Element Name



A “catch-all” field for additional information that cannot be entered in other elements.

Where Can the Note Information be Found?

For any item type, information that goes into the note field can come from any part of the item including:

  • the cover
  • the title page
  • table of contents
  • handwritten notes on pages or images
  • examining or reading the text of the item (e.g. inconsistent page numbers)
  • supplementary or accompanying information

How Note Works in the Metadata Form

1. Note type – drop-down menu
2. Note – text field
Yes - clicking ‘Add’ repeats all field parts; there should only be two note fields (one for display content and one for non-displaying content)

How Should the Note be Filled in?

General (Display) Note

Guideline Example
  • Include any important information about the item that does not fit in other fields
The original contains a silk fiber sample.
  • Put information in quotations when it is taken directly from the source
"Issued May 11, 1918."
  • Include Roman numerals from the title
"Vol. IV."
  • Include notes about non-standard or inconsistent page numbers, missing pages, or other oddities
The original document is missing pages 15 and 16.
  • It might be useful to include background information that relates to the item but is not directly important enough to be put in the content description
The chautauqua movement was a "popular U.S. movement in adult education that flourished during the late 19th and early 20th centuries....At first entirely religious in nature, the program was gradually broadened to include general education, recreation, and popular entertainment" - from Encyclopedia Britannica.

Metadata (Non-Displaying) Note

  • Metadata notes are not visible to the public, but are used for any information important to internal maintenance of records or relevant to the original items
Guideline Example

This may be an appropriate place to include notes about:

  • decisions to include (or not include) particular information
  • preservation information about the physical items
  • donor or provenance information
  • administrative or digitization information
Shortened title was chosen for official title to facilitate discovery

Other Examples

Display Notes

  • A related image is available in the Portal at 4.0084c.
  • Earlier images of this site are available in Mr. Goin’s collection at 4.0123a and 6.0018b.
  • Distributed to some depository libraries in microfiche.
  • At head of title: Committee print.
  • Does not show western Texas beyond 7 miles west of San Antonio.
  • Purchased with funds provided by the Friends of the UNT Libraries.
  • “HR-2555”
  • Digitization completed by Digital Daring Inc. under contract to the University of North Texas Libraries.
  • Performed in Hebrew with English subtitles.
  • “Volume II.”
  • Pages numbered consecutively though each volume.
  • Earlier volumes of this journal (Volume 1, Number 1 through Volume 27, Number 1) were published under the title ‘Chemical Literature’.

Non-Displaying Notes

  • There was accompanying information not included in the record because it did not appear to match the item.
  • Name of person was spelled multiple ways in the source information so the most common spelling was used.


More Guidelines:

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