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Instructions for when to use a subfield 5 are found below. For guidance on coding and fields protected by the use of subfield 5, please see related guidance found at Alma Merging Algorithms and Protected Fields.

Here you will find:

• All valid $5 Harvard local library codes
• List of fields which are protected by $5 local library codes
  • N.B.: Use of the MARC Organizational Code in an Alma record will NOT protect a field.  Only the use of the three character Harvard Library code will accomplish this.

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• • Some units place this information in the holdings record, regardless of uniqueness.
  • Use of $5 in some MARC21 bibliographic fields may cause the field to be stripped upon ingest from OCLC.  Please see Alma Merging Algorithms and Protected Fields.

•  Specific types of information that apply to all instances of a manifestation

  •  Some restrictions on access
    • Example: 506 1_ $$a Available to subscribing member institutions only. 
      
  •  Some reproduction notes
    • Example: 533 __ $$a Print reproduction.

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Exceptions for some non-unique materials

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• Information justified by holdings information may be included in the local bibliographic record (i.e., Alma, not OCLC) with the appropriate Harvard local library code in subfield 5 (e.g., item-level rare book genre terms, or traced provenance). When reference is required to specify which portion or which copy of the material is being referenced, this information should be placed in subfield 3 .

Examples:

Holdings record

561 1_ $$a Previously owned by Anthony Collins.

Local Bibliographic record

700 1_ $$a Collins, Anthony, $$d 1676-1729, $$e former owner. $$5 hou

MMS ID 990014906060203941

Holdings record: 

852 7_ $$b MUS $$c MERRHOU...

561 1_ $$a Score belonged to Antonin Trantoul (1887-1966), tenor, to whom the pencil annotations appear to belong.

852 7_ $$b MUS $$c GEN...

561 1_ $$a ...Copy F has frontispiece portrait of Debussy, "D'après une photogr. d'Otto", likely Otto Wegener.

Local bibliographic record:

700 1_ $$3 Merritt Room copy $$a Trantoul, Antonin, $$d 1887-1966, $$e former owner, $$e annotator. $$5 mus

700 0_ $$3 Loeb Music copy F $$a Otto, $$d 1849-1922, $$e photographer. $$5 mus

• (see examples below).
  
• Local information of non-unique material that justifies bibliographic information may be included in the OCLC WorldCat record as justification for that information. Please note that use of a $5 in the 500 field in OCLC will block that field from Alma.  Even though this is local information, please make that clear in the text of the field, rather than the coding.

OCLC Example:  
500 __ $$a Date based on inscription on flyleaf of Harvard Theater Collection copy:  John Q. Smith, January 1, 1799.
264 _1 $$a New York : $$b George Blimey and Sons, $$c [before 1799]

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• Discovery and display

  • The following fields will display in HOLLIS

    • Bibliographic fields: 506, 533, 540, 561 (1st indicator # and 1), 563; 583 (1st indicator # and 1)
    • Holdings fields: 506, 541 (1st indicator 1), 561 (1st indicator # and 1), 562, 563, 583 (1st indicator # and 1), 843 and 845   
      • 583 (1st indicator # and 1) displays in an Access options: Action Note (for complete information on what is in this field, see Access Options section (holdings & items)
    • Please note that information entered in the bibliographic record will be displayed with the bibliographic information, while holdings information is displayed separately.  Access Services staff should take care to look in both areas for this type of information. For those libraries choosing to represent information about unique materials in the holdings record, this information should be duplicated in the bibliographic record.

  • The following fields are indexed in HOLLIS

    • Bibliographic fields: 541 (1st indicator 1), 561 (1st indicator # and 1), 562, and 563
    • Holdings fields: 541 (1st indicator 1), 561 (1st indicator # and 1), 562, 563

• Reporting in HART and Alma Analytics

• Bibliographic and Holdings fields are reportable in HART
• Holdings fields are available in Alma Analytics in Physical Items > Holdings Details
  • 541 Immediate Source of Acquisition Note 
  • 561 Ownership and Custodial History 
  • 562 Copy and Version Identification Note 
  • 563 Binding Information 
  • 583 Holding Local Param 08 
  • 843 Holding Local Param 10 

• Privacy

• Fields 541, 561, 583 have privacy indicators. To keep the contents of these fields private, they must be placed in a holdings record. Placing these fields in the bibliographic record may expose their contents to OCLC, any users who use Harvard's z39.50 catalog, and other metadata partners.  See Best practices for MARC fields with privacy indicators in Alma.

Examples in Alma

NB: For complete instructions on use of individual fields, please see the MARC21 documentation.

Use of Subfield 5

• Holdings examples

  • 561 1_ $$a Previously owned by Anthony Collins.
  • 561 1_ $$a Previously owned by Anthony Collins. $$5 hou (some units)

• Local Bibliographic record

  • 700 1_ $$a Collins, Anthony, $$d 1676-1729, $$e former owner. $$5 hou

Use of Subfield 5 with Subfield 3

• MMS ID 990014906060203941
  • Holdings record: 
    • 852 7_ $$b MUS $$c MERRHOU...
    • 561 1_ $$a Score belonged to Antonin Trantoul (1887-1966), tenor, to whom the pencil annotations appear to belong.
    • 852 7_ $$b MUS $$c GEN...
    • 561 1_ $$a ...Copy F has frontispiece portrait of Debussy, "D'après une photogr. d'Otto" (Otto Wegener).
  • Local bibliographic record:
    • 700 1_ $$3 Merritt Room copy $$a Trantoul, Antonin, $$d 1887-1966, $$e former owner, $$e annotator. $$5 mus
    • 700 0_ $$3 Loeb Music copy F $$a Otto, $$d 1849-1922, $$e photographer. $$5 mus

506 Restrictions on Access Note

• Bibliographic examples

  • 506 1_ $$a Closed through 2024. 
  • 506 0_ $$a Collection is open for research. 

• Holdings examples

  • 506 0_ $$a No restrictions on access copy. $$f Unrestricted online access $$2 star wikidata
  • 506 1_ $$a Originals closed; use digital images. 

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• Bibliographic example

  • 561 1_ $$a From the collection of Rudolf Kolisch. 

• Holdings examples

  • 561 1_ $$a Donor unknown, 1948? 

  • 561 0_ $$a One of several stolen Harvard books recovered from an auction house in 2010. It is suspected that other items recovered at same time were stolen prior to 1992. Identified through DIV accession number on entry in old card catalog. 

562 Copy and Version Information Note

• Holdings examples

  • 562 __ $$a Author's inscribed presentation copy, with handwritten note tipped in. 
  • 562 __ $$a Autograph of Smith V. Ridgeway, Philadelphia. 
  • 562 __ $$a Incomplete copy: wanting page 8. 

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(For more information on the use of the 583 at Harvard, see Guidelines for use of 583 for conservation actions)