Electronic Gift Plates

Scope:  This document explains how metadata in catalog records is used to generate an electronic gift plate, including an Adopt-a-Book plate, in the the library catalog. 

Contact:  Natalie Sommerville

Unit: Resource Description

Date last reviewed: 05/30/2022

Date of next review: 06/30/2022

Electronic gift plates in the public catalog are generated from local fields, 796 or 797. These fields are usually generated from information in the order record. For example, certain fund codes generate gift plates for every title ordered from that fund.  

In general, the required information is added prior to cataloging. The instructions below are for catalogers working outside of the automated process who may need to add it manually, and for general information.  Adopt-a-Book electronic gift plates are always added manually and Conservation Services provides the wording to be used in $$z public note.

1. How to add gift plates manually

Pull up the record for the title you are working on.  
Click on overview and click on cataloging. 
With your cursor in the bib record  do the following: 
• Press F6 to create a new field.  Enter 796 13  Gilbert, Kermit C.[ last name, first name]
• Press F7 and  make a subfield e.  Enter donor.
• Press F7 and make a subfield x.  Enter Gift of
• Press F7 and enter plate phrase : EX: [From the Kermit C. Gilbert Classical Record Collection]

When you are done, the note should look like this for a personal name:

796 13 $$a  Gilbert, Kermit C. 
$$e donor. 
$$x Gift of
$$z From the Kermit C. Gilbert Classical Record Collection

or

796 13
$$aCurry, Jim
$$edonor.
$$xGift of
$$zThe conservation of Rubenstein Library’s c.2 was funded by Jim Curry in honor of Ann Q. Curry (1965) through the Duke University Libraries Adopt-a-Book Program.

For a corporate entry also use the 796 field:

796 13 $$a Glaxo
$$e donor.
$$x Gift of
$$z Gift of The Glaxo Wellcome Endowment Fund for African American

Variations in the subfield z:

• “From the”,
• ”Gift of”, 
• ”Estate of”, 
• “In Memory of”, or
• ”In honor of”

The note will show up in the OPAC the next day.

There is a macro for creating the 796 field Ctrl+G (in macro folder)

2. Automated e-plates for gift books

For orders that are encumbered with a budget type GIFT, the program creates a plate when it identifies a ‘Library Note’ on the order record where the ‘Library Note’ starts with:
• “From the”,
• ”Gift of”, 
• ”Estate of”, 
• “In Memory of”, or
• ”In honor of”

 The program will generate a 796/7 with the $$x Gift of’ and the ‘Library Note’ in the $$z

Further information on subfield content:

$a is name on fund
$c is corporate name
$e is donor
$p is personal name
$x is bookplate to use
$z is the public note that displays as the text of the gift plate