1. OCLC Local Holdings Records (LHRs) for the UCs CAMCIG Training October 20, 2009 Presenter: Sara Shatford Layne

2. Thank you to … Linda Barnhart, UCSD, who worked with Sara to develop the content of the training Valerie Bross, UCLA, for help with Elluminate Wanda Pittman Jazayeri (UCI) and Ana Fidler (UCSB) for standing by to answer questions about LHRs from the UCI and UCSB perspectives

3. What are OCLC LHRs? OCLC LHRs are: the OCLC implementation of: the MARC21 Format for Holdings Data (sometimes referred to as “MFHD”)

4. Holdings Data can include … Location information Call number Volumes/issues of a serial that an institution has in a specific location Barcode of an item URLs (location data for online resources) And more …

5. Can one institution have multiple LHRs? Yes, an institution can have multiple LHRs linked to the same OCLC Master Record Some reasons for multiple LHRs: – Multiple copies/volumes at different locations within the same institution – Multiple formats associated with one bibliographic record

6. What about Institution Records (IRs)? LHRs are not Institution Records. OCLC Institution Records are bibliographic records that are institution-specific versions of the OCLC master record with which they are linked

7. Master Record (Bib) CUY IR (bib) CUT IR (bib) CLU LHRs CUI LHRs CUT LHRs

8. QUESTIONS?

9. What is the content of an LHR? Data probably somewhere in your local system now: – Bibliographic records? – Holdings records? – Check-in records? – Item records?

10. OCLC Requires … “Summary” (OCLC-specific; not in MARC21 Holdings Format). Generated automatically during batchload. Summarizes holdings for the institution as a whole Master Record (Bib) CLU Summary CUI Summary CLU LHR 1 CLU LHR 2 CUI LHR 1 CUI LHR 2 CUI LHR 3

11. QUESTIONS?

12. OCLC also requires … Leader (includes byte for Type of record) 007 field (same as bibliographic 007, but NOT repeatable) 008 field (includes bytes for loan and copy policies) 035 field (OCLC master record control number for batchloading) 852 subfield $a (institution-level) and $b (more specific location data)

13. Sample LHR (Connexion Browser)

14. Selected additional fields OCLC = optional; UC = ? 852 subfields $h $i (call number) 853/863 (encoded volume/issue data) 866 field (textual volume/issue data) 856 field (online link) Complete information on additional fields: http://www.oclc.org/holdingsformat/en/default.htm

15. Sample LHR (again) (Connexion Browser)

16. Another Sample LHR (CUI)

17. And another sample LHR (CUT)

18. QUESTIONS?

19. Proposed Content for LHRs: Local/copy-specific notes and access points: – Field for local note: 590 – Fields for local access points: 7xx personal names corporate names titles (e.g., local collections) Not yet implemented; display and indexing unknown at this time

20. Where can I see LHR data? Connexion Browser (LHRs with MARC coding visible) FirstSearch (data from all LHRs) WorldCat Local test version (currently, data from Summary)

21. FirstSearch

22. After clicking on UCSB volume holdings

23. After clicking on UCI volume holdings

24. After clicking on UCLA holdings statement

25. QUESTIONS?

26. Why are LHRs useful? Currently … useful for resource sharing 008 policy bytes enable automatic deflection for titles or categories of titles as specified by an institution Volume/issue holdings permit an institution to see what another institution has before sending a request

27. Why will LHRs be useful? Soon … Display preliminary holdings information in WCL: will address response time problem for queries regarding large serials Support Melvyl Request functionality, now known as “AQ” or “Availability query” But …

28. WorldCat Local (test)

29. Remember the FirstSearch display?

30. What does this mean? In WCL, OCLC is currently using data from the Summary CDL is working with OCLC to use location and volume/issue data from the LHRs instead of from the Summary

31. Could LHRs be useful for anything else? Potentially … Make local bibliographic data searchable and displayable in WCL Eliminate need for records in local systems for some e-resources Identify on-order, in-process records Provide basic holdings information for small affiliated libraries

32. QUESTIONS?

33. Implementation of LHRs by UCs How can we create and maintain LHRs ? Direct keying (Connexion Browser) Useful for occasional problem-solving Batchloading The only feasible option for large quantities of data

34. Phased Implementation Phase I (current). Serials. Through Dec. 2009 – Include e-serials UCSD covers LHRs for SCP serials Campuses do not load LHRs for SCP serials Phase II. All e-resources? Jan.-June 2010 Phase III. All resources?? After Phase II

35. QUESTIONS?

36. Batchloading LHRs: Steps 1. Acquire output table from III (III campuses) 2. Submit batchload request to OCLC 3. Create table of location codes 4. Map local holdings data as necessary to OCLC- MARC holdings format 5. Work with OCLC to set up initial and subsequent batchloads

37. Create table of location codes Your institution code (e.g., CLU, CUI, CUT) Your local system location code (whatever your local system uses) OCLC Holdings Library Code (4-letter codes that must be established with OCLC; codes can be anything) Display text for Holdings Library Code in WCL (no current limit on length)

38. Example (Incomplete List!) InstitutionLocal System Location code OCLC Holdings Library Code Display text for WCL CLUbihiCLUHBiomed Library History and Special Collections CLUsrSRLF CLUyrCLURYoung Research Library CLUyr*CLURYoung Research Library

39. How Granular Should Holdings Location Codes Be? Granularity must support AQ functionality – Routing to appropriate ILL unit – Deflection of requests based on circulation policies CDL is developing guidelines

40. QUESTIONS?

41. Mapping local holdings data to LHRs Questions for which there are no answers (yet): 856 field data. If we have multiple 856 fields in one bib record, do we put them all in one LHR or in many? Do we parse the data in the 856 field and, for example, move the $3 data somewhere else in the holdings record? Will OCLC be able to make use of LHRs with volume/issue data in multiple 866 fields? Multiple 86x fields?

42. Guidelines for the present? Do what is easiest, but plan to make changes Try to follow established standards Identify options Identify consequences Develop UC policies and practices for LHRs

43. QUESTIONS?

44. Useful OCLC Documentation Available LHR fields: http://www.oclc.org/holdingsformat/en/default.htm Batchloading LHRs: http://www.oclc.org/support/documentation/localholdings/LHR_batch_updating_guide/default.htm LHR creation and maintenance via Connexion Browser: http://www.oclc.org/support/documentation/localholdings/create_maintain_lhrs/default.htm

45. THANK YOU. Slides will be posted on the CAMCIG web page.