on a bibliographic record.

Other examples of 500 field notes

Includes index.

Maps on lining papers.

Charts and glossary on lining papers.

Quick reference for function and header files on lining papers.

Illustrations on lining papers.

Figure 2.13 tipped in.

Update sheet tipped in.

Note: Check OCLC’s series authority file for all notes in this format. Most of them have an authority record giving instructions on how to treat them. The instructions in the 6xx fields should be followed for all notes in this format.

Note: Errata slips should be inserted in the book at the place they are to be tipped in. Lists of several errors should be inserted prior to the table of contents. Replacement pages, or replacement information for a page should be inserted in regular numerical order or prior to the page on which the error appears. Use the 500 note "Errata tipped in." on the bibliographic record.

501 ("With" Note)

Example:
501 Bound with Dunlap, William. Darby's return. New York, 1789.

502 (Dissertation Note)

Example:
502 Thesis (PhD) - University of California, Berkeley.

Used only for theses and dissertations, not used for works based on theses and dissertations.

504 (Bibliography, Etc. Note)

(Index alone should appear in a 500 field.)
Example:
504 ‡a Includes bibliographical references.

504 ‡a Includes bibliographical references and index.

505 (Formatted contents notes)

Formatted contents notes on bibliographic records are important access tools for libraries with automated retrieval systems. The information in the online catalog will be the only means of examining some material for relevance to the customer's research when our library implements the use of our ARC. Contents notes will replace shelf-browsing as a means of evaluating material for use. We must retain as many contents notes on bibliographic records as accurately as possible in order to best serve the library user.

All contents notes accepted on or added to cataloging should be as complete as possible. Title information will be taken from the T.p. of volumes in a multiple volume set, the Table of Contents for chapters in a single volume or the “source in the item being cataloged that provides the best identification.” (AACR2 p. 83)

We will accept or add complete (1st indicator 0) or incomplete (1st indicator 1) contents notes on bibliographic records in Voyager.

Complete (505 0_): A contents note including title information for all chapters in a volume or volumes in a multiple volume set. These notes may or may not contain author and editor information for each section. If author information is included for one title in the contents note, it must be included for all of them. It is not necessary to add section or chapter subtitles to the contents note for an item if the cataloging agency has omitted them.

Incomplete (505 1_): A contents note including title information for all parts of a multiple volume set that are available for analysis and have been cataloged or added to our collection. These 505 fields will be updated as volumes or parts are added and will be coded complete when the set is completed by the publisher. We will code sets complete as requested by Collection Development or Serials Management.

We may also accept accurate or easily adjustable machine generated contents notes.

Machine generated contents notes (505 8_ or 505 80): These notes are defined by OCLC as having no display constant generated. A 1st indicator 8 may be applied to a single contents note or the second (etc.) 505 field of multiple fields entered in detailing lengthy contents.

We will not accept or add partial (1st indicator 2) contents notes.

Partial (505 2_): A contents note including title information for some of the parts of an item or set, but omitting titles for other parts that are available for analysis. We will use these as a basis for cataloging, but update the note adding title information for all available parts of the item or set. Code the edited 505 field complete or incomplete as appropriate.

510 (Citation/References Note)

Do not retain. This note gives citations or references to published bibliographic descriptions or reviews of an item.

511 (Participant or Performer Note)

Acceptable if provided on cataloging copy, but do not add.

520 (Summary, Abstract, Annotation, etc. note)

Delete 520's from copy except in the cases of Children’s literature and Audio Visual material. This includes computer reference books accompanied by disk supplements. These are not considered AV.

530 (Additional Physical Form Available Note)

      Acceptable if provided on cataloging copy and paired with an 856 field for a title available free in fulltext online.

       Use the following text when adding a 530 note for RAND corporation publications: Also available in electronic form via the RAND Corporation Web site.

533 (Reproduction Note)

Acceptable if provided on cataloging copy, but do not add.

536 (Funding information note)

Acceptable if provided on cataloging copy, but do not add.

538 (System Details Note)

Use this field in bibliographic records for titles that include data CDs or computer-read disks of any form. Do not use a system details note on a bibliographic record for a title available on the World Wide Web.

Example:
538 System requirements for computer laser optical disks (NautilusCD (Windows ed.) ; demo disk): MPC or MPC2-compatible (386 or 486 processor); 4MB RAM; Microsoft Windows 3.1 or higher; Windows compatible sound card and speakers; CD-ROM drive; mouse.

The appropriate 538 field format for a title available only on the World Wide Web (electronic resource) is:

538 Mode of access: Internet from the _________ website. Address as of [date]: [http address here] ; current access available via PURL.

Bibliographic records for titles available in a physical format and also on the World Wide Web should include a 530 field rather than a 538 field.

544 (Location of Other Archival Materials Note)

Acceptable if provided on cataloging copy, but do not add.

545 (Biographical and Historical note)

Delete these. The information they provide is available in the subject headings of the bibliographic record.

546 (Language notes)

Bibliographic records for material consisting of information in multiple languages should include a 546 field.

If portions of the work are in multiple languages:

546 Contributions in English and French.

If the entire text is repeated in multiple languages:

546 Text in English and Spanish.

Do not include translation notes in a 546 field.

586 (Award notes)

Award notes are to be entered here. Caldecott and Newbery Medals are the only awards for which we enter notes.

Format for the note:

586 Newbery Medal, (year if available)
586 Caldecott Medal, (year if available)

These are the only awards for which we enter notes. The note may be entered with or without the date when the medal was awarded.

Award information may be taken from other sources than the book. This information is used by Collection Development to order Newbery and Caldecott books. It is not required that we add the information if it isn’t present on the book, but it is acceptable. The recommended source other than the book the American Library Association’s list at http://www.ala.org/alsc/cquick.html (Caldecott) and http://www.ala.org/alsc/nquick.html (Newbery).

590 (Local notes)

Some local note information has been moved to the 852 ‡x.

Notes for signed copies:(optional unless famous signature)
Notes for signed copies: Notes indicating that an item has been signed by the author are optional unless the signature is that of a famous author. The item should be routed to the Catalog Librarian to be placed in Special Collections if it has a famous signature on it. It is up to the individual cataloger to decide whether or not to add this information to the bibliographic record if the author isn’t famous. Please consult the staff assistant or catalog librarian if it is unclear whether the item should be cataloged for Special Collections or for the stacks.

(Location) copy is signed by author.

Examples:

Stacks copy is signed by author.
Special Collections copy is signed by author.

Endowments

The gift notes for books purchased with endowment money should include the year in which the book was ordered.

Some gift material has a lengthy receiving and sorting period, making it very difficult to determine the date that the material was given. We omit a date on gift notes for such material.

The date for endowment gifts is not the date of the monetary gift, but the date that the material is ordered. This information is easily attained in the Voyager bibliographic record history. We will include a date for all endowment notes.

Endowment notes (590):

Gift of the Allen and Laura Davidson Endowment, (date).
Gift of the Bede and Carrie Mitchell Endowment, (date).
Gift of the Debra & Michael Skinner Endowment, (date).
Gift of the Jocelyn Poole Endowment in honor of E.J. Josey, (date).
Gift of the Robert Fernekes Endowment, (date).
Gift of the Robert Haney Endowment in honor of Joseph R. Jones, (date).
Gift of the Sandra Peacock Endowment, (date).
Gift of the Vladan Jovanovich Endowment, (date).

General notes:
We also have gift material coming that should bear the following memorial note:

Gift of JoEllen Broome in memory of Joseph and Helen Broome.

Gift groups for which we add notes

There are a few campus organizations who give books to be cataloged with special notes (590 field) regarding donor identification. The notes and groups are:

Scottish Heritage Society collection. Gift of (donor).
Donated by the Center for Irish Studies, (date if provided, not applicable for books given by individual donors)
Donated by the Center for Irish Studies. Gift of (donor).
Gift of the Phi Delta Kappa Educational Foundation and the Georgia Southern University Chapter No. 167 of Phi Delta Kappa, as part of the George H. Reavis Reading Collection, (date if provided)
Provided by a grant from the Center for Excellence in Teaching to the Department of Literature and Philosophy, (date if provided).

Standard donor notes
(Generally, no dates are assigned to standard donor notes as the date that the material was given is not often provided when cataloging. The catalog librarian may have access to this information and occasionally add it on copy sent over for updating.):

Gift of (donor).
Gift of (donor) in memory of (honoree).
Gift of (donor) in honor of (honoree).
Gift in memory of (honoree).
Gift in honor of (honoree).
Gift of the estate of (deceased donor) through (donor).
Gift of the Phi Delta Kappa Educational Foundation and the Georgia Southern University Chapter No. 0167 of Phi Delta Kappa, as part of the George H. Reavis Reading Collection.

Donor notes with dates
(sometimes a date will be provided by Collection Management, especially in cases of large gifts):

Gift of Huldah C. Mingledorff in memory of George Burford Lorimer, 2002.
Provided by a grant from the Center for Excellence in Teaching to the Department of Literature and Philosophy, 2002.

Donor notes with additional information
Please include all information provided on a gift plate in the gift note bibliographic field (590) as appropriate. Donors may request that information outside of the regular format for a gift note be included.

An example of an expanded gift note is shown below. The gift plate includes information regarding the donors position with the University and the years of service.

Sample note: Gift of Dr. Sally T. Gershman, Assoc. Professor of History, 1980-1992.

Donor notes, multiple copies
For titles with multiple copies, specify which copy was given in the note:

Copy 2 is gift of (donor).
Special Collections copy is gift of (donor).
Lorimer Reading Room copy is gift of Huldah C. Mingledorff in memory of George Burford Lorimer, 2002.
Copy 2 donated by the Center for Irish Studies,(date if provided, not applicable for books given by individual donors)
Copy 2 donated by the Center for Irish Studies. Gift of (donor).
Scottish Heritage Society collection. Copy 2 is gift of (donor).

Notes for special groups

Georgia Top 25 reading list

Student Technology Fee Items

Items paid for by the Student Technology Fee should get a 590 note which reads:
Provided by the Student Technology Fee, (date).