MARC 506 Restrictions on Access Note: Difference between revisions

(Exhibition and loan advisories are only in the holdings, not also the bib)
(→‎Indefinite restrictions: Made "yellow flag" step more obvious)
Line 16: Line 16:
===Indefinite restrictions===
===Indefinite restrictions===
When an item has been designated as restricted in order to reduce handling:
When an item has been designated as restricted in order to reduce handling:
* Add a yellow "Do not remove from shelf" flag to the volume (flags are kept near the paper cutter in the Cataloging office; extras are in the supply closet)
**Write the call number into the blank spot at the top of the flag
**Write a brief explanation for the restriction on the back of the flag
* Add a identical 506 field to both the bibliographic and holdings records for that item.  
* 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  
* Provide a concise explanation of why items are restricted in ǂa  
Line 21: Line 24:
* 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]].  
* 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)
* 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 [[MARC_852_Location|field 852 ǂz.]]
 
* ''Note'': The following strings can be copied-and-pasted directly into [[OCLC|Connexion]]
 
''Legacy'': restricted notes were formerly put in [[MARC_852_Location|field 852 ǂz.]]
 
''Note'': The following strings can be copied-and-pasted directly into [[OCLC|Connexion]]




Line 33: Line 39:
  5061 RESTRICTED: special provenance. ‡c Use digital reproduction or microfilm. 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  
  5061 ‡3 STC 2662 copy 2 ‡a RESTRICTED: embroidered binding. ‡c Available by special permission only. ‡5 DFo


===Exhibition advisories===
===Exhibition advisories===

Revision as of 13:47, 19 September 2016

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 yellow "Do not remove from shelf" flag to the volume (flags are kept near the paper cutter in the Cataloging office; extras are in the supply closet)
    • Write the call number into the blank spot at the top of the flag
    • Write a brief explanation for the restriction on the back of the flag
  • 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)


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