Local Notes In Voyager (LTS Procedure #113)

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:

PREVIOUSLY CODED OPAC NOTES

 Patterns of OPAC Notes

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

 
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.