[Mcls-print-storage] 583 Preservation note follow up

[Robert Kelly]

At EMU our head cataloger is fine with the proposed entry for the 583 field. We can also go along with the suggested date change as proposed by GVSU. 

Bob 

----- Original Message -----

From: "Barbara J Cockrell" <barbara.cockrell at wmich.edu> 
To: mcls-print-storage at mcls.org 
Sent: Friday, September 21, 2012 4:22:03 PM 
Subject: [Mcls-print-storage] 583 Preservation note follow up 


All, 

Following the MI-SPI meeting I have been discussing the 583 note with our head of cataloging. We also contacted LizAnne Payne, one of the co-authors of the OCLC Print Archives Disclosure Report (2012) https ://docs. google .com/document/pub?id=1iM86_QRG0vBXqlRwezIA2pOANJdIqmlAnSS_t31WgNU#h.mk9cgtg7e10a for additional clarification. The most relevant information is in the figures and Attachment 3 of that document. LizAnne also discussed this in her co-presention with Constance Malpus on Bibliographic Infrastructure for Shared Print Management in the same June ALCTS Webinar series as we did with SCS http ://downloads. alcts . ala .org/ ce /06052012_ ACprecon _shared_collections_bibliographic_slides. pdf (slides 40 & 41in particular). 


Based on these documents and LizAnne ’s e-mail clarification here is what WMU thinks we should put in the 583 retention note: 


583_1 $a committed to retain $d December 31, 2027 $f MI-SPI $u www .link to our MOU 


This is essentially the same combination of fields that was discussed at MI-SPI, a little more fleshed out than CMU ’s example but not overly complex. 


Explanation : 
583 1 public view indicator (for public display) 


$a action term. Committed to retain is shown in $a in the Print Archives Disclosure Report and in Payne’s slide 40 of Bibliographic Infrastructure for Shared Print power point. LizAnne told us “ In the final report and recommendation we settled on "Committed to retain" in the 583 $a. I believe you are correct that the $2 pda should not be included because this is not yet an officially approved term so but the intention is to get "committed to retain" added to the PDA list.” According to the PDA Actions: Terminology document http :// www . loc .gov/ marc /bibliographic/ pda . pdf the closest crrent standardized terminology would be Retained. 


$d action interval. Interpreted to mean the date commitment expires (Payne, Shared Print Management power point and OCLC Print Archives Disclosure Report). Could be expressed YYYYMMDD for consistency with $c and machine readability or December 31, 2027 for easier legibility (see examples in OCLC Print Archives Disclosure Report and PDA Actions: Terminology document http :// www . loc .gov/ marc /bibliographic/ pda . pdf ) 


$f Authorization. Used for Archiving program by Payne and OCLC Print Archives disclosure report figs.1 & 2. MI-SPI 



$u www .link to agreement (see OCLC Print Archives Disclosure Report) 
I'm all for you sharing this suggestion with catalogers and others at your institutions who may want to weigh in. We should certainly think about pros and cons on the date display $d 

Barbara 



Dr Barbara Cockrell, 
Associate Dean for Collections & Technical Services, 
University Libraries, 
Western Michigan University, 
1903, W. Michigan Ave, 
Kalamazoo, MI 49008-5353 
phone 269-387-5143 
fax 269-387-5077 

'University Libraries: a recognized essential partner in enriching and elevating all aspects of scholarship at WMU' 

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