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Work with a 541 or 583 field

Discover how to create, edit, and customize the list of subfields for a 541 or 583 field using guided entry in Connexion client.

Overview

  • Field 541 (Immediate Source of Acquisition Note) and field 583 (Action Note) are used primarily, but not exclusively, for original or historical items or items in archival collections.
  • Field 541 is used for notes about the source of an acquisition (e.g., Code for a person or organization name, address, terms of acquisition, etc.).
  • Field 583 is used for notes about actions surrounding the acquisition (e.g., Code for various preservation activities.).
  • Valid subfields are:
    • For field 541: a, b, c, d, e, f, h, n, o, 3, and 5
    • For field 583: a, b, c, d, e, f, h, i, j, k, l, n, o, u, x, z, 2, 3, 5, and 8
  • Brief descriptions of each subfield are included in the Subfield drop-down list when you open a guided entry window.

Create a 541 or 583 field

To insert a new field 541 or 583:

  1. Follow the general procedure to open a Guided Entry window for the 541 or 583 field.
  2. In the Create 541 [or 583] Field window, follow any or all of these steps:
    • To select indicator 1:
      1. Click a value in the Privacy (Indicator 1) list.
        • Blank - No information provided (default)
        • 0 - Private
        • 1 - Not private
           Note: Indicator 2 should remain blank.
    • To add a subfield:
      1. Select a subfield in the Subfield list and enter the data in the Data text field.
      2. Click Add Subfield or press <Enter>. The subfield and data appear in the list.

       Note: Entering a subfield delimiter using the Enter Diacritics button and a subfield code in the Data text box overrides the subfield selected in the Subfield list.
    • To delete a subfield:
      1. Click to select it and then click Delete.
    • To change a subfield you added:
      1. Double-click it in the list. The client puts the data in the Data field, where you can edit it.
      2. After changing the data, click Replace.
    • To move a subfield:
      1. Click to select it and then click Move Up or Move Down.
  3. (Optional) Click MARC Field Help in the upper right corner of the window to open your default browser to the description of the field (541 or 583, as appropriate) in OCLC Bibliographic Formats and Standards.
  4. (Optional) Enter diacritics and special characters in the data
    1. Click Enter Diacritics to open a window where you can select a diacritic or character, by name or by a graphic picture, from a standard character set adopted by the American Library Association (ALA). See Insert diacritics and special characters for more information.
  5. (Optional) Customize the subfield list
    1. Click the Customize List button (Customize List button) next to the subfield list to open the Customize Short List of Subfields window.
    2. Once you customize the list, click the Plus button (Plus button) or the Minus button (Minus button) to toggle between your customized list and the complete list of subfields. See detailed instructions below.
  6. Click OK to insert the field in the record below the field where the cursor is located, or click Cancel.

Edit a 541 or 583 field

To edit an existing 541 or 583:

  1. Place the cursor in the 541 or 583 field you want to edit, and follow the general procedure to open a Guided Entry window for that field, showing the existing data.
  2. To edit, follow any or all of these steps:
    • To change indicator 1:
      1. Click a value in the Privacy (Indicator 1) list.
        • Blank - No information provided (default)
        • 0 - Private
        • 1 - Not private
           Note: Indicator 2 should remain blank.
    • To add a subfield:
      1. Select a subfield in the Subfield list and enter the data in the Data text box.
      2. Click Add Subfield or press <Enter>. The subfield and data appear in the list.

         Note: Entering a subfield delimiter using the Enter Diacritics button and a subfield code in the Data text box overrides the subfield selected in the Subfield list.

    • To delete a subfield:
      1. Click to select it and then click Delete.
    • To change a subfield you added:
      1. Double-click it in the list. The client puts the data in the Data field, where you can edit it.
      2. After changing the data, click Replace.
    • To move a subfield:
      1. Click to select it and then click Move Up or Move Down.
  3. See steps 3-5 above for more about viewing MARC Field Help, inserting diacritics or special characters, or customizing the list of subfields.
  4. When finished editing a 541 or 583 field, click OK to replace the existing data with the edited data, or click Cancel to keep the existing data.
     Note: If you change the data again in the record itself and then re-open the Guided Entry window for that field, the changes you made in the record are retained in the window.

Customize the list of subfields for 541 and 583 guided entry

Use buttons in a 541 or 583 guided entry window to customize the list of subfields and to switch the display of subfields between your customized list and the complete (default) list.

To delete or rearrange the list of subfields in the Insert [or Edit] 541 [or 583] Field window:

  1. Click the Customize List button (Customize List button) next to the Subfield list.
  2. In the Customize Short List of Subfields window, click the subfield to select it, and then:
    • Click Move Up or Move Down to move the selected subfield up or down.
    • Click Remove to delete the selected subfield from the customized list.
    • Click Restore Defaults to restore the complete list of valid subfields.
    O
    Click Modify to add or remove subfields from a list of all subfields:
    1. In the Modify Short List Items window, click to select or deselect check boxes next to subfields.
    2. Click OK or Cancel to return to the Customize Short List of Subfields window, which now displays only the selected subfields.
  3. When finished, click OK to save your settings or click Cancel.

If you customize the subfield list, you can toggle between the customized list and the complete (default) list:

  • Click the Plus button (Plus button) next to the Subfield list to switch to the complete list of subfields. The Plus button becomes a Minus button (Minus button).
  • Click the Minus button (Minus button) to switch back to your customized list.