MARC 506 Restrictions on Access Note

Revision as of 08:42, 26 August 2016 by ErinBlake (talk | contribs) (Exhibition and loan advisories are only in the holdings, not also the bib)

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)
‡c - Physical access provisions
‡3 - Materials specified (NR)
‡5 - Institution to which field applies (NR)

Policy and formulation

Indefinite restrictions

When an item has been designated as restricted in order to reduce handling:

  • Add a identical 506 field to both the bibliographic and holdings records for that item.
  • Provide a concise explanation of why items are restricted in ǂa
  • Include a standard phrase describing provisions for access in ǂc
  • If there is more than one volume or more than one copy, identify which are the restricted items by entering the full call number in MARC ǂ3 Materials specified.
  • End with ‡5 DFo even for manuscripts, drawings, and other inherently unique material (so that reports looking for stray notes from imported records can be run based on ‡5 instead of combinations of material types)
  • 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. ‡c Use microfilm. Original available by special permission only. ‡5 DFo 

5061 RESTRICTED: unique edition. ‡c Use digital reproduction. Original available by special permission only. ‡5 DFo

5061 RESTRICTED: special provenance. ‡c Use digital reproduction or microfilm. Original available by special permission only. ‡5 DFo

5061 ‡3 STC 2662 copy 2 ‡a RESTRICTED: embroidered binding. ‡c Available by special permission only. ‡5 DFo

Exhibition advisories

When an item is approved for loan or exhibition, Exhibitions Department adds an access advisory to the holdings record (not also the bib 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. 

506 1_  ‡a SCHEDULED EXHIBITION. Unavailable for research August 2012 through February 2013.

When the item returns, Exhibitions Department:

  • Deletes the access advisory in the holding (through Global Data Change)
  • Adds a MARC 585 Exhibitions Note to the bibliographic record if it's a loan (for in-house exhibitions, Reading Room staff add the exhibitions note)

External links