CCM Module 13. Notes

Contents
13.1. Purpose and philosophy of notes used in serial records
13.1.1. Why notes are given in serial records
13.1.2. General aspects and philosophy of notes
13.2. Constructing notes for serial records
13.2.1. Sources
13.2.2. Form and style
13.2.3. Combining notes
13.2.4. Use of designations in notes
13.2.5. Order of notes
13.2.6. Other CONSER conventions
13.3. Frequency notes (fields 310/321)
13.3.1. When to give
13.3.2. Sources of information
13.3.3. Terminology
13.3.4. Designations and former frequencies
13.4. Numbering peculiarities notes (field 515)
13.4.1. When to give
13.4.2. Uses
13.5. Issuing bodies notes (field 550)
13.5.1. When to give
13.5.2. When not to give an issuing bodies note
13.5.3. Form of the note
13.6. Language notes (field 546)
13.6.1. When to give
13.6.2. Form of the note
13.7. Contents notes (field 500)
13.7.1. When to give
13.7.2. Form of the note
13.8. Editors notes (field 500)
13.8.1. When to give
13.8.2. Form of the note
13.9. Other notes
13.9.1. Restrictions on access (field 506)
13.9.2. Audience notes (field 521)
13.9.3. Bibliography notes (field 504)
13.9.4. Library's holdings
13.9.5. Corporate body notes (field 500)
13.9.6. Summary notes (field 520)
Module 13. Notes
Many of the notes commonly given in serial records are discussed in other modules. This module will focus on the general aspects of notes, will take a further look at the most commonly used serial notes, and will discuss notes that are not covered elsewhere. Notes relating to linking relationships (fields 580, 765-787) are covered separately in Module 14.
This module will discuss:
• Why we make notes
• A general philosophy concerning notes
• How notes are constructed for serial records
• How and when to use designations in notes
• LC/CONSER conventions applying to notes
• Specific notes

13.1. Purpose and philosophy of notes used in serial records
13.1.1. Why notes are given in serial records
According to AACR2 1.7A5, notes contain useful, descriptive information that does not fit into other areas of the description. Because serials consist of multiple issues but are described from only one, notes play an important role in conveying the full information regarding the serial. Notes are used to:
• Provide information that is not contained in the body of the entry
• Record changes that subsequent issues
• Provide other types of information that are not appropriate to the body of the entry (e.g., indexing and abstracting coverage, cumulative indexes, linking relationships, etc.)
13.1.2. General aspects and philosophy of notes
a. Most notes are optional
Notes on full level records provide information that is not given in the body of the record or that applies to later issues. For CONSER core level records, the only notes that are mandatory, as applicable, are the source of title note and the description based on note, as well as certain linking fields (780/785). All other notes are optional. In practice, however, many other notes are frequently given in core records as this is the only means by which changes over time can be recorded.
b. Notes should be useful
While it is possible to construct many notes regarding a serial, consider first how important and useful the information will be to others using the record (AACR2 1.7A5). For instance, it might be quite helpful to others to note that a current serial has suspended publication for a period of time; whereas, mentioning numerous numbering peculiarities would be impractical and unnecessary and could be better covered by the check-in record.
c. Notes should be as succinct as possible
The more notes that are given and the longer they are, the more cumbersome a record becomes. To aid the user of the cataloging record, keep notes brief and to the point!
d. Notes are not usually issue-specific
In most cases, notes are constructed for information that applies to more than one issue, usually on a continuing basis. While some information that applies only to one issue may be important enough to warrant a note, this type of very specific information is usually omitted from serial records, or is covered by a general note (e.g., several issues misnumbered).

13.2. Constructing notes for serial records
13.2.1. Sources
Take information given in notes from any source and from any issue (AACR2 1.7A2). In general, do not give notes for information that is relevant only to an earlier or later record. Exceptions are links to earlier/later titles an d cumulative index notes (see Module 17).
Because there are no prescribed sources for notes, brackets are not usually needed. When used, brackets show that information is supplied (e.g., in the "Description based on" note when supplying information that would have been given in brackets in field 362).
500 ## $a Description based on: 1989 [i.e., 1990].
13.2.2. Form and style
Notes are constructed in AACR2 records according to the

Under earlier rules the GPO Style Manual was used.
Chicago Manual of Style (AACR2 0.11). For example, do not begin a note with a date or a number.
a. Form of notes
Examples given in AACR2 and rules 12.7A1 and 1.7A3, point to a preferred style for formal notes, i.e.,
[introductory word(s)]: [information], [dates]
This pattern should be followed in creating notes, when possible, but if the information does not lend itself to this wording, do not force it to fit. Also, when encountering a note composed by another cataloger, do not alter it solely for stylistic reasons.
b. Wording in notes
AACR2 explicitly states that the wording of notes in the examples is not prescriptive (AACR2 0.27). Some notes, however, require certain introductory words, such as "Description based on: ..." In some cases, the MARC 21 format uses indicators to generate display constants, such as "Continued by: ..." or "Other title: ..." Many notes, however, are more informal, with wording left to the cataloger. Avoid using cataloger's jargon. Terms such as "parallel title" or "statement of responsibility" may make perfect sense to you but little to the users of your records.
The terms "Called" and "Called also" (or "Also called") are frequently used in serial records, particularly in relation to numbering. "Called ..." implies that there is one system of numbering and it has changed. "Called also" indicates that an additional system of numbering has been added.
c. Punctuation
End notes with a period unless the field already ends with a hyphen (-) or an angle bracket (>). It is common and good practice to use ISBD prescribed punctuation in notes when the data given corresponds to the data given in the descriptive portions of the record (e.g., notes for publishers) (AACR2 1.7A3). (When giving publishing notes in this form, however, the dates following a comma must be the publication dates and not chronological designations.) According to AACR2 12.7A1, separate an introductory phrase from the text of the note by a colon.
550 ## $a Issued by: [Body A], 1988-1990; [Body B], 1991- {dates are chronological designations}
500 ## $a Published: Boston : G. Brown, Inc., 1980-1985. {dates are publication dates}
Note: The examples in AACR2 show titles followed by a space-slash-space and the statement of responsibility. Since CONSER practice is to cite other works in their catalog entry form (e.g., 1XX/245, 130, etc.), the statement of responsibility is rarely used in notes.
d. Language of notes
Because Canada is a bilingual country, the Library and Archives Canada (LAC) creates French language records as well as English language records when the piece is solely in French or is in French and English. Notes in LAC French language records are given in French.
Notes are given in English (AACR2 1.0E1). Regardless of the language of the text, give supplied words in English. Designations may also be given in English, but names and titles must be given in the language in which they appear (LCRI 12.7B).
13.2.3. Combining notes
AACR2 1.7A5 allows you to combine two or more notes to make one, when appropriate. While this was the practice prior to the creation of MARC records, the specific tag numbers for serial notes make it impossible to combine most notes. In general, combine only the "Description based on" note and the source of title note. (See Module 8 for more detail.)
500 ## $a Description based on: 1988; title from cover.
13.2.4. Use of designations in notes
When the information contained in the note does not apply to all of the issues of the serial, add the chronological designation of the first and last issues to which it does apply (LCRI 12.7A2). By exception, use publication dates in publisher notes when using ISBD punctuation (see above). If the information is present on all issues in hand, do not add a designation.
Example 1: Designation is needed (1988-1992 issues in hand)
245 00 $a [Title] / $c [Body A].
362 0# $a 1988-
550 ## $a Issued by: [Body B], 1989-<1992>
Example 2: Designation not needed (1989 only issue in hand)
500 ## $a At head of title: International examiner.
500 ## $a Description based on: 1989.
730 0# $a International examiner (Seattle, Wash. : 1973)
If the serial is identified by both a numeric and a chronological designation, give only the chronological designation in the note. If there is no chronological designation, give the numeric designation in the note. To make the note as succinct as possible, condense the chronological designation by eliminating unnecessary elements (LCRI 12.7A2).
362 0# $a July 1, 1987 to June 30, 1988-
550 ## $a Issued by: [Body], 1988/1989-
or July 1, 1988/June 30, 1989-, or 1988/89-
When the exact beginning/ending designation is not known, record in angle brackets the designation of the earliest/latest available issue. Give inclusive designations, when appropriate, to show the span of issues in hand.
515 ## $a Vols. for 1988-<1991> issued in parts.
500 ## $a At head of title, 1989-<1990>: International report.
550 ## $a Issued by: [body],
13.2.5. Order of notes
While AACR2 prescribes an order in which notes are to be given in the record, CONSER policy is to input notes in

An exception is made for field 533 (Reproduction note) which is given as the last 5XX field in a record for a reproduction.
5XX tag order. This is a matter of expediency and a recognition that not all notes could be printed or displayed in strict AACR2 order. In display programs, notes may also be displayed generated from fields such as 022, 222, 246, 310, 321, 362, and the 765-787 linking fields, as well as the 5XX note fields. If there are multiple notes with the same tag, specifically those tagged 500, follow the order prescribed by AACR2. Input the "Description based on" note and/or the “Latest issue consulted” note as the last 500 note, even when the DBO is combined with the Source of title note (which is one of the first notes prescribed by AACR2).
13.2.6. Other CONSER conventions
a. Quoted notes
This is a change in CONSER practice to allow for more cataloger’s judgment.
Quoted notes are most frequently given in fields 500
This is a change in CONSER practice to allow for more cataloger’s judgment.
and 521 (see CCM 13.9.). Quoted notes may be used for other title information that is not given in field 245 (see Module 6).
b. Citations
According to AACR2 1.7A3, cite the source of a quoted note if it is taken from a source other than the chief source of the item. Also give a citation when taking information from a source other than the serial.