Free Text Fields
Free text Item fields used for current cataloguing
The fields listed are used in current cataloguing practice.
Additionally Inventory procedures use the free text fields: for Printed Rare Materials (EPBs) for Visual & Cultural Collections for AV material
BARCODE b (mandatory for modern books)
Should only contain a unique barcode number added to the physical item (or container), i.e.:
Non standard uses:
Legacy records may include a number string preceded by X. In these cases, update by adding a barcode to the physical item and recording the barcode number in the Barcode field.
records for Visual material may use this field to record location data, the same data may be present in the current location field - this is being dealt with & updated by the Collections Care team
To purchase new barcodes follow these guidelines on SharePoint
SHELFMARK c (mandatory, non-repeatable)
A shelfmark helps to locate and arrange/organise an individual item, and should be used in addition to the current location to help identify and retrieve it.
In closed stores, there are a variety of different shelfmark sequences and the most common are numbered preceded with a letter, e.g.
Lists of running number sequences can be found on SharePoint
On the open shelves, each collection has its own sequence:
Journals are organised in alphabetical order by the title, the first 3 letters of the title are used for the shelfmark, e.g. The Lancet:
/LANMedical Collection uses National Library of Medicine classification, and a shelfmark is derived from that, e.g.
WC456 2024C65tHistory of Medicine uses an Barnard classification, and a shelfmark is derived from that, e.g TW.AK
Early printed book shelfmarks are also used as unique reference numbers.
For new shelfmarks, choose the sequence based on the size of the book:
Sequence
Format/Size
EPB/A/
12mo/<20 cm
EPB/B/
8vo/<28 cm
EPB/C/
4to/<33 cm
EPB/D/
Folio/<47 cm
EPB/F/
Oversize folio>48cm
EPB/INC/
Various
EPB/P/
Various (inc. oversize)
EPB/T/
Various (inc. oversize)
EPH
Single sheet/broadsheet
Take the number from the running list on SharePoint.
For Visual material the shelfmark is used to record the unique identifier, currently the i number.
Shelfmarks are often historical (like BMA or RSM) and have specific letters that tell you about the format of the AV
Video/film
RSM265 = cinefilm from Royal Society of Medicine Collection (part of BMA collection)
BMA952 = cinefilm from BMA collection
RSMS265 or BMAS952 etc. = digibeta
646D, RSMD265 or BMAD952 = DVD
645V = video
Sound
645A = cassette
Historic/incorrectly formatted shelfmark fields have 0s as indicators. Do not include them, if in doubt > insert.
Current Location k (mandatory for listed formats, non-repeatable)
The Standardised Location Hierarchy can be found here.
The elements of the hierarchy are: Building;Room;Furniture;Aisle;Bay;Shelf
Add new locations using the hierarchical syntax:
Old locations look more like this:
Current Location D13.13 or D13.14
Current Location S6.8L (box A1/2)
NOTE: existing visual material records may have location information in the Barcode field which is duplicated in the Current Location field.
Items on display in/around Wellcome might look like:
Current Location Location: 183 Euston Road: 2 Second Floor: Reading Room (2.40)
All inventoried ephemera now include the hierarchical location in this field:
All inventoried A/V now includes the hierarchical location in this field. Include in all newly catalogued items:
Deepstore barcodes can also be found in 509 Retrieval staff note
Should be paired with IMESSAGE = e Off-site (and a Display Note)
Former Location t
If you update or add a Current Location field, move the contents to this field.
Note: legacy records might not yet have the location in Barcode duplicated in Current Location.
Note: no Current Location field, as the shelfmark (and LOCATION code) is used instead.
VOLUME v (non-repeatable)
Use this field to record volume information for single volumes or multipart volumes/works. It provides clarity for the front-end user.
Can be used for any relevant material, including books, itemised journals, pamphlets, zines and visual.
Standard volumes: prefer to not abbreviate e.g. Volume 1, but Vol. 1 is fine. Retain the original language and abbreviation if relevant, e.g. Bd. or Jrg.
Annual reports (itemised): put the year the report covers in this field
Other material (visual, zines etc.): use to provide additional information to help identify an item if/when useful to the user e.g.
NOTE (GENERAL) x (repeatable)
Not visible to the public (use Display Note for this purpose).
Used by cataloguer as a non-MARC field to record any item specific information that may be useful (but cannot be recorded elsewhere).
Used by the Inventory as MARC fields to record macro-generated notes specific to inventory i.e.:
ACCESSION # y
Primarily used in EPBs, ephemera and visual material legacy records. New data in this field generated by Inventory.
For new cataloguing prefer recording this information in 541
PHYSICAL CONDITION g (non-repeatable)
Used by Inventory/Conservation to record physical condition of item in a rating code 1-5 (A-E).
Display Note n
Visible to the public. Use Note (General) for private/staff notes.
The Display Note changes depending on the access status of the item. See Managing Access section of Sensitivity and access procedures for more details, particularly 3.1.5 Sierra fields.
See Access Conditions for the list of available statements to use (some scenarios have hardcoded text mapped to the Display Note data element for consistent end-user experience).
ACCESSION DATE h
Primarily used in EPBs, ephemera and visual material legacy records as order record unlikely to exist.
For new cataloguing prefer recording this information in 541
SUPPLIER/DONOR d
Primarily used in EPBs, ephemera and visual material legacy records as order record unlikely to exist.
For new cataloguing prefer recording this information in 541
PRICE p
Primarily used in EPBs, ephemera and visual material legacy records as order record unlikely to exist.
For new cataloguing prefer recording this information in 541
SHEET SIZE q
Used in Visual Material legacy records for sheet size, mount and frame dimensions.
For new cataloguing record in Bib record 300 |c
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