MARC 506 Restrictions on Access Note

Revision as of 17:42, 20 May 2016 by ErinBlake (talk | contribs) (→‎Indefinite restrictions: Added examples of reasons for restrictions, and put them in a visible field.)

MARC field 506 in the bibliographic and holdings formats contains information about restrictions imposed on access to the described materials. This field is repeatable.

Commonly-used tags

First indicator - Restriction 

1 - Restrictions apply

Second indicator - Undefined

Subfields 

‡a - Terms governing access (NR)
‡3 - Materials specified (NR)
‡5 - Institution to which field applies (NR)

Policy and formulation

Indefinite restrictions

When an item has been designated as restricted, or is a material type that is always restricted (e.g. an embroidered binding):

  • Add an identical 506 field to both the bibliographic and holdings records for that item, using appropriate language based on the models below.
  • Add a concise explanation of why items are restricted for the benefit of Reading Room staff in ǂa
  • If there is more than one volume or more than one copy, identify which are the restricted items using MARC ǂ3 Materials specified.
  • The field generates an "Access Advisory" label. Place a "Do not remove from shelf" flag in restricted materials, which can be obtained from a curator, writing the reason for restriction on the back of the flag.
  • Legacy: restricted notes were formerly put in field 852 ǂz.
  • Note: The following strings can be copied-and-pasted directly into Connexion

Examples 

5061 RESTRICTED: unique issue. Use microfilm. Original available by special permission only. ‡5 DFo 
5061 RESTRICTED: embroidered binding. Use digital reproduction. Original available by special permission only. ‡5 DFo
5061 RESTRICTED: unique provenance. Use digital reproduction or microfilm. Original available by special permission only. ‡5 DFo
5061 ‡3 copy 1 ‡a RESTRICTED: inherently fragile. Available by special permission only. ‡5 DFo

Exhibition advisories

When an item is approved for loan, add an access advisory to the bibliographic and holdings record using the following examples as a model. Start the "unavailable" period far enough in advance for the item to be conditioned and packed well before travel.

Examples 

506 1  ‡a SCHEDULED LOAN. Unavailable for research February through June 2008. ‡5 DFo 
506 1  ‡3 copy 1 ‡a SCHEDULED EXHIBITION. Unavailable for research August 2012 through February 2013. ‡5 DFo

When an item leaves the building on loan, update the access advisories and add the temporary location "Offsite loan" in the item record.

Examples 

506 1  ‡a ON LOAN. London, National Portrait Gallery, Brilliant Women. Unavailable for research through June 2008. ‡5 DFo 
506 1  ‡3 copy 1 ‡a ON LOAN. New York, The Jewish Museum, Crossing Borders: Manuscripts from the Bodleian Collection. Unavailable for research through February 2013. ‡5 DFo

When the item returns:

  • Delete the access advisory notes in bib and holdings, and the temporary location in the item record
  • Add a MARC 585 Exhibitions Note to the bibliographic record

External links