2. Cataloging, General

Descriptive Cataloging


A/AN/THE: If a 245$a begins with A, AN, or THE, followed by a space, and A, AN, or THE is not an initial article (i.e the 245 2nd indicator is 0), an additional 246 field must be created in the Sierra bibliographic record, repeating the contents of 245$a, including A, AN or THE.


245 10 A bord de la flotte

246 33 A bord de la flotte

The additional 246 is necessary in the Sierra record, because, when indexing 245$a, Sierra skips A, AN, or THE, no matter what the second indicator value is in the 245 field. The system simply "assumes" that the A, AN, or THE is an English initial article. As a result, a search for a title such as "A bord de la flotte," will not retrieve any results, even if that title is in the catalog. This title, as indexed by Sierra is converted to "Bord de la flotte." Indexing of 246$a, on the other hand, does not strip out A, AN, or THE, so "A bord de la flotte" will be indexed as originally transcribed by the cataloger.

Local Notes

Public Notes

500 - Local Note

Field 500 will be used for local notes with the addition of $5 containing the MARC Organization Code for the institution applying the note. 590s will no longer be used in Arcade. MARC Organization Codes for the NYARC libraries are:

Brooklyn Museum: NBB



Terminal punctuation should be included in the subfield immediately preceding $5.

Subfield $3 will also be applied for use as a label in the OPAC. Labels for the NYARC libraries are:




Example: 500 |3 MoMA: |a Library has copy 26/100, signed by the artist. |5 NNMoMA

It is acceptable for institutions to add local notes in uppercase letters if desired.

During the record merging, the decision was made to retain all 500 fields from merged records to prevent data loss. However, this also results in duplicative notes being added to records. To minimize the number of duplicative notes displaying in Arcade, while also preserving valuable notes and retaining access points, general 500 notes from records that are being merged into a base record, will be coded as 598. The 598 is indexed in the keyword index to facilitate retrieval. This method allows us to retain all the data, but suppress the 598 from display. An ongoing project to cleanup the 598s will be undertaken individually by the NYARC libraries. The general practice will be for catalogers to address any 598 issues they discover in their routine work in the database.

590 - Local Photoarchive Public Note

Internal Notes

980 - Local Notes About Changes (FARL Photoarchive)

981 - Inventory of American Paintings reference numbers (FARL Photoarchive)

982 - Digital files exported to (FARL Photoarchive)

Local Information

Project Codes: To support ongoing local practices, project codes are used in two different fields. MoMA uses 852 $x with their MARC organization code in the $a and the Frick and Brooklyn use 906 with a $3 as the first element with their library label Frick: or Brooklyn:.

Cataloger’s initials: Cataloger’s initials are recorded in 852 $x. The entry of those initials varies from institution to institution, but should be consistent within each institution to facilitate reporting.

Source of Acquisition/Credit/Fund: To support ongoing local practices, codes are used in three different fields. MoMA and Brooklyn will use the 541 field with $3 to indicate the institution and Frick uses the 903 (Fund) and 904 (Donor). Each 903 and 904 will be preceded by $3 Frick:.

Series Statements and Series Tracings

In order to remain consistent in the consortial goal of protecting data of the individual component libraries, cataloging in Arcade will always trace series or provide improved access through tracing differently.

While the NYARC standard for cataloging only requires an OCLC Minimal Level record, full level cataloging, which does accommodate series statements and tracings, is the recommended practice: “While it is recommended that material receive OCLC’s full-level or core-level cataloging, it is recognized that constraints exist that do not always make this possible.”—1.2 (above)

LTI, our authority control vendor, copies 440 to 490 and adds 830 and then tries to match the series heading to an authorized version.

Auction Catalogs

The NYARC libraries adhere to SCIPIO practices and contribute auction catalog records to the SCIPIO database. The following outlines the practice for auction catalogs:

A 033 field with date of sale in yyyy/mm/dd format is included in all auction catalog records.

Auction catalogs are not classified using the Library of Congress classification system. Brooklyn auction catalogs do not receive a call number; the Frick call number will be date of sale; and the MoMA call number will be of the form: Sotheby’s (London ) Sale LN8393.

655 _7 Auction catalogs. $2 aat will be added to all auction catalog records.

Use of 653 Index Term–Uncontrolled for consignor name (personal or corporate)

Auction catalog records in Arcade may contain 653s. Brooklyn has only been cataloging in SCIPIO since 2003, and has systematically converted any 653s in copy to 600s/610s. Going forward, Arcade libraries are free to change each 653 into a 600 or 610, using LC headings when they exist (e.g. 653 Estate of Lew Zealand becomes 600 10 Zealand, Lew). When the 653 contains a noble title, and a specific individual cannot be identified, e.g. “Duchess of Kircaldy,” the 653 will not be changed.

Continuing Resources

Successive vs. Latest Entry Cataloging

Although there is legacy data in Arcade using latest entry cataloging for serials, all future cataloging serial cataloging will follow the CONSER standard of successive entry form. Whenever possible, latest entry records will be split to confirm with successive entry practice.

Holdings Statements (LIBRARY HAS Statements)

The NYARC institutions follow the current national standard for creating holdings statements: ANSI/NISO Z39.71-2006. Holdings Statements for Bibliographic Items. Holdings statements must be recorded at a minimal of Level 3 (summary level), with the option for individual libraries to elect to record their holdings at the more detailed Level 4 (detailed level).

Due to the evolution of holdings statement standards at the national level and practice at the local level over the years, there will be a degree of inconsistency in the holdings statements found in Arcade. In adopting a minimum of Level 3 holdings statements, it is our goal to promote consistency in our practice moving forward and present users with a clear, easily understood, statement of each library’s holdings.

    • Holdings statements are entered in the Sierra MFHD record in either an 866 or as 85x/86x pairs. Local holdings statements are not entered in the bibliographic record.

    • Holdings are compressed: “A compressed statement records the first and last parts of a range of units when the institution holds all the units in that range.” (ANSI p. 23)

    • NYARC institutions choose to display enumeration and chronology data separately, with captions repeated (e.g. v.1-v.5(1989-1993)).

    • Captions are not translated from the original language.

    • When Level 3 statements are recorded, a public note should be included when issues are known to be missing on the second level of enumeration and it is unclear from the statement. (e.g. $z Some issues missing)

Please note: Item enumeration and chronology also follows the ANSI/NISO z39.71 standard.

Websites & Electronic Resources

The NYARC libraries have adopted a multiple record approach for titles in different formats. Cataloging in each format will follow current versions of RDA and OCLC Bibliographic Formats and Standards. For electronic resources, CONSER’s Aggregator Neutral approach will be used.

Bibliographic records are created for freely available online resources in NYARC library subject areas, electronic journals (free and purchased), and all subscription resources. Cataloging electronic resources: OCLC-MARC coding guidelines should be consulted for guidance when cataloging e-resources. Also see Multiple Records for Electronic Journals for a summary of the relationships between types of e-journal records in Arcade.

Bib Location: Assign the location "ne" (Free E-Resource) to bibliographic records for freely available online resources. For subscription-based e-resources, add the bib locations of "be", "fme" or "me" as appropriate.

Material Type: Use the appropriate material type code for the item being cataloged. Material Type icons are used in the OPAC to facilitate identification of resources.

506: Additionally, when one or multiple institutions subscribe to a licensed electronic resource the 506 should clearly designate which library has access to the title. In order to make this note more visible to users, uppercase letters should be used.

For example:




856: When URLs are added to 856 fields, |z will be used to display a label for the URL. In Arcade links are preceded by “Connect to:” and the label following (coming from the 856 |3 or |z) should be instructive to the user.

Please note: the html code target=”_blank” should not be used in the 856 fields in Sierra. The system does not interpret this code correctly, resulting in the link not resolving properly.

  • Subscription databases: Insert the name of the resource as the 856 |z.

Example: 856 40 |u http://www.artstor.org |z ARTstor [This appears as Connect to: Artstor in Arcade.]

    • Free resources: The free resource record should contain two URLs - one for the current site and one for the archived site - as shown in this example: http://arcade.nyarc.org/record=b1213785~S16. If the site isn't archived in the Wayback Machine, do not add the second 856.

1. Use "Live site" in the 856 |z.

Example: 856 40 |u http://mortonsubastas.com |z Live site

2. Add a second 856 |u and |z for the archived version of the site. The NYARC web archive collection link or Wayback Machine link should be included in the OCLC Master Record, and not just the local Sierra copy of the record.

If the site is part of NYARC's web archive collection, insert an 856 field containing the URL to the NYARC capture.

Example: 856 40 |u https://wayback.archive-it.org/4847/*/http://www.davidfindlayjr.com |z Archived site

If the site is not part of NYARC's web archive collection, check the Wayback Machine for an archived version of the URL. If found, insert an 856 field containing that URL.

Example: 856 40 |u http://web.archive.org/web/20100315000000*/http://mortonsubastas.com |z Archived site

  • Digital copy: For digitized items from our collections, use "Digital copy" in the 856 |z.

Example: 856 40 |u https://archive.org/details/bml-SCR_N362_N14 |z Digital copy

Web Archives: If cataloging websites as part of NYARC's web archiving program, please consult the Metadata Application Profile for specific instructions.

Order Record: E-resource bibliographic records do not have attached items in Arcade. If no real order record is used for a subscription-based e-resource, libraries must create a “dummy” order record to ensure that their bibliographic location is not dropped from the record during the overnight link maintenance. Order records are not necessary for free e-resources.

906: When cataloging free web resources, assign a 906 with the appropriate local subject heading below. This enables the website to be found under the Free Resources section in Arcade: http://arcade.nyarc.org/search~S1/y

All headings must be have the Free Resources: prefix.

Ex: 906 _ _ Free Resources: Reference

19th Century Art

Architecture & Design


Article Citations

Arts & Humanities (General)









Islamic Art & Middle East Studies

Medieval Art

Post-War Art

Provenance Research


Renaissance Art

OCLC/WorldCat Holdings: Freely available web resources are cataloged with each institution's OCLC Agent Authorization and holdings are attached for all NYARC institutions. The procedure to add all holdings at once is to add a 951 field and $l (el) containing each library's OCLC symbol in Connexion as follows:

951 _ _ $l brz $l fxm $l mmx

ERM Resource Records: All subscription-based e-resources are managed through the ERM (electronic resources management) system.

1. Do you have a new subscription-based e-journal title to add? Please use the ERM – E-journal/Database Submission Form

Please contact Sara Holladay with any questions.