HOLDINGS RECORDS – FULL MANUAL OF PROCEDURES
created by Mavis Molto – 9/19/12, revised 8/26/13, 9/9/13, 11/18/16;
Posted to Confluence with minor edits and markup by Melanie: 4/13/2021, minor edits, updated charts, and links: 2023-06-28
Everything in this manual refers to Holdings Records in NISO Level 3, except where noted otherwise.
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DELETING HOLDINGS RECORDS
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1. FIXED FIELDS:
For details - see: Holdings template – leader & 007 & 008 values
Field | Default value | Other values (see Marc21) |
Location | [enter item location] | |
Leader | ||
Rec Stat | c = corrected or revised | d = deleted |
Rec Type | y = serial item | v = multipart item |
Enc Levl | 3 = holdings level 3 | 4 = holdings level 4 |
007 field | ||
Physical description | ta = text, regular print | co = CD, DVD |
008 field | ||
Copies | 001 | Note: If all the other elements (e.g., location, call number) are the same, copies may be recorded together, using the copy subfield 86X $t. (SCCTP Inst Manual, 2009, 7-20, 2-20) |
Language of captions | eng = English | fre, ger, [etc.] |
R/A Stat | 5 = not currently received | 2 = ceased/complete |
Gen Ret | 8 = permanently retained | 6 = retained for a limited period (see SCCTP, 2:45) |
2. 852 FIELD:
Field | Indicators | Subfields | |
852 | 01= LC classif | i | a [location-organiz] = do not use
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Example of 852:
852 01 |hPS1 |i.X55 OR |hPS1.A5 |iX55
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a. Check item records in WebPac (by location) – note vol/no/years
If items are out of order – correct the order
If vol/year errors – check/change in Barn (give Carol C. barcodes)
b. Enter holdings in 853/863 fields (level 3)
c. Transfer 866 x/z notes to 852 x/z - e.g. Bound with…
d. Delete 866 field - also any 866 checkin/bindery fields
e. Check WebPac: location,call# spacing,007,holdings match, notes
Field | Indicators | Subfields |
853 captions | 03 | 8 [field link] = 1, 2… |
|---|---|---|
8 [enumeration link] | 1 [one type of enumeration (most common)] 2 [change in enumeration, must be matched w/863] | |
a [caption-enum] = v. | ||
i [caption-chron] = (year) | ||
863 enumeration & chronology | 31 | 8 [field link] = 1.1 … |
8 [enumeration link] | 1.1, 1.2, etc. [same enumeration] 2.1, 2.2, etc. [change in enumeration, links to matching 853] | |
a [enumeration] = 1-5 | ||
i [chronology]= 1999-2003 | ||
w [break indic] = g (or n) |
Example of 853/863 – all volumes in a range, no breaks
853 03 |81 |av. |i(year)
863 30 |81.1 |a5-10 |i1975-1981
Example of 853/863 – missing volume:
853 03 |81 |av. |i(year)
863 31 |81.1 |a5 |i1975 |wg
863 30 |81.2 |a7-10 |i1977-1981
Example of 853/863 – numerous gaps (25 or more):
853 03 |81 |av. |i(year)
863 30 |81.1 |a1-50 |i1950-2000 AND 852 |zincomplete.
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(see NISO 2006p.27-28,35,37;see OCLC primer 2008p.27)
b. Check item records, as in 4.a. above
c. Change 866 field from the old format, e.g.:
866 0 |81.1|aVol.5, no.2 (1975) - vol. 10, no. 12 (1981), incomplete
to the format indicated in the chart and examples below
d. Check WebPac, as in 4.e. above
Field | Indicators | Subfields |
866 | 31 | 8 [field link] = 0 |
|---|---|---|
a [textual hold] = v.3(1999)- |
NISO style 866 fields:
Example of 866 – level 3 (no spaces), incomplete holdings:
866 31 |80 |av.5-10(1975-1981) |zincomplete.
Examples of 866 – level 3 (no spaces), missing volume:
866 31 |80 |av.5,7-10(1975,1977-1981)
Example of 866 – level 4 ( spaces after commas):
866 40 |80 | v.9:no.2(1999:fall/winter), v.11(2001)
Example of 866 – level 4 (spaces after commas & hyphens):
866 40 |80 | v.9:no.2(1999:fall/winter), v.11(2001) – v.12(2002)
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PUNCTUATION:
ANSI /NISO Z39.71-2006 - 3.1 Punctuation Used in the Extent of Holdings Area – p. 11-12
Name | Symbol | Purpose | Example | |
Angle brackets | < > | Encloses the Specific Extent Note. The opening angle bracket is always preceded by a blank; the closing angle bracket is always followed by a blank. | <Water-damaged> | |
Blank | Indicates separation of data elements within an area. | v.1-9 10 <Tables> 11 <Index> | ||
Colon | : | Separates two orders or levels of hierarchical bibliographical units. Blanks are not used before or after the colon. | v.1:pt.1 v.1:no.1:pt.1 | |
Comma | , | Indicates a gap in a range of holdings. Blanks are not used before or after the comma. | v.1,v.3 | |
Equal sign | = | Separates alternative numbering schemes. Blanks are not used before or after the equal sign. | v.2:no.5=fasc.15 | |
Forward slash (diagonal) | / | Indicates combined numbering, combined chronology or non-calendar year chronology data. Blanks are not used before or after the diagonal. | v.1/2 1969/1970 | |
Hyphen | Indicates an unbroken range of holdings or open holdings. Blanks are not used before or after the hyphen. | v.1-3 v.1- | ||
Parentheses | ( ) | Separates enumeration and chronology when the data are recorded together. Parentheses are neither preceded nor followed by a blank. | v.1(1983) | |
Plus sign | + | Separates a basic bibliographic unit from a subsequent one or from a secondary bibliographic unit. Blanks are used before and after a plus sign. | 1 v. + 1 disk "Teacher's Guide" 1 v. + 1 sound cassette | |
Question mark | ? | Indicates unknown digit(s) of a date when either the decade and/or year are not known. A blank is not used before the question mark; a closing question mark is followed by a blank. | 1950-197? 18?? | |
Quotation marks | " " | Encloses the Name of Unit. The opening quotation mark is always preceded by a blank; the closing quotation mark is always followed by a blank. | "Index" | |
Semicolon | ; | Indicates a non-gap break. Blanks are not used before or after the semicolon. | v.1-4;v.6 | |
Square brackets | [ ] | Encloses supplied enumeration or chronology. The opening square bracket is always preceded by a blank; the closing square bracket is always followed by a blank. | [1981/1982] | |
Note: The backwards slash () was used to separate itemized data elements in Z39.57-1989. It is now obsolete. |
PART III. SIERRA HOLDINGS TEMPLATE
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Fields at top of screen – some fields came from Symphony Serials Control migration*
Field | Default | Codes used by Cataloging | Codes used by Serials (Carol) |
Label type | n no label | Leave as is [no label] | Change to: code 1 = prints labels at checkin |
Status * |
| Leave as is [unknown] [duplicates 008 field] | Change as needed: [for special uses] |
Media type * [Cat.1,Symphony] |
| Leave as is [unknown] [not same as Sierra fixed field Media type] | Change as needed |
Copies | 1 |
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Claim on * | - |
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Location | none | Add | Add |
Recv location | a acquisitions | Leave as is [a] | Change to: s=serials [determines claims address] |
Vendor * | none | Leave as is [none] | Add |
Serial code 3 | - |
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Serial code 4 | - |
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Update count |
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Piece count | 0 | [issues checked in] |
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MARC Leader: #####ny 22#####3n 4500
Field | Heading - MARC | Default | Other codes |
00-04 | Record length |
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05 | Record status | n | n = new c = corrected/revised d = deleted |
06 | Type of record | y | y = serial item v = multipart item x = single part item |
07-08 | Undefined character positions |
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09 | Character coding scheme | [blank] | [blank] = MARC-8 [correct per Cheryl A., 12/11/12] |
10 | Indicator count |
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11 | Subfield code length |
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12-16 | Base address of data |
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17 | Encoding level | 3 | 3 = level 3 4 = level 4 m = mixed level |
18 | Item information in record | n | n = no item info i = item info |
19 | Undefined character position |
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20 | Length of the length-of-field portion |
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21 | Length of the starting-character-position portion |
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22 | Length of the implementation-defined portion |
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23 | Undefined |
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007: t a (serial format)
Field | Heading - MARC | Default | Other codes |
007 | Physical description | ta | ta = text, regular print co = CD/DVD hj=microfilm roll he=microfiche |
008: 0000005u 8 0001uaeng0110927 (fixed fields)
Field | Heading - Sierra | Heading – MARC | Heading -Symphony | Default | Other codes |
00-05 | Date Ent | Date entered on file |
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06 | R/A Stat | Receipt or acquisition status | Acq_Stat | 5 | 5 = not currently received 4 = currently received 2 = ceased/complete |
07 | Acq Meth | Method of acquisition |
| u |
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08-11 | AcqEndDt | Expected acquisition end date | Can_Date | ^^^^ |
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12 | Gen Ret | General retention policy |
| 8 | 8 = permanently retained 6 = retained for a limited period/cur yr only |
13 | SRPol Tp | Specific retention policy: Policy type | Sp_Ret | ^ |
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14 | SR Units | Specific retention policy: Number of units | SP_Ret | ^ |
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15 | SrUnitTp | Specific retention policy: Unit type | Sp_Ret | ^ |
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16 | Complete | Completeness |
| 0 |
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17-19 | Copies | Number. of copies reported |
| 001 |
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20 | Lend Pol | Lending policy |
| u |
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21 | Repr Pol | Reproduction policy |
| a |
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22-24 | Language | Language [of caption] |
| eng | Foreign serials: use “v.” in caption |
25 | Sep/Comp | Separate or composite copy report | Composite | 0 | 0 = each copy has separate holdings record |
26-31 | Date Rep | Date of report |
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SIERRA HOLDINGS - 014 FIELD
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a-b Not supported, since holdings/checkin record locations are stored in the LOCATIONS variable-length field or LOCATION fixed-length field. If specified by the library, the system supplies values for subfields a and b (NUC symbol and location) when exporting to a MARC file.
c-d Supported.
Location (852c) – Update 12/14/2012:
We will *not* enter location information in the 852 field, only in the Location field at the top of the screen.
MARC21 manual (We won’t use in Sierra):
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Description of the shelving location of the item within the collection of the holding organization. It may be used to indicate the physical location within a sublocation; for example, reference alcove, oversize shelving. The description of the shelving location is given in full or in a standardized abbreviated or coded form.
852 | 81$a[location identifier]$bMain$cmezzanine stacks
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$d - Former shelving location
Call numbers/shelf numbers where a resource was previously located, in cases of a relocation or a reordering/reorganization of a collection as a whole.
852 | 8#$a[location identifier]$cN.Mus.ms. 2234$dMus.ms.pr. XII/911$d13.492 | ||||||||
SIERRA - HOLDINGS TEMPLATE - Background - 7/18/12
Holdings fields in Symphony and Sierra - example: Journal of deaf studies and deaf education
Holdings fields | Symphony | Sierra |
control number |
| c10085026 |
001 | 174047 | -- |
035 | (Sirsi) 854153 | -- |
901 | 67890 | 67890 |
935 |
| 802454 (cat key) |
936 |
| 24160 (from Symp 852 subfd =) for old Horizon records |
Bib fields in Symphony and Sierra - example: Journal of deaf studies and deaf education
Bib fields | Symphony | Sierra |
control number |
| b12418067 |
001 | 854153 | 32075519 |
003 |
| SIRSI |
005 | 2007… | 2007… |
Titles with multiple records in Sierra - when search by title
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