[DCRM-L] Adding local copy information to an OCLC master record

[Shiner, Elaine P.]

P.S.  Of course, I realize that, in the latter case, another cataloger might take a cursory look at my record, and delete my cataloging-supporting local note as merely a local note lacking a $$5!  So perhaps it is a dilemma.  We have to rely on other catalogers to recognize when a note belongs in a record.

Elaine

From: dcrm-l-bounces at lib.byu.edu [mailto:dcrm-l-bounces at lib.byu.edu] On Behalf Of Shiner, Elaine P.
Sent: Friday, October 28, 2016 5:23 PM
To: DCRM Users' Group
Subject: Re: [DCRM-L] Adding local copy information to an OCLC master record

Since OCLC allows them, I don’t take local notes out of OCLC master records as long as they’re properly labelled.  (If they lack a $$5, then I have no mercy.) I don’t really like having them there, but as long a libraries have no other way to make their local notes universally available, catalogers will add some to the master records. I agree that, until a better solution comes along, we should be judicious about using them.

I never add a subfield $$5 to a 500 note containing local information that supports my cataloging.  (For instance, if I’m using in information not printed on the title-page, but written in, in my copy, in a contemporary hand). I don’t thing $$5 is at all appropriate in that case.  Most libraries importing the record will strip out all the local notes, and the receiving library won’t know where you got your information.  Also, OCLC may, indeed, decide to strip all master records of local notes someday (when we can no longer see the forest for the trees). So please, don’t add a $$5 to a local note if it supports your cataloging or in of general interest for some other reason.

Elaine

From: dcrm-l-bounces at lib.byu.edu<mailto:dcrm-l-bounces at lib.byu.edu> [mailto:dcrm-l-bounces at lib.byu.edu] On Behalf Of Noble, Richard
Sent: Thursday, October 27, 2016 3:13 PM
To: DCRM Users' Group
Subject: Re: [DCRM-L] Adding local copy information to an OCLC master record

Ah. Well found, that passage, though this is a case where permissiveness really needs to be tempered by the included cautionary note: "Consider the usefulness of the information in accessing and identifying the item versus the likelihood that the record will be used in copy-cataloging or found by others who will not need your copy- or institution-specific notes and added entries."

One mental test might be, "Would it be worth separately cataloging those annotations as a manuscript?" Just as one might do with, say, a copy of a Robert Frost edition with an author inscription including the whole text of a poem (something he did a lot). If the answer is yes, do that; if not, depend on the local record alone as the means of access.

All the more reason to mourn the demise of IRs, by which such potentially useful information could be found in a single search.

RICHARD NOBLE :: RARE MATERIALS CATALOGUER :: JOHN HAY LIBRARY
BROWN UNIVERSITY  ::  PROVIDENCE, R.I. 02912  ::  401-863-1187
<Richard_Noble at Br<mailto:RICHARD_NOBLE at BROWN.EDU>own.edu<https://urldefense.proofpoint.com/v2/url?u=http-3A__own.edu&d=CwMFaQ&c=WO-RGvefibhHBZq3fL85hQ&r=z7NicJkNYFkVLEcQmeSRBA7uLawvKWXubuodzMMWnVw&m=Jsp0SxXKthnOMHyGiM2tuSxJYMrMru48Z4oQy6U8ys0&s=4BfrMuK_OKkd6SoEZUvt1AHKYTeVTszS3vGPp8q87Bk&e=>>

On Thu, Oct 27, 2016 at 2:30 PM, Elaine Hooker <elaine.hooker at wheaton.edu<mailto:elaine.hooker at wheaton.edu>> wrote:
According to OCLC’s bib formats and standards, copy specific information can be added to the master record for rare and special collections materials.

https://www.oclc.org/bibformats/en/specialcataloging.html#CHDICBGF<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.oclc.org_bibformats_en_specialcataloging.html-23CHDICBGF&d=CwMFaQ&c=WO-RGvefibhHBZq3fL85hQ&r=z7NicJkNYFkVLEcQmeSRBA7uLawvKWXubuodzMMWnVw&m=Jsp0SxXKthnOMHyGiM2tuSxJYMrMru48Z4oQy6U8ys0&s=jp_auZLezu9pUuW_uJUH_qXjYsL4vEMYVzhg9Q1RXfE&e=>

I tend to add such information to OCLC using a subfield 5 only when the information is of broad research value rather than local interest only. For example, a book that we own with annotations by a former owner that researchers would want to come to our specific institution to study.

Elaine Powell Hooker
Catalog Librarian
Marion E. Wade Center
Wheaton College
630/752-7215<tel:630%2F752-7215>
elaine.hooker at wheaton.edu<mailto:elaine.hooker at wheaton.edu>


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