LTS Workshop: Holdings Records Nov. 29, 2006 Zoe Stewart-Marshall Barb 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 + icon b. Menu>Record>New c. 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 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 item 1 = Primary enumeration = 1 numbering scheme is applicable 2 = Alternative enumeration = Item carries 2 numbering schemes and is shelved by the secondary scheme

MFHD basic overview: 852 Location/call no. ●|b = Location Can change location with cursor in place: Edit>Show Holdings Locations

MFHD basic overview: 852 Location/call no. ● |t = Copy number Need to make match ‘Copy’ in item record. Always goes directly after location.

MFHD basic overview: 852 Location/call no. ● |k + |m = Oversize Resources: Oversize Chart Index of Voyager Locations, OPAC Displays and Call Number Prefixes and Suffixes

MFHD basic overview: 852 Location/call no. ● |h + |i = Call number Use 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

MFHD basic overview: 852 Location/call no. ● |z = Public notes (display in OPAC) Examples: |z Bound with … |z Disk at Circulation Desk |z Map lacking Add any copy specific note

MFHD basic overview: 852 Location/call no. ● |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

MFHD basic overview: 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 … Can also include public and non-public notes. 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... Can also include public and non-public notes. Need an 866 if using. Macro = 8,,

MFHD basic overview: Tabs and fixed fields ●MARC Leader>Type of Record x=Single-part item holdings y=Serial item holdings v=Multi-part item holdings Leader>Encoding Level 1=Single piece 3=Summary holdings, i.e. at the 1 st level of Enum/Chron. 4=Detailed holdings, 1 st and all subsequent levels of Enum/Chron 008>Receipt status 008>Completeness ● System / Suppress from OPAC Note: Check for other active MHLDs. If there are no active MHLD, suppress the Bib record as well. ● Bib title - returns to bib record ● History

MFHD basic overview: Handout p. 2: Resources for Holdings Records

Item records basic overview: 1. Creating from MFHD: Stacked books with + ORRecord>Create Items OR F7 2. Generate the spine labels 3. Make a copy from MHLD: Record>Make a copy 4. Don’t delete and re-key to move, but relink

Item records basic overview: ● 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 in MFHD

Item records basic overview: 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 1 st 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: MFHD 2: 852 |z Bound with: [Author. Title of Bib 1] 876 |p 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 1 st 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.C :41: |8 0 |a v.1-2

Multi. vols.: Series classed ●866 – describes book Example: 852:02: |b olin |h QA3 |i. L28 no.1024, 1041, :41: |8 0 |a v.1=no :41: |8 0 |a v.2=no :41: |8 0 |a v.3=no.1077

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 :41: |8 0 |a 1 CD-ROM |z 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?