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Local Holdings Maintenance – Connexion – Manual Procedure

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For serial tiles that we have closed (cancelled), we may need to update or create an OCLC Local Holdings Maintenance Record (LHR). If we are already in the bibliographic record in on the OCLC Connexion Client, it is fairly easy to open the OCLC Browser to do so (however, the user will need to have the authorization to make changes in LHRs, or create one).

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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 status in the Holdings note field, etc.

2. Copy the bibliographic record’s 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

  • no:111111111

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.(click on Search and use one of the OCLC number prefixes as above)

• If there is no Local Holdings Record in OCLC, the bibliographic record will be displayed instead…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, continue on to Edit holdings record in OCLC, below.

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1. In OCLC Browser: View; Display Local Holdings

   1. If there is no Local Holdings Record its Bibliographic Record will be displayed instead. In that case, go to Create Holdings Record in OCLC, below.

   2. If more than one OCLC Holdings Record is listed, check each one for needed edits. The call number will be visible in the list under the Data column as shown below:

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        Once the LH Record is open, 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.

      • A lot of our LHR will have the old 866 fields formatting:

        • we can update the fixed fields and 007 and reformat the 866 fields to 853/863 as shown below

        • or we can just edit the volumes/dates in the 866 to match what we now own.

        • just so long as the LHR shows our correct holdings.

2. Fixed fields editing:

   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

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   2. Fix 007 field codes - Strongly suggested - many will have unhelpful z and u (Unspecified) codes:

      • For a print journal

        • Category: t (text) for a Print Journal

        • Material Designation: a (print)

      • For a journal on microfilm reels:

        • Category: h

        • Material Designation: d

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

3. 

   Variable Fields Editing:

   1. Edit the holdings in the LHR to match the volumes/years held in our Sierra Holdings Record.

   2. Optional: change 866 field to 853/863 fields, using the open Sierra Holdings Record as a guide; then change the Summary field at the top, to this phrase: Local Holdings Available - then delete the old 866 field.

   3. Or, edit the 866 field text version to current holdings as best as possible based on Sierra’s holdings record/and or item records.

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