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Local Holdings Maintenance – Connexion – Manual Procedure

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Find the serial holdings record in Sierra

  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:

Sample:

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4. If the 035 field is missing in Sierra’s Holdings Record, go ahead and add it with the (OCoLC) prefix:

Example:

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Locate record in OCLC Connexion Client

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

    • #111111111

    • *111111111

    • no:111111111

2. Make sure bib record is for the correct title; then: Tools; Launch Local Holdings Maintenance

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Edit holdings record in OCLC

  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:

      • Image Modified

        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

      • Image Modified

    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. Image Modified

    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.

Note

  • OCLC Connexion Browser uses the $ (dollar symbol) for subfield delimiters.

  • Unlike Sierra, there will be a space between the text and subfields.

  • This means copy/paste between Sierra and OCLC Connexion Browser is of limited use.

    • For LHRs with large numbers of 863 fields, see 4-b, for a potential workaround

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Note

4-b. For large numbers of 863 fields, Excel can be used a batch editor (using Find and Replace) to replace|with [space]$x[space], (where x represents each subfield code and [space] is a single typed space), as shown below. Each holdings' text must be pasted one-by-one into OCLC’s field.

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Create holdings record in OCLC

  1. In OCLC Browser: Action; Create Local Holdings

  2. Edit:

    1. Either Apply constant data from list

    2. OR, create from scratch, as below:

    3. 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 (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):

    4. 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

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Note

* For large numbers of 863 fields, Excel can be used a batch editor (using Find and Replace) to replace|with [space]$x[space], (where x represents each subfield code and [space] is a single blank space), as below. Each holdings' text must be pasted one-by-one into OCLC’s field.

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Once all the changes have been made:

  1. Edit; Validate record:

    • If problems come up, such as typos; fix them; then Validate again.

  2. Action; Add record

Example of a 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

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