Page History

...

1. To edit the holdings record click on the MARC hldgs tab in the Modify Title screen.
2. Double-click the line of the holdings record that you wish to edit (or click once to highlight that line, then click the Modify button at the bottom).  This will open the holdings record.
3. Add volume information to the appropriate 86X field by editing and existing field or adding a new 86X field.  Don’t forget to add the indicators 41 and |80 followed by subfield a when adding a new 86X field.
4. Click on Save to update the record.

5.2 New volumes

After adding new volume(s) to a record (see Adding Volumes and Copies), be sure to edit the MARC holdings record (see above) to reflect the new holdings.

New volumes are added to bibliographic records by creating a new call number structure (or by loading the order if the order record is multi-part).

1. Click on the Call Number and Item Maintenance wizard and search for the desired title.
2. Go to the Call Number/Item tab.
3.  Choose the Add  button at the bottom of the screen.  The Library for new call number screen will appear.
4. Choose the library to which the call number is to be added and click on Okay.  A screen for the new call number will then appear.
5. Type in the new call number and make any other edits needed (such as Item ID, etc.). 
   
6. Click on Save when finished. 
7. After you have added the item ID you can choose to Return to Search or Close.
   

NOTE:  For placement of subfield z in a call number, see Subfield z in Call Numbers, Section IX, Chapter D.

5.3 New copies

1. After adding new copy(ies) to a record, edit the MARC holdings record to indicate the COPY 2 by adding a subfield t to the 852 field.  NOTE: The |t is placed after any notes in a subfield z and before any notes in a subfield x.  The note should read COPY 1-2, followed with the volume designations that are involved.  If all the holdings have a copy 2, it is not necessary to specify the volumes.
2. For serials, which have copies of numerous different volumes, it may be necessary to indicate second copy information in the appropriate 866 field as a text note.

A second copy is one added to the same location within the same library.

1. Click on the Call Number and Item Maintenance wizard.
2. Search for and display the item to which you wish to add a second copy.
3. Click on the Add Item button and add an item ID and supply the other information as needed.
4. Click on Save to update the record.
5. Add the Edit the MARC holdings record to indicate the COPY 2 by adding a subfield t to the 852 field.  NOTE:  The |t is placed after any notes in a subfield z and before any notes in a subfield x.  The note should read COPY 1-2 followed with the volume designation that are involved.  If all the holdings have a copy 2, it is not necessary to specify the volumes.  (For serials which have copies of numerous different volumes, it may be necessary to indicate second copy information in the appropriate 866 field as a text note.)

6.  DUMMY CALL NUMBERS

6.1 Introduction

Dummy call numbers are added to all set-standing orders, serial records, and multi-volume monographs that contain four or more volumes.  This format displays a message to users directing them to look at the bibliographic record to see which specific volumes are held by Fondren Library.

6.2 Creating dummy call numbers

Dummy call numbers are created by adding a new call number structure. 

1. Click on the Call Number and Item Maintenance Wizard.
2. Click on Add Call Number button
3. Choose the library as appropriate
4. Type in the call number and add (VIEW FOR HOLDINGS) after the subfield z.
5. For serials, a copy must be created for the dummy call number (creating a copy will require the cataloger to supply the home location, etc.)
6. Click on Save to finish.

Prepared by:  Alice J. Rhoades and Keith Chapman

...