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Scope: This document outlines Cornell practice for recording local notes. Different types of local notes and VOYAGER fields used to record them are described here.

A local note applies to a specific copy of a title cataloged in VOYAGER. 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 MFHD record's 852, 866, 867, or 868 fields.

Contact: Barb Tarbox

Unit: Database Quality

Date last reviewed: 02/27/15

Date of next review: February 2016


Staff Notes

OPAC Notes Pertaining to a Whole Copy

OPAC Notes Pertaining to Part of a Copy

Previously Coded OPAC Notes

Patterns for OPAC Notes

Abbreviations Used in Notes


Staff Notes

Notes that contain processing information for staff do not display in the OPAC. Staff notes pertaining to the whole copy are recorded in the subfield $x of the 852. Use subfield $x of the 866, 867, or 868 for notes referring to that holdings statement. Several notes may be recorded for a single copy, but each should be in a separate $x subfield. When recording a note containing processing information for staff use, refer to Abbreviations Used in Notes to select appropriate abbreviations. If there is no abbreviation, record a concise note in your own words.

Examples:

852   $x Gift

852   $x To be permanently retained in Catalog Dept.

852   $x Bind each vol. separately with its accompanying supplements and indexes.

866   $x Incomplete vols. unbound.

867   $x Bind in 1 vol. when next issue arrives.

868   $x Discard 6-month index when cumulative 12-month index arrives.


 OPAC Notes Pertaining to a Whole Copy

These notes should be recorded in the subfield $z of the 852. Several notes may be recorded for a single copy, but each should be in a separate $z subfield. Notes pertaining to retention and location information should use the text from the list of Previously Coded OPAC Notes and Patterns for OPAC Notes. Exceptions to this guideline are determined at the processing center level.

Examples:

852   $z Latest 5 years on reserve.

852   $z Current year only.

852   $z Errata slip in pocket.

852   $z 4 maps in pocket.

852   $z Diskette lacking.

852   $z Subscription canceled. Electronic version only starting with [date].

852   $z Electronic version only starting with [date]. Print subscription canceled after [date].

852   $z Subscription canceled after [date]. Content may be available online. For assistance, Ask a librarian at http:www.library.cornell.edu/ask

852   $z Subscription canceled in [date].

852   $z [2007 ed] available online only

852   $z Bound with: Employing the hard-core unemployed.

852   $z Library's copy imperfect: p. 33 missing, p. 34 upside down.


OPAC Notes Pertaining to Part of a Copy

Use subfield $z of the 866, 867, 868 fields for notes referring to that holdings statement. Continue to enclose the entire note in angle brackets.

Examples:

  866 41 $8 0 $a "The songs" 1-2 $z <sound cassettes>

867 41 $8 0 $a 1-4 $z <text>

868 41 $8 0 $a "Author/Title Index":v.1/4 (1960/1964) $z <in v.4>


PREVIOUSLY CODED OPAC NOTES

CODE OPAC DISPLAY
ask:cirFor more information, ask at Circulation Desk
ask:refFor more information, ask at Reference Desk
ci:cdCurrent issues at Circulation Desk
ci:prCurrent issues in Periodicals Room
ci:presCurrent issues on Permanent Reserve
ci:resCurrent issues on Reserve
cioCurrent issues only
cyoCurrent year only
k:cdKept at Circulation Desk
lahfLibrary also owns holdings in microfilm
lahmLibrary also owns holdings in microfiche
lahpLibrary also owns holdings in paper
latoLatest only
li:biLatest issue in binder
li:presLatest issue on Permanent Reserve
lv:refLatest volume in Reference
lv2:refTwo latest volumes in Reference
lv3:refThree latest volumes in Reference
lv5:refFive latest volumes in Reference
oam:refOthers may be available in microform. Ask at Reference
pui:cdPrevious unbound issues at Circulation Desk
rurficRetained until replaced by microfiche
rurflmRetained until replaced by microfilm
scSubscription canceled [this is no longer used]
ui:cdUnbound issues at Circulation Desk

 


 Patterns of OPAC Notes

The following list contains the wording that should be used for these specific OPAC notes.

____________ shelved at ____________
____________ shelved in ____________
____________ shelved on ____________
Accompanying ____________ at ____________
Accompanying ____________ in ____________
Accompanying ____________ on ____________
Available at ____________
Available in ____________
Check at Circulation Desk for issues in process
Current ____________ months only
Current unbound issues at ____________
Current unbound issues in ____________
Current unbound issues on ____________
Current year at ____________
Current year in ____________
Current year on ____________
Kept until superseded by ____________
Last ____________ years at ____________
Last ____________ years in ____________
Last ____________ years on ____________
Latest ____________ at ____________
Latest ____________ in ____________
Latest ____________ on ____________
Latest ____________ only
Latest in ____________
Latest unbound issue at ____________
Latest unbound issue in ____________
Latest unbound issue on ____________
Next to latest only at ____________
Next to latest only in ____________
Next to latest only on ____________
Shelved at ____________
Shelved in ____________
Shelved on ____________
Subscription cancelled with ______ [To be input by authorized serials staff ONLY]
Temporarily stored at ____________
Temporarily stored in ____________
Temporarily stored on ____________
Vols. ____________ shelved at ____________
Vols. ____________ shelved in ____________
Vols. ____________ shelved on ____________


 
ABBREVIATIONS AND PROJECT CODES USED IN NOTES

The following standard abbreviations are used in staff notes in Voyager MFHD 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 OPACdisplay.

CODEMEANING
acadded copy
analanalyzed
aplapproval plan
asapas soon as possible
avadded volume
availavailable
bdbound
boback ordered
bwbound with
ccopy/copies
canccancel or canceled
catcatalog or cataloged
ccncopy control number/statement
chrgcharge
clmdclaimed
cncall number
conforder/price/shipment confirmed
dbe=c
(project code)
items shelved in stacks under this call# have been barcoded
defdefective
depdeposit (account, etc.)
dmgdamaged
dupduplicate
ededition
FALmove
(project code)
Fine Arts items selected to be sent to Annex
fascfascicle
Hold for sale
(project code)
Items selected for Tsinghua book move
hotelmove
(project code)
Hotel serial holdings split project-Additional holdings record created for holdings
ilrmove
(project code)
ILR serial holdings split project-Holdings record created for holdings before 2008
invinvoice
loclocation
ltrletter
mfhdMARC format holdings data
momonth
msgmissing
nlpno longer published
nlwno longer wanted
nmpno more published
nonumber
npnever published
nrnot received
nrcno response to claim
nvnote to vendor
nwnot wanted
nyanot yet available
nypnot yet published
ocorder canceled
ochgovercharge
olinrnv
(project code)
Olin serial holdings split record. Holding record created for holdings before 2003
ooon order
oosout of scope
opout of print
opsout of print, searching
osout of stock
os=y
(project code)
items linked to holding record have been selected to be sent to Annex
pampamphlet
pdlpublication delayed or postponed
piepaid in error
popurchase order
prprice
prepprepaid
prepubprepublication
pspublication suspended
ptpart
pubpublisher/published/publication
qtrlyquarterly
quotequotation
rcvreceived (used also as a vendor memo code)
replreplacement
reprreprint
reptreport from vendor
reqrequester/requested
revrevised
rteroute
rtnreturn/returned
safseries authority file
slshelflist
sostanding order
ssoseries standing order
stmtstatement
tostemporarily out of stock
tptitle page
transtransferred
unpdealer unable to identify publisher
unsunable to supply
urisdupser
(project code)
Duplicate Uris serial holdings
vvolume
wantwanted
wdwithdrawn
wiwrong item
yryear
yyfiscal year or two or more calendar years (used as a caption)
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