Penn State University Libraries - 583 Notes

Definition: Field 583 contains information about processing, reference, and preservation actions; locally we use field 583 to record preservation information for cartographic materials in the Maps Library and the Earth & Mineral Sciences Library. For a complete formal description and accompanying use notes regarding this field  go to OCLC’s Bibliographic Formats and Standards document at: http://www.oclc.org/bibformats/en/5xx/583.shtm

Repeat field 583 to record information about different actions taken.

Local Purposes: Both libraries wish to use the 583 Action notes for encapsulated and deacidified material. The two main attractions for using the 583 field are 1) Retrievability, since the field is indexed, and 2) Uniformity, knowing that all notes will be the same in the format. This supersedes our past practice of using 590 notes, thus replace any 590 note found in a record that indicates a preservation action with a 583 note.

Form of the Notes:

Following is how each of the separate notes should appear in the record, based on the separate preservation or conservation methods used on the item. They include the appropriate spacing, punctuation, and subfielding conventions in each case.

583 1_ Housed; $iEncapsulation; $zPSU Libraries copy [barcode] $2PDA $5PSt

583 1_ Conserved; $iDeacidification; $zPSU Libraries copy [barcode] $2PDA $5PSt

NOTE: The $z subfield information can be tailored to the situation of a particular project or need. For instance, the Pennsylvania Second Geological Survey project within the EMSL is using the data “PSU Libraries – 2 copies” to indicate that two copies of each map are receiving the same treatment.

Indicator Value Problem:

Currently, the Java Client will not allow the input of Indicator values in 583 fields, therefore we will leave the Indicators blank until such time as SIRSI-Dynix has corrected this problem in future updates to their software.

Example Bibliographic Record from The CAT:

Report of progress in the Greene and Washington districts of the bituminous coal-fields of western Pennsylvania
    Stevenson, John J. (John James), 1841-1924.

Related Input Conventions of Other Data:

1. As noted above, using this field takes the place of prior use of the 590 field for similar data. Thus, when adding a 583 field(s) delete a 590 field(s) if one is present in the record.
   
   
2. For multi-sheet map sets or series, it is possible that preservation treatments may have been applied to only a small number of sheets involved, as opposed to all sheets. When this occurs, indicate in the Public Comments field at the item record level the type of activity performed.
   
   For instance:

Using a MACRO for Input:

There is a Macro key combination available for inserting the appropriate 583 notes if you would rather use that method than manual input. Specifically, create a new blank field in Workflows, then use [Ctrl]+[e] to insert the encapsulation note, and/or [Ctrl]+[d] to insert the deacidification note. See instructions for importing macros.

Maintenance Issues:

Staff at both the Maps Collection and Earth & Mineral Sciences Library locations will typically take care of the routine maintenance items such as marking call numbers on each piece. This can be negotiated with the Head of each collection as needed as well.

Communication to the Team about Specific Preservation Techniques to be Noted in the 583 Field:

Items that come to us that are encapsulated will be obvious by appearance, and will most usually come to us as part of either the Retro Project workflow or as a member of a special project. However, it is not apparent when an item has received deacidification (remembering that if an item receives two or more preservation/conservation procedures they are documented in two or more separate 583 fields). Therefore, a staff member from one of the map collections will need to communicate to us in advance which items have been deacidified and/or attach a p-slip of some kind with this indication so that we can add the data to the record.

Source of Terms:

The acronym “PDA” in the $2 subfield indicates the standards document that gave us the appropriate terminology, and form of terms, to use in the 583 fields. This document is:

Preservation & Digitization Actions: Terminology for the MARC 21 Field 583

Associated documentation includes: MARC 21 format for Bibliographic Data: Standard Terminology for the MARC 21 Actions Note Field and Part 3 of the PDA document, Data Dictionary of Preservation and Digitization Actions Terminology.