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Home > Minerva > Cataloging > Manual > Ch 10: Notes Area - MARC 5XX Fields

Chapter 10: Notes Area - MARC 5XX Fields

General information on the notes fields

The MARC 5XX fields are designed for notes to provide access to a large amount of miscellaneous information that cannot be incorporated in the preceding parts of the record. Working with these notes can be challenging. Information in the notes can be taken from any suitable source. 

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Required notes

Notes are required in a bib record to justify an added entry or access point not mentioned in the 1XX, 2XX or 4XX fields. Enter 5XX fields that you think your patrons will find useful. Many note fields are key word searchable.

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MARC field tags

Each note is entered in a separate 5XX field and can be combined only when appropriate. For example, if a book has bibliographic references as well an index the information is combined in one note. The 500 tag is used for notes not assigned other specific 5XX tags.

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Form of notes

The rules for form and punctuation for notes entries are the same as the rules for the formal catalog entry. Most 500 notes end with a period.

  • 500 Rev. and expanded ed. of: Trees and shrubs in the heart of Dixie. Birmingham , Ala. : Southern University Press, 1968.

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Formal notes

Notes that begin with the same wording each time they are entered are considered formal notes. The following examples illustrate this type of note.

  • Originally published:
  • Contents:
  • System requirements:

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Informal notes

The cataloger should phrase "Informal notes" as clearly and briefly as possible.

  • 500 Facsimiles on lining-papers.

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Quotations

Quoted information is enclosed in quotation marks followed by the source, unless the source is the chief source of information.

  • 500 "Fully revised and updated" - Cover.
  • 500 "A Thomas Dunne Book." 

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Specific Note fields (as entered in a record)

Following is a more detailed discussion of some common 5XX field. Record notes in the order in which they are listed here, which isn't necessarily chronological. For more information, see the MARC 21 website. 

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System requirements and mode of access: MARC 538 field (R)

The first note for an electronic resource such as a videorecording, DVD, computer game, etc., is the MARC 538 field. This formal note provides a technical, physical description of the item such as its recording densities, parity, blocking factors, mode of access, software programming language, computer requirements, trade name or recording systems, number of lines of resolution and modulation frequency. For sound and video

recordings information about the trade name or recording system(s), e.g., VHS, DVD, modulation frequency and number of lines of resolution may be included. Frequently this note begins with the words "System requirements:"

  • 538 System requirements: Macintosh; 4MB RAM; System 7.0.1 or higher; printer.

Electronic resource information is entered in the following order:

  • Make and model of the computer to be used.
  • Amount of memory needed.
  • Operating system.
  • Software requirements (including programming language).
  • Required or recommended peripherals.

Video recordings may include the trade name or recording system used. Separate this information with semicolons. If this is too confusing, take the description from the item, and give it in a quoted note instead.

Both indicators in 538 are blank.

Only subfield code |a is used.

  • |a System details note.
    • 538 DVD
    • 538 Written in FORTAN H with 1.5k source programs statements.
    • 538 System requirements: Any Macintosh model, Macplus and above; minimum 1MB system; System 6.0.4 or higher; two 800KB drives or one SuperDrive or hard drive.
    • 538 Disk characteristics: Disk is single sided, double density, soft sectored.
    • 538 Mode of access: Internet.
    • 538 Mode of access: Electronic mail via Internet and BITNET; also available via FTP.
  • Note: "Compact disc" is not considered system requirement information and is enter in a 500 field.
    • 500 Compact disc.

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Nature, scope or artistic form: MARC 500 field (R)

This 500 field is used to enter a wide variety of notes that describe or explain the nature, scope or form of an item if the cataloger feels it is important.

  • 500 Comedy in two acts.
  • 500 Documentary.
  • 500 A novel.

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Type of computer data: MARC 516 field (R)

A general descriptor for a computer file may be entered in the 516 field. Terms to describe the text, computer program, numeric and specific information such as the form or genre of textual material might be included.

The first indicator is a display constant which means the indicator automatically generates information at the start of the note. In the 516 field a blank indicator will automatically produce the words "Type of file:" at the beginning of text.

  • blank Type of file
  • 8 No display constant provided (most commonly used)

The second indicator is blank.

Only the subfield code |a is used.

  • |a Type of computer data note.
    • 516 8 Numeric data (Summary statistics).
    • 516 8 Computer program.
    • 516 8 Graphic data (Architectural drawings).
    • 516 8 Text (Dictionaries).
    • 516 8 Library catalog.
    • 516 8 Computer game.
    • 516 8 Mailing list.

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Language and/or translation or adaptation of the item: MARC 546 field (R)

The 546 field contains a textual note giving the language(s) of the item and may include a description of the alphabet, script or other symbol system (e.g., arabic alphabet, ASCII, musical notation system, bar code, logarithmic graphing).

Both indicators are blank.

The following subfield codes are used:

  • |a Language note (NR)
    • 546 In German.
    • 546 Translation of: La muerte de Artemio Cruz.
    • 546 Latin text, parallel English translation.
  • |b Information code or alphabet (R)
    • 546 Latin ;|bRoman alphabet.

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Notes related to the title

An adapted work: MARC 500 field (R)

If it is not evident that the work is an adaptation from another work, make a note in a 500 field. A name-title added entry is made for the earlier work.

  • 500 Adapted from a story in: Hans Brinker, or, The silver skates / Mary Mapes Dodge.

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Source of title proper: MARC 500 field (R)

A note is required if the title proper is not taken from the chief source of information.

  • 500 Cover title.
  • 500 Title from container.
  • 500 Title from descriptive insert.

Variations in the title proper must be taken from the chief source of information. A variant title may sometimes appear elsewhere in the item, on the spine or cover of a book for example. If there is a significant difference between the variant title and the title proper an access point should be created. This is done by adding a 246 field. See Chapter 5, "Access Points for Different Forms of the Title," for more details.

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Notes related to the statement of responsibility

Statement from a source other than the chief source of information

If important information concerning the statement of responsibility is not found on the chief source of information, it is included in a note. In the following example, the information about the composer was found in the preface, which is not a prominent source. Since it would not be appropriate to transcribe it in the title/statement of responsibility area, it is added as a note.

500 "Orchestrated by Virgil Thomson"--Pref.

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Biographical or historical data: MARC 545 field (R)

This field is used by Minerva catalogers to indicate that the author or creator of an item has a connection with Maine .

The first indicator in the 545 is for the type of data being recorded.

  • blank No information provided
  • 0 Biographical sketch
  • 1 Administrative history

The second indicator is blank.

Two subfields are used

  • |a Biographic or historical data (NR)
    • 545 0 Stephen King is a Maine author.
  • |b Expansion.
    • 545 0 Stephen King is a Maine author.|bHe was born in Bangor in 1947.

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Participant or performer note: MARC 511 field (R)

Participants or performers are given in the 511 field. This field precedes 508 if one is present. Persons listed must actually be seen or heard in the production and be considered important to the patron. The standard form of "Name(s), Function; Name(s), Function" should be used. Possible participants to consider are: players, narrators, presenters or performers. Remember, the 508 field is for those who are not members of the cast but make technical and artistic contributions.

The first indicator is the display constant controller.

  • 0 No display constant (usually used)
  • 1 Cast

The second indicator is blank.

Only subfield |a is used.

  • |a Participant or performer note.
    • 511 0 Genevieve Warner, Lois Hunt, sopranos ; Leon Engel, conductor.
    • 511 0 David Brinkley, narrator.
    • 511 0 Alfred Hitchcock, presenter.

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Credit notes: MARC 508 field (R)

The 508 is primarily used in non-book records to list those who are not members of the cast but who have made technical or artistic contributions to the production. Enter in this standardized format "Function, Name; Function, Name" as opposed to "Name, Function" order used in the 511. Following is a list of possible functions to be included in this field. They should be entered in the order shown here: Photographer(s); Cameraman/men; Cinematographer(s); Animator(s); Artist(s); Illustrators(s); Graphic artist; Film editor(s); Photo editors(s); Editor(s); Narrator(s) unless on screen, then in cast; Music and Consultants

DO NOT create access points for the following:

  • Assistants or associates
  • Production supervisors or coordinators
  • Project or executive editors
  • Technical advisers or technical consultants
  • Audio or sound engineers
  • Writer of discussion or program
  • Other person(s) or bodies making only a minor or purely technical contribution

It is not necessary to provide this information for feature films or works where these people obviously had little influence. So many people are involved in a feature film that most are not important enough to list. It is more appropriate for small productions, not large ones.

Both indicators are blank.

Only the subfield |a is used

  • |a Creation/production credits note (NR)
    • 508 Educational consultant, Thomas Johnson.

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Edition and history: MARC 500 field (R)

These notes show the bibliographical relationship between one item and another when it is not evident from the formal part of the catalog entry. Such notes are of various types. A revision may have a different author or title. A literary work that is continued by another work is given in a sequel note.

  • 500 Sequel: Speaker for the dead.  

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Publication and distribution: MARC 500 field (R)

This type of note records publication information related to the item being cataloged. Important information concerning publication, etc., not included in the publication area may be given in this note.

  • 500 "Tom Doherty Associates Book."

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Physical description: MARC 500 field (R)

Physical description information that is considered important but is not included in the formal cataloging is entered here.

  • 500 Map on lining papers.
  • 500 Map in pocket.
  • 500 Slide in plastic holder (28 x 23 cm.) punched for insertion in a 3 ring binder.
  • 500 Cardboard punch-out figures tipped into back cover.

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Dissertation note: MARC 502 field (R)

The term "thesis" in a dissertation note designates all types of academic theses, dissertations, etc. Qualify this term with the degree (M.A. or Ph.D.), the name of the university and the date. Formal dissertation notes are entered in the 502 field when there is a formal thesis statement. If the item is unpublished, only subfield |c is entered in the 260 field and a 502 note is used for clarification.

Both indicators are blank.

Subfield code |a is the only subfield used.

  • 502 Thesis (Ph.D.) -- University of Maine , 1997.  

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Citation/references note: MARC 510 field (R)

The note indicates citations or references to published bibliographic descriptions, reviews, abstracts, or indexes of the content of the described item.

The first indicator shows whether the field contains the specific location in the source cited

  • 0 Coverage unknown
    • The abstracting and indexing coverage is not specified. Indexed by: may be generated for display.
  • 1 Coverage complete
    • The abstracting and indexing coverage includes references to all articles in a journal and/or all issues within each volume. Indexed in its entirety by: may be generated for display.
  • 2 Coverage is selective
    • The abstracting and indexing coverage is selective. Indexed selectively by: may be generated for display.
  • 3 Location in source not given
    • References: may be generated for display.
  • 4 Location in source given

References: may be generated for display.

The second indicator is undefined or blank

The subfield codes used in a MARC 510 are:

  • |a Name of source (NR)
  • |b Coverage of source (NR)
    • The dates of the continuing resource with which the abstracting and indexing coverage began and ended.
  • |c Location within source (NR)
  • |x International Standard Serial Number (NR)

Examples

  • 510 1 Education index,|x0013-1385|b1966-
  • 510 2 Moving picture world,|b1975-
  • 510 4 Algae abstracts,|cv. 3, W73-11952
  • 510 4 Goff,|cA-970
  • 510 2 Chemical abstracts,|x0009-2258
  • 510 4 331911 Arctic field notebook|aDay, Harold. "Statistical Methods for Population Transport Estimation," Journal of Ecological Studies,$cvol. 7, 1974, p. 187

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Audience note: MARC 521 field (R)

Information describing the nature of the audience an item is designed to reach is stated in a 521 field. A note about the intended audience is given only if it is stated on the item.

The first indicator is a display constant.

  • blank No information provided
  • 0 Reading grade level
  • 1 Interest age level
  • 2 Interest grade level
  • 3 Special audience characteristics
  • 4 Motivation interest level
  • 8 No display constant generated

The second indicator is blank.

Two subfield codes are used in the 521 field.

  • |a Audience note (R)
  • |b Source (NR) - Organization that determined the audience level
    • 521 Junior high school through college students and adults.
    • 521 1 7-10.
    • 521 2 K-3.|bFollett Library Book Co.
    • 521 8 For remedial reading programs.
    • 521 8 MPAA rating: PG-13. (For motion pictures, video recordings and DVDs).

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Other formats: MARC 530 field (R)

The 530 field is used for a note describing a different physical format in which the work is available. This does not include information about other editions (e.g. earlier, shorter, different languages, etc.). Enter edition information in a 500 Edition and history note.

Both indicators are blank.

Only subfield code |a is used by most libraries.

  • |a Additional physical form available.
    • For a book: 530 Issued also as a computer file.
    • For a computer file: 530 Issued also for PC-compatible hardware.
    • For a sound recording: 530 Issued also as a cassette.
    • For a videorecording: 530 Issued also as a DVD.

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Summary notes: MARC 520 field (R)

Unformatted information that describes the scope and general contents of the materials being cataloged is entered in the 520 field. This is a brief, objective description given in one or two sentences that could be a summary, abstract, annotation, review or a phrase describing the material. The summary should never contain an expression of opinion or criticism of an item. This should be kept in mind when using information taken from a container or book jacket.

The first indicator is a display constant.

  • blank Summary:
  • 0 Subject
  • 1 Review
  • 2 Scope and content
  • 3 Abstract
  • 8 No display constant

The second indicator is blank.

The most frequently used subfield is |a.

  • |a Summary note.
    • 520 Pictures the highlights of the play Julius Caesar using photographs of the actual production.
    • 520 The author presents an overview and introduction to the area of human potentialities and its implications for humankind.
    • 520 A sports documentary covering three snowmobile races.
    • 520 By falling down a rabbit hole, Alice experiences unusual adventures with a variety of nonsensical characters.

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General contents notes: MARC 500 field (R)

When parts of an item are titled and would be useful to the library patrons, they are brought out in notes . Use a field tag 500 for informal contents notes.

  • 500 Each sheet includes: "Index to adjoining sheets," glossary, and "Sources of base compilation."
  • 500 Includes index.

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Bibliographical references: MARC 504 field (R)

Bibliographical information is entered in a separate, formal note. Use field tag 504 for this. If an index is also present, it is added to this field and not entered in a separate note.

Both indicators are blank.

Only subfield code |a is used.

  • 504 Includes bibliographical references (p. 432-456) and index.
  • 504 Includes bibliographical references and indexes.

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Formal content notes (analytics): MARC 505 field (R)

Use the 505 field for formal content notes. Give a list of the individual works contained in the item. Add statements of responsibility if needed. Individual items are separated by space, double hyphen, space.

Indicators are used to generate the print constants "Contents:" or "Partial contents:" automatically in many online systems. Do not capitalize the abbreviation "v." or "pt." when it appears at the beginning of the contents note.

The first indicator controls the display constant. For example, if 505 0 is entered, the word "Contents:" will automatically display. If 505 1 is entered, "Incomplete contents;" displays.

  • 0 Complete
  • 1 Incomplete - parts still unpublished
  • 2 Partial - cataloger selects parts to list
  • 8 No display constant generated

The second indicator shows the level of content designation.

  • blank Basic
  • 0 Enhanced

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Basic content note

A basic entry uses just subfield |a and separates parts of the contents by using AARC2 punctuation.

  • |a Formatted contents note not enhanced (NR)
    • 505 0 The fourth millennium / Henry Brant (9 min.) -- Music for brass quintet (14 min.).
    • 505 0 pt. 1. Matching your needs with funding source interests -- pt. 2. Developing proposal ideas -- pt. 3. Submitting your proposal.

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Enhanced content note

An enhanced entry uses subfield codes to define the various areas of the note. The choice is the cataloger's. An enhanced content note indexes information in the content note in both the browse index and the keyword index. Miscellaneous information does not appear in either the browse index the keyword index. Omit initial articles.

There are four subfield codes used in an enhanced entry.

  • |g Miscellaneous (R)
    • 505 00 |gv.1. |tMidsummers night screem -- |gv. 2 |tBell, book and scandal.
  • |t Title (R)
    • 505 00 |tReturn to the sea|g|g(130 fr.) --|tTo save a living sea|g(153 fr.) -- |tLiquid sea|g(120 fr.).
  • |r Statement of responsibility (R)
    • 505 00 |tArt Deco revisited /|rBevis Hillier --|tArt Deco : a total style? --|tStrictly modern.
  • |u URL (NR) This subfield contains an URL or URN to provide online access to an electronic resource on the Internet .
    • 505 00 |uhttp://1cweb.loc.gov/catdir/toc/99176484.html

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Awards notes: MARC 586 field (R)

This note contains information about awards associated with an item being cataloged. There is no AACR rule for this note, but it is very useful for patrons, so consider adding it. Add a date if it is known.

The first indicator is a display constant controller.

  • blank Awards:
  • 8 No display constant

The second indicator is blank.

Usually only subfield |a is used in the 586 field.

  • Subfield |a: Awards note

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Numbers on items not included in MARC 0XX fields: MARC 500 fields (R)

Give numbers such as the Superintendent of Documents (SUDOC) number, technical reports or publisher numbers in this area. These numbers are often quoted. Numbers included by commercial publishers are of no particular significance to most library patrons and can safely be ignored.

  • 500 "MR-813-CUWA/CDWR/NSF"--P. [4] of cover.
  • 500 Supt. of Docs. no.: HE20.8216:11

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Next: Chapter 11