Scope: Gift notes are notes on a MARC record of who gave the library a physical copy of a resource. This procedure documents a regularized way to make gift notes in the Voyager database.
Note: This is not a procedure for recording who gave us the money to buy an item. That situation is handled in the Batch Processing Unit by a 902 code and an electronic or physical bookplate. This procedure is also not related to the 948:0 : $h, which LTS uses as a quick way to code gifts for statistical purposes only, not as a full gift statement.
Contact: Sarah Ross Pam Stansbury
Unit: Cataloging and Metadata Services
Date last updated: 11 12/1317/20182019
Date of next review: November 2019 2020
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Individual catalogers are not responsible for adding gift notes. Do not devise a gift note for an individual title or group of titles merely because they have a gift flyer in them .
Most gifts processed by LTS do not have a note on their MARC record noting who gave the gift to the library. It's not typically information that is required. A small percentage of gifts processed by LTS are bound by the terms of their acquisition or by agreement with the donor to have a gift note. Selectors will convey the note requirement to the Gifts Unit (see Swe Swe Myint). LTS staff will be notified by their supervisor if they are handling material that needs a gift note; normally the note is added by staff outside LTS, although there are sometimes pragmatic exceptions made on a case-by-case basis.
Historically in the Cornell database, gift notes have had been made in a wide variety of styles and formats. This procedure gives the preferred way to record the gift information. The procedure should be used by all contributors to the Voyager database, not just LTS staff. The Batch Processing Unit will make efforts to regularize Voyager gift data programmatically by removing it from older-style fields and moving it to the field(s) outlined below. If the format does not work for an individual situation, please do not invent a novel method of noting the gift. Check with the Gifts Unit to find a way to record the needed information.
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Example:
541:0 :‡8 1.1\a ‡3 Books ‡a Louis Dussault ‡b Fonds de recherche sur la société et la culture, U. du Québec ‡c Gift ‡d 1/05 ‡e M051-01 ‡n 65 ‡o v.
583:0 :‡8 1.2\a ‡3 Books ‡a Accessioned ‡c 1/26/05 ‡k Margaret Nichols
541:0 :‡8 2.1\a ‡3 Book with publisher's no. 182 ‡a R. Michael Feener (via Prof. John Wolff) ‡c Gift ‡d 5/05 ‡e M052-07 ‡n 1 ‡o v.
583:0 :‡8 2.2\a ‡3 Book with publisher's no. 182 ‡a Addition ‡c 7/05/05 ‡k Margaret Nichols