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Local Holdings Maintenance – Connexion – Manual Procedure

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  1. Search for the serial title or bib-number in Sierra & , and then verify it is the correct record by double checking the bib-number, closed Closed status in the Holdings note field, etc.

  2. Copy the OCLC number to do search (later) in OCLC

  3. Display the Holdings record in Sierra

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  • Either #, *, or no: will work as a prefix to search in the Command Line Search

    • #111111111#111111111

    • *111111111

    • no:111111111

    • or use the menu

2. Tools; Launch Local Holdings Maintenance

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4. If you have several LHRs to do, subsequent searches can be run directly in OCLC Browser without going back to the Client: ; again searching by OCLC number.

  • If there is no Local Holdings Record in OCLC, the bibliographic record will be displayed instead…

    • In that case, go to Create holdings record to OCLC, see further down in this guide.

    • If there is a Local Holdings Record in OCLC, just go continue on to Edit holdings record in OCLC, below.

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  1. In OCLC Browser: View; Display Local Holdings

    1. Or, if two OCLC Holdings Records, choose the one that we have cancelled (usually our LC collection):

      • Image RemovedImage Added

    2. Make sure Edit is set to: Editing local holdings record; if it isn’t, click on the Edit dropdown menu; select Editing local holdings record, or make sure you are using the correct OCLC authorization.

  2. Fixed fields editing: click on the + symbol to the left of the field (which will expand the field)

    • A lot of our LHR will have obsolete/old formatting: we can update the fixed fields and 007 and reformat the 866 fields to 853/863 (Optional) or we can just update the minimum (Required, unless you wish to update to 853/863) as outlined here.

      1. To edit/update fixed fields, click on the + symbol to the left of the field (which will expand the field)

        • To close fixed fields: Apply or if opened by mistake: Cancel

  3. Fix 007 field codes - Strongly suggested

    • For a print journal

      • Category: z to t (text) for a Print Journal

      • Material Designation: u to a (print)

    • For a journal on microfilm reels:

      • Category: h

      • Material Designation: d

    • Image RemovedImage Added

  4. Mandatory: Change 008 field’s Receipt or acquisition code from 4 to 5 - Not currently received:

  5. Image RemovedImage Added

    Optional: change 866 to 853/863, using the open Holdings Record for the journal in Sierra as a guide; then change Summary from the textual summary (delete the old 866 field) matching the old 866 to this phrase: Local Holdings Available

    1. To add new fields, click on Functions; Add Single Fields or Add Multiple Fields.

    2. However, if not updating to 853/863, then it is Required to update the text version in field 866 to current holdings as best as possible based on what is listed in Sierra’s holdings record/and or item records (and it may be easier to simply update to the LHR the current 853/863 standard).

  6. Edit; Validate record:

    • If problems come up; edit them; then Validate again.

  7. Action; Replace record; click Yes when asked if you are sure about Replacing the record.

    • A saved LHR will reformat into something like this:

      • Nice.

Create holdings record in OCLC

  1. In OCLC Browser: Action; Create Local Holdings

  2. Edit: Apply constant data from list

    • or create from scratch, as below:

    • Enter data:

      • To add new fields, click on Functions; Add Single Fields or Add Multiple Fields

      • To edit/update fixed fields, click on the + symbol to the left of the field (

    which will

      • to expand the field)

      • To close fixed fields: Apply or if opened by mistake: Cancel

      • Leader: if creating from scratch, Change Encoding level from u (Unknown) to 3 (Level 3):

    • Image Modified

      008 field.

      • Check or Change Receipt or Acquisition: 4 (currently received) or 5 (if not currently received):

      • Image Modified

      • Fix 007 field codes:

        • Category: z to t (text)

        • Material Designation: u to a (print)

        • Or, if monograph: x (single part item) - rare, haven’t needed to use this yet

          Image Modified

c. Add 853/863 fields, using our Sierra holdings record as a guide; leave Summary as: Local Holdings Available

  1. Edit; Validate record

  2. Action; Add record

Sample created LHRExample of created Local Holdings Record:

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Delete holdings record in OCLC

  1. View: Display local holdings

  2. Action: Delete local holdings

Create local holdings constant data in OCLC

Search: OCLC: LH constant data

Create options: LH constant data

Enter fields

Action: Save constant data record

Constant data name: [enter name]

Counting holdings

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1. American libraries - #00854299 – LHM holdings record on OCLC

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(at bottom of example):

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2. Sunstone - #2401028 – two LH Records in OCLC

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4. Human-wildlife interactions monograph - #647997167 – new – no holdings

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For much fuller OCLC LH Record training, see the OCLC training modules here:

https://help.oclc.org/Metadata_Services/Local_Holdings_Maintenance/Training