MARC 583 Action Note

MARC field 583 in the bibliographic and holdings formats contains information about processing, reference, and preservation actions. Reference actions may include a brief statement about solicitation to acquire material, whether the solicitation is active or inactive, and the date of the last item of correspondence. Preservation actions may include a review of condition, queuing for preservation, and completion of preservation. Field 583 is repeatable to record information about different actions. Field 583 does not end with a mark of punctuation unless already present in the data.

Folger Use. The 583 field is used to record conservation treatments needed and/or performed, and by the Cataloging & Metadata Department (usually only in the bib record) to gather statistics, and to indicate when preliminary cataloging has been done.

Retain existing 583s, adding new fields after existing fields (so that the history of what has happened to the material can be read from old to new).

If necessary, change ǂz to ǂx on out-dated information so that previous condition doesn't display in a public note (e.g., When "Running tears on leaves A5, N1, N4" are mended, change that note from Public to Non-public.)

Searching: The 583 field can only be searched in Voyager, not Hamnet (that is, only through the staff modules, not the web-based OPAC). Use the "Builder" tab and search in "583 Action note"

Commonly-used tags

Indicators

1st Indicator - Privacy

0 - Private [Visible only on "MARC View" tab in Hamnet, except for the Public note, if any; will not be exported to OCLC]
1 - Not private [Visible only on "MARC View" tab in Hamnet, except for the Public note, if any; will be exported to OCLC]

2nd Indicator

Undefined

Subfields

ǂa - Action (NR)
ǂc - Time/date of action (R)
ǂj - Jurisdiction (R)
ǂk - Action agent (R)
ǂn - Extent (R)
ǂo - Type of unit (R)
ǂx - Nonpublic note (R)
ǂz - Public note (R)
ǂ2 - Source of term (NR)
ǂ3 - Materials specified (NR)
ǂ5 - Institution to which field applies (NR)

Policy and formulation: Cataloging information

ǂa - Action (NR)

Use a term from the following list (terms should be entered entirely in lowercase, except for proper nouns):

• preliminary cataloging (record meets Folger Preliminary cataloging standards)
• cataloged (item-in-hand cataloging in OCLC of material that has never been cataloged, and brought into Hamnet)
• recataloged (item-in-hand recataloging in OCLC or Hamnet of material previously cataloged by Folger staff)
• copy added (new holding added, bib record not substantially changed)
• recon (information copied from cards)
• WorldCat import (records imported from WorldCat to Hamnet as part of a special project)
• upgraded (anything that doesn't fit elsewhere--explain the action in the nonpublic note; for example, used by Metadata Specialist and by interns doing database clean-up and enhancement; see also "Nonpublic note"). Note: If you're just fixing a typo, or making a similarly quick change that doesn't alter the substance of the record, don't bother with the 583. As a general guideline, if it would take longer to add the 583 than it did to make the adjustment, don't add a 583.

ǂc - Time/date of action (R)

Year and month the action was completed, in ISO 8601 format as : yyyy-mm or yyyy-mm-dd.

ǂj - Jurisdiction (R)

Funding agency or project name. Used only for grant-funded and other special projects.

ǂk - Action agent (R)

Cataloger initials.

ǂn - Extent (R)

Number of physical pieces cataloged or added (for books, most often corresponds to “volumes”) or number of links added. Not used for "Preliminary cataloging."

Since this only corresponds with physical volumes, sammelbands should have "1" for the first bib record and "0" for subsequent records.

ǂo - Type of unit (R)

Unit represented in the preceding ǂn. For cataloging, always piece or pieces (whether it's a volume, a single-sheet print, a letter, etc.). For linking, always link or links. Terminology for archival records yet to be determined.

ǂx - Nonpublic note (R)

Additional information. Used primarily to indicate the type of upgrade for "ǂa upgraded", especially the type of upgrade is one that's being counted for reporting purposes. Use a term from the following list:

• collation
• clean-up
• exhibition history
• heading
• Folgerpedia
• Luna
• vault transfer
• Wings of Desire
• other

ǂ2 - Source of term (NR)

Always local

ǂ3 Materials specified (NR)

Use ǂ3 - Materials specified if the bibliographic record has multiple holdings.

ǂ5 - Institution to which field applies (NR)

Always DFo

Examples

A title in one volume cataloged in OCLC and brought into Hamnet

5830 ‡a cataloged ‡c 2014-12 ‡k SEH ‡n 1 ‡o piece ‡2 local ‡5 DFo

A 6-volume title cataloged in OCLC and brought into Hamnet

5830 ‡a cataloged ‡c 2015-05 ‡k ACK ‡n 6 ‡o pieces ‡2 local ‡5 DFo

A subsequent title in a sammelband cataloged in OCLC and brought into Hamnet

5830 ‡a cataloged ‡c 2015-05 ‡k DJL ‡n 0 ‡o piece ‡2 local ‡5 DFo

A continental book that had been cataloged on cards only, now cataloged in OCLC and brought into Hamnet

5830 ‡a recataloged ‡c 2015-05 ‡k RAB ‡n 1 ‡o piece ‡2 local ‡5 DFo

An added copy of an English book with an ESTC-downloaded record in Hamnet, cataloged in OCLC and brought into Hamnet

5830 ‡a recataloged ‡c 2015-05 ‡k DJL ‡n 1 ‡o piece ‡2 local ‡5 DFo

5830 ‡a copy added ‡c 2015-05 ‡k DJL ‡n 1 ‡o piece ‡2 local ‡5 DFo

An additional copy consisting of 2 volumes added to Hamnet, bibliographic record minimally edited

5830 ‡a copy added ‡c 2015-05 ‡k SEH ‡n 2 ‡o pieces ‡2 local ‡5 DFo

An additional copy added to Hamnet, bibliographic record with substantive edits (added headings, notes, etc.)

5830 ‡a copy added ‡c 2015-05 ‡k ACK ‡n 1 ‡o piece ‡2 local ‡5 DFo

5830 ‡a upgraded ‡c 2015-05 ‡k ACK ‡x Other ‡2 local ‡5 DFo

A record with two holdings which were cataloged at separate times

5830 ‡3 PR2796.G3 O1 1841 Sh.Col. ‡a recataloged ‡c 2015-05 ‡k ACK ‡n 1 ‡o piece ‡2 local ‡5 DFo

5830 ‡3 PR2796.G3 K6 1841 item 3 Sh.Col. ‡a recataloged ‡c 2015-05 ‡k ACK ‡n 0 ‡o pieces ‡2 local ‡5 DFo

A record in Hamnet or OCLC for material previously cataloged only on cards, created by copying card information, item not in hand, by an imaginary intern working on an imaginary project

5830 ‡a recon ‡c 2016-06 ‡k GRB ‡j Picturing EMMO ‡2 local ‡5 DFo

Accession record in Hamnet verified by a cataloger as conforming to Folger standards for preliminary cataloging

5830 ‡a preliminary cataloging ‡c 2015-05 ‡k RAB ‡2 local ‡5 DFo

Link to Luna image(s) added to Hamnet record

5830 ‡a upgraded ‡c 2014-12 ‡k EEW ‡n 1 ‡o link ‡x Luna ‡2 local ‡5 DFo

Exhibition history added to Hamnet record

5830 ‡a upgraded ‡c 2014-12 ‡k EEW ‡n 1 ‡o link ‡x Exhibition history ‡2 local ‡5 DFo

Substantive editing of a Hamnet record, e.g. updated local notes after conservation treatment

5830 ‡a upgraded ‡c 2015-05 ‡k BD ‡x Other ‡2 local ‡5 DFo

Record edited as a result of Backstage processing

5830 ‡a upgraded ‡c 2016-08 ‡k DJL ‡x heading ‡2 local ‡5 DFo

Records imported into Hamnet as part of a special project

5830 ‡a WorldCat import ‡c 2015-09 ‡k RBD ‡x Uncataloged Wings project ‡2 local ‡5 DFo

Policy and formulation: Conservation and condition information

This article contains outdated information and needs review.

• Describes completed as well as prospective actions
• Use controlled vocabulary terms from Preservation & Digitization Actions: Terminology for MARC 21 Field 583

acquired surrogate	microfilmed	stabilized
condition reviewed	rebound	transferred to optimal storage
conserved	repaired	transformed digitally
digitized	reproduced in analog	withdrawn
housed	reproduced in print	other
mass deacidified	retained

ǂb Action identification

• May be used to cite a local database record number (such as the conservation database) when more extensive treatment documentation exists or to cite a grant or other project number

ǂc - Time/date of action (R)

• Required subfield
• Use format yyyy-mm-dd
• If month or day is unknown, leave blank
• The date in the ǂc lets you know that "as of this date" such-and-such was the case. We use it for books in Hamnet when damage is noted (so reading room staff know that an item was damaged before it was given to the reader if they come across something when checking the book in). The date does not display in Hamnet, so should be added to the ǂz as well, if needed, in a more eye-friendly form.

ǂh - Jurisdiction (R)

• Used to record grant information for statistical purposes, e.g., NEH PW 50530-10

ǂk - Action agent (R)

• Catalogers and curators, use your initials for "condition reviewed"
• Conservators, use first initial and last name
• Other departments, use your department name (e.g. Acquisitions, Reading Room)

ǂl - Status (R)

• Use terms from controlled vocabulary terms from Preservation & Digitization Actions: Terminology for MARC 21 Field 583 when ǂa (Action) is condition reviewed
• If the damage is bibliographically significant (for example, missing plates) notify the relevant cataloger so that an "Imperfect" note can be added
• If standard vocabulary doesn't apply, or to provide additional information, use ǂx (non-public note) or ǂz (public note) if appropriate.
• Standard vocabulary PDA vocabulary for ǂl when ǂa (Action) is condition reviewed:

acidic paper	insect damaged	rehoused poorly
alkaline paper	loose	repaired previously
annotated	marginalia	scratched
blocked	missing	stained
brittle	mold damaged	sticky shed
damaged	mutilated	torn
defaced	not intact	undamaged
delaminated	obscured	vinegar syndrome
do not treat	obsolescent format	warped/cockled
faded	oxidized	water damaged
flaked/cracked	rebacked
foxed	redox

ǂx - Nonpublic note (R)

ǂz - Public note (R)

• Written in sentence form; will display in Hamnet with the label "Condition note" (N.B. Does not replace the need for catalogers to describe bibliographically significant lacunae in the 852ǂz )

ǂ2 - Source of term (NR)

• Add ǂ2 pda when using controlled vocabulary in ǂa or ǂl

ǂ5 - Institution to which field applies (NR)

• Always add ǂ5 DFo, even when the bibliographic record describes a unique item

Examples

583 1# ǂa conserved ǂb Cons DB 985171 ǂc 2009-02-06 ǂz Conserved in 2009. ǂ2 pda ǂ5 DFo 

583 1# ǂ3 copy 2 v.1-10,13,15 ǂa housed ǂc 2010-05-18 ǂ2 pda ǂ5 DFo 

583 1# ǂa condition reviewed ǂc 2008-01-19 ǂz Running tears, seal needs consolidation. ǂk HRW ǂ2 pda ǂ5 DFo

583 1# ǂa condition reviewed ǂc 2014-01-14 ǂl brittle ǂz Front wrapper detached. ǂk DJL ǂ2 pda ǂ5 DFo   

583 1# ǂa condition reviewed ǂc 2014-05-23 ǂl not intact ǂz Boards loose. ǂk DJL ǂ2 pda ǂ5 DFo 

583 1# ǂa condition reviewed ǂc 2014-03-21 ǂl torn ǂz Running tear on leaves A5, N1, N4. ǂk DJL ǂ2 pda ǂ5 DFo 

583 1# ǂa condition reviewed ‡c 2014-02-11 ǂz Openings R2.3 and Y1,2 determined not to contain mold. ǂk A. Bell ǂ2 pda ǂ5 DFo

583 1# ǂa housed ǂc 2014-09-30 ǂ2 pda ǂ5 DFo