OCLC LHR (local holdings record) Procedures

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 (cancelled), we may need to update or create an OCLC Local Holdings Maintenance Record (LHR). If we are already in the bibliographic record 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).

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. Display the Holdings record in Sierra:

Sample:

4. If the 035 field is missing in Sierra’s Holdings Record, go ahead and add it with the (OCoLC) prefix using copy/paste from the bibliographic record:

5. Then copy just the number portion of the OCLC number for searching in OCLC Connexion

Locate record in OCLC Connexion Client

1. Search by OCLC number

• 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

3. This will open the OCLC Connexion Browser on the Web. A tiny second window will open also (do not close it).

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

  • In that case, go to Create holdings record to OCLC, further down.

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

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: https://usulibrary.atlassian.net/wiki/spaces/ULC/pages/1424424961/OCLC+LHR+%28local+holdings+record%29+Procedures#Create-holdings-record-in-OCLC

   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:

      • 

        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 no changes are needed: Cancel

      • 

   2. Fix 007 field codes - Optional, but useful - many will have unhelpful z and u (Unspecified) codes:

      • For a print journal

        • Category: t (text) for a Print Journal

        • Specific Material Designation: a (print)

      • For a serial on microfiche:

        • Category: h (microform)

        • Specific Material Designation: e (microfiche)

      • For a journal or newspaper on microfilm reels:

        • Category: h (microform)

        • Material Designation: d (microfilm)

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

4. 

   Variable Fields Editing:

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

   2. Optional: change 866 field(s) 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.

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

For any odd combinations and unfamiliar fields that turn up (for instance, 854/864 fields) refer to the MARC Holdings Record Full Procedures: MARC Holdings Records Full Procedures

Once all the changes have been made:

5. Edit; Validate record:

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

6. Action; Replace record; click Yes when asked if you are sure about Replacing the record.

• Example of a replaced LH Record with eight 863 fields:

• 

  nice

If there is no Local Holdings Record for that title; the Bibliographic Record will come up instead, so you’ll need to create the LHR from scratch in OCLC

Create a Local 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. 

      008 field.

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

      • 

      • 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

• To add new fields, click on Functions to the right; Add Single Fields or Add Multiple Fields.

For any odd combinations and unfamiliar fields that turn up (for instance, 854/864 fields) refer to the MARC Holdings Record Full Procedures: MARC Holdings Records Full Procedures

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:

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 (at bottom of example):

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 the OCLC training modules here:

https://help.oclc.org/Metadata_Services/Local_Holdings_Maintenance/Training