Difference between revisions of "MARC 583 Action Note"

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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.
+
Field 583 in the bibliographic and holdings formats contains information about processing, reference, and preservation actions. The Folger uses field 583 to record conservation treatments needed and/or performed, to gather cataloging statistics, and to indicate when [[preliminary cataloging]] has been done. This field is repeatable.  
  
==Cataloging==
+
==Basic use and searching==
The Cataloging and Metadata Department uses field 583 (usually only in the bib record) to gather statistics, and to indicate when [[preliminary cataloging]] has been done. It replaces use of initials and date in the 852ǂx.
 
:Retain existing 583's, stacking new ones on top.
 
  
==Searching==
+
'''Basic use:'''
The 583 field can only be searched in Voyager, not Hamnet (that is, only through the staff modules, not Hamnet). Use the "Builder" tab and search in "583 Action note"
+
* Add new 583 fields after existing 583s (so that the history of what has happened to the material can be read from old to new).
 +
* Do not delete out-dated 583s: instead, 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.)
  
===Indicators===
 
* First - always '''0''' for "private"
 
* Second - undefined (blank)
 
  
===ǂ3 Materials specified (NR)===
+
'''Searching''':
Use [[MARC ǂ3 Materials specified | ǂ3 - Materials specified ]] if the bibliographic record has multiple holdings.
+
*A search isolating contents of field 583 can be made in the [[Voyager ILS|Voyager staff cataloging module]]. Use the "Builder" tab and search in "583 Action note"
 +
 
 +
==Commonly-used tags==
 +
'''Indicators'''
 +
 
 +
1st Indicator - Privacy
 +
0 - Private
 +
1 - Not private
 +
 
 +
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)
  
 +
==Cataloging: policy and formulation==
 +
Duplicate field 583 in bibliographic and holdings records, except when indicating preliminary cataloging.
 +
 
===ǂa - Action (NR)===
 
===ǂa - Action (NR)===
Use a term from the following list:
+
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)
+
*'''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)  
+
*'''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)
+
*'''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)
+
*'''copy added''' (new holding added, bib record not substantially changed)
*'''Recon''' (information copied from cards)
+
*'''recon''' (information copied from cards)
*'''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")
+
*'''WorldCat import''' (records imported from WorldCat to Hamnet as part of a special project)
 +
*'''revised''' (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") [prior to December 2018 the term "upgraded" was used instead of "revised]. '''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)===
 
===ǂc - Time/date of action (R)===
Year and month the action was completed, in ISO 8601 format as : yyyy-mm or yyyymmdd.
+
Year and month the action was completed, in ISO 8601 format as : yyyy-mm or yyyy-mm-dd.
  
 
===ǂj - Jurisdiction (R)===
 
===ǂj - Jurisdiction (R)===
Line 31: Line 54:
  
 
===ǂk - Action agent (R)===
 
===ǂk - Action agent (R)===
Your initials.
+
Cataloger [[Initials_in_catalog_records|initials]].
  
 
===ǂn - Extent (R)===
 
===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."
 
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)===
 
===ǂo - Type of unit (R)===
Line 40: Line 65:
  
 
===ǂx - Nonpublic note (R)===
 
===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:
+
Additional information. Used primarily to indicate the type of upgrade for "ǂa revised", especially the type of upgrade is one that's being counted for reporting purposes. Use a term from the following list if applicable (so the combination of $a and $x are machine-countable for statistics):
*Collation
+
*collation
 +
*clean-up
 +
*exhibition history
 
*Folgerpedia
 
*Folgerpedia
 +
*heading
 
*Luna
 
*Luna
*Other
+
*reclassified
*Vault transfer
+
*vault transfer
 +
*Wings of Desire
 +
If none of the above terms apply, make a free-text note when appropriate (e.g. to document a significant correction or addition)
  
 
===ǂ2 - Source of term (NR)===
 
===ǂ2 - Source of term (NR)===
 
Always <code>local</code>
 
Always <code>local</code>
 +
 +
===ǂ3 Materials specified (NR)===
 +
Use [[MARC ǂ3 Materials specified | ǂ3 - Materials specified ]] if the bibliographic record has multiple holdings.
  
 
===ǂ5 - Institution to which field applies (NR)===
 
===ǂ5 - Institution to which field applies (NR)===
Line 56: Line 89:
  
 
A title in one volume cataloged in OCLC and brought into Hamnet
 
A title in one volume cataloged in OCLC and brought into Hamnet
:<code>5830 ‡a Cataloged ‡c 2014-12 ‡k SEH ‡n 1 ‡o piece ‡2 local ‡5 DFo</code>
+
:<code>5830 ‡a cataloged ‡c 2014-12 ‡k SEH ‡n 1 ‡o piece ‡2 local ‡5 DFo</code>
 
A 6-volume title cataloged in OCLC and brought into Hamnet
 
A 6-volume title cataloged in OCLC and brought into Hamnet
:<code>5830 ‡a Cataloged ‡c 2015-05 ‡k ACK ‡n 6 ‡o pieces ‡2 local ‡5 DFo</code>
+
:<code>5830 ‡a cataloged ‡c 2015-05 ‡k ACK ‡n 6 ‡o pieces ‡2 local ‡5 DFo</code>
 
A subsequent title in a sammelband cataloged in OCLC and brought into Hamnet
 
A subsequent title in a sammelband cataloged in OCLC and brought into Hamnet
:<code>5830 ‡a Cataloged ‡c 2015-05 ‡k DJL ‡n 0 ‡o piece ‡2 local ‡5 DFo</code>
+
:<pre>5830 ‡a cataloged ‡c 2015-05 ‡k DJL ‡n 0 ‡o piece ‡2 local ‡5 DFo</pre>
 
A continental book that had been cataloged on cards only, now cataloged in OCLC and brought into Hamnet  
 
A continental book that had been cataloged on cards only, now cataloged in OCLC and brought into Hamnet  
:<code>5830 ‡a Recataloged ‡c 2015-05 ‡k RAB ‡n 1 ‡o piece ‡2 local ‡5 DFo</code>
+
:<pre>5830 ‡a recataloged ‡c 2015-05 ‡k RAB ‡n 1 ‡o piece ‡2 local ‡5 DFo</pre>
 
An added copy of an English book with an ESTC-downloaded record in Hamnet, cataloged in OCLC and brought into Hamnet
 
An added copy of an English book with an ESTC-downloaded record in Hamnet, cataloged in OCLC and brought into Hamnet
:<code>5830 ‡a Recataloged ‡c 2015-05 ‡k DJL ‡n 1 ‡o piece ‡2 local ‡5 DFo</code>
+
:<code>5830 ‡a recataloged ‡c 2015-05 ‡k DJL ‡n 1 ‡o piece ‡2 local ‡5 DFo</code>
:<code>5830 ‡a Copy added ‡c 2015-05 ‡k DJL ‡n 1 ‡o piece ‡2 local ‡5 DFo</code>
+
:<code>5830 ‡a copy added ‡c 2015-05 ‡k DJL ‡n 1 ‡o piece ‡2 local ‡5 DFo</code>
 
An additional copy consisting of 2 volumes added to Hamnet, bibliographic record minimally edited  
 
An additional copy consisting of 2 volumes added to Hamnet, bibliographic record minimally edited  
:<code>5830 ‡a Copy added ‡c 2015-05 ‡k SEH ‡n 2 ‡o pieces ‡2 local ‡5 DFo</code>
+
:<code>5830 ‡a copy added ‡c 2015-05 ‡k SEH ‡n 2 ‡o pieces ‡2 local ‡5 DFo</code>
An additional copy added to Hamnet, bibliographic record with substantive edits (added headings; adding or augmenting notes, etc.)
+
An additional copy added to Hamnet, bibliographic record with substantive edits (added headings, notes, etc.)
:<code>5830 ‡a Copy added ‡c 2015-05 ‡k ACK ‡n 1 ‡o piece ‡2 local ‡5 DFo</code>
+
:<code>5830 ‡a copy added ‡c 2015-05 ‡k ACK ‡n 1 ‡o piece ‡2 local ‡5 DFo</code>
:<code>5830 ‡a Upgraded ‡c 2015-05 ‡k ACK ‡x Other ‡2 local ‡5 DFo</code>
+
:<code>5830 ‡a revised ‡c 2015-05 ‡k ACK ‡x Other ‡2 local ‡5 DFo</code>
 +
A record with two holdings which were cataloged at separate times
 +
:<code>5830 ‡3 PR2796.G3 O1 1841 Sh.Col. ‡a recataloged ‡c 2015-05 ‡k ACK ‡n 1 ‡o piece ‡2 local ‡5 DFo</code>
 +
:<code>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</code>
 
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
 
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
:<code>5830 ‡a Recon ‡c 2016-06 ‡k GRB ‡j Picturing EMMO ‡2 local ‡5 DFo</code>
+
:<code>5830 ‡a recon ‡c 2016-06 ‡k GRB ‡j Picturing EMMO ‡2 local ‡5 DFo</code>
 
Accession record in Hamnet verified by a cataloger as conforming to Folger standards for preliminary cataloging
 
Accession record in Hamnet verified by a cataloger as conforming to Folger standards for preliminary cataloging
:<code>5830 ‡a Preliminary cataloging ‡c 2015-05 ‡k RAB ‡2 local ‡5 DFo</code>
+
:<code>5830 ‡a preliminary cataloging ‡c 2015-05 ‡k RAB ‡2 local ‡5 DFo</code>
 
Link to Luna image(s) added to Hamnet record  
 
Link to Luna image(s) added to Hamnet record  
:<code>5830 ‡a Upgraded ‡c 2014-12 ‡k EEW ‡n 1 ‡o link ‡x Luna ‡2 local ‡5 DFo</code>
+
:<code>5830 ‡a revised ‡c 2014-12 ‡k EEW ‡n 1 ‡o link ‡x Luna ‡2 local ‡5 DFo</code>
Substantive editing of a Hamnet record
+
Exhibition history added to Hamnet record
:<code>5830 ‡a Upgraded ‡c 2015-05 ‡k EB ‡x Other ‡2 local ‡5 DFo</code>
+
:<code>5830 ‡a revised ‡c 2014-12 ‡k EEW ‡n 1 ‡o link ‡x Exhibition history ‡2 local ‡5 DFo</code>
 +
Substantive editing of a Hamnet record, e.g. updated local notes after conservation treatment
 +
:<code>5830 ‡a revised ‡c 2015-05 ‡k BD ‡x Other ‡2 local ‡5 DFo</code>
 +
Record edited as a result of Backstage processing
 +
:<code>5830 ‡a revised ‡c 2016-08 ‡k DJL ‡x clean-up ‡2 local ‡5 DFo</code>
 +
Records imported into Hamnet as part of a special project
 +
:<code>5830 ‡a WorldCat import ‡c 2015-09 ‡k RBD ‡x Uncataloged Wings project ‡2 local ‡5 DFo</code>
 +
 
 +
==Conservation: policy and formulation==
 +
{{Legacy-section}}
  
==Conservation==
+
===ǂa - Basic action===
{{Outdated}}
 
* Describes completed as well as prospective actions
 
 
* Use controlled vocabulary terms from [http://www.loc.gov/marc/bibliographic/pda.pdf Preservation & Digitization Actions: Terminology for MARC 21 Field 583]
 
* Use controlled vocabulary terms from [http://www.loc.gov/marc/bibliographic/pda.pdf Preservation & Digitization Actions: Terminology for MARC 21 Field 583]
  
Line 100: Line 143:
 
|}
 
|}
  
'''ǂb Action identification'''
+
===ǂb - Conservation database number===
* 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
+
* Serial number for the Conservation database record or other treatment, when more information is available there.
  
'''ǂc - Time/date of action (R)'''
+
===ǂc - Date that basic action was completed ===
* Required subfield
+
* Mandatory
* Use format yyyymmdd
+
* Use format yyyy-mm-dd
 
* If month or day is unknown, leave blank
 
* If month or day is unknown, leave blank
* The date in the |c 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 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)'''
+
===ǂh - Grant or project code===
* Used to record grant information for statistical purposes, e.g., <code>NEH PW 50530-10</code>
+
* Used to record grant or project for statistical purposes, e.g., <code>NEH PW 50530-10</code>
  
'''ǂk - Action agent (R)'''
+
===ǂk - Who performed the basic action===
* Catalogers and curators, put your own initials for "condition reviewed"
+
* Catalogers and curators, use your initials for "condition reviewed"  
* Conservators, use your name
+
* Conservators, use first initial and last name
 
* Other departments, use your department name (e.g. Acquisitions, Reading Room)
 
* Other departments, use your department name (e.g. Acquisitions, Reading Room)
  
'''ǂl - Status (R)'''
+
===ǂl - Status if basic action is "condition reviewed"===
 
* Use terms from controlled vocabulary terms from [http://www.loc.gov/marc/bibliographic/pda.pdf Preservation & Digitization Actions: Terminology for MARC 21 Field 583] when ǂa (Action) is <code>condition reviewed</code>  
 
* Use terms from controlled vocabulary terms from [http://www.loc.gov/marc/bibliographic/pda.pdf Preservation & Digitization Actions: Terminology for MARC 21 Field 583] when ǂa (Action) is <code>condition reviewed</code>  
 
* If the damage is bibliographically significant (for example, missing plates) notify the relevant cataloger so that an "Imperfect" note can be added
 
* 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.
 
* If standard vocabulary doesn't apply, or to provide additional information, use ǂx (non-public note) or ǂz (public note) if appropriate.
:(list below last updated Feb. 2, 2013):
+
* Standard PDA vocabulary for ǂl when ǂa (Action) is <code>condition reviewed</code> (still need to select which will be used at the Folger, or whether the Folger will create and maintain a custom list):
 
:  
 
:  
 
{| class="wikitable"
 
{| class="wikitable"
Line 150: Line 193:
 
|}
 
|}
  
'''ǂx - Nonpublic note (R)'''
+
===ǂx - Non-public note===
 +
* Free-text note that will be visible in the "MARC View" tab, but not in the normal Hamnet display
  
'''ǂz - Public note (R)'''
+
===ǂz - Public note===
 +
* 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)'''
+
===ǂ2 - Vocabuary code===
* Add <code> ǂ2 pda</code> when using controlled vocabulary in ǂa or ǂl
+
* Always <code> ǂ2 pda</code> when using controlled vocabulary in ǂa or ǂl
  
'''ǂ5 - Institution to which field applies (NR)'''
+
===ǂ5 - Institution code===
 
* Always add <code> ǂ5 DFo</code>, even when the bibliographic record describes a unique item
 
* Always add <code> ǂ5 DFo</code>, even when the bibliographic record describes a unique item
  
  
 
===Examples===
 
===Examples===
583 1# ǂa conserved ǂc 19760000 ǂz re-lined ǂk Olin Conservation Inc. ǂ2 pda ǂ5 DFo
+
  583 1# ǂa conserved ǂb Cons DB 985171 ǂc 2009-02-06 ǂz Conserved in 2009. ǂ2 pda ǂ5 DFo  
  583 1# ǂa conserved ǂb Cons DB 985171 ǂc 20090206 ǂk Folger staff ǂ2 pda ǂ5 DFo  
+
 
  583 1# ǂ3 copy 2 v.1-10,13,15 ǂa housed ǂc 20100518 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 20080119 ǂz running tears, seal needs consolidation ǂk HRW ǂ2 pda ǂ5 DFo  
+
 
  583 1# ǂa condition reviewed ǂc 20140114 ǂl brittle ǂz front wrapper detached ǂk DJL 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 20140523 ǂl not intact ǂz boards loose ǂk DJL ǂ2 pda ǂ5 DFo  
+
 
  583 1# ǂa condition reviewed ǂc 20140321 ǂl torn ǂz running tear on leaves A5, N1, N4 ǂk DJL 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 ‡c 20140211 ǂz openings R2.3 and Y1,2 determined not to contain mold ǂk Adrienne Bell ǂ2 pda ǂ5 DFo
+
 
  583 1# ǂa housed ǂc 20140930 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 condition reviewed ǂc 2019-01-17 ǂz Metal object: handle with gloves. ǂk ECB ǂ2 pda ǂ5 DFo
 +
 
 +
  583 1# ǂa housed ǂc 2014-09-30 ǂ2 pda ǂ5 DFo
 +
 
 +
583 1# ǂa housed ǂb Cons DB 1000538 ǂc 2017-04-11 ǂk ABell ǂz Rehoused April 2017 ǂ2 pda ǂ5 DFo
  
 +
==External links==
  
 +
*[https://www.loc.gov/marc/bibliographic/bd583.html MARC Bibliographic 583]
 +
*[https://www.oclc.org/bibformats/en/5xx/583.html OCLC  MARC Bibliographic 583]
  
 
[[Category:Cataloging]]
 
[[Category:Cataloging]]
[[Category:Staff policies and procedures]]
+
[[Category:Staff policies and procedures]]
 +
[[Category:MARC]]

Latest revision as of 16:49, 13 February 2019

Field 583 in the bibliographic and holdings formats contains information about processing, reference, and preservation actions. The Folger uses field 583 to record conservation treatments needed and/or performed, to gather cataloging statistics, and to indicate when preliminary cataloging has been done. This field is repeatable.

Basic use and searching

Basic use:

  • Add new 583 fields after existing 583s (so that the history of what has happened to the material can be read from old to new).
  • Do not delete out-dated 583s: instead, 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:

Commonly-used tags

Indicators

1st Indicator - Privacy

0 - Private 
1 - Not private 

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)

Cataloging: policy and formulation

Duplicate field 583 in bibliographic and holdings records, except when indicating preliminary cataloging.

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)
  • revised (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") [prior to December 2018 the term "upgraded" was used instead of "revised]. 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 revised", especially the type of upgrade is one that's being counted for reporting purposes. Use a term from the following list if applicable (so the combination of $a and $x are machine-countable for statistics):

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

If none of the above terms apply, make a free-text note when appropriate (e.g. to document a significant correction or addition)

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

Exhibition history added to Hamnet record

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

Record edited as a result of Backstage processing

5830 ‡a revised ‡c 2016-08 ‡k DJL ‡x clean-up ‡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

Conservation: policy and formulation

Ambox notice.png This section contains text copied from legacy files and may or may not reflect current information.


ǂa - Basic action

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 - Conservation database number

  • Serial number for the Conservation database record or other treatment, when more information is available there.

ǂc - Date that basic action was completed

  • Mandatory
  • 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 - Grant or project code

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

ǂk - Who performed the basic action

  • 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 if basic action is "condition reviewed"

  • 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 PDA vocabulary for ǂl when ǂa (Action) is condition reviewed (still need to select which will be used at the Folger, or whether the Folger will create and maintain a custom list):
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 - Non-public note

  • Free-text note that will be visible in the "MARC View" tab, but not in the normal Hamnet display

ǂz - Public note

  • 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 - Vocabuary code

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

ǂ5 - Institution code

  • 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 condition reviewed ǂc 2019-01-17 ǂz Metal object: handle with gloves. ǂk ECB ǂ2 pda ǂ5 DFo
583 1# ǂa housed ǂc 2014-09-30 ǂ2 pda ǂ5 DFo
583 1# ǂa housed ǂb Cons DB 1000538 ǂc 2017-04-11 ǂk ABell ǂz Rehoused April 2017 ǂ2 pda ǂ5 DFo

External links