Penn State University Libraries - 5XX -- Notes

Beginning in 1995, all note fields were valid in all formats.

Before 1995, only a few note fields were valid for books and most notes were recorded in field 500. Variant titles were recorded in field 740 and most commonly justified in a 500 note.

Copy created before 1995:

• Accept 5XX notes as found on copy if they correspond to the information in the item.
• Do not edit 5XX notes found on copy for stylistic reasons.
• Use current standards to create new fields.

Copy created in 1995 or later:

• Accept 5XX notes as found on copy if they correspond to the information in the item.
• Do not edit 5XX notes found on copy for stylistic reasons.
• Use current standards to create new fields.

5XX Guidelines

The following list identifies notes that Copy Catalogers may or may not add to the bibliographic record. Use the examples as models to construct similar notes.

Make a referral any time there is a question about a note or associated access point.

Situations requiring referrals are noted. Any situation not appearing on this list should be referred. For any referral, either add the note and/or access point and refer, or refer with a request to have the note and/or access point added.

1. Index Note

When an item contains a distinct index or indexes, and no bibliographic references are present in the item, add one of the following index notes as appropriate.

500    Includes index.

500    Includes indexes.

When a bibliography note is present in the record and no mention is made of one or more indexes that are in the item, add "and index" or "and indexes" to the end of the 504. See 504.

Note: Index notes are often missing or given erroneously in LC CIP records.

2. Source of Title

When the title is taken from a source other than the title page, add a note, if not already present, stating the source of information for the title. Prefer sources in the following order:

500    Cover title.

500    Spine title.

500    Running title.

500    Caption title.

Do NOT create a note giving multiple sources such as "Cover and spine title."

See field 246 for variant titles that appear on a source other than the chief source of information.

3. Quoted Notes for Series-like Phrases

Accept copy as found. It is not necessary to check LCAF to verify treatment.

4. Priority Note (from LC In-Process Records)

Delete the 500 priority note from copy.

5. Errata or Addenda

Accept as found in copy if it applies to the item in hand. Do not add a note or make a referral for this type of note.

Exception: Continue to add errata and addenda notes for Documents material.

6. Source of Imprint

When the imprint is taken from a label on the item, add a 500 note indicating the source of information. When the original publication details can be read from beneath the label, input them in a 500 note. See BPCR 260 for complete instructions.

500    Imprint from label on t.p.

500    Imprint under label reads: HM + M Publishers.

7. Series from Jacket

A series present in the record taken from the dust jacket should appear in brackets in a 4XX field. See Record Creation 4XX/8XX: Series Statement Appears Only on the Dust Jacket.

8. Quoted Dates

Accept quoted dates of release or transmittal as found in copy, unless they are obviously wrong. Do not add a note or make a referral for this type of note.

Accept but do not create:

500    "June 1942."

Exception: For Documents material, add a note for date of release or transmittal if not already in copy.

1. Quoted Notes

Add quoted notes to the bibliographic record to justify access points. Refer for verification.

Quoted notes not associated with access points do not require a referral unless you have a question about the note itself.

Follow a quoted note by an indication of its source, unless it is from the chief source of information. Precede the source of information with a double hyphen and capitalize the first letter of the abbreviation, as demonstrated below.

500    "By Robert Pokras, Edmund J. Graves. and Charles F. Dennison"--P. iv.

Referral required to add access points unless you have been trained to do so yourself.

Verso of title page:
Rewritten, revised and expanded trom the first edition by Rita Claire Dorner, O.P.

500    "Rewritten, revised and expanded from the first edition by Rita Claire Dorner, O.P."--T.p. verso.

2. Language Note

Copy created in 1995 or later: Accept or add field 546.

Copy created before 1995: Accept 500 note as found in copy.

Refer items requiring the addition of a language note as necessary (e.g., item is in Greek and English on opposite pages with German and English footnotes, but no language note is given in copy and you have not seen a language note for this type of situation before).

No referral is necessary for Canadian documents. Follow the common pattem of English and French languages with French on inverted pages. Use the example below to formulate the added title page and language notes if they are missing from copy.

COPY ENTERED IN 1995 or LATER:

Tag	Ind.	Contents
245	10	Medically assisted procreation /|cLaw Reform Commission of Canada.
246	15	Procréation médicalement assistée
300		iv, 120, 120, iv p. :|bill. ;|c28 cm.
546		Text in English and French with French text on inverted pages.

 

COPY ENTERED BEFORE 1995:

Tag	Ind.	Contents
245	10	Medically assisted procreation /|cLaw Reform Commission of Canada.
300		iv, 120, 120, iv p. :|bill. ;|c28 cm.
500		Title on added t.p.: La Procréation médicalement assistée.
500		Text in English and French with French text on inverted pages.
740	3#	La Procréation médicalement assistée.

3. At Head of Title

Accept copy as found.

When information is missing from copy:

• Record "TITLE" information which appears at the head of title and is not included in a 245 or 246 field.
• Record other information appearing at head of title (e.g., corporate body) in a 500 note without the phrase "At head of title" and refer to have the associated access point added or verified.

Source:

State of Michigan
Michigan administrative code
By authority of act no. 193 of the Public Acts of 1970

Input as:

Tag	Ind.	Contents
245	10	Michigan administrative code |bby authority of act no. 193 of the Public Acts of 1970.
500		"State of Michigan."

Copy will sometimes contain a 246 with the combined "At head of title" phrase and title proper. Accept copy as found.

Source:

The Chicago Historical Society
Decorative & Architectural Arts in Chicago
1871-1933
Sharon S. Darling

Example:

Tag	Ind.	Contents
245	10	Decorative & architectural arts in Chicago, 1871-1933 /|cSharon S. Darling.
246	30	Chicago Historical Society decorative & architectural arts in Chicago
500		At head of title: Chicago Historical Society.

Copy will sometimes contain a 246 containing only "At head of title" information. Accept copy as found unless obviously wrong.

Example:

Tag	Ind.	Contents
245	00	Whooping crane :|bGrus americana /|cprepared by U.S. Dept. of the Interior, U.S. Fish and Wildlife Service.
246	1#	|iAt head of title:|aEndangered species

4. Translation Notes

When a work is known to be a translation, copy must contain a 240 for the original title.

When the 240 is missing from copy, refer to have one added.

The call number cutter must contain a translation cutter number that corresponds to the language of the translation (e.g., ...13 [English translation], ...14 [French translation], etc.). See LC Translation Cutters. When the translation cutter is missing, refer to have the cutter corrected.

It is not necessary to justify the 240 with a 500 note. Accept copy as found with or without a corresponding 500 note.

5. Bibliographic History Notes

Add bibliographic history notes when missing from copy as needed. When an access point (7XX) is involved, refer.

No Referral Required:

Tag	Contents
500	"Originally published: State Historical Society of Missouri, 1946"--T.p. verso.
500	"Reprint of works originally published 1800-1826"--T.p. verso.

 

Referral Required:

Tag	Contents
500	"Updated ed. of: Linda Craig and the ghost town treasure. 1st ed. [1964]"--T.p. verso.

Situations requiring a referral are noted under each field.

1. 502 Dissertation Note (R)

Accept copy as found. Do not add a 502 or refer an item to have a 502 added when this information does not appear in copy.

See also OCLC Bibliographic Formats & Standards 502.

2. 504 Bibliography, Etc. Note (R)

Accept 504 as found in copy unless obviously wrong.

LC CIP records often contain incomplete or erroneous 504's or omit the 504 entirely. When a bibliography is present in the item, add the following note regardless of whether the bibliography is on a single range of pages or not. It is not necessary to add the page ranges for a bibliography when copy cataloging.

504    Includes bibliographical references.

Note: This rule has been intentionally simplified for copy cataloging.

AACR2 Rule for Recording Bibliographical References:
(Do NOT apply for copy cataloging.)

Bibliography spans a single range of pages:
(excluding page numbers for additional end notes)

504    Includes bibliographical references (p. xx-xx).

With index[es]:

504    Includes bibliographical references (p. xx-xx) and index[es].

Page numbers are not printed on the page:
Infer the number[s] and include in square brackets. If the bibliography extends beyond the last numbered page, account for number of additional pages in the 300|a:

300    iv, 231, [x] p. ;|c21 cm.
504    Includes bibliographical references (p. xx-[xx]).

Footnotes or references at the end of each chapter:

504    Includes bibliographical references.

With index[es]:

504    Includes bibliographical references and index[es].

Include separate 504 notes for discographies, filmographies, etc. Use the examples below to construct the note.

504    Filmography: p. xx.

504    Discography: p. xx.

See also OCLC Bibliographic Formats & Standards 504.

3. 505 Formatted Contents Note (R)

Contents notes may be basic (appearing without subfield codes) or enhanced (with subfield codes).

Enhanced contents notes are valid in The CAT, but are not often found in copy. When copy contains a 505 with subfields in an enhanced contents note, accept copy as found.

With subfields:

Tag	Ind.	Contents
505	00	|tQuark models /|rJ. Rosner -- |tIntroduction to gauge theories of the strong, weak, and electromagnetic interactions /|rC. Quigg -- |tDeep inelastic leptognnucleon scattering /|rD.H. Perkins -- |tJet phenomena /|rM. Jacob -- |tAn accelerator design study /|rR.R. Wilson -- |tLectures in accelerator theory /|rM. Month.

 

Without subfields:

Tag	Ind.	Contents
505	0#	Quark models / J. Rosner -- Introduction to gauge theories of the strong, weak, and electromagnetic interactions / C. Quigg -- Deep inelastic leptognnucleon scattering / D.H. Perkins -- Jet phenomena / M. Jacob -- An accelerator design study / R.R. Wilson -- Lectures inaccelerator theory / M. Month.

Accept 505 in copy with or without subfield tagging. Add information to 505 as necessary using standard ISBD punctuation (basic) or ISBD punctuation and subfields (enhanced), matching the form of contents note in copy.

When one or more volumes of a set lack distinctive titles, but other volumes in the set have additional distinctive titles, input a 505 and use [No distinctive title] for the volumes lacking one.

See also OCLC Bibliographic Formats & Standards 505.

4. 520 Summary, Etc. (R)

Accept copy as found.

See also OCLC Bibliographic Formats & Standards 520.

5. 533 Reproduction Note (R)

Delete 533 for items that are not reproductions. Add 533 for reproductions as instructed in Reproductions.

Exception: Accept 533 for Documents material and edit as necessary.

See also OCLC Bibliographic Formats & Standards 533.

6. 538 System Details Note (R)

This field is used for books with accompanying computer discs. Refer books with discs if you have not been trained to catalog them. See Books with Discs.

7. 541 Donor Note (R)

Add as necessary. Accompanying paperwork will indicate when a donor note is needed. See Donor Notes Procedure.

See also OCLC Bibliographic Formats & Standards 541.

8. 546 Language Note (R)

Copy created after 1995 contains 546 language notes.

Copy created before 1995 contains 500 language notes.

Accept copy as found unless a language note is missing or obviously wrong. When a record lacks a language note, refer if necessary to have the note added.

See also OCLC Bibliographic Formats & Standards 546.

9. 550 Issuing Body Note (R)

Accept copy as found.

See also OCLC Bibliographic Formats & Standards 550.

10. 586 Awards Note (R)

Accept field 586 on copy. Add field 586 only if requested by a selector.

Form of the Note
Field 586 contains two relevant subfields. Subfield |3 may be used to specify what part of the resource received the award; this is seldom needed. Subfield |a contains the text of the note. The note consists of the following pieces of information:

1. The name of the award
2. The name of the organization granting the award. Include this only if the information is provided or is prominently stated and if the name of the award is generic.
3. The year in which the award was granted

Examples:

Tag	Ind.	Contents
586		Caldecott Medal, 1979
586		National Book Award, 1981
586		Pulitzer Prize for Nonfiction, 1981
586		Best Reference Word Award (American Society for Engineering Education, Engineering Libraries Division), 2005

Note: Although the note does apply to all copies of a work and may be a useful addition to the OCLC master record if you are Enhancing it for other reasons, do not Enhance simply to add a 586.

See also OCLC Bibliographic Formats & Standards 586.

11. 590 Local Note (R)

Create a 590 note for information that applies to a particular PSU copy, but does not apply to all copies published. Indicate which Library copy the note pertains to, even when there is a single holding on the record. See the list of Library Names from the Donor Notes documentation if unsure of the proper form of name to use in a 590.

590    Earth & Mineral Sciences copy has map in pocket.

590    UP-PAT copy bound in two volumes.

Surrogate Note

When cataloging a new title from a surrogate, input the surrogate note in a 590.

590    Description based on surrogate.

If adding a second copy or second location to the record, also from a surrogate, retain the note. When adding a subsequent vol/copy with the item in hand, carefully review the record, updating as necessary, and then delete the surrogate note.

Latest Edition Only

Social Sciences may input a "Latest edition only" note into a 590. It may also appear in an 019.

Examples:

Tag	Contents
590	Social Sciences retains latest edition only.
590	Library retains latest edition only. ALL the volumes of the 2nd edition should be retained until ALL 4 VOLUMES of this edition are received, per instructions in Foreword of v. 1.