A general outline of types of notes follows; notes other than those provided for may be made if desired.  Specific applications of many of these notes are provided in the preceding sections.  Make notes as called for in the following subrules, and, generally, in the order in which they are listed here.  When appropriate, combine two or more notes to make one note.  Institutional policy may dictate the order of notes.

5B1.    Source of Title Proper

(MARC 21 Bibliographic:   500 General Note )

Always make a note on the source of the title proper transcribed from a reference source; record the source also when the title proper has been taken from accessories to the material even if they form part of the chief source of information.

Examples

5B2.    Variations in Title

(MARC 21 Bibliographic:   500 General Note )

Make notes on titles borne by the material other than the one chosen as the title proper.  Make a note on variations found in reference sources, if it helps to identify the material.

Examples

5B3.    Parallel Titles and Other Title Information

(MARC 21 Bibliographic:   500 General Note )

Make notes on parallel titles appearing on the material that have not been transcribed in the body of the entry; also give other title information appearing on the material, if considered important.

5B4.    Continuation of Title

(MARC 21 Bibliographic:   500 General Note )

If desirable, complete the transcription if the title proper and/or other title information was abridged in the description.

Example

5B5.    Translation of Foreign Title

(MARC 21 Bibliographic:   500 General Note )

If desirable, give the translation of a foreign language title.

Example

5B6.    Picture Caption

(MARC 21 Bibliographic:   500 General Note )

When the pictorial element of a single work with text (e.g., a poster or broadside) has a distinctive caption independent of the chosen title, give it in a note introduced by the words "Picture caption."   Headings and mottoes may be similarly described with the appropriate label.

Examples

5B7.    Statements of Responsibility

(MARC 21 Bibliographic:   500 General Note )

Make notes to convey the following information:

a.   variant names of persons or corporate bodies named in statements of responsibility if these are considered important for identification;

b.   statements of responsibility not recorded in the title and statement of responsibility area;

c.   names of persons or corporate bodies connected with the material if they have not already been named in the description.

Examples

5B7.1.  Signature and inscriptions:

If desirable, show a signature or mark, monogram, etc., that is not described in the body of the entry.  If desirable, indicate where such signature and inscriptions appear.

Do not record the actual signature if it has already been transcribed in the body of the entry.

Example 1

If desirable, make a note of titles, dates, and other inscriptions that appear in the hand of the creator.  If desirable, distinguish between those in manuscript form and those included in the printed image.

Examples 2

5B7.2.  Attributions and conjectures:

Make notes on attributions and cite sources, if appropriate.  Mention creators to whom the material has been attributed, in cases of doubtful origin.  If desirable, record also conjectures that are not allowed in the body of the entry.

Examples

5B7.3.  Give the creator after whose original work the image(s) in hand has been made, if known and not part of the body of the entry.

Examples

5B8.    Publication, State, and Edition

(MARC 21 Bibliographic:   500 General Note )

5B8.1.  Make notes on details concerning publication, distribution, printing, and manufacture that are not included in the body of the entry if they are considered important.

Examples

5B8.2.  Record the state, edition, and number within the edition when they appear on the material or can be determined from a reference source.  When citing a catalogue raisonné, put the state, edition, and related notations in parentheses immediately after the reference.

Examples

5B8.3.  When graphic material is being cataloged that is or was part of a published volume or portfolio, show its relationship to the larger unit.  Use introductory phrases such as "Plate in," "Ill. in,"In," and "Plate from" followed by a colon and the citation.

Examples

5B9.    Physical Description/Condition

(MARC 21 Bibliographic:   500 General Note )

5B9.1.  Make notes on important physical details that are not already included in the physical description area.  Include information on the physical condition of the material if it is damaged or fragile.  If desirable, make notes on significant restoration work.

Examples 1

If desirable, describe containers that are contemporary to the material.

Example 2

5B9.2.  If it is desirable to distinguish a modern copy of an older photographic print or a modern photographic print made from an original negative, make an explanatory note.

Examples

5B9.3.  When details are too numerous or complex to give in the physical description area, give them in a note.

Example

5B9.4.  Make an explanatory note about hand coloring when it is known to have been done after the image was originally issued.  If desirable, enumerate the number of colors (stones) in a lithograph.

Examples

5B9.5.  Other inscriptions:

If desirable, make a note of or quote inscriptions by persons other than the creator.

Example

5B9.6.   Markings and stamps:

If desirable, describe watermarks, trademarks, studio imprints, remarques, etc., as documentation on the printer, publisher, creator, owner, or the paper.

Examples

5B10.  Accompanying Material

(MARC 21 Bibliographic:   500 General Note )

Make notes on accompanying material that is not described in the physical description area.

Examples

5B11.  Series

(MARC 21 Bibliographic:   500 General Note )

Make notes regarding series titles, incomplete series (see also 3B3), and of numbers or letters that imply a series.

Examples

5B12.  References to Published Descriptions

(MARC 21 Bibliographic:   510 Citation/References Note )

Give references to the best or fullest published description of a work or collection.

Cite a published source when it would substantiate information provided by the cataloger or when it would provide a more detailed description of the material being cataloged.

Give references to published descriptions in catalogues raisonnés or authoritative checklists in a standard and abbreviated form.  Generally, for catalogues raisonnés only the surname of the compiler and the entry number are necessary for the citation.

Examples

5B13.  Characteristics of Original of Photographic Copy or Photomechanical Print

(MARC 21 Bibliographic:   534 Original Version Note

and 535 Location of Originals/Duplicates Note )

If desirable, give the location of the original work(s) and the dimensions, if the information is readily available.

Examples

5B14.  Subject Description

(MARC 21 Bibliographic:   520 Summary, Etc. )

Use this note, introduced by the word "Subject" (followed by a colon), for an objective narrative summary of a collection or for clarification of the content, meaning, or iconography of a single item.  Information that places the material in a proper context and conjectural statements may be included.  Extrapolations, conjectures, and educated guesses should be clearly indicated by wording or a question mark.

For a collection include, as appropriate:  date or span dates and bulk dates depicted; the most significant topic(s), event(s), person(s), place(s), etc.; arrangement; and remarks on printed or handwritten explanatory or identifying text and the language.

[1996 UPDATE:  Date or span dates and bulk dates are placed in the physical description area.]

Use this note also to describe the functional type(s) of the material, e.g., poster, broadside, snapshot, studio portrait, slide, etc.

5B15.  Biographical/Historical Note

(MARC 21 Bibliographic:   545 Biographical or Historical Data )

Record any significant information on the creator or collector of the material required to make the nature or scope of the materials clear.  For persons this may include place of birth and domicile, occupations, information on original and maiden names or pseudonyms, significant accomplishments, place of death, etc.  For corporate bodies, include information on the functions, purpose, and history of the body, its administrative hierarchy, and earlier, variant, or successor names.

5B16.  Arrangement

(MARC 21 Bibliographic:   351 Organization and Arrangement of Materials )

When the general arrangement of a collection is not given elsewhere, make a note on that arrangement, specifying the structure and order of the materials in the unit being cataloged.

Example

5B17.  Contents

(MARC 21 Bibliographic:   505 Formatted Contents Note )

If desirable, make a note of the specific contents of a collection having titled parts.  Introduce this note by "Contents" or "Partial contents," as appropriate, followed by a colon.  Separate each part by space, dash, space ( -- ).

Example

5B18.  Finding Aids to Collections

(MARC 21 Bibliographic:   555 Cumulative Index/Finding Aids Note )

Make a note on any guides the repository may have to the organization and contents of a collection.  If the guide has been published, make a standard bibliographic citation for it.  Note also the existence of other related unpublished material, such as indexes, card catalogs, caption lists, lecture notes, and checklists, which are not actually located with the collection.

Examples

5B19.  Numbers or Letters Borne by the Material

(MARC 21 Bibliographic:   500 General Note )

If desirable, make a note of important numbers borne by the material other than those associated with a series title, such as collectors numbers, plate numbers, negative numbers, etc.  (See also 5B8.2 and 5B26).

5B20.  Publication and Other Uses of the Material

(MARC 21 Bibliographic:   581 Publications About Described Materials Note )

Make notes relating to subsequent publication and other uses of the material, if considered important.

Examples

5B21.  Relationship Note

(MARC 21 Bibliographic:   580 Linking Entry Complexity Note )

When the item or unit being cataloged is related by provenance or hierarchy to a larger unit or collection, give the title or other designation (if the collection of unit does not have a distinctive title) for the larger unit or collection.  In addition, indicate the relationship of the material being cataloged to the unit of which it is a part using the phrases "Forms part of" for collection or unit level description, and "In" for item analysis.  (See also 5B8.3.)

Examples

5B22.  Addition Note

(MARC 21 Bibliographic:   500 General Note )

When an addition to an already cataloged collection is being recorded as a separate record, make an addition note.  (See also 3B2.)

Example

5B23.  "With" Note

(MARC 21 Bibliographic:   501 With Note )

When cataloging as separate records two or more separately titled images on a single support or parts either bound together or in one container, make a note of the other images or parts.

Examples

5B24.  Terms of Access, Use, and Reproduction

(MARC 21 Bibliographic:   506 Restrictions on Access Note

and 540 Terms Governing Use and Reproduction Note )

5B24.1. When the material is not generally available to researchers, or when access and handling is restricted, make a note either simply stating the fact of this restriction or specifying the details.  Always introduce this note by the word "Restricted" so as to alert the catalog user.

Examples

5B24.2. Copyright:

When the material is under a copyright restriction, make a note.  The note may be general or it may give the specific terms.

Examples 1

For documentary reasons, it may by desirable to give the copyright holder’s name, even if the material is no longer under copyright.

Example 2

5B25.  Provenance

(MARC 21 Bibliographic:   561 Ownership and Custodial History )

If considered significant, make a note on the history of the custody of the material being cataloged.  For those who have left their marks on prints and drawings, give the designation if identified in Lugt, Les marques de collections de dessin & d’estampes, Amsterdam, 1921, and supplements.  If desirable, add the year or years of ownership to the name of a previous owner.  It may be appropriate for clarity to introduce this note by the word "Provenance" followed by a colon.  When the provenance and source (see 5B26) are the same, do not make this note, but record the information in the source note.

Examples

5B26.  Source

(MARC 21 Bibliographic:   541 Immediate Source of Acquisition Note )

Record how the material was acquired (i.e., gift, purchase, deposit, transfer, etc.) and the donor or source (i.e., the immediate prior custodian).  Unless this information is confidential, follow the status statement with the source and date of acquisition.  In addition, the donor’s relationship to the material may be indicated.  For cataloging purposes, the source of material acquired through purchase may be omitted.  Add the year or years of accession (and the accession number, if desirable) to the name of the donor or source.  When the source is unknown, state this.

Examples

See also:

5.  Note Area