[DCRM-L] [External Email] Re: [External] Best practice for copy specific notes

[Sasha Frizzell]

Hi Angela,

At SUNY, we have $5 fields automatically removed from records as they come
into the consorial environment *except* for the institutions that actively
use them in the system. They are searchable and visible in the OPAC.
Special collections does get patron questions related to $5 but I've also
found them to be a great help when thinking through cataloging practice.

Best,
Sasha


On Fri, Apr 3, 2026 at 10:06 AM Angela R Cope via DCRM-L <dcrm-l at lib.byu.edu>
wrote:

> May I ask, are there any libraries out there that make these fields
> searchable and visible in their opacs? If so, is it for researchers or
> staff would you say?
>
> Angie Cope
> AGS Library, UW Milwaukee Libraries
> 2311 E. Hartford Avenue
> Milwaukee, Wisconsin 53211
>
> http://uwm.edu/libraries/agsl/
> M-F 9:00am-4:30pm  acope at uwm.edu
>  Personal phone: (414) 251-7608
> AGSL phone: (414) 229-6282
> 43°03'8"N 87°57'21"W
>
>
> ------------------------------
> *From:* DCRM-L <dcrm-l-bounces at lib.byu.edu> on behalf of Moody, Honor M.
> via DCRM-L <dcrm-l at lib.byu.edu>
> *Sent:* Thursday, April 2, 2026 3:52 PM
> *To:* DCRM Users' Group <dcrm-l at lib.byu.edu>
> *Cc:* Moody, Honor M. <honor_moody at harvard.edu>
> *Subject:* Re: [DCRM-L] [External] Best practice for copy specific notes
>
>
> I believe the Harvard best practices are accessible without signing in, Best
> Practice for MARC 21 Fields Describing Local Information
> <https://harvardwiki.atlassian.net/wiki/x/lxV_Aw>, but lmk if that’s not
> the case!
>
>
>
> Honor
>
>
>
>
>
> Honor Moody
>
> Metadata Creation Manager
>
> Harvard Library Information and Technical Services
>
>
>
> honor_moody at harvard.edu
>
>
>
> HARVARD LIBRARY
> *Champions of Curiosity*
> library.harvard.edu
>
>
>
> Remote/onsite schedule:
>
> Mondays, Tuesdays, Wednesdays, and Thursdays: onsite
>
> Fridays: work from home
>
>
>
> *From:* DCRM-L <dcrm-l-bounces at lib.byu.edu> *On Behalf Of *Lewis, Dylan
> via DCRM-L
> *Sent:* Thursday, April 2, 2026 4:08 PM
> *To:* dcrm-l at lib.byu.edu
> *Cc:* Lewis, Dylan <dylan.lewis at emory.edu>
> *Subject:* Re: [DCRM-L] [External] Best practice for copy specific notes
>
>
>
> Hi Daniela,
>
>
>
> My practice is similar to yours!
>
>
>
> I use a 541 with first indicator of 0 to record the provenance related to
> the item's arrival at the library (gift, purchase, donation, etc.). This
> gets a subfield 5.
>
> *Example: 541 0_ |c Purchase, |a Peter Harrington |d 2024 |5 GEU*
>
>
>
> I use a 561 with first indicator of 0 to discuss an item's previous
> ownership or custodial history. This also gets a subfield 5.
>
> *Example: 561 0_ |a periodicals originally collected by John Moore as part
> of his Bram Stoker collection |5 GEU*
>
>
>
> I use a 563 to describe bindings. This also gets a subfield 5.
>
> *Example: 563 __ |a 20th century Sangorski & Sutcliffe binding with blue
> morocco and gold tooling of the Plantagenet leopard, Tudor rose, and
> fleurs-de-lys along the spine |5 GEU*
>
>
>
> I record annotations, inscriptions, and other copy-specific things of a
> similar nature in a 590.
>
>
>
> I hope this is helpful information!
>
> Dylan
>
>
>
> ❡ *Dylan Lewis* (he/him <https://pronouns.org/he-him>)
>
> Rare Book Librarian
>
> Andrew W. Mellon Junior Fellow in Critical Bibliography
> Stuart A. Rose Manuscripts, Archives, and Rare Book Library
>
> Emory University
>
> Libraries.emory.edu/rose <http://libraries.emory.edu/rose>
>
> https://libraries.emory.edu/contact/staff-directory/dylan-lewis
>
>
>
> ------------------------------
>
> *From:* DCRM-L <dcrm-l-bounces at lib.byu.edu> on behalf of Daniela Rovida
> via DCRM-L <dcrm-l at lib.byu.edu>
> *Sent:* Thursday, April 2, 2026 3:25 PM
> *To:* dcrm-l at lib.byu.edu <dcrm-l at lib.byu.edu>
> *Cc:* Daniela Rovida <drovida at nd.edu>
> *Subject:* [External] [DCRM-L] Best practice for copy specific notes
>
>
>
> Good afternoon,
>
>
>
> We are currently trying to establish a more consistent local practice for
> recording copy-specific and local notes for rare books, particularly with
> regard to binding and provenance.
>
>
>
> At present, we record provenance information in field 561 with subfield 5.
> Binding information and other copy-specific details, such as annotations in
> the margins, are included in a local note that does not display in the OCLC
> record. Previously, we have also used field 563 with subfield 5 to describe
> bindings.
>
> I would be very interested to learn which fields your institution uses for
> these purposes and if you have any recommendations.
>
>
> Thank you very much for your assistance,
> Daniela
>
>
>
> --
>
> *Daniela Rovida*
>
> *Rare Books Cataloging and Metadata Librarian,*
>
> *Hesburgh Libraries*
>
> *Faculty Affiliate, Center for Italian Studies*
>
>
>
> *University of Notre Dame*
>
> 404 Hesburgh Library
>
> Notre Dame, IN 46556-5629
>
> *o:* 574-631-1954
>
> *e: *drovida at nd.edu <toleary2 at nd.edu>
>
>
>
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-- 

Sasha Frizzell (she/they)

*Interim Assistant Director for Cataloging and Metadata**.*

Binghamton University  |  Bartle Library - LSG684B

SFrizzell at binghamton.edu |  607.777.4894
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