Local Notes in Records

Entering Local Notes in Records

Prior to May 2001 local notes were routinely entered in both summary item records (for serials and multi-part items) and in the item records for specific volumes and copies.

Local notes are no longer entered in individual item records. When appropriate, notes may be entered in summary item records for serials until further notice.

Local notes should be entered in the 590 field of the bibliographic record.

The following are examples of the type of information which may be recorded in a local note.

  • Annotations describing physical features of the item (for rare books)
  • Copy specific number information for limited numbered editions
  • Autographs and presentation copies
  • Donor information
  • Defects and irregularities
  • "Bound with" or "accompanied by"
  • Local preservation treatments (e.g., portfolios, boxes)

NOTE Printing dates should never be recorded in the 590 note. In exceptional cases, and most commonly in rare books cataloging, printing dates may be entered in the subfield f of the 260 field.

Information in the 590 notes must be copy specific, and each 590 note must begin with the name of the library (and sublocation) holding the copy being described. A separate 590 note must be entered for each individual copy.

Examples

590 Baker/Berry copy lacking t.p.

590 Baker/Berry cop. 2 signed by the author.

590 Special Collections/Alumni copy: Gift of Margaret Otto in 1999.

590 Special Collections/D.C. History copy: Typescript of Lathem letter attached to cover.

"Bound with" items

Separate bibliographical entities which are bound together may be linked through the use of the 501 or 590 note, depending on the circumstances. The 501 "With" note should be used when two or more bibliographic entities are published or issued together within a single physical volume. When two or more items appear to have been bound together subsequent to publication, a local 590 note should be used for the "With" note. In the case of multiple copies of an item, when one of these copies is bound together with another item, a local 590 note should be used to enter the "bound with" information, rather than creating a separate record for the volume which contains multiple works.

In Special Collections and Rare Book cataloging, however, the cataloger may elect to create a separate bibliographic record for such items.

Last updated 6/04/01