OCLC LHR (local holdings record) Manual Updates

Local Holdings Maintenance – Connexion – Manual Procedure

M. Molto – 9/2/10, rev. 2/11/15; Melanie posted with minor edits: 11/16/2021; continued edits thereafter.

For serial tiles that we have closed, we may need to update or create an OCLC Local Holdings Maintenance Record. If we are already in the bibliographic record in 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).

Find the serial holdings record in Sierra

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

2. Copy the OCLC number to search in OCLC

3. Display the Holdings record in Sierra

Sample:

Locate record in OCLC Connexion Client

1. Search by OCLC#

• 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

3. This will open OCLC Connexion Browser on the Web with a new window

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

• 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.

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

Edit holdings record in OCLC

1. In OCLC Browser: View; Display Local Holdings

   1. Or, if two OCLC Holdings Records, choose the one that we have closed:

      • 

   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.

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

   1. For a print journal

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

      • Material Designation: u to a (print)

   2. For a journal on microfilm reels:

      • Category: h

      • Material Designation: d

   3. 

4. Mandatory: change 008 Receipt or acquisition [06] to 5 - Not currently received:

5. 

   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.

Create holdings record in OCLC

1. In OCLC Browser: Action; Create Local Holdings

2. Edit: Apply constant data from list

   • or create from scratch

3. Enter data:

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

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

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

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

   5. 

      008 field.

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

      2. 

      3. 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

           

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 LHR:

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

Enter in FirstSearch catalog command search box:

= 19,828 [7/17/14]

Examples in and not in OCLC

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

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

3. NYSE magazine - #46920320 – new – no LHM holdings in UUS

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

For much fuller OCLC LH Record training, see OCLC training here: https://help.oclc.org/Metadata_Services/Local_Holdings_Maintenance/Training