Adding Holdings and Item Records for Serials
email link

Princeton University Cataloging Documentation

index link
Voyager cat procedures

Importing records into Voyager (including exporting from OCLC/RLIN)

Adding holding & item
  Monograph & bookset

Brief records for Circ, Reserves & Local cat.
  Local guidelines
  Reserves guidelines

MARC guide
  Brief Reserve records
  Brief Circ records
  Brief local records

Relinking items

Changing location

Adding multi-piece serials volumes

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.


  • 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).


    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

    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.

      |a = holdings field
      |x = information not to be displayed in the public catalog (OPAC)
      |z = information displayed in the public catalog (OPAC)

      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)

      866   0 |z LACKS: v. 4
      866   0 |z CURRENT ISSUES IN: (PR)
      866   0 |z CURRENT VOLUME IN: (DR)
      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:


    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.

    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.

    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:
    868   0 | Index, v. 1/50

    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.