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This document [last updated 4/23/01] is a general description of the order of notes for computer files as prescribed in AACR2 Chapter 9.
The document is based on information collected in Notes in the catalog record ... by Jerry D. Saye and Sherry L. Vellucci. -- Chicago ; London : American Library Association, 1989. CatRef Z693.3.N68S25 1989. This book contains pages of examples for each type of note listed below.
(AACR 9.7B1a, MARC 500, 516)
Rule: Make notes on the nature or scope of the file unless it is apparent from the rest of the description. …
MARC coding: Although field 516 (Type of computer file or data note) is sometimes used, field 500 is also correct.
Examples:
516 Numeric (Summary statistics)
500 Database management program.
500 Simulation model of the U.S. economy structured after the Wharton Econometric Model.
(AACR 9.7B1b, MARC 538)
Rule: Make a note on the system requirements of the file if the information is readily available. Begin the note with System requirements: …
MARC coding: Use field 538.
Examples:
538 System requirements: Macintosh; 512K RAM; 1 external disk drive; moden (optional); printer (optional)
538 System requirements: IBM PC; CD-ROM drive.
(AACR 9.7B1c, MARC 500)
Rule: If a file is available only by remote access, always specify the mode of access.
MARC coding: Use field 500.
Examples:
500 Mode of access: World Wide Web
500 Mode of access: Available only through the University's Local Area Network
(AACR 9.7B2, MARC 546, 500)
Rule: Give the language(s) and/or script(s) of the spoken or written content of a file unless this is apparent from the rest of the description. … Record the programming language as part of the system requirements note (see 9.7B1b). item unless it is apparent from the rest of the description.
MARC coding: Use field 546 for a note that names languages or scripts; use field 500 for notes that give authors and/or titles of orginals or adaptations.
Examples:
546 In Castilian.
(AACR 9.7B3, MARC 500)
Rule: Always give the source of the title proper.
Examples:
500 Title from title screen.
500 Title from codebook.
500 Title from ICPSR Guide to resources and services. 1976-1977.
(AACR 9.7B4, MARC 246, 500)
Rule: Make mokes on titles borne by the item other than the title proper.
MARC coding: When the note includes the title, use field 246, which is inserted immediately following field 245; use field 500 only for general notes.
(AACR 9.7B5, MARC 246, 500)
Rule: Give the title in another language and other title information not recorded in the title and statement of responsibility area if they are considered to be important.
MARC coding: When the note includes the title, use field 246, which is inserted immediately following field 245; use field 500 only for general notes.
(AACR 9.7B6, MARC 500)
Rule: Make notes on variant names of persons or bodies named in statements of responsibility if they are considered to be important for identification. Give statements of responsibility not recorded in the title and statement of responsibility area [245]. Make notes on persons or bodies connected with a work or significant persons or bodies connected with previous editions and not already named in the description. Give statements relating to sponsors, etc., or to persons or bodies who have prepared or contributed to the produciton of the file, in a note.
MARC coding: Use field 500.
Examples:
500 Computer adaptation: Methods & Solutions, Inc.
500 Data collected by World Data Analysis Program, Yale University.
500 Original program by Gene Kusmiak.
500 Produced under contract with Bureau of Labor Statistics.
(AACR 9.7B7, MARC 500)
Rule: Give the source of the edition statement if it is different from that of the title proper. … Make notes relating to the edition being described or to the history of the item. … Give details of minor changes … if they are considered to be important. … Cite other works upon which the item depends for its content. … Give the following dates and details about them if they are considered to be important to the understanding of the content, use , or nature of the file: the date(s) covered by the content of a file; the date(s) when data were collected; the date(s) of accompanying material not described separately if they differ from those of the file being described.
Examples:
500 Edition statement from disk label.
500 Source of data: Clinical observations, Johns Hopkins University Hospital, Aug.-Dec. 1978.
500 Machine transcription originally produced by Princeton University Computer Service, 1975.
500 Covers 1809-1949.
500 Adapted from: Word attack / by Richard Eckert and Janice Davidson.
(AACR 9.7B8, MARC 500, 538)
Rule: Give important file characteristics that are not included in the file characteristics area. … If a file consists of numerous parts the numbering of which cannot be given succinctly in the file characteristics area, and if the information is considered to be important, give the number or approximate number of records, statements, etc., in each part.
MARC coding: Use field 500, unless the note could be given as a system requirements note [538].
Examples:
500 File size not verified, consists of 130 printed pages.
(AACR 9.7B9, MARC 500)
Rule: Make notes on publication, distribution, etc., details not included in the publication, distribution, etc., area and are considered to be important.
Examples:
500 User's manual distributed by: Washington, D.C. : American Political Science Association.
500 Disk and manual, c1984; title page of manual, c1985.
(AACR 9.7B10, MARC 500)
Rule: Make notes on important physical details that are not included in the physical description area [300], especially if these affect the use of the item. If the file is available only by remote access, give physical details (e.g., colour, sound) if they are readily available and considered important.
MARC coding: Use field 500 unless the note can be given as a system requirements note [538].
Examples:
500 Color used to highlight spelling and grammatical errors.
500 In container 19 x 19 x 4 cm.
(AACR 9.7B11, MARC 500, 556, 590)
Rule: Make notes on the location of accompanying material if appropriate. Give details of accompanying material neither mentioned in the physical description area [300] nor given a separate description.
MARC coding: Use field 500 for notes that apply to the item as issued; use field 590 for notes about the location of the accompanying material for the copy in hand. Place all local notes (59X) at the end of the notes.
Use field 556 for information about accompanying documentation.
Examples:
500 Accompanied by disk containing clip art.
556 1970 Censuses of Population File (A, B, or C) Summary Tape (sample) Technical Document No. ST-4P. Arlington, Va. : Data Use and Access Laboratories (DUALabs), Aug. 1972.
500 Three sheets of comments on the updated version included.
(AACR 9.7B12, MARC 500)
Rule: Make notes on series data that cannot be given in the series area.
MARC coding: Use field 500 for notes that cannot be given in 490.
Examples:
500 Series title on some disks: Language arts series.
See general document.
(AACR 9.7B14, MARC 521)
Rule: Make a brief note of the intended audience for, or intellectual level of, an item if this is sstated in or on the item, its container, or accompanying material.
MARC coding: Use field 521; you may well find this information given in field 500 on copy; there is not need to change the tag.
See general document.
(AACR 9.7B16, MARC 530)
Rule: Give the details of other formats in which the content of the file has been issued.
MARC coding: Use field 530. This note is often found in field 500 on copy; it is not necessary to change the tag.
Examples:
530 Also available for Macintosh computers.
530 Also available on 5 1/4 in. disks.
530 Also available on the World Wide Web on the Bureau of Crime Statistics site.
(AACR 9.7B17, MARC 520)
Rule: Give a brief objective summary of the purpose and content of an item unless another part of the description provides enough information.
Examples:
520 Program performs univariate and multivariate analyses of variance, covariance, and regression.
(AACR 9.7B18, MARC 505, 504, 500)
Rule: List the parts of a file. … Make notes on additional or partial contents when appropriate.
MARC coding: Use field 505 for lists of contents, complete or incomplete or partial. Use field 504 for bibliography notes and field 500 for miscellaneous notes about the contents (addenda, errata, indexes, advertisements, etc.).
Examples:
505 0 Arithmetic practice -- Odell woods -- Odell lake -- Change -- Wrote note.
505 0 disk 1. MasterType -- disk 2. MasterType training ground.
500 Disk includes tutorial and utility programs. Backup disk included.
(AACR 9.7B19, MARC 0XX, 500)
Rule: Note important numbers borne by the item other than ISBNs or ISSNs (see 9.8B).
MARC coding: Numbers are often coded in an appropriate 0XX fields, e.g., 088 for report numbers. Use field 500 for quoted notes and for types of numbers that don’t fit any of the 0XX fields.
Examples:
500 "Disk A 702."
See general document.
Not applicable to computer files.
(AACR 1.7B22/LCRI 11.0, MARC 533)
Rule: When applying the LCRI to 11.0 (i.e., when describing a reproduction according to US practice), give in a single note all the details relating to the reproduction and its publication/availability.
Examples:
533 Electronic reproduction. |bPortland, OR : |cPNW Publications, |d1998. |nMode of access: World Wide Web. |nSystem requirements: Adobe Acrobat reader.
(AACR 9.7B22, MARC 500)
Rule: For remote access resources, always give the date on which the resource was viewed for description.
Examples:
500 Description based on contents viewed Sept. 16, 1998.
