1. OCLC - detailed serial holdings Gaelic workshop 9 Sept. 2010 Lita Ferguson

2. Holdings on SACat Journal Title: British phycological journal (2860) CSIR Information Services Call No: @ IL Status: N(2860) CSIR Information Services (2834) Univ of Pretoria - Education Library Call No: 580 BRITISH Numbering:(2834) Univ of Pretoria - Education Library 8-25, 1973-1990 (2840) Univ of Pretoria - Merensky Library Call No: 580 BRITISH Numbering:(2840) Univ of Pretoria - Merensky Library 26-27, 1991-1992

3. OCLC Detailed local holdings maintenance Libraries have a choice to add holdings: institutional symbol only: UP = P4A detailed local holdings: 1(1950)-10(1960) Institutional holdings can be changed: click action, holdings… choose correct option: Produce or update holdings (add or change) Delete holdings (journal withdrawn)

4. Old copies are in the basement…I think?

5. Why detailed local holdings ? Objective: to maintain accurate, current holdings information Reasons: to support inter-library loans, and manage collection development Local detailed holdings records (LHRs) can be added through two interfaces: Connexion browser http://connexion.oclc.org) http://connexion.oclc.org Connexion client (ToolsLaunch Local Holdings ………………………………………………Maintenance)

6. Create a list with holdings Artist. EDU Vol.118,no.1(2003)- MKY Vol.8,no.1(934)-v.52,no.2(Oct.1956) Childhood education. EDU Vol.11(1934) Design and technology EDU Vol.10,no.1(spring 2005)- Exceptional children. EDU Vol.37(1970)- Missing: v.40(1973)

7. Edit/create new detailed local holding record on OCLC. Retrieve the bibliographic record for specific title and edit existing local holdings, or create a new local holding record. Minimum of following fields must be present and completed for a detailed local holdings record to pass validation: Leader 007 - Physical Description 008 - Fixed-length Data Elements 852 - Location

8. Create detailed local holding record Find own record on Millennium (bibl. record with holdings) Search title on OCLC; verify ISSN, make note of OCLC no. Click on Tools > Launch local holdings maintenance OCLC record appears with holdings of different libraries…

9. Tax Talk: MKY (2006)- Held LHR OCLC holdings: 1

11. Add detailed local holding Click Action > Create local holdings Template of local holdings record appears (same OCLC record) Complete each field by clicking on the + + Leader: type > y = serial Encoding level > 3 = level 3 Item information > n = no item info Click apply to confirm the info.

13. + 007 - Physical description field Print copy: Category of resource: t = text Specific material description: a = regular print E-journal: more fields open up Category of resource: c = Electronic res. Specific material description r = remote o = optical disc (CD/DVD) u = unspecified Click apply to confirm the info.

15. + 008 - Fixed-length data elements Receipt or acquisition: 2 = Received and complete or ceased Method of acquisition: p = Purchase General retention policy: 8 = Permanently Completeness: 1 = Complete Lending policy: b = Will not lend Reproduction policy: a = Will reproduce Language > drop down > English Click apply to confirm the info.

17. + 852 - Location 1st indicator: Shelving scheme 1 = LC classification 2 = Dewey Decimal Classification 4 = Shelving control number 5 = Title 8 = Other shelving scheme 2nd indicator: Shelving order 1 = primary enumeration 2 = alternative enumeration

18. + 852 - Location (cont) Location :$a (system supplied, cannot change) = Institution symbol, e.g. P4A Sub-location $b (system supplied, can be change) = P4AA To add fields: Action > add below, then: choose a subfield Cancel adding new subfield (red letters!)

20. + 852 - Location (cont) Spesific Location: $a = Main Shelving location: $c = Reference Shelving form of title: $l = NATURE Classification part : $h = 500 NATURE When 852 indicator 1 is equal to 5, then 852 $l must be present When 852 indicator 1 is equal to 1, then 852 $h must be present

21. + 852 - Location (cont) To add a field, click Actions dropdown: add single field below. Then choose specific subfield code, e.g. $ c or $ h If mistake was made… Cancel adding new subfield, choose again Click apply to confirm the info.

22. + 853 - Captions and patterns, basic bibliographic unit 1st indicator: Compress/ expand 3 = unknown 2nd indicator: Caption evaluation 3 = unverified, all levels not present Linking field: $8 = 1 (system supplied, do not change)

24. + 853 – Captions, patterns…(cont) Select additional fields: 1st level enumeration: $a e.g. = v. (for volume) 1st level chronology : $i e.g. = (year) Frequency: $w > e.g. annual, monthly, quarterly (choose from drop down) Break indicator: gap break/non-gap break ? To add fields: Action > add below, then: choose a subfield Cancel adding new subfield (red letters!) Click apply to confirm the info.

25. + 863 Enumeration,Chronology, and basic bibliographic unit 1st indicator: field encoding level, 3 = holdings level 3 2nd indicator: form of holdings, blank = no information provided Linking field: $8 = 1.1 (system supplied, do not change)

26. + 863 Enumeration and Chronology, basic bibliographic unit Select additional fields that correspond with 853: 1st level enumeration: $a = 1-10 (library has vol. 1-10) 1st level chronology : $i = 1990-2000 (year holdings of v.1-10) Click apply to confirm the info.

27. Add local holdings Action: add record Do you want to continue? Yes Confirmed (green): record added…or Add failed due to the following validation errors Correct fields as specified, try to add again until confirmed View local holdings…

29. Adding local holdings… can cast a dark cloud over your life

30. OCLC institutional holdings

31. OCLC detailed local holdings

32. Irony of journal titles Title: ONLINE is print subs. Title: PRINT is online subs ! Journal title: BOOKS …Vol.1(1987)-v.6(1992) Journal title: VOLUME … MKY Vol.6(2005)- Journal title: ISSUE … MKY Issue1(971)-

33. Difficult situations Titles with print and electronic format Titles with just one volume/no…add ? Journals at more than one branch Gap in collections Collections moved to other location…& then moved back !? Title changes… 2 entries, 2 holdings

34. Can you ever finish holdings?

35. Conclusion Correct info on own catalogue Time consuming Expertise needed Holding may change any day: Add new title on OCLC Change title to E-format Cancel title, due to budget limits

36. Any questions?

39. OCLC building ?