MARC 21 Concise Holdings: Note Fields (5XX & 84X)

This is an ARCHIVED VERSION of the 2000 electronic edition of the MARC 21 Concise Formats. Please see www.loc.gov/marc/concise/ for the most up-to-date version of the electronic MARC 21 Concise Formats.

Fields 541-583 and 841-845 contain information in the form of notes relating to the preservation, use, form, etc. of the bibliographic item to which the holdings statement applies.

IInformation for Translators and Other Users
Items highlighted in red in the online format indicate changes made after the 1998 edition of the USMARC Concise Formats
was published (This publication included the 1989 base text, along with Updates No. 1 (April 1991) and No. 2 (July 1994) of
the USMARC Format for Holdings Data).

Items highlighted in green indicate changes made to the online format only. These changes will be corrected in the 2001 printed edition of the MARC 21 Concise Formats (Available soon).

541 - IMMEDIATE SOURCE OF ACQUISITION NOTE (R)

Information on the immediate source of acquisition of the described materials. The field is used primarily for original or historical items or other archival collections.

Indicators

First - Undefined
- # - Undefined
Second - Undefined
- # - Undefined

Subfield Codes

$a - Source of acquisition (NR)
The name of the person or organization that is the source of the material.
$b - Address (NR)
$c - Method of acquisition (NR)
The terms under which a transfer of physical custody occurs, e.g., by gift, loan, purchase.
$d - Date of acquisition (NR)
$e - Accession number (NR)
The identification code assigned to materials acquired in a single and separate transfer of custody.
$f - Owner (NR)
The individual or organization with legal custody over the described materials.
$h - Purchase price (NR)
$n - Extent (R)
The number of items acquired.
$o - Type of unit (R)
The name of the unit of measurement, e.g., cartons.
$3 - Materials specified (NR)
Identifies the part of the bibliographic item to which the field applies. Subfield $3 is the first subfield in the field.
$5 - Institution to which field applies (NR) See Control Subfields
$6 - Linkage (NR) See Control Subfields
$8 - Field link and sequence number (R) See Control Subfields

Examples

541	##$cGift; $aLeavitt Hunt's daughter, Mrs. William E. Patterson; $d1947.
541	##$35 diaries $n25 $ocubic feet; $aMerriwether, Stuart; $b458 Yonkers Road, Poughkeepsie, NY 12601; $cPurchase at auction; $d1981/09/24; $e81- 325; $fJonathan P. Merriwether Estate; $h$7,850.
541	##$3Videocassette $cCopyright deposit; $dReceived: 1/16/85 from LC video lab; $aCopyright Collection.
541	##$aSparkling Brew Beer Company; $bNew Hops Road, Port Washington, WI 53074; $e1987-1; $n4 $orecord center cartons; $n2 $oreels of microfilm; $d1987/01/02.
541	##$3Materials scheduled for permanent retention $a25 $oreels of microfilm $aU.S. Department of Transportation; $cTransfer under schedule; $d1980/01/10.

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561 - OWNERSHIP AND CUSTODIAL HISTORY (R)

Information concerning the ownership and custodial history of the described materials from the time of their creation to the time of their accessioning, including the time at which individual items or group of items were first brought together in their current arrangement or collation.

Indicators

First - Undefined
- # - Undefined
Second - Undefined
- # - Undefined

Subfield Codes

$a - History (NR)
$3 - Materials specified (NR)
Identifies the part of the bibliographic item to which the field applies. Subfield $3 is the first subfield in the field.
$5 - Institution to which field applies (NR) See Control Subfields
$6 - Linkage (NR) See Control Subfields
$8 - Field link and sequence number (R) See Control Subfields

Examples

561	##$aFrom the collection of L. McGarry, $b1948-1957.
561	##$aOriginally collected by Paul Jones and maintained by his nephew, John Smith after Jones' death. Purchased in 1878 by Henry Green, who added prints and drawings purchased at auctions in New York and Paris, 1878-1893.
561	##$bCollated: 1845-1847.
561	##$3Family correspondence $aOriginally collected by Henry Fitzhugh, willed to his wife Sarah Jackson Fitzhugh and given by her to her grandson Jonathan Irving Jackson, who collected some further information about his grandmother and the papers of their relatives and Cellarsville neighbors, the Arnold Fitzhugh's, before donating the materials along with his own papers as mayor of Cellarsville to the Historical Society.

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562 - COPY AND VERSION IDENTIFICATION NOTE (R)

Information that distinguishes the copy or version of materials held by an archive or manuscript repository when more than one copy or version exists or could exist.

Indicators

First - Undefined
- # - Undefined
Second - Undefined
- # - Undefined

Subfield Codes

$a - Identifying markings (R)
Markings on the support or imbedded in the medium that can be used to identify the copy of the described materials.
$b - Copy identification (R)
Information that distinguishes one copy of the described materials from other copies.
$c - Version identification (R)
Information that identifies a version that differs in content but is related across time to another version, e.g., an edition.
$d - Presentation format (R)
The format in which the material was intended to be used, seen, or heard.
$e - Number of copies (R)
$3 - Materials specified (NR)
Identifies the part of the bibliographic item to which the field applies. Subfield $3 is the first subfield in the field.
$5 - Institution to which field applies (NR) See Control Subfields
$6 - Linkage (NR) See Control Subfields
$8 - Field link and sequence number (R) See Control Subfields

Examples

562	##$aAnnotation in Wilson's hand: Copy one of two sent to John Phipps, 27 March 1897; $bCopy identified as Declaration of Dissolution, Phipps copy.
562	##$e3 copies kept; $bLabeled as president's desk copy, board of directors' working file copy, and public release copy.
562	##$cVersion with air-brushed color illustrations; $e3 copies.
562	##$3Deacidified copy $aWith Braun's annotations by hand; $bIncludes personal library seal embossed.

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583 - ACTION NOTE (R)

Information about processing and reference or preservation actions related to the bibliographic item for which a separate holdings record is created.

Indicators

First - Undefined
- # - Undefined
Second - Undefined
- # - Undefined

Subfield Codes

$a - Action (NR)
Standardized terminology descriptive of the action.
$b - Action identification (R)
A code or designation that identifies a specific action or identifies it in conjunction with the time of action in subfield $c.
$c - Time/date of action (R)
The concrete time or date of a future or past action.
$d - Action interval (R)
A time period that cannot be expressed as a concrete date in subfield $c.
$e - Contingency for action (R)
A time or time period expressed in terms of an unpredictable event, e.g., upon receipt.
$f - Authorization (R)
The text of, or citation to, a statute, action order, report, rationale, or rule governing a particular action.
$h - Jurisdiction (R)
The name of a person, an organization, or a position or function within the organization, in whom or which the responsibility for an action is vested.
$i - Method of action (R)
The means or technique by which an action is performed.
$j - Site of action (R)
Includes the site at which the described materials are consulted by users.
$k - Action agent (R)
The person or organization performing the action.
$l - Status (R)
The condition or state of the described materials.
$n - Extent (R)
The number of items involved.
$o - Type of unit (R)
The name of the unit of measurement related to the extent in subfield $n.
$u - Uniform Resource Identifier (R)
The Uniform Resource Identifier (URI), for example, a URL or URN, which provides electronic access data in a standard syntax. This data can be used for automated access to an electronic item using one of the Internet protocols. Subfield $u may be repeated only if one location of the digital object has multiple identifiers (URIs). The field is repeated if the digital object has multiple locations.
$x - Nonpublic note (R)
Information that is not written in a form adequate for public display.
$z - Public note (R)
$2 - Source of term (NR)
A MARC code that identifies the source of the term used to record the action information. The source of the MARC code is MARC Code List for Relators, Sources, Description Conventions that is maintained by the Library of Congress.
$3 - Materials specified (NR)
Identifies the part of the bibliographic item to which the field applies. Subfield $3 is the first subfield in the field.
$5 - Institution to which field applies (NR) See Control Subfields
$6 - Linkage (NR) See Control Subfields
$8 - Field link and sequence number (R) See Control Subfields

Examples

583	##$aPreserve; $bPA-061; $c19831204
583	##$38 record center cartons $n8 $ocu. ft.; $aAccession; $b82-14; $c19820606
583	##$aSolicit; $lPreviously offered; $c19841015
583	##$aAppraise; $bOPR 80/144; $dQuinquennial
583	##$aTransfer; $eAt conclusion of court case
583	##$aExhibit $c19840512 through 19841230; $ePending results of conservation test; $jMuseum of Fine Arts; $kAFD
583	##$3scrapbooks (10 volumes) $n1 $ocu. ft.; $aMicrofilm; $c198303; $eAt completion of arrangement; $f1983 Master Film Schedule; $kThomas Swing
583	##$3student case files (9 file drawers) $n18 $olinear ft.; $aWeed; $dEnd of academic year; $hStudent Affairs Office; $jBldg. 174, Rm. 436
583	##$aFumigate; $n37 $oarchives boxes; $n14 $obound vol.; $b79-54; $c197606; $kJJI
583	##$aDescribe; $n5 $oreels of videotape; $n2 $oreels of audiotape; $n49 $obroadsides; $n12 $ophonograph records; $eAfter phonograph records are reformatted; $kFRG
583	##$aInspected for microfilming; $c11/20/88; $xcondition too poor for public use
583	##$3V. 1-50 $aCondition reviewed; $c19860207; $kPreservation Dept.; $lPaper brittle
583	##$aQueued for preservation; $c19861010; $ePriority; $fTitle IIC project $5DLC
583	##$3v.1,pt.2 $aExhibit $c1982/12/01 through 1982/03/01 $jMuseum of Fine Arts
583	27$adeacidify $c19860501 $uhttp://128.227.54.151/cgi- bin/conserve/rara.pl
583	27$ahouse $c19841221 $uhttp://karamelik.eastlib.ufl.edu/cgi- bin/conserve/rara.pl

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841 - HOLDINGS CODED DATA VALUES (NR)

When holdings data are embedded in a bibliographic record, this field contains certain coded information that would apply to the holdings information if it were in a separate holdings record.

Indicators

First - Undefined
- # - Undefined
Second - Undefined
- # - Undefined

Subfield Codes

$a Type of record (NR)
The codes that would be contained in the 4 character positions of Leader/06-09 in a separate holdings record.
- 0 - Type of record
- 1-2 - Undefined
- 3 - Character coding scheme
$b Fixed-length data elements (NR)
The codes that would be contained in the 32 character positions of field 008 (Fixed-Length Data Elements) in a separate holdings record.
- 0-31 - Holdings 008 values
$e Encoding level (NR)
The one-character code that would be contained in Leader/17 (Encoding level) in a separate holdings record.
- 0 - Encoding level

Examples

841	##$ay### $b8312124p####8###1001uabul0831017 $e4
841	##$ax###
841	##$ay### $b8605294e####8###1001aaeng0860205 $e3

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842 - TEXTUAL PHYSICAL FORM DESIGNATOR (NR)

A textual designation of the physical medium, form, or type of material of the item. The physical form designator specifies the physical medium or form, or type of material of the unit held. The general physical form designator in coded form is recorded in field 007 (Physical description Fixed Field).

Indicators

First - Undefined
- # - Undefined
Second - Undefined
- # - Undefined

Subfield Code

$a Textual physical form designator (NR)
The parentheses enclosing the designator are not carried in the MARC record; they may be generated.
$6 - Linkage (NR) See Control Subfields
$8 - Field link and sequence number (R) See Control Subfields

Examples

842	##$acomputer file
842	##$abinder
842	##$amodel

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843 - REPRODUCTION NOTE (R)

A description of the reproduction aspects of the bibliographic item when some or all of the holdings is a reproduction of original materials. It is used when the reproduction information differs from the information describing the original in the main portion of the related MARC bibliographic record.

Indicators

First - Undefined
- # - Undefined
Second - Undefined
- # - Undefined

Subfield Codes

$a - Type of reproduction (NR)
An introductory phrase (ending with a period) that identifies the type of reproduction described in the field.
$b - Place of reproduction (R)
$c - Agency responsible for reproduction (R)
$d - Date of reproduction (NR)
$e - Physical description of reproduction (NR)
$f - Series statement of reproduction (R)
$m - Dates of publication and/or sequential designation of issues reproduced (R)
$n - Note about reproduction (R)
$3 - Materials specified (NR)
Identifies the part of the bibliographic item to which the field applies. Subfield $3 is the first subfield in the field.
$6 - Linkage (NR) See Control Subfields
$7 - Fixed-length data elements of reproduction (NR)
Fifteen fixed-position character positions (designated as 0, 1-4, etc.) that provide coded information about the reproduction. These character positions correspond to the MARC 21 Format for Bibliographic Data field 008 (Fixed-Length Data Elements), character positions 06-17 (All Formats), 18-19 (Serials), and 23 (Books). Subfield $7 is given as the last subfield in the field. Each character position contains either a defined code or a fill character ( | ).
- 0 - Type of date/Publication status
  A one-character code that indicates the type of dates given in subfield $7 positions 1-4 (Date 1) and 5-8 (Date 2).
  See the description of field 008 position 06 (Type of date/Publication status) in the 008--ALL MATERIALS section of the MARC 21 Concise Format for Bibliographic Data. Any code except code r (Reprint/reissue date and original date) may be used.
- 1-4 - Date 1
  The determination of dates for subfield $7, positions 1-4 is made concurrently with the choice of code for position 0.
- 5-8 - Date 2
  The determination of dates for subfield $7 positions 5-8 is made concurrently with the choice of code for position 0.
- 9-11 - Place of publication, production, or execution
  A two- or three-character MARC code that indicates the place of publication, production, or execution. Two-character codes are left justified and the unused position contains a blank (#). The source of the code is the MARC Code List for Countries that is maintained by the Library of Congress.
- 12 - Frequency
  A one-character code that indicates the frequency of a serially-issued reproduction; used in conjunction with $7/13 (Regularity).
  - # - No determinable frequency
  - a - Annual
  - b - Bimonthly
  - c - Semiweekly
  - d - Daily
  - e - Biweekly
  - f - Semiannual
  - g - Biennial
  - h - Triennial
  - i - Three times a week
  - j - Three times a month
  - m - Monthly
  - n - Not applicable
  - q - Quarterly
  - s - Semimonthly
  - t - Three times a year
  - u - Unknown
  - w - Weekly
  - z - Other
  See the description of field 008, position 18 (Frequency) in the 008--SERIALS section of the MARC 21 Concise Format for Bibliographic Data for a description of the defined codes.
13 - Regularity
A one-character code that indicates the intended regularity of a serially-issued reproduction. One of the following codes is used:
- # - Not applicable
- n - Normalized irregular
- r - Regular
- x - Completely irregular
- u - Unknown
See the description of field 008, position 19 (Regularity) in the 008--SERIALS section of the MARC 21 Concise Format for Bibliographic Data for a description of the defined codes.
14 - Form of item
A one-character code that indicates the form of material for the reproduction. See the description of field 008, position 23 (Form of item) in the 008--BOOKS section of the MARC 21 Concise Format for Bibliographic Data for other defined codes.

$8 - Field link and sequence number (R) See Control Subfields

Examples

843	##$aMicrofilm. $bWashington, D.C. : $cUnited States Historical Documents Institute, $d[1972] $e12 reels ; 35 mm. $7s1972####dcun#a
843	##$aMicrofiche. $b[Ottawa] : $cNational Archives of Canada, $d[1978?] $e2 microfiches (132 fr.) ; 11 x 15 cm. $7s1978####oncn#b
843	##$aMicrofilm. $bWashington, D.C. : $cLibrary of Congress, Photoduplication Service, $d1981. $e1 microfilm reel ; 35 mm. $7s1981####dcun#a
843	##$aFacsim. $bIthaca, N.Y. : $cHistoric Urban Plans, $d1968. $emounted on cloth backing.
843	##$aMicrofilm. $m1950-1963. $bWebster, N.Y. : $cPhotographic Sciences Corp., $d1974- $e2 microfilm reels ; 35 mm. $7c19501963nyuuua
843	##$aMicrofilm. $mJan. 1959-Apr. 1970 $bAnn Arbor, Mich. : $cUniversity Microfilms, $d1980. $7d19591970miuuua
843	##$aMicrofilm. $m1960-1968. $bWashington, D.C. : $cLibrary of Congress, $d[1983?] $e10 microfilm reels ; 35 mm. $7d19601968dcuuua
843	##$aMicrofiche. $mJan. 1930-Nov. 1945. $bGlen Rock, N.J. : $cMicrofilming Corp. of America, $d1975. $e66 microfiches ; $7d19301945njumrb
843	##$aMicrofilm. $m1950-1954. $bMillwood, N.Y. : $cKTO Microfilm, $d1966. $e5 microfilm reels : negative ; 35 mm. $7d19501954nyuara
843	##$aMicrofilm. $mApr. 1920-Mar. 1935. $bAnn Arbor, Mich. : $cUniversity Microfilms, $d1966?-1980. $e15 microfilm reels ; 35 mm. $7d19201935miumra
843	##$aMicrofiche. $b[New York : $cNew York Public Library, $d197?] $e4 microfiches : negative. $f(NYSPL FSN 14,023) $7q19701979nyun#b
843	##$aMicrofilm. $mJuly 1919-Nov. 1925 $bAnn Arbor, Mich. : $cUniversity Microfilms, $d1966?-1980. $e15 microfilm reels ; 35 mm. $f(Current periodical series : publication no. 2313). $7d19191925miuuua
843	##$aMicrofilm. $mVol. 1, no. 1 (Apr. 1983)-v. 1, no. 3 (June 1983). $bBerkeley, Calif. : $cUniversity of California, Library Photographic Service, $d1986. $e1 microfilm reel ; 35 mm. $7d19831983cauuua
843	##$aMicrofiche. $m1961- $bWashington : $cU.S. G.P.O., $d1990- $emicrofiches : negative. $7c19619999dcuuub
843	##$aMicrofilm. $mVol. 1, no. 1 (Jan. 1837)-v. 20, no. 12 (Dec. 1856). $bWashington, D.C. $cLibrary of Congress Photoduplication Service, $d1971. $e3 microfilm reels; 35 mm. $nIssues for 1853- 1856 on reel with: Journal of the American Temperance Union and the New York prohibitionist, v. 21, no. 7 (July 1857)-v. 24 (1860).
843	##$3Correspondence files $aMicrofilm. $bMiddleton, Conn. $cWesleyan University Archives, $d1973. $e35 mm. negative. $7s1973####ctun#a
843	##$3German Foreign Ministry Archives, 1867-1920 $aMicrofilm. $bWhaddon Hall, Buckinghamshire, England $cAmerican Historical Association. $e434 rolls $f(Seized enemy records series). $7n########enkn#a
843	##$aMicrofiche. $b[New York : $cNew York Public Library, $d197-?] $e4 microfiches: negative. $7q19701979nyun#b

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844 - NAME OF UNIT (NR)

The bibliographic title or a supplied designation describing a basic bibliographic unit, supplementary material, or an index. A designation used as a caption is contained in a level of enumeration subfield ($a-$h) in the applicable 853-855 Captions and Pattern field.

Indicators

First - Undefined
- # - Undefined
Second - Undefined
- # - Undefined

Subfield Code

$a - Name of unit (NR)
The double quotation marks enclosing the name are not carried in the MARC record; they may be generated.
$6 - Linkage (NR) See Control Subfields
$8 - Field link and sequence number (R) See Control Subfields

Examples

844	##$aCurrent developments
844	##$aCases
844	##$aDecisions
844	##$aUpdates

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845 - TERMS GOVERNING USE AND REPRODUCTION NOTE (R)

Information about the holding organization's lending and reproduction policy for a bibliographic item that cannot be coded in field 008/20 (Lending policy) or 008/21 (Reproduction policy).

Indicators

First - Undefined
- # - Undefined
Second - Undefined
- # - Undefined

Subfield Codes

$a - Terms governing use and reproduction (NR)
Usually, the text of a legal or official statement of restrictions.
$b - Jurisdiction (NR)
The name of a person, an organization, or a position or function within the organization, by whom or which the terms governing use and reproduction are imposed and enforced and to whom the restriction may be appealed.
$c - Authorization (NR)
A citation to the specific source that is the authority for the restriction.
$d - Authorized users (NR)
The class of users or specific individuals to whom the restrictions in subfield $a do not apply.
$3 - Materials specified (NR)
Identifies the part of the bibliographic item to which the field applies. Subfield $3 is the first subfield in the field.
$5 - Institution to which field applies (NR) See Control Subfields
$6 - Linkage (NR) See Control Subfields
$8 - Field link and sequence number (R) See Control Subfields

Examples

845	##$aLiterary rights of Carrie Chapman Catt have been dedicated to the public.
845	##$aRestricted: Information on reproduction rights available at Reference Desk.
845	##$aRestricted: Copying allowed only for non- profit organizations.
845	##$3Recorded radio programs $aThere are copyright and contractual restrictions applying to the reproduction of most of these recordings; $bDepartment of Treasury; $cTreasury contracts 7-A130 through 39- A179.
845	##$3Bituminous Coal Division and National Bituminous Coal Commission Records $a"No information obtained from a producer disclosing cost of production or sales realization shall be made public without the consent of the producer from whom the same shall have been obtained"; $c50 Stat.88.
845	##$3Diaries $aPhotocopying prohibited; $dExecutor of estate.
845	##$3Transcripts $aConfidential, copying limited; $dStudent named on document.

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