100 and 110 Fields (main entry/creator of records; NR)
100 – personal name of individual or family; Subfield codes oft used – subfield a, and d
110 – corporate body (indicator 1 used for things like governments, for all other cases use 2); Subfield a and b
WATCH THE PUNCTUATION
245 Field (title statement; NR)
Indicators – 0 for added entry, 1 for added entry; second indicator for nonfiling characters, usually 0 for archives
Subfield codes often used – a, f and g; k is for forms
300 Field (physical description, R)
Indicators are undefined
Subfield codes of used – a, b, f and g
351 Field (Organization and arrangement of materials, R)
Subfield codes often used – a and b
$3 – material specified; this is ONLY for X, like “diaries and notebooks”
520 Field (Summary, abstract, etc; R)
Indicators very important!
Subfield codes often used – a, sometimes b (sometimes systems display short versions, and long versions); $3
Essentially a copy and paste from finding aid
545 Field (Biographical or historical Data, R)
Indicators – usually choose 0 or 1, second is undefined
Subfield codes often used – a and b
5XX
506 – restrictions on access; required in archives
524 – Preferred citation for described materials; for optimal record
535 – location of originals/duplicates
540 – terms governing use and reproduction aka copyright note
541 – immediate source of acquisition (always use)
561 – for the elaborate history of ownership
544 – location of other archival materials; related collections to collection at hand; associated materials are other materials Ided in a note that has the same provenace but reside in different reposityr; related materials have different provenance and reside in your repository
546 – Language note; use when lang is other than english
555 – Note making a pointer to more extensive finding aid
583 – Action note; record actions in area of preservation or appraisel or status of preservation of material; standardized terminology
7XX (Added entries, R)
700 and 710 mostly; Similar to 100 and 110 fields
852 – Location (r)
Required even for minimum records
First indicator – should probably use 4 (number assigned to collection is here)
Second indicator – should be # usually
Subfield codes often used – a, e, j
Don't pay attention to classification schemas, as we don't use them in archival collections
Organization code source list
Leader and 008 Field
Leader is a fixed field with fixed number of characters; NR; no indicators or subfield codes
06 – choose p unless you have specific formats
07 – choose c for collections
08 – choose a for archival
09 – choose # for MARC
10 – choose 2
11 – choose 2
12-16 – don't worry about bc system generates it for us
17 – encoding level; usually put # for full level
18 – choose AACR2 (a) because of the derivation of them
19 - use # bc not worried about it
20-23 – tell you exactly what to put there: 4, 5, 0, 0
008 field – control field; fixed legnth data element; there are 39 defined character position; character position 18-34 jump to mixed materials position
