Guidelines for voluntary validation of WEST Bronze Archives Best Practices:
...
WEST Bronze materials are disclosed as “committed to retain” for WEST. There is no requirement to validate materials, though many Archivers may perform validation as part of their review of archiving proposals ahead of selecting archiving commitments. If physical validation is performed, or if materials are moved to storage in the course of local collection management activities, Archivers are encouraged to include this information in the retained materials’ records to support disclosure and information sharing in the shared print community.
●Good: Add 583$a “committed to retain” with all required retention information detailed in Appendix 1.
●Better: Validate physical holdings for completeness at the volume level (as described in the WEST Validation Standards), update holdings statements as needed, and record validation activity and findings in 583$a “completeness reviewed” with $l / $z pairs (e.g., 583$a completeness reviewed…$l missing volumes $z missing v.14,v.21).
●Best: Validate physical holdings for condition at the volume level, record findings in 583$a “condition reviewed” with $l / $z pairs.
………..
Our local application of WEST edits to our Sierra Holdings Records (Bronze level: good)
022 ISSN if missing
copy from bib record
022 \\ 1047-3157
035 OCLC, if missing
copy from bib record
035 \\ (OCoLC)20665052
583 field with committed to retain
583 1\ Committed to retain|c20221122|d20351231|fWEST|fWEST Bronze|uhttps://www.cdlib.org/wp-content/uploads/2018/11/WESTProgramStatement.pdf
For the few where we checked physical holdings: 583 field with completeness reviewed to volume-level.
583 1\ completeness reviewed|c20200630|fWEST|fWEST Bronze|ivolume-level
852 field: for newer Holdings Records that are lacking the a, b, & c, we will add our OCLC library code and sub-location in subfield a and b, in front of the call number (using UUSA in b for OCLC compatibility):
852 01 UUS|bUUSA|hTJ3|i.A57
866 (we also can update to the NISO holdings standard of 853/863 if time permits)
...
WEST documentation
...
continued……..
Where to disclose retention status
...
OCLC Local Holdings Records (LHRs)
For each retained title, create or update a “Local Holdings Record” (LHR) in OCLC to define the holdings archived, the print archiving program(s), retention commitment, and outcomes of validation as specified in the WEST Issue and Volume Level Validation Standards: see Appendix 1 for a detailed list of the LHR fields and subfields to include for WEST materials. Most of the print archiving information is recorded in the 583 Action Note, described above. Each LHR will include one, two, or three 583 Action Notes as appropriate for the Archive Type and any validation activities undertaken during archiving. For Silver and Gold titles, also update the record holdings statement(s) (i.e. 85x/86x formatted holdings or 866/867/868 summary holdings statement) to include an accurate description of volumes held based on the WEST validation for completeness. Institutions that perform any validation while archiving Bronze titles are strongly encouraged to include this information in the 583, and to update holdings statement(s) as appropriate.Batch creation of OCLC LHRs
WEST encourages Archive Holders and Archive Builders to create the necessary OCLC LHRs through batch processing to the extent possible. This is especially true for Bronze titles, where the WEST principle of “appropriate level of archiving effort” indicates that libraries should not individually process the volumes and metadata for Bronze titles, but rather should use the least intensive means possible to identify Bronze holdings. LHRs are transferred using the MARC Format for Holdings Data (MFHD) standard. Details of how libraries may generate and export LHRs will vary depending on the library’s local system and available expertise.
………
...
Our detailed workflow to edit LHR's and register WEST shared holdings in OCLC
Review OCLC LHR workflow if needed: OCLC LHR (local holdings record) Manual Updates
...
Make sure 863 shows the most current holdings (edit to match Sierra’s holdings)
If holdings are in field 866 (edit to match Sierra’s), can also replace/update with 853/863
If you need to delete the 866 field, if replacing w/853/863; click the red circled minus symbol:
Add 583 field formatted according to WEST documentation:
Under any variable field, click the green circle plus symbol
Tag: 583
1st indicator = 1 (public note)
2nd indicator = blank
Committed to retain $c 20221122 $d 20351231 $f WEST $f WEST Bronze $u https://www.cdlib.org/wp-content/uploads/2018/11/WESTProgramStatement.pdf
then Save.
Summary field at top of record should show: Local holdings available (but can we even edit this in WorldShare?)
...
Okay for some reason, it thinks it’s adding an identical call number, just click Save on the error popup and then…
...
But, there is no way to make the working background …. less glaringly … WHITE?…for now I’m enlarging everything with Ctrl+ to make the letters bigger and blacker and borders more legible against all that white it is, marginally, better:
...
WEST’s MARC field charts (a selection):
...
WEST’s Appendix 2 (
...
sample holdings records)
...