Adding Holdings and Item records to Voyager for monographs and booksets
When in doubt or if there are any questions
regarding this procedure, contact Catalog Division.
Use this procedure for objects which have a bibliographic record in Voyager,
but are lacking either the holdings record (location, copy) and/or item
record (barcode). This procedure applies when adding volumes to a nonperiodical
title, but NOT when adding additional years or volumes to a periodical
- Logon to Voyager cataloging module.
- Call up the record. The most efficient search for this procedure is
by call number.
If you don't find a match, check with your supervisor. If a bibliographic
record really doesn't exist, create a circ-on-the-fly record, which
will consist of a bib, mfhd and item. See the Creating records for circulation, reserves
and local cataloging procedure.
- For Reserves work or with book in hand: Examine the book and the
bibliographic record to ensure that you are adding your copy to
the correct record. Verify author (100 field), title (245 field),
and publication date (260) as needed.
- For circulation work with bookcard/form: Using the information
on the bookcard or form, examine the bibliographic record and make
sure that the call number matches exactly. Verify the author and
title (100 and 245 fields).
Accept the bibliographic record as is. Do not make any corrections
to the record. For problems, contact Cataloging Unit 5.
- Click on the "Show associated records" icon to display the
bibliographic tree. Examine the holdings and item records. Check to
see if your item already exists.
If there is no location and/or copy number which matches yours you
will need to create a holdings record and an item record.
If there already exist a holdings record with a location and copy
number which matches yours, but without an item record (barcode),
you will need to examine the holdings record for accuracy and create
an item record.
NOTE: Make sure that you work with fully cataloged records. Do not
add holdings records and/or item records to brief (GeacMerge) records.
- Adding and displaying holdings records
There should be a holdings record for each copy that the library owns.
E.g. One holdings record for (sg) copy 1 and one holdings record for
(sg) copy 2.
- Click on the "Get Hldgs" icon to display a holdings record.
Examine it for accuracy according to the guidelines listed below.
- Click on the "New Hldgs" icon to create a holdings record.
The holdings record (mfhd) template will display. Follow the guidelines
for entering information below.
To edit a field: Use the usual Windows cut/copy/paste and overwrite
To add a field:
Use the F3 function key to add a line above the
Use the F4 function key to add a line below the
To delete a field, select the entire field and hit the delete key.
To insert a delimiter symbol use the F9 function key.
- When working with booksets you must change the "Type of Record"
in the fixed fields part of the holdings record.
- Click on the Leader button on the holdings record.
- In the type of record drop down box, select multipart
- 852 field (location and call number field)
sg |h QE350 |i. I5 1990
sg |c Oversize |h QE350 |i. I52 1993q
res |t 50 |h DG225.B79 |i B747 1995
f |t 2 |h3225.1132
- Indicator 1: Must have either a '0' (zero) for the Library of Congress
classification scheme, an '8' for Richardson classification, accession
numbers and others, or an '3' for Sudocs numbers.
- Indicator 2: We will leave blank. Do not delete a '0' (zero) if there.
- The location will be in a |b subfield
The location must be in lower case. If you need to change the
location, place the cursor at the beginning of the location, manually
retype in a new location and delete the old location, or with the cursor
in the |b field press ctrl/L and choose your location from the list.
If you get an error message related to the location, and your location
is in lower case, consult your supervisor.
- Type in the following subfields in this order: (See examples above)
|b = location
|t = copy number (for any copy beyond the first. Copy 50 and higher
are used for Reserve items)
|c Oversize (if required. Also put the size symbol at the end of the
|h = class number
|i = shelflist / cutter number. This is the last part of the LC call
number that starts with a letter. It represents the main entry for
the item. Not needed for non LC call numbers
- 866 - If you are working with a bookset there must also
be an 866 field in the holdings record, (which in NOTIS was in a separate
MARC holdings record)
- If you are working with an already existing holdings record.
Check the 866 fields, this field should reflect your holdings.
Vol. 1-v. 2 (update this field to reflect your holdings, if
DESIGNATOR: (is supplied by Cataloging staff and should not
be changed, keep this in mind when creating the item record)
|a = holdings field
|x = information not to be displayed in the public catalog (OPAC)
|z = information displayed in the public catalog (OPAC)
- If you have added a new location/copy.
Add the summary holdings in the 866 |a subfield. Add your holdings
following the examples below. The initial abbreviation for volume
is Vol.; the subsequent abbreviation is v. For other languages use
the appropriate vernacular designator. Add a space between the period
and the number. Separate compound designators by comma.
Indicator 1: We will leave blank
Indicator 2: Must have a "0"
Vol. 1-v. 2
Vol. 1-v. 3, v. 5
Pt. 1-pt. 4
Vol. 1, pt. 1-v. 3, pt. 3
1-3 (if there is no designator)
- Save the holdings record to the database by clicking on the
- Adding an item record
The holdings record must be active when you create an item record.
- Click on the "New Items" icon to create an item record.
- In the item type choose appropriate loan code.
- If working with a bookset fill in the enum. Use the
designator used in the call number on the t.p. verso or from the book
Note: This should reflect what was previously established in the
designator field on the holdings record.
Example: vol.1; Bd.1; t.1; etc. Always use vol. for volume.
- Scan in the barcorde.
- Save the item record to the database by clicking on the boat
- Repeat the steps above for each additional volume in a bookset.
**When in doubt or if there are any questions
regarding this procedure, call Maryann Langer, Catalog Unit V, 8-2309.