Table of Contents | Instruction Level | Example Level
This appendix outlines Cornell practice for recording local notes. Different types of local notes and NOTIS fields used to record them are described here.
A local note applies to a specific copy of a title cataloged in NOTIS. Local notes may be displayed in the OPAC to communicate information to catalog users, or they may be displayed only in staff mode to provide information for processing. Locations for recording local notes include subfield |x or |z of the MARC holdings record (MHLD) 852 field, subfields |x or |z of the MHLD 866, 867, or 868 (866/7/8) fields, and the copy-level notes field of the copy holdings record (HLDG).
Notes that contain processing information for staff do not display in the OPAC. Staff notes are recorded in the copy-level notes field of the HLDG whether they pertain to a whole copy or only to part of a copy. Examples
In general, do not use the MHLD for staff notes. Notes too long for the copy-level notes field or notes directed toward staff using the MHLD are recorded in subfield |x of the 852 or in subfield |x of the 866/7/8.
Use subfield |x of the 852 for notes pertaining to a whole copy. Use subfield |x of the 866/7/8 for notes referring to that holdings statement. Examples
NOTIS provides several locations to record local notes for OPAC display. These include the copy-level notes field of the HLDG, subfield |z of the MHLD 852 field, and subfield |z of the MHLD 866/7/8 field.
The 590 note field of the bibliographic record is used only in records for designated rare books collections. The 590 is obsolete in all other records and should no longer be used. 590 notes in all records except those for rare books collections have been retagged to 599. When changing or deleting an 852 |z note, delete any remaining 599 field.
Following are guidelines for choosing locations to use for various categories of OPAC notes.
OPAC notes pertaining to a whole copy
These notes may be recorded in the copy-level notes field or in subfield |z of the 852.
Use the copy-level notes field for retention and location information, including "um=" notes and all coded notes. Ordinarily, only text from the list of "Patterns for 'um=' Copy-level Notes" may be used in a "um=" note. Exceptions to this guideline are determined at the processing center level. Examples
Use subfield |z of the 852 for all other copy-specific notes, including "bound with" notes and notes that communicate copy-specific bibliographic information. Any note too long for the copy-level notes field should also be recorded in the 852 |z. Examples
OPAC notes pertaining to part of a copy
Use subfield |z of the 866/7/8 for notes referring to that holdings statement. Continue to enclose the entire note in angle brackets. Examples
MHLD records and the OPAC note display
The location of the OPAC display generated by notes in the copy-level notes field is determined by whether an MHLD is attached to any copy statement on that HLDG. If there is no MHLD, the copy-level note displays without a label in the brief holdings area under the location, call number, and status information for that copy. In this case, up to four separate copy-level OPAC notes display.
If there is an MHLD, copy-level notes display in the detailed holdings area with the label "OTHER INFO:". All OPAC notes recorded in the copy-level notes field display when an MHLD is present.
An 852 |z note always displays in the detailed holdings area with the label "NOTES:" An 866/7/8 |z note always displays in the detailed holdings area without a label, following the |a holdings statement to which it refers. The maximum length and number of |z notes that display from the 852 or 866/7/8 depends on the 512-character maximum length of the entire 852 or 866/7/8 and the amount of data, other than |z notes, recorded in one of those fields. Keep this limit in mind when inputting |z notes. If in doubt, check the OPAC to verify that the |z displays properly.
If it is necessary to record an MHLD note or to increase the number of notes displaying from the copy-level notes field, create an MHLD if one does not exist. If a single-part monograph would otherwise have no MHLD, an MHLD should still be created for recording or displaying OPAC notes. For instructions on creating an MHLD, see Section VII.A.
Notes in existing MHLD records
The existence of an MHLD for a given copy statement is signalled by presence of the notation "MHLD" directly below the copy-level notes field. For example:
Remember to check existing MHLD records for the presence of local notes when consulting or updating holdings information.
The following list of codes will generate messages which display in the OPAC when they are typed in the copy-level notes field of the copy holdings record. Codes which generate messages must be typed in lowercase. These codes can be used only in the copy holdings record.
| CODE | OPAC DISPLAY |
|---|---|
| ask:cir | For more information, ask at Circulation Desk |
| ask:ref | For more information, ask at Reference Desk |
| ci:cd | Current issues at Circulation Desk |
| ci:pr | Current issues in Periodicals Room |
| ci:pres | Current issues on Permanent Reserve |
| ci:res | Current issues on Reserve |
| cio | Current issues only |
| cyo | Current year only |
| k:cd | Kept at Circulation Desk |
| lahf | Library also owns holdings in microfilm |
| lahm | Library also owns holdings in microfiche |
| lahp | Library also owns holdings in paper |
| lato | Latest only |
| li:bi | Latest issue in binder |
| li:pres | Latest issue on Permanent Reserve |
| lv:ref | Latest volume in Reference |
| lv2:ref | Two latest volumes in Reference |
| lv3:ref | Three latest volumes in Reference |
| lv5:ref | Five latest volumes in Reference |
| oam:ref | Others may be available in microform. Ask at Reference |
| pui:cd | Previous unbound issues at Circulation Desk |
| rurfic | Retained until replaced by microfiche |
| rurflm | Retained until replaced by microfilm |
| sc | Subscription cancelled [this is no longer used] |
| ui:cd | Unbound issues at Circulation Desk |
The following may be used only in combination with the coded messages for "Library also owns holdings in ________"
| CODE | OPAC Display |
|---|---|
| above | See holdings above |
| below | See holdings below |
| seprec | See separate record |
The following list contains the wording that should be used for the "um=" note to be typed into the copy-level notes field of the copy holdings record. These notes can be used only in the copy holdings record.
| CODE | MEANING (OPAC text in quotation marks) |
|---|---|
| ANB | Australian National Bibliography |
| BBIP | British Books in Print |
| BIBLIO | Bibliographie de la France |
| BIP | Books in Print |
| BNB | British National Bibliography |
| BM | British Museum Catalog |
| BN | Bibliotheque Nationale (Paris) catalog |
| BPR | Book Publishers Record |
| CAN | Canadiana catalog |
| CBI | Cumulative Book Index |
| CBIP | Canadian Books in Print |
| DB | Deutsche Bibliographie |
| DISAB | Dissertation Abstracts |
| FB | Forthcoming Books |
| FBIP | Catalogue de l'Edition Francaise |
| GALE | NUC Cumulation, 1942-62 |
| GDREP | Guide to Reprints |
| LDM | Les Livres du Mois |
| LEV | Libros en Venta |
| LIBRI | Libri |
| LIVDIS | Livres Disponsibles |
| MANS | Mansell |
| NST | New Serial Titles |
| NUC | National Union Catalog |
| OB | Oesterreichische Bibliographie |
| PBIP | Paperbound Books in Print |
| PTLA | Publishers Trade List Annual |
| PW | Publisher's Weekly |
| SB | Das Schweizer Buch |
| ULI | Ulrich's Irregular Serials and Annual |
| ULP | Ulrich's Periodical Directory |
| ULS | Union List of Serials |
| VLB | Verzeichnis Lieferbarer Bucher (German BIP) |
The following standard abbreviations are used in staff notes in copy holdings records, MARC holdings records, item records, and order/pay/receipt records. These abbreviations are not used in bibliographic records. Use the standard abbreviations in AACR2 for bibliographic records. Abbreviations listed here do not generate messages for OPAC display.
| CODE | MEANING |
|---|---|
| ac | added copy |
| anal | analyzed |
| apl | approval plan |
| asap | as soon as possible |
| av | added volume |
| avail | available |
| bd | bound |
| bo | back ordered |
| bw | bound with |
| c | copy/copies |
| canc | cancel or cancelled |
| cat | catalog or cataloged |
| ccn | copy control number/statement |
| chrg | charge |
| clmd | claimed |
| cn | call number |
| conf | order/price/shipment confirmed |
| d | direct (order) |
| def | defective |
| dep | deposit (account, etc.) |
| dmg | damaged |
| dup | duplicate |
| ed | edition |
| exch | exchange |
| fasc | fascicle |
| inv | invoice |
| loc | location |
| ltr | letter |
| mhld | MARC holdings record or statement |
| mo | month |
| msg | missing |
| nlp | no longer published |
| nlw | no longer wanted |
| nmp | no more published |
| no | number |
| np | never published |
| nr | not received |
| nrc | no response to claim |
| nv | note to vendor |
| nw | not wanted |
| nya | not yet available |
| nyp | not yet published |
| oc | order cancelled |
| ochg | overcharge |
| oo | on order |
| oos | out of scope |
| op | out of print |
| ops | out of print, searching |
| os | out of stock |
| pam | pamphlet |
| pdl | publication delayed or postponed |
| pie | paid in error |
| po | purchase order |
| pr | price |
| prep | prepaid |
| prepub | prepublication |
| prx | price suppressed (on purchase order when used in the NV field in an order record) |
| ps | publication suspended |
| pt | part |
| pub | publisher/published/publication |
| qtrly | quarterly |
| quote | quotation |
| rcv | received (used also as a vendor memo code) |
| repl | replacement |
| repr | reprint |
| rept | report from vendor |
| req | requester/requested |
| rev | revised |
| rte | route |
| rtn | return/returned |
| saf | series authority file |
| sl | shelflist |
| so | standing order |
| sso | series standing order |
| stmt | statement |
| tos | temporarily out of stock |
| tp | title page |
| trans | transferred |
| unp | dealer unable to identify publisher |
| uns | unable to supply |
| v | volume |
| vh [obsolete] | volume holdings record or statement [no longer used] |
| want | wanted |
| wd | withdrawn |
| wi | wrong item |
| yr | year |
| yy | fiscal year or two or more calendar years (used as a caption) |
Table of Contents | Instruction Level | Example Level
Rev. 12/14/95 dih