Holdings and items

General Harvard Library best practices for local information

Best Practice for MARC 21 Fields Describing Local Information

Schlesinger examples and practices

Please note as of 2019 Harvard Library no longer requires $$5 for local holdings fields but it can still be included. Schlesinger has been using $$5 in holdings records but has stopped using it in the 561, 562, and 563 fields as of October 2021 and in the 541, 583 fields as of July 2024. In these examples and in the macros, the $$5 has been removed from these fields.

This is general information for all published materials at Schlesinger, for detailed information on fields and wording to use for specific collections, gifts, and materials removed from manuscript collections see : Specific gifts, collections, and published materials from manuscripts

506

This field refers to restrictions on access, we will use this if any materials need to be closed and a surrogate used.

5061_$$a Original closed; use digital copy.

5061_$$a Original closed; extremely fragile. Use digital copy.

5061_$$3 Issues 4 and 5 $$a Originals closed; extremely fragile. Use digital copies.

561

5611_$$a Author's inscription on page 2 of cover: To Barb: Sushi's just like friendship -- simple + real. xoxo Hal.

5611_$$a Gift of Sherrie Tuck.

5611_$$ Received with the papers of Candida Royalle.

562

562_ _$$a Front cover detached.

562_ _$$a Annotations and markings throughout.

562_ _$$a Local drug store information printed on back cover: Sold by Mercier's Drug Store, Perryville, Mo.

562_ _$$c 2nd printing, April 1976.

563

Statements from Macros to copy

NOTE: please feel free to add the color of the cloth or paper in these descriptions, the bracketed color as a reminder has been deleted from the examples.

563_ _$$a Bound in original cloth.

563_ _$$a Bound in original boards; in dust jacket as issued.

563_ _ $$a Bound in original cloth; in dust jacket as issued.

563_ _$$a Bound in original color illustrated boards.

563_ _$$a Bound in original color illustrated paper.

563_ _$$a Bound in original paper.

Other examples:

563_ _$$a Gold comb binding with illustrated blue paper covers.

For pamphlets, use "pamphlet bound" as an umbrella term that includes saddle-stitching, saddle-sewing, side-stitching, and side-sewing. Do not specify fastener. Side-stitching or side-sewing could be noted.

563_ _$$a Pamphlet bound in original color illustrated paper. 

563__$$a Pamphlet bound in original paper. 

For zines, use "pamphlet bound" as an umbrella term that includes saddle-stitching, saddle-sewing, side-stitching, and side-sewing. Since zines are commonly saddle-stitched, there is no need to specify. But you could specify side-stitching or side-sewing if notable. Add either staples or thread for the fastener. Do not specify "original."

Example: Pamphlet bound with staples in illustrated paper.

Example: Pamphlet bound with thread in illustrated paper.

Example: Pamphlet bound and side-sewn in illustrated paper.

583

583 Housing statements

(These are not displayed in the catalog)

CMI

5830_$$a housed $$c 20210330 $$i box $$x CMI $$2 pda 

Colibri

5830_$$3 cover $$a housed $$c 20210330 $$x Colibri $$2 pda

Dust jacket

5830_$$3 dust jacket $$a housed $$c 20210330 $$x polyester film $$2 pda

Envelope

5830_$$a housed $$c 20210330 $$i envelope $$2 pda 

Four-flap (with boards)

5830_$$a housed $$c 20221110 $$i container $$x four-flap binder $$2 pda

Four-flap (without boards)

5830_$$a housed $$c 20221110 $$i container $$x four-flap enclosure $$2 pda

Ziplock

5830_$$a housed $$c 20210330 $$z polyethylene zip lock bag with stiffener $$x Gaylord $$2 pda

583 Conservation notes

(These are displayed on the catalog)

for items that DO NOT have an ACORN number

5831_$$i  Contains "action" information copied from the conservator or technician's "MARC 583 Note" section of the "Treatment & Housing Requests/ Onsite Work form" This is for conservation work done AT Schlesinger.

For published materials/ books [conserved onsite at Schlesinger]:

583   1_   $$a [action] housed $$c [date] 2021 $$i [method of action] constructed 4 flap wrapper, marked “Fragile” $$z [public note] Conservation work performed by Weissman technician or conservator.  [NOTE $$z note field text is the same for all 583s for onsite work]

Most book records will be either “housed” or “conserved" or “reviewed” or "exhibited" in the 583 $$a

The field will display on HOLLIS and give interested staff and researchers a history of conservation done to the item.

For published materials/ books [conserved at Weissman Center for Preservation]:

583 1/ $$a conserved $$c 2022 $$z Weissman Preservation Center ACORN record XXXX        NOTE: This is a generic note- just add the actual ACORN #.  If researchers want the details of the conservation work, they will contact Weissman.

For published materials/ books [sent to Polygon for mold treatment]:

583   1/   $$a conserved $$c 2022 $$i primary treatment: cleaned with HEPA-filter vacuum $$x Polygon (vendor)

For archival collection holdings records:  

Add an additional subfield $$3 [Materials specified] to identify which item in the collection was conserved. NOTE: Archival collections do not make the 583 note public on HOLLIS.

583   0_   $$3 [Materials specified] Scrapbook $$a [action] preserved $$c [date] 2021 $$i [method of action] repaired tear first page with Japanese tissue paper $$z [public note] Conservation work performed by Weissman technician or conservator. 

852

8528_$$b SCH $$c (location code) *everything except Dewey classed

8528_$$b SCH $$c HD $$z item barcode *for all unclassed items going to HD, add item barcode in public note

8521_$$b SCH $$c (location code) $$h $$i *Dewey classed

8528_$$b SCH $$c PER *(onsite periodicals)  

8528_$$b SCH $$c HD $$h Periodicals *(periodicals at HD)

Schlesinger location codes:

Currently cataloged into:

GEN - Default location, all in process items that have been accessioned

HD - All cataloged items that are at Harvard Depository (HD)

PAM - Onsite boxed collections of pamphlets that reside in Pool Vault: Culinary Pamphlets, Health and Hygiene Pamphlets, Suffrage Pamphlets, Zines

PER - Onsite periodicals  (HOLLIS display: Periodicals Collection (onsite) -- in library use only)

VAULT - All onsite books that are in the Pool Vault

Not used as frequently:

MANUW - Staff materials used by Manuscripts Department (located in pool vault now? any at 40 concord?)

TS - Staff materials used by the Published Materials Department (located in pool vault now?)

REF - Research Services reference collection (located in pool vault?)

Collections no longer being added to:

ETIQ - Etiquette collection in Pool Vault

WOMRC - Women's Rights Collection in Pool Vault

920 Cataloging Statistics field

Current practice :

LTS instructions on the use of the 920

Usage at Schlesinger:

92011$$a type of cataloging $$d Title cataloged date (yyyymmdd) $$e SL $$f six character net id (what your 3 letter/3 number computer user is)

example:

92011$$a oc $$d 20241030 $$e SL $$f abc123

Full list of $$a Type of cataloging codes and definitions for use by Schlesinger

cc = clean copy cataloging 

ec = enhanced copy cataloging 

oc = original cataloging 

scc = serial clean copy cataloging 

sec = serial enhanced copy cataloging

soc = serial original cataloging  

sai = serial issue(s) only added 

dbc = database cleanup 

OLD CODES: Prior to July 2024

cc = Copy/clean cataloging – no edits

 se = Copy/simple edits

ce = Copy/complex edits

oc = original cataloging

saoc = Serial title added/original

sacc = Serial title/copy cataloging

sace = Serial title/complex editing

sah = serials added holdings

sai = serial title/issues only added

la  = Local holding added to existing record in Alma (that has other library's holdings on it)

dbc = database cleanup

ca = copy added (i.e. an additional Schlesinger copy)

va = vol.  added  (to an already cataloged holding)

cs = copy switched (doesn’t count as cataloged that date, but will be reflected in     that’s year’s work)

cr = copy replaced (again doesn’t count as cataloging – also add 852 #x Replacement copy)

dbc = database cleanup (doesn’t count as cataloging; represents cleanup/upgrade work on older records as you encounter them)

Historical use of Harvard-Defined Reporting Fields prior to Alma 920 field

Item records

Current practice as of 10/2021 (pre-Aeon implementation)

Item policy: 62 In-library use (item will be requestable in Hollis)