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Adding Holdings and Item records for Serials
When in doubt or if there are any questions
regarding this procedure, contact Catalog Division.
This procedure would be used for items that have a bibliographic record
in Voyager, but the holdings record (location, copy) and/or item record
(barcode) is missing. Item records are generally only created for bound
holdings, not for individual unbound issues.
- Log onto 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.
If two or more matches are found, choose the correct record by matching
up the title exactly and checking other bibliographic information
if necessary.
INFORMATION ABOUT CHOOSING A
CORRECT MATCH
- Display the bibliographic record if not already displayed by default.
Verify that the record is the correct one, by checking title (245 field),
numbers and dates (362 and 008 fields).
INFORMATION ABOUT VERIFYING THE
CORRECT MATCH
Accept the bibliographic record as is. Do not make any corrections
to a record. For problems, contact Cataloging Unit 4.
- 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 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.
If there is no location and/or copy number which matches yours you
will need to create a holdings record and an item record.
- Adding and displaying a holdings records
There should be a holdings record for each copy that the library own.
E.g. One holdings record for (sg) copy 1 and one holdings record for
(sg) copy 2.
- Click on the "Strapped Books" icon to display a holdings record.
Examine it for accuracy according to the guidelines listed below.
- Click on the "Strapped Books +" icon to create a holdings
record. The holdings record (mfhd) template will display. Follow the
guidelines for entering information below. You must fill in the 852
field (location, call number) and add 866 fields (summary holdings,
notes)
To edit a field: Use the usual Windows cut/copy/paste and overwrite
capabilities.
To add a field:
Use the F3 function key to add a line above the selected line
Use the F4 function key to add a line below the selected line
To delete a field, select the field and hit the delete key.
To insert a delimiter symbol use the F9 function key
- When creating a holdings record for a serial 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 serial
item holdings.
- 852 field
Examples:
| 852 |
0 |
|
|b sg |h QE350 |i. I5 1990 |
| 852 |
0 |
|
|b sg |c Oversize |h QE350 |i. I52 1993q |
| 852 |
0 |
|
|b res |t 50 |h DG225.B79 |i B747 1995 |
| 852 |
8 |
|
|b 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 call number)
|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 serial 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 and verify that your piece fits into the
holdings statement. If it doesn't, check to make sure you have displayed
the correct holdings record. Also, recheck the bibliographic record
to see whether the piece might belong to an earlier/later or related
title. Examine the holdings record according to the guidelines below.
Subfields:
|a = holdings field
|x = information not to be displayed in the public catalog (OPAC)
|z = information displayed in the public catalog (OPAC)
EXAMPLES OF SUMMARY OF BOUND HOLDINGS NOTES
| 866 |
|
0 |
|a Vol. 1 (1990)-v. 2 (1991) |
| 866 |
|
0 |
|a Vol. 1, no. 1 (Aug. 1981)-v. 6, no. 12 (July 1987) |
| 866 |
|
0 |
|a Bd. 2, Nr. 3 (1975)-Bd. 14, Nr. 4 (1986) |
| 866 |
|
0 |
|a Ano 1, no. 1 (abril 1980)-ano 7, no. 3 (dez. 1986) |
| 866 |
|
0 |
|a No. 16 (1922)-no. 20 (1931), no. 36 (1955)-no. 41 (1960),
no. 76 (1998) |
| 866 |
|
0 |
|a 1966-67 - 1992-93 |
| 866 |
|
0 |
|a 1996, no 1 (janv. 1996)-1998, no 2 (juil. 1998) |
| 866 |
|
0 |
|a 1 (published in 1992)-11 (published in 1997) |
| 866 |
|
0 |
|a Vol. 1 (1958)-v. 29 (1986) ; new ser., v. 1 (1989)-new
ser., v. 9 (1997) |
EXAMPLES OF OTHER NOTES IN THE HOLDINGS RECORD:
| 866 |
|
0 |
|z LACKS: v. 4 |
| 866 |
|
0 |
|z CURRENT ISSUES IN: (PR) |
| 866 |
|
0 |
|z CURRENT VOLUME IN: (DR) |
| 866 |
|
0 |
|z CURRENT VOLUME ONLY RETAINED |
| 866 |
|
0 |
|x DESIGNATOR: vol. (is supplied by Cataloging staff and
should not be changed. This indicates the primary adding element.
Keep this in mind when creating the item record.) |
| 866 |
|
0 |
|z NOT TO CIRCULATE |
- If there is some slight discrepancy in the holdings (e.g., a
volume listed as lacking which the library does have), update the
holdings note accordingly. Holdings statements should not be substantially
altered, as they have been set up by Cataloging staff to follow
AACR2 form. Vernacular designators and vernacular months/seasons
should be used, as they appear on the piece or abbreviated according
to AACR2 Appendix B. Any major discrepancy in holdings information
should be investigated further before any attempt is made to update
the record.
- If you have added a new holdings record for your location/copy
you must add the appropriate 866 fields. These fields stores copy-specific
summary holdings and other notes for multi-part publications.
- Retrieve the holdings record of a previously added copy. Copy the
866 fields and paste them into your newly created holdings record. Update
the 866 |a to reflect the specific holdings for your copy, but
do not change the basic form of the holdings statement. Delete information
that does not apply to your copy. Do not delete or change the 866 |x
DESIGNATOR: field. (SEE ABOVE FOR EXAMPLES AND BELOW FOR THINGS TO KEEP
IN MIND)
NOTE ABOUT COPY 2's, 3's, etc.:
First, make sure that a new holdings record is really called for.
Under long-ago Library policies, some volumes added as c. 2 were actually
replacements for missing volumes. These are now considered as belonging
to c. 1, and the items should simply be added to the existing copy.
Make sure the copy number is given in |t of the 852.
If adding holdings for a Copy 2, begin the Summary of Bound Holdings
statement with the words "COPY 2:" and add ", c.2" after the designator:
Example:
| 852 |
0 |
|
|b f |t 2 |h N4 |I .F58 |
| 866 |
|
0 |
|a COPY 2: No. 16 (summer 1981)-no. 42 (winter 1987/88) |
| 866 |
|
0 |
|x DESIGNATOR: no., c. 2 |
The ENUM field of the individual item records should all end in
", c. 2" as well.
Follow the same pattern for c. 3, etc.
- Save the holdings record to the database by clicking on the
boat icon.
- IMPORTANT:
Do not include unbound issues.
Do not add to the beginning or end of a holdings run without checking
the bibliographic record to make sure that these holdings do not belong
to an earlier/later title record.
Do not use a publication date as a chronological designation. If
the only date given on the piece is a date of publication or copyright,
use the phrase (published in …) in the holdings statement.
Do not add copy 2 holdings to the 866 field for copy 1; there should
be a separate holdings record for each additional copy.
Do not add earlier volumes if the record indicates CURRENT VOLUME
ONLY RETAINED
Do not give specific holdings if the 866 0 |a says CURRENT
VOLUME or NEXT-TO-CURRENT VOLUME; in these cases, the specific holdings
are kept on the MFHD for the permanent location.
Take special care in adding volumes for serials that have more than
one system of numbering, either concurrent or sequential. It may be
useful to check the 362 and 515 fields on the bibliographic record
and any |x notes in the 866 field on the holdings record.
Do not add a LACKS note without checking the bibliographic record
to make sure the absence of the piece has not already been accounted
for in a 515 Numbering Peculiarities note (e.g., 515 |a Vol.
for 1979 never published).
Do not add a LACKS note for a volume that is temporarily missing.
Do not include supplement holdings. If adding an item record for
a supplement, always verify that it is being added to the correct
record (i.e., check that there is a 525 Supplements note on the bibliographic
record, and no 866 0 |z indicating separate cataloging).
Do not include annual indexes.
Cumulative indexes--NEW:
Two former policies regarding cumulative index holdings have been
changed. They will now be noted for single- as well as multi- location
titles, and they will now be noted in a separate field, coded 868.
If adding an item record for a cumulative index, first verify that
it is listed in a 555 field on the bibliographic record. (If not found,
please consult Cat. Unit 4.) Then check the holdings record:
- If there is already an 868 field listing the index, go on to the
item record procedure
- If the index is listed at the end of the 866 Summary of Bound Holdings
statement, add an 868 field (first indicator blank, second indicator
zero) and move the index holdings into it (in subfield a). This can
most easily be done using Cut and Paste.
EXAMPLE:
| 866 |
|
0 |
|Vol. 36, no. 1 (Mar. 1953)-v. 55, no. 4 (Dec. 1972); Index,
v. 36/50 |
Change to:
| 866 |
|
0 |
|Vol. 36, no. 1 (Mar. 1953)-v. 55, no. 4 (Dec. 1972) |
| 868 |
|
0 |
|Index, v. 36/50 |
- If there is no mention of the index at all, add an 868 field (first
indicator blank, second indicator zero). The information is taken from
the 555 field, but condensed. Follow the examples below:
on bib.:
| 555 |
|
|
| Vols. 1 (1939)-50 (1990). 1 v. |
on MFHD:
on bib.:
| 555 |
|
|
| Vols. 1 (1976)-5 (1980). 1 v.; v. 6 (1981)-10 (1985). 1 v.;
v. 11 (1986)-15 (1990). 1 v. |
on MFHD:
| 868 |
|
0 |
| Indexes: v. 1/5, 6/10, 11/15 |
on bib.:
| 555 |
|
|
| Title and author index: Vols. 1 (1989)-20 (1998). 1 v. |
on MFHD:
| 868 |
|
0 |
| Title and author index: v. 1/20 |
- Adding an item record
The holdings record must be active when you create an item record. Repeat
these steps for each additional volume.
- Click on the "Stacked Books +" icon to create an item record.
- Fill in the ENUM: field with the primary adding element and
the CHRON: field with the secondary adding element (if present),
as explained below.
Primary adding element = the designation that has been chosen as
the primary way of identifying individual volumes of a serial. It
may be numerical, chronological, or a combination of both. It must
be sufficient, without depending on the secondary, to distinguish
each bound volume of a serial from all others. For currently added
serials, vernacular designators are always used, but in older volumes,
the abbreviations v. and no. may be found instead. The current form
of the primary adding element for a serial title is documented on
the holdings record, in the field 866 0 |x DESIGNATOR:
Secondary adding element = additional designation information that
may be useful in identifying individual volumes of a serial. Some
titles have only one system of designation, and therefore no secondary.
If the primary is numerical, the secondary is always the year or date
if present (as a chronological designation-publication dates are not
used in adding). If the primary is chronological, the form of the
secondary would be indicated immediately after the primary in field
866 0 |x DESIGNATOR: as (SECONDARY:
With piece in hand:
Find the page in the front of the volume where the adding information
has been penciled in. This is usually the t.p. verso or the page after
the t.p., but may be further inside the volume. Use designation(s)
as found written in the piece to the right of the call no. The primary
adding element will appear outside parentheses, while the secondary,
if present, will appear inside parentheses.
If working from a bookcard:
On the bookcard, the primary adding element will appear in the upper
right-hand corner, outside parentheses, while the secondary, if present,
will appear in the middle, inside parentheses.
If working from a form:
If the adding elements have been copied from the piece, the primary
will appear outside parentheses and the secondary inside parentheses.
If the information is not clear, check the DESIGNATOR note on the
MARC holdings screen to determine what the primary adding element
is.
- In the item type choose appropriate loan code.
- Scan in the barcorde.
- Save the item record to the database by clicking on the boat
icon.
When in doubt or if there are any questions
regarding this procedure, contact Catalog Division.
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