Multi-volume Monograph Holdings Records

Created by Mavis Molto 9/27/11; uploaded with minimal mark-up by Melanie, Oct 05, 2021

For fuller details see: https://usulibrary.atlassian.net/wiki/spaces/ULC/pages/1023311873

Or Brief Workflow: https://usulibrary.atlassian.net/wiki/spaces/ULC/pages/986906748

1 HOLDINGS RECORDS-MULTIVOLUMES–PROCEDURES-PART 1.
2 HOLDINGS RECORDS-MULTIVOLUME SETS-PROCEDURES-PART 2.

HOLDINGS RECORDS-MULTIVOLUMES–PROCEDURES-PART 1.

use: WorkFlows - Cataloging – Modify title

see: http://www.oclc.org/holdingsformat/en/Introduction.htm

ADDING OR UPDATING HOLDINGS RECORDS:

1. Fixed fields – add/update as follows:

col 1	col 2	col 3	col 4
rec_tp = v	enc_lvl = 3	entrd	acqstat = 5
acqm = u	candate =	genret= 8	spret
complete = 0	copies = 001	lend = u	repro = a
lang = see below	composite = 0	updated

rec_tp: v=multipart item

acqstat: 5=not currently received

genret 8=permanently retained

lang: language of captions (e.g., fre, ger, spa …)

auto-gener: entrd, updated blank: candate, spret

2. Variable fields (general) – add/update:

Field

Indicators

Subfields & Notes

007

physical description

---

ta = print, regular print

look up other codes

035

system

control no.

---

add new 035 field before other 035 fields - copy 035 (OCLC prefix & no. )from bib record–use ctrl-C

852

location

01= LC classif

11= Dewey class

5^= alpha by title (e.g.,IndAbstArea)

6^=shelved sep

(e.g., series)

8^= other scheme

( egSpecColl,no |i)

Other Classif - see MARC

|a [organization] = UUS

|c [home location] = check

|h [class #] = no spaces

|i [cutter #] = from end of “h”

|x [nonpublic note] =

|z [public note] =

Example:

007 ta

035 (OCoLC)12345678

852 01 |aUUS |cBARNJRNL |hPS1 |i.X55 or |hPS1.A5 |iX55

3. Variable fields (holdings-853/863) – MOST CASES - add/update:

Field

Indicators

Subfields & Notes

853

captions

**********

863

enumeration & chronology

03 =

cannot compr/expand

capt unverif, not all lev

******************

31 = lev 3, uncompress

30 = lev 3, compress

|8 [field link] = 1, 2…

|a [caption-enum] = v.

|i [caption-chron] = (year)

**********************

|8 [field link] = 1.1 … |a [enumeration] = 1-5

|i [chronology]=1999-2003

|w [break indic] = g

(nonintentional gap=n)

Do this:

a. Check volumes – note vol/no/years

b. Enter holdings in 853/863 fields (level 3) in Workflows:

Top level only - enumeration (e.g., v.) OR chronology (e.g., years)

volumes only – none missing:

853 03 |81 |av.

863 30 |81.1 |a5-10

years only – none missing:

853 03 |81 |a(year)

863 30 |81.1 |a1975-1981

volumes only – some missing:

853 03 |81 |av.

863 31 |81.1 |a5 |wg

863 30 |81.2 |a7-10

volumes only – many gaps:

853 03 |81|av.

863 31 |81.1|a4|wg

863 31 |81.2|a6|wg

863 31 |81.3|a8|wg

863 30 |81.4|a10-11|wg

863 31 |81.5|a13|wg

863 30 |81.6|a15-18|wg

863 31 |81.7|a23|wg

863 31 |81.8|a25

volumes & years – none missing:

853 03 |81 |av. |i(year)

863 30 |81.1 |a5-10 |i1975-1981

volumes & years – some missing:

853 03 |81 |av. |i(year)

863 31 |81.1 |a5 |i1975 |wg

863 30 |81.2 |a7-10 |i1977-1981

If holdings uncertain:

Ask Serials Cataloger how to handle

c. Check E-Library–location, call# spacing,007,holdings match, notes

DELETING HOLDINGS RECORDS – [other holdings records remaining]:

a change must be made in a remaining holdings record for that bib record (e.g., update 866 subfield |8 to |80).
so the “updated” date field will change and the holdings for the bib record will be included in the next OCLC update file

HOLDINGS RECORDS – REFERENCES AND RESOURCES

OCLC MARC - http://www.oclc.org/holdingsformat/en/Introduction.htm

LC MARC - http://www.loc.gov/marc/holdings/

SCCTPhttp://www.loc.gov/acq/conser/holdppt/Holdings_Instructor-Manual_2010.pdf

NASIGuide - http://www.nasig.org/publications_serialsholdings.cfm

NISO - http://www.niso.org/kst/reports/standards/

HOLDINGS RECORDS-MULTIVOLUME SETS-PROCEDURES-PART 2.

1. CAPTIONS & PATTERN - field 853

A caption is a word, phrase, or abbreviation that describes the type of parts (e.g., volumes, years) into which a multipart or serial item has been divided. Captions are linked to 863 fields, via subfield 8.

2. ENUMERATION & CHRONOLOGY- field 863

Enumeration - numeric/alphabetic (e.g.,volumes)

Chronology - date (e.g., years)

3. CAPTION DETAILS

Abbreviation of caption (OCLC MARC)

The abbreviations used in subfields ‡a-‡h are recorded according to the Anglo-American Cataloguing Rules (App B: Abbreviations)

English: ed. no. pt. ser. suppl. v.

French/German: t. (tome=volume), Bd. (Band=volume)

Original language if possible (NISO 5.5.4.2)

No caption available (OCLC MARC)

1) If want caption to display - Invent a caption and add brackets around it, e.g.

853 03 $81 $a[no.] $i(year)

863 31 $81.1 $a1 $i1999

Displays as: [no.]1 (1999)

2) If don’t want caption to display – Invent a caption and enclose in parentheses, e.g.

853 03 |81 |a(ed.) |i(year)

863 30 |81.1 |a55th-60th |i1995-2000

Displays as: 55^th-60^th(1995-2000)

3) Full correlation - Full correlation between captions and enumeration ($a-$h) or chronology ($i-$m) subfields in linked 853/863 fields is recommended in OCLC local holdings records. Thus, some type of caption must be entered in 853 holdings subfields.

4) Asterisks – Using an asterisk in parentheses as a caption (*) (see OCLC MARC) may not work in OCLC batch processing.

Caption is “issue”–see examples (NASIG 853u/x, SCCTP305-306)

Captions with no period – e.g., “Ano” 1 (SCCTP)

1) Display - año 1 looks a lot better than año1.

2) Programming - Tell the system to add a space at the end of any caption that lacks a final period.

3) Symphony - Inserts a period after unabbreviated captions.

Change in captions – e.g., “bd.” changes to “v.” (SCCTP)

When captions or patterns change, a new 85Xwith a different linking number must be coded.

853 03 $81 $abd. $i(year)

863 30 $81.1 $a1-25 $i1971/1972-1995/1996

853 03 $82 $av. $i(year)

863 31 $82.1 $a26 $i1996/1997

Displays as: bd.1(1971/1972)-25(1995/1996) v.26(1996/1997)

Caption is a number sign [#] (NASIGuide)

Example: Number 10-46 ("10" is a government code).

853 03 $81 $a# $i(year)

863 31 $81.1 $a10.46 $i2000

Displays as: #10.46 (2000)

Caption includes series designation (NASIGuide)

The designation for an unnumbered (e.g., new ser.) or a numbered (e.g., ser.5) series is considered part of the caption. e.g.,

853 03 $81 $aser.5:v. $i(year) [or 5^th ser.:v.]

853 03 $81 $anew ser.:v. $i(year)

4. GAPS – 863 subfield w (OCLC MARC)

$w - Break indicator

One-character code that indicates the reason for a break in the enumeration and chronology. Subfield $w is contained in the field immediately preceding the break.

g - Gap break

Part(s) are lacking in the holdings [or] there is doubt as to the cause of the break or the cause is not known.

853 03 $81 $aBd. $i(year)

863 30 $81.1$a1-19 $i1911-1920/1921 $wg

863 31 $81.2 $a22 $i1924/1925

n - Nongap break

Break is due to unpublished part(s) or a lack of continuity in the enumeration and chronology of the parts.

853 03 $81 $a(year)

863 30 $81.1 $a1900-1915 $wn [code precedes break]

863 30 $81.2$a1917-1940

5. YEARS

Slash – Use to separate multiple years in an issue, e.g. (NISO)

1997/1998 [always enter full years, not 1997/98]

Hyphen - Use when compressing holdings in 863 $a, e.g. (NISO)

1997-2004

6. ORDINAL NUMBERS (LC MARC, NASIG)

Must enter ordinal numbers directly, e.g.

853 03 |81 |a(ed.) |i(year)

863 30 |81.1 |a55th-60th |i1995-2000

Displays as: 55^th-60^th (1995-2000)

7. OPEN–ENDED STATEMENTS-Continuing receipt (LCMARC)

853 03 $81 $av. $i(year)

863 30 $81.1 $a1- $i1973-