Page Comparison

The fields are taken here in numerical order, but keep in mind that the HOLLIS OPAC displays them in a different order, chosen to make the most sense for displaying book records. We should order the notes as described in Suggested order of MARC variable fields. 

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HOLLIS has various display constant headings, as follows:

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NOTE: The fields 506, 541, and 561 are not entered into the bibliographic record, but are entered into the holdings record; 506 and 561 display publicly in the HOLLIS in the Bib.

In all these 5xx fields the text of the note goes in subfield $$a unless otherwise stated.  

[updated 03/12/2014] 

500   General note.

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 Required for edited description; otherwise optional

[updated 03/12/2014, notes regarding conscious and inclusive editing 5/26/2021] 

"This field contains a note that provides general information for which a specialized note field has not been defined."  Use this field ONLY if a specific numerical note field is not appropriate.

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500  $$a Title from spine of volume. 

500  $$a Title determined by donor. 

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Title determined by donor. 

*This field is not optional if a collection's description has received conscious and inclusive editing or reprocessing.

Houghton Library has implemented an inclusive and conscious editing note, to be used in the processing information note field in ArchivesSpace resource records and in a 500 note in MARC bibliographic records in Alma. 

This note should be used when inclusive and conscious editing has been carried out on any native language element of a resource record or MARC record. The only case when this note should not be used is if only subject terms have been changed in a resource or MARC record. 

In cases where a collection is described in both a resource and MARC bibliographic record, this note should appear in both, edited to describe the specific actions taken on each record. This note should also be used if archival materials are only described in MARC bibliographic records.

Resources used to develop this content include the following: NYU’s processing manual, the Center for the History of Medicine’s guidelines for inclusive and conscientious description, guidelines from the Princeton's Inclusive Description Working Group, A4BLiP’s guidelines, and Yale’s draft version of Standard Descriptive Notes.

For the MARC record: 

This catalog record was revised in [year] to address [racist/sexist/euphemistic/oppressive], outdated, [and/or] harmful descriptive language. During that revision, description was changed in [general description of descriptive sites, e.g. the scope and contents notes of Series I and Series II].  [Specific information about what was changed.*] [Previous versions of this record may be available. Please contact [repository] for details.]  If you have questions or comments about these revisions, please contact Houghton Library. For more information on reparative archival description at Harvard, see Harvard Library’s Statement on Harmful Language in Archival Description: https://library.harvard.edu/harmful-language-archival-description.

*Specific information examples: 

• Racist [language/descriptors was/were] removed and replaced with [community recommended/currently accepted] terminology, such as “African Americans” and “enslaved people” in [year].
• Racist, euphemistic, and harmful descriptive language referring to colonization, colonizers, and [Native American and/or indigenous] people was [removed and/or replaced] in [year].
• Inaccurate or outdated names for Native American tribes were removed and replaced with [community recommended/currently accepted] terminology such as [currently recognized name of tribe] in [year].
• Inaccurate, outdated, and harmful descriptive language referring to people with disabilities was [removed and/or replaced] in [year].
• Information regarding the historical context in which these materials were [created and/or collected] has been added to the collection-level description in [year].
• References to Japanese-American “relocation,” “evacuation,” and “internment” during World War II were removed and replaced with [community recommended/currently accepted terminology] in [year], such as “Japanese American incarceration.”

If a curatorial file is created with significant material, a general note should be added to the finding aid and to the HOLLIS record to note this fact to the reader:

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500  $$a  Typescripts were formerly housed in three-ring notebooks. These items were disbound in repository and notebooks were discarded.

If a collection contains audiovisual and/or digital media (born-digital) materials indicate this with the following phrase below including the type of media found.

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       500  $$a Includes audiovisual and/or digital media: zip disks and flash drives.

510   Citation/References note. Optional

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510 3_ $$aFinlay, Nancy. Randolph Caldecott: A checklist of the Caroline Miller Parker Collection in the Houghton Library.  Cambridge:  Dept. of Printing and Graphic Arts, Houghton Library, Harvard College Library, 1986

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510 4_  $$a Habegger, Alfred, and Nellie Habegger.  "An annotated calendar of Samuel Bowles's letters to Austin and Susan Dickinson."  The Emily Dickinson Journal $$c11, no. 2  (2002) p. 102

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Subfields: Use $$a. Other subfields are possible, but we do not use them. 

Examples:  [see also Example of collection-level MARC record for more lengthy examples]

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520 8_   $$aAlso includes clippings, drawings, and photographs.

Hester Lynch Piozzi manuscripts:

520 __ $$aThis collection consists primarily of Mrs. Piozzi’s literary manuscripts and diaries. Of particular significance are two diaries: the Children’s Book covering 1766-1778, and a diary of a 1774 trip to Wales with Samuel Johnson; and a quasi-diary covering 1809-1820 titled A New Common Place Book. The collection also includes two volumes of Piozzi’s manuscript poetry in English, French, and Italian, much of it addressed to her daughters; two drafts of her unpublished book Lyford Redivivus; and a large portion of the manuscript of Retrospection. Other items include a document concerning the Henry Thrale estate; and an etching of Samuel Johnson annotated by Piozzi.

John Cheever journals:

520 __ $$aThe journals span approximately 48 years and reflect Cheever's personal and professional life. While they note events of the day occasionally, they are primarily a record of his inner life and a sketchbook for development of his stories and novels.

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520 __ $$aMaterials include the three-ring binders in which the journals were kept and a small amount of loose material found inserted between the journal leaves. Inserted material includes a small amount of correspondence, journal fragments, fragments of stories and novels, and miscellaneous notes.

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524   Preferred form of citation.  Required

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NOTE:  As of 08/03/2015 we no longer use sub-locations in the >524. Houghton Library is used in all cases.  

Examples:

      100 1_   $$a Smith, John, $$d 1876-1987. 

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      524 __  $$a John Smith Papers, 1950-1987 (MS Am 507). Houghton Library, Harvard University.

      524 __ $$a Robert D. and Marjorie Graff Collection of Sean O’Casey Materials, 1934-1945  (MS Eng 1384). Houghton Library, Harvard University.

      524 __ $$a American Playbills, 1865-1934 (MS Thr 138). Houghton Library, Harvard University.

530   Additional physical form available note. (DACS 6.2) Required as needed

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Punctuation: Ends with a period unless another mark of punctuation is present. 

Examples:

530 __   $$aMicrofilm edition available: [publication information] 

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 530 __    $$3Diaries $$aAvailable on microfilm in Houghton Reading Room.

NOTE:  We have used this field in the past to insert a link to digital material. This Is no longer correct according to Harvard Bib standards. Use "networked" resources holdings with an >856 field. 

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                 530 ___  $$a Selected color digital images available; see finding aid. 

533   Reproduction note.         

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Aleph requires we use note >843 in holdings for this type of note. For further info see:  MARC 21 Format for Holdings Data.

535   Location of originals note. (DACS 6.1) Optional

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$$3   Materials specified identifies the specific part of the collection, if any, to which the location applies.

Example:

535  __     $$3  Compositions series. $$aNeils Bohr Library, Center for the History of Physics, American Institute of Physics, 335 East 45^th Street, New York, NY

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540   Terms governing use and reproduction note. (DACS 4.4) 

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We use this note but it is placed in the holdings record in Aleph. See Section on Holdings for full information. 

544   Location of associated materials note. (DACS 6.3) Optional

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Create a 544 note in the bib record when separating out born-digital materials. Click here for more details.

Examples:

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        544 __  $$n Born-digital material has been separated: Am1733BD

545   Biographical or historical note. (DACS 2.7) Mandatory, if possible [HIGHLY RECOMMENDED]

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We do not use indicators (these do not set display constant in HOLLIS OPAC.)

Examples:

545 __    $$aSarah Jones (1800-1870) was a Boston housewife who traveled with her family to Kansas during the westward expansion movement of the mid-19th century in the United States. She kept extensive diaries of her pioneer experiences.

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545 __      $$aYourcenar (1903-1987) was a French author.

The following note is a good example of a very famous person, who would normally require a very brief note, but "context" was noted in the >545 to show how the materials relate to her life:

545  __   $$aEmily Dickinson, poet of Amherst, Massachusetts, received formal training in botany and horticulture while a student at Amherst Academy from age 9 to 16. Her devotion to the science of and appreciation for plants came naturally, however. She joined her mother in gardening from an early age and took charge of a family conservatory in her teens. Her herbarium, produced during her years at Amherst Academy, was a treasure to her, meriting mention in letters to friends.

The following is an example of a short Administrative history of a company:

545 __ $$a Phone-A-Poem was a Cambridge, Massachusetts based poetry phone hotline (1976-2001). The company was founded by Peter Payack, and later edited by Zoland Poetry's Roland Pease. Phone-A-Poem invited poets, including Allen Ginsberg, Jane Kenyon and James Tate, to create answering-machine length tape recordings of individual poems which the public could access by dialing the hotline.

546   Language note. (DACS 4.5) Mandatory 

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546 __ $aNo linguistic content.  [Use this statement when there is no text in material at all; also add “zxx” in (35-37) of 008 fixed field]

555   Cumulative index/finding aids note. Mandatory

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                   #     indexes

2^nd  <blank>

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Example:

555 0_ $$aElectronic finding aid available $$u http://id.lib.harvard.edu/ead/hou02963/catalog

NOTE: do not put a period at the end of a URL or it will not work as a link!

SECOND USE OF 555: Use sparingly and only if appropriate:

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This note is entered in the Holdings record in ALEPH. See Fields in the holdings record for further information.     

581   Publications about described materials note. (DACS 6.4) Optional

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                   8              No display constant (in theory; but Aleph still generates ‘Publications’). Use this if you want to type ‘Published in’ or 'Described in' or the like in the body of the note. 

Examples:

581 __ $$aNewton, A. Edward.  Reflections on the character of Madame Thrale Piozzi. Daylesford, Penn.:  privately printed, 1921.

581 8_ $$aDescribed in: Richard B. Sewall, "Emily Dickinson's Herbarium and 'The Clue Divine'," Harvard Library Bulleitn 3:1, 1992.