LTS Workshop: Holdings Records Nov. 29, 2006 Zoe Stewart-Marshall Barb Tarbox Ardeen White.

LTS Workshop:

Holdings RecordsNov. 29, 2006

Zoe Stewart-MarshallBarb Tarbox

Ardeen White

Class plan:

● Zoe -- Introduction●Ardeen – MARC Format for Holdings Data (MFHD)

Overview● Barb – Monographs: Bound withs;

Multi-vols. (incl. series classed); Accompanying material● Zoe – Serials & Wrap up: Standards; LTS Documentation; Devil is in the Details; Reporting

problems; Summary

MFHD basic overview

1. Creating holdings records a. Strapped books with + iconb. Menu>Record>Newc. Menu>Record>Make a copy– Use for added copies, and split serials; remove 014s from copy

2. Are driven by templates [New; Edit; Options>Preferences>Folders/Files]

3. Each separate copy or location requires a separate MFHD.

4. May be used for a single part or multiple parts; monographs or serials

MFHD basic overview

5. Don’t “reuse” holdings for another location or “relink” to another bib if purchase order attached

6. You cannot delete a holding record that has any item records attached to it.

7. You cannot delete a holding record if there is an online purchase record (OPR) attached to it.

Resource: Creating and Updating Holdings Records

MFHD basic overview: Voyager structure

Bibliographic

Holdings Holdings

Text Text Text Text

MFHD basic overview: Standards we use

● ANSI/NISO Z39.71 (Rule information; like AACR2 for bib)

● MARC 21 Format for Holdings Data (Tag information; helpful glossary)

MFHD basic overview:

Handout p. 1:

Coding cheat sheet

MFHD basic overview: 852 Location/call no.

● I1: 0 = Library of Congress (about 90%) 3 = SupDoc numbers

8 = Other (textual) “A blank first indicator in the 852 will prevent proper call number indexing and search retrieval in the OPAC.”—Jim LeBlanc

● I2: 0 = Single piece item1 = Primary enumeration = 1 numbering scheme is applicable2 = Alternative enumeration = Item carries 2 numbering schemes and is shelved by the secondary scheme


●|b = Location

Can change location with cursor in place:

Edit>Show Holdings Locations


● |t = Copy number

Need to make match ‘Copy’ in item record. Always goes directly after location.


● |k + |m = Oversize

Resources: Oversize ChartIndex of Voyager Locations, OPAC Displays and Call

Number Prefixes and Suffixes


● |h + |i = Call number

Use <Ctl> n to copy call number to existing MFHD – BUT – automatically passed if creating new MFHD.

“Aside from call number elements, only the non-case sensitive phrases "In process ...", "On order", and "No call number" are allowed in the 852 $h.”—Jim LeBlanc

If words such as “suppl.” used as part of the call number, abbrev. per AACR2 Appendix B9.

If a volume number is used as part of the call number, delete space in between; ex. v.1

Resources: Call Number Examples LTS Procedure #11: Classification and

Shelflisting


● |z = Public notes (display in OPAC)

Examples:

|z Bound with …|z Disk at Circulation Desk|z Map lacking

Add any copy specific note


● |x = Non-public notes (Do not display in OPAC)

Examples:

|x WITHDRAWN (deselected) 10/01/06, bt|x oels|x Bd.2

Add any copy specific note


Exercise 1:Creating an MHLD for book in hand

as copy 2

MFHD basic overview: 866 Basic bibliographic unit

Transcribe holdings information in the form it appears on the item. See LTS Procedure #32: Serials Cataloging and Newspaper Processing for links to “Abbreviations for Captions” and “MHLD Punctuation.”

866:41: |8 0 |a

I1 = 4 (detailed enumeration and chronology) I2 = 1 |8 0 |a for ‘linkage pairs’. We have to put it in even though not

currently enabled

Can also include public and non-public notes.

Macro = 6,,

MFHD basic overview: 867 Supplementary material

Transcribe holdings information in the form it appears on the item, but abbreviate …


Need an 866 if using.

Macro = 7,,

MFHD basic overview: 868 Indexes

Transcribe holdings information in the form it appears on the item, but abbreviate ...


Need an 866 if using.

Macro = 8,,

MFHD basic overview: Tabs and fixed fields

●MARCLeader>Type of Record

x=Single-part item holdingsy=Serial item holdingsv=Multi-part item holdings

Leader>Encoding Level1=Single piece3=Summary holdings, i.e. at the 1st level of Enum/Chron.4=Detailed holdings, 1st and all subsequent levels of

Enum/Chron008>Receipt status008>Completeness

● System / Suppress from OPACNote: Check for other active MHLDs. If there are no active MHLD, suppress the Bib record as well.

● Bib title - returns to bib record

● History


Handout p. 2:

Resources for Holdings Records

Item records basic overview:

1. Creating from MFHD:Stacked books with +

OR Record>Create Items OR F72. Generate the spine labels3. Make a copy from MHLD: Record>Make a copy4. Don’t delete and re-key to move, but relink


● Barcode – Fixing typos● Perm. Loc – Doesn’t change automatically if MFHD

location changes● Item Type●Enum = Enumeration (or numbering)

Use vernacular captions but follow the established pattern if old. If no caption on piece, supply v:no.:pt. Use Arabic numbers (Proc.#11)

● Chron = Chronology (or year)● Copy – Need to make match copy in MFHD |t● Pieces – Needs to match 866-868 in MFHD


Exercise 2:

Creating an item record for

book in hand as copy 2

Moving on:

● Barb – Monographs: Bound withs; Multi-vols. (incl. series classed); Accompanying material

● Zoe – Serials & Wrap up: Standards; LTS Documentation; Devil is in the Details; Reporting problems; Summary

Bound withs:

●Identify which title is first in the physical volume

Bound withs: Example 1

● For first title in the physical volume:

In 852 field, add |z note: Bound with: [Author of the next title in the volume]. [Title of the next title in the volume]

Create item record and update ENUM if needed

Bound withs: Example 1 cont.

● For subsequent titles in the physical volume:In 852, add |z note: Bound with: [author of the 1st title in the volume]. [Title of the 1st title in the volume] Add 876--|p [barcode of 1st title item record]Do NOT create item record.

Model for “Bound-withs”, example 1:

Bib 1: Title (245)

Author (100)

Bib 2:Title (245)

Author (100)

MFHD 1:852 |z Bound with: [Author. Title

of Bib 2]

Item 1:31924000000000

MFHD 2:852 |z Bound with: [Author. Title

of Bib 1]876 |p 31924000000000

No item record

Bound withs: Example 2

● For first title in the physical volume:

In 852,add |z note: No. [position no.] in a vol. lettered: [spine title]

Create item record & update ENUM.

Bound withs: Example 2 cont.

● For subsequent titles in the physical volume:

In 852, add |z note: No. [position no.] in a volume lettered: [spine title]Add 876--|p [barcode of 1st title item record]Do NOT create item record.

Bound withs:

Resource: Bound with procedures

Multi. vols.:

●866 – describes book

Example:

852:01: |b olin |h HD444 |i .C44 2006

866:41: |8 0 |a v.1-2

Accompanying material:

●866 – Describes book

●867 – Describes any accompanying material (unless index)

●868 – Describes accompanying indexes

Example:

300: : |a 5 v. : |b ill. ; |c 28 cm. + |e 1 CD-ROM (4 ¾ in.)

500: : |a Accompanied by indexes.

866:41: |8 0 |a v.1-5867:41: |8 0 |a 1 CD-ROM |z <in pocket of v. 1>868:41: |8 0 |a v.1-2

Accompanying material:

Resources:

LTS Procedure #17: Sound Recordings Processing

LTS Procedure #24: Computer Disk Processing

LTS Procedure #33: Videorecordings Processing

LTS Procedure #28/a: Microform/Guide Processing

Moving on:

● Zoe – Serials & Wrap up: Standards; LTS Documentation; Devil is in the Details; Reporting problems; Summary

Standards:

• Z39.71 – THE standard, but this is difficult to read• MARC Format for Holdings Data – But this doesn’t really

tell you how to format the data within the tags• AACR* - Way more in there than we need• KISS – Start with the LTS documentation and dig deeper

only when necessary• Why it’s important anyway

LTS Documentation:

• LTS/Procedures & Documentation/Serials & Periodicals Processing/– Abbreviations for Captions– Abbreviations for Names of Months (By Language)– MFHD Punctuation

• LTS/Acquisitions & Cataloging/Cataloging– MARC Hldgs: Description– MARC Hldgs: Examples

Devil is in the Details:

• Don’t oversimplify – be precise• Don’t forget to check the OPAC display – some holdings

issues display directly from serials check-in and are not in the MFHD

• Just like MFHD -> Item, MFHD -> P.O. locations must be in sync

• Important MFHD Leader and 008 values– Leader > Type of Record– 008 > Receipt status

Reporting Problems:

• When in doubt - don’t guess, ask• Questions with new or currently received serial materials

– check with your supervisor or Serials Receiving staff• Questions with new monographic titles with

accompanying materials – check with your supervisor or Cataloging staff

• Post cataloging questions (stuff that’s been in Voyager for awhile) – report to Barb Tarbox

Summary:

• When in doubt, check the documentation and ask• The devil is in the details• Consistency is good• Standards are our friends• Questions?

LTS Workshop: Holdings Records Nov. 29, 2006 Zoe Stewart-Marshall Barb Tarbox Ardeen White.

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Transcript of LTS Workshop: Holdings Records Nov. 29, 2006 Zoe Stewart-Marshall Barb Tarbox Ardeen White.