1. Local Holdings Maintenance: The Basics

2. Agenda Defining Local Holdings Accessing Connexion Searching in Connexion Understanding an LHR Deriving LHR’s Creating New LHR’s Performing Final Actions Resources

3. Objectives Learn the concept of Local Holdings Maintenance Understand the structure of a Local Holdings Record Successfully interpret Local Holdings Record information Create institution-specific Local Holdings Records

4. What Are Local Holdings? Creating Local Holdings is a means by which libraries describe their changing collections. The service allows institutions to create, maintain, and display online their summary-level holdings.

5. Why Create Local Holdings? Provides copy-specific data of the library's serials Supports collection development by making all aspects of the collection known Provides finding tools for the library's local patrons, staff and remote users Supports consortial activities, including but not limited to interlibrary loan and cooperative collection development and acquisition

6. How Do I Access This? Connexion browser http://connexion.oclc.org Cataloging Authorization and Password Union Listing authorizations have been converted to cataloging authorizations to allow access to Connexion Don’t know your authorization? Call the SOLINET Member Services Help Desk

7. Searching in Connexion Browser Command Line Derived searching Keyword/Numeric Language Source Years Format Microform Internet

8. LHM Searching Elements Show Local Holdings limiter Holdings dropdown Any Institution Holdings My Local Holdings Group Holdings Group Local Holdings

9. Display Holdings Options

10. Holdings Dropdown Options Any – no limits on what records show in search results Institution Holdings – will only show bibliographic records in the search results where your library owns the item My Local Holdings – will only show records in the search results where your library’s local holdings are attached Group Holdings – will show bibliographic records in the search results where at least one member of a group (that you’ve chosen to search) owns the item Group Local Holdings – will show bibliographic records in the search results where at least one member of a group (that you’ve chosen to search) has attached local holdings

11. Connexion Searching Exercise Just remember do NOT use browser navigation!

12. What makes up a Local Holdings record?

13. Understanding Local Holdings Two interlocking Standards Display standard (Z39.71) Communications standard (MFHD) MFHD Z39.71

14. Data Areas 1.Item Identification Area 2.Location Data Area 3.Date of Report Area 4.General Holdings Area 5.Extent of Holdings Area 6.Holdings Note Area

15. The Nine Principles 1.Levels of Specificity 2.Identification of Data Elements 3.Optional Data Area or Element 4.Pieces Held 5.Number of Locations and Copies 6.Form 7.Cataloging System 8.Relationship of Holdings Statement to Bibliographic Item 9.Formats

16. Reading Local Holdings Records

17. LHR Elements Header (Item Identification Area) Summary Leader Variable Fields 007 008 852 853 863

18. Header OCLC Number ISSN Frequency Dates

19. Summary Free text field that allows you to summarize your local holdings

20. Leader Record Status [05] Type of Record [06] Encoding Level [17] Item information in record [18]

21. Leader - Expanded

22. 007 – Physical Description Fixed Field Map Electronic Resource Globe Tactile Material Projected Graphic Microform Nonprojected Graphic Motion Picture Kit Notated Music Remote-sensing Image Sound Recording Text Videorecording Unspecified

23. 007 - Expanded

24. 008 – Fixed Length Data Elements Receipt or Acquisition Status [06] Method of Acquisition [07] General Retention Policy [12] Completeness [16] Lending Policy [20] Reproduction Policy [21] Language [22-24]

25. 008 - Expanded

26. 852 - Location Indicator 1 – Shelving Scheme Indicator 2 – Shelving Order $a - Location $b – Sublocation or Collection $h – Classification Part $i – Item Part $t – Copy Number

27. 852 - Expanded

28. 853 – Captions & Patterns Indicator 1 – Compressibility and Expandability Indicator 2 – Caption Evaluation $8 – Field Link Number $a – First Level of Enumeration $i – First Level of Chronology

29. 853 - Expanded

30. 863 – Enumeration & Chronology Indicator 1 – Field Encoding Level Indicator 2 – Form of Holdings $8 – Field Link and Sequence Number $a – First Level of Enumeration $i - First Level of Chronology

31. 863 - Expanded

32. Linking and Sequence Numbers Example 853 33 ‡8 1 ‡a v. ‡i (year) 863 3_ ‡8 1.1 ‡a 59-61 ‡i 1952-1953 ‡w g 863 3_ ‡8 1.2 ‡a 63-65 ‡i 1954-1955 ‡w g 863 3_ ‡8 1.3 ‡a 68-110 ‡i 1956-1977 ‡w g 863 3_ ‡8 1.4 ‡a 115 ‡i 1980 ‡w g 863 3_ ‡8 1.5 ‡a 118 ‡i 1981 ‡w g 863 3_ ‡8 1.6 ‡a 121 ‡i 1983 ‡w g 863 3_ ‡8 1.7 ‡a 125- ‡i 1985-

33. 866 – Textual Holdings Indicator 1 – Field Encoding Level Indicator 2 – Type of Notation $a – Textual Holdings $x – Nonpublic Note $z – Public Note $2 – Source of Notation $8 – Field Link Number

34. 866 - Expanded

35. Translation and Data Entry Exercise

36. Creating LHRs!

37. LHR creating in Connexion is guided. Much of the work has been removed!

38. Editing LHRs Editing is also guided Click on Function dropdown menu on right or In an expanded field, Action dropdown menu on right

39. Derive an LHR From one of your existing LHRs Search for the bibliographic record matching your item Display your existing LHR Click on the Edit dropdown menu Click Derive New Record Edit fields Click on Action dropdown menu Select Replace Record

40. Derive an LHR From another institution’s LHR Search for the bibliographic record matching your item Display the other institutions LHR Click on the Edit dropdown menu Click Derive New Record Edit fields Click on Action dropdown menu Select Add Record

41. Creating an LHR Search for the bibliographic record matching your item Click on Action dropdown menu Select Create Local Holdings Edit Fields Click on Action dropdown menu Select Add Record

42. LH Constant Data What is Constant Data? Set up LH CD to streamline your work You can create your own or derive a CD from another institution’s LHR Create LH Constant Data Fill out as little or as much as you want/need Save (give it a meaningful name) and a possible Status Apply it to a record

43. Applying LH Constant Data Apply it to a LHR you are working on: Edit>Apply CD by Name (or) Edit>Apply CD from List

44. Taking Final Actions Reformatting Click on the Edit dropdown menu Click Reformat Record Validating Click on the Edit dropdown menu Click Validate Record Correct errors Repeat until complete validation occurs Adding Click on Action dropdown menu Select Add Record

45. Punctuation :, = / - ( ) + ? “ ; [ ]

46. Local Holdings Creation Exercise

47. Resources MARC 21 Format for Holdings Data Primer http://www.oclc.org/support/documentation/localhol dings/primer/holdingsprimer.pdf OCLC-MARC Local Holdings Format Tag Chart http://www.oclc.org/support/documentation/localhol dings/tagchart/holdingstagchart.pdf Connexion Browser Documentation http://www.oclc.org/support/documentation/connexi on/browser/ ANSI/NISO Z39.71 http://www.niso.org/standards/resources/Z39- 71.pdf

48. Thank You for Attending! Questions? SOLINET Member Services Help Desk 1.800.999.8558 helpdesk@solinet.net 8am-5pm Eastern Monday-Friday