Introduction | Copy Cataloging Instructions | Reference Information and Examples




The note fields provide additional information about the book being cataloged to help users identify the correct resource or determine its usefulness. The information contained in notes may be taken from any source. In some cases the information is taken from the item itself; in other cases it is taken from information furnished by the publisher or from a reference source.


Copy Cataloging Instructions

500      General Notes: Accept on incoming copy.

·         Errata: If an errata slip is present, insert it in the book. Do not make a note for the errata unless it cannot be inserted into the book. In this case make a note:

            500:__: |a Errata inserted in back pocket.

505      Content notes: Verify and/or update the 505 field for sets.

590      Local notes: Use for notes that pertain only to the CUL copy.

            590:__: |a Library’s copy imperfect: p. 20-23 missing.

Gifts: When adding a gift or donor note, refer to the Gift / Donor Notes documentation.

Accept the other 5xx fields on incoming copy.


Reference Information and Examples

For complete coding information and additional examples, consult the OCLC Bibliographic Formats and Standards, 5xx.


Formal Notes

Formal notes employ an introductory word or phrase followed by a colon, one space and the text of the note.

500:__: |a Translation of: Avventure di Pinocchio.

500:__: |a Reprint. Originally published: Boston : G.M. Smith, 1887.

500:__: |a Based on: La Tosca / Victorien Sardou.


Notes Containing ISBD Punctuation

If the note is about the title and statement of responsibility, edition, publication, physical description, or series areas, give the note following the same principles used when transcribing the data in those areas of the record, including ISBD punctuation.

500:__: |a Originally published: New York : Herder & Herder, 1965. (publication)

505:__: |a The blue knight / Marie Adams -- Bird of paradise / Frank Rose. (contents for title/author)

500:__: |a Revision of: 2nd ed. / Arthur A. Frost, R.G. Pearson. 1990. (edition)

500:__: |a Published as: Seminars in hematology ; v. 17, no. 2. (series)


Quoted Notes

Give quotations from the item or from other sources in quotation marks. Follow the quotation by an indication of its source, unless that source is the chief source of the information.

1. If the source of the note is the title page, the note ends with a period, followed by the close quote. Any note that does not give the source is assumed to be from the title page.

500:__: |a “Texas Antiquities permit no. 798.”

2. If the source is other than the title page, the text is enclosed in double quotes, followed by two hyphens, the source, and a period. Do not include a space on either side of the hyphens. When the source is given, the quoted text does not end with a period--unless the last word is an abbreviation. Use English terms for the source. Employ any of the abbreviations for the term permitted in Appendix: AACR2 Abbreviations, including those that consist of or begin with a single letter. (For “volume,” use “Vol.”). Capitalize the first letter of the term or its abbreviation

500:__: |a “Texas Antiquities permit no. 400”--Cover.

500:__: |a “Updates a 1976 staff study”--P. 1.

500:__: |a “Portions of this book were published under the title Introduction to sociology, 2nd ed.”--T.p. verso.


Most Common Notes


General notes. Also used to record the presence of an index when there is no bibliography.

500:__: |a Includes index.


Dissertation note. Only use when the publication is a thesis. If it is “based on” a thesis or was “first published as a thesis,” use a 500 note instead.

502:__: |a Thesis (Ph. D.)--Georgetown University, 1995.


500:__: |a Based on the author's thesis (doctoral)--Georgetown University.


Bibliography and index note. If the publication has bibliographical references, or if it has bibliographical references and an index, use field 504.  Types of bibliographical references include notes, discographies, and filmographies as well as cumulative bibliographies.

Do not update the form of the note if the content is correct.

504:__: |a Bibliography: p. 293-298.

504:__: |a Includes bibliographical references (p. 392) and index.

Record bibliography notes in the form:

·         Includes bibliographical references. (for scattered bibliographies)

·         Includes bibliographical references (p. ). (for a cumulative bibliography)

Frequently a publication will have more than one type of bibliographical reference.

·         If it has a cumulative bibliography and bibliographies scattered throughout, give the page number(s) for the cumulative bibliography and ignore the references scattered throughout.

·         If it has a section titled “notes” and a cumulative bibliography, give only the page number(s) for the cumulative bibliography. Do not record the page number(s) for the “notes.”

·         If it has bibliographical references of any kind as well as a separate discography or filmography, etc., add separate 504 fields for each type of reference.

504:__: |a Includes bibliographical references (p. 392) and index.

504:__: |a Discography: p. 395.


Contents note. Used to list the titles of volumes in a set or the contents of a single volume. Titles may be followed by statements of responsibility. The first letter of the first word in each title is capitalized. However, if the note begins with a volume designation, i.e., “v.”, “pt.”, such designations begin with lowercase letters.

The type of content note (complete, incomplete, partial) and level of content note (basic, enhanced) is determined by the first and second indicators.

CUL uses the basic level when inputting contents notes. However, accept the enhanced form when it is present in bib records.

505:0_: |a  A cultural encounter / Dovie Thomason -- Open letter to a non-Indian teacher / an Indian mother -- Living stories -- The gift of syrup / Jim Northrup -- Frybread- and feather-free / Cynthia Leitich Smith -- Old Tsa Tsi / MariJo Moore -- Who stole Oñate's foot? / Michael Lacapa.


Summary Note. Used to describe the scope and contents of the book if not evident in other parts of the record. More complex summary notes can be created for different audiences and may include abstracts, annotations, reviews, etc. This note is most common in children’s literature and media.


Reproduction note. Used to describe photocopies, microform and electronic reproductions. The bibliographic description is based on the original publication, and details of the reproduction are described in field 533.

533:__: |a Photocopy. |b Ann Arbor, Mich. : |c University Microfilms, |d 1981. |e 28 cm.


Language note. Used for notes about the languages of the text. Ofter used in conjunction with field 041 (Language Code) for the coded information on the language(s).

546:__: |a In Catalan and Spanish.

546:__: |a Text in Hebrew and Greek on opposite pages.

546:__: |a In Spanish; summaries in English, Catalan, or Galician.

aml/smh 11/17/2009

Last updated 11/17/2009



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Last updated 11/19/2009