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| Rule | Examples |
|---|---|
| Specify ranges in volumes we sent for binding by using a hyphen. For enumeration, do not repeat the unit abbreviation. For chronology, do not repeat the first 2 digits of the end year if they are the same as the start year. |
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If issues are missing, record them in the call number when practical. If unpractical, use "inc." in the call number and note the missing material in the holdings record. Do not add a space after commas, which are used to indicate gaps. |
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How to
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edit holding records for serials
Editing holdings records when receiving new issues
For serials, holdings records tell us which issues we should have and where they are shelved. When new issues are received, the holdings records should be updated to reflect the additions. In most cases, adding a new issue only requires minor editing of the holdings record. Here is an example of how a holdings record would be updated upon receipt of a new issue (volume 47, 2025)
Be consistent!
Many of the call numbers we use for serials do not follow the standard call number structure due to a variety of reasons. When formulating a call number for an issue, the most important rule to follow is BE CONSISTENT and follow the format that was used with previous issues, even if the format does not follow current practice. The only exception to the BE CONSISTENT rule is when the publication changes its enumeration or chronology (for example, if the title changes from having volume numbers and year desginations to only having years). In these cases, the issue should be given to C&MS staff to review.
Editing holdings records when receiving new issues
For serials, holdings records tell us which issues we should have and where they are shelved. When new issues are received, the holdings records should be updated to reflect the additions. In most cases, adding a new issue only requires minor editing of the holdings record. Here is an example of how a holdings record would be updated upon receipt of a new issue:
Before:
866 41 $$8 0 $$a v.1 (1979)-v.46 (2024)
...
866 41 $$8 0 $$a v.1 (1979)-v.47 (2025)
See the Cataloging Manual page on MARC Holdings Records for details about more complex edits to holdings records, including how to indicate gaps in the holdings, adding supplements and indexes, and input conventions.
Editing holdings records when issues are bound
When items are bound, it is usually not necessary to edit the holdings record because the issues we own do not change. Only the way the issues are grouped changes, and this information is recorded in the item record. The exception to this guideline is when bound issues have a different shelf location than unbound issues. In these instances, update the holdings record to reflect the move. If a holdings record does not yet exist for the destination location (for example, if bound issues should be sent to the LSC but an LSC holdings record has not be created), notify C&MS to create one.
Editing holdings when serials move from one location to another
.47 (2025)
See the Cataloging Manual page on MARC Holdings Records for details about more complex edits to holdings records, including how to indicate gaps in the holdings, adding supplements and indexes, and input conventions.
Editing holdings records when issues are bound
When items are bound, it is usually not necessary to edit the holdings record because the issues we own do not change. Only the way the issues are grouped changes, and this information is recorded in the item record. However, here are some exceptions:
- The holdings record is not up to date. It is good practice to verify that the issues being collated for binding have been recorded in the holdings record. If issues are missing, add them to the holdings record.
- The bound volume is missing material (in other words, is incomplete). The best time record missing material is when issues are being collated for binding because the issues are readily at hand. Check the holdings record to verify that missing issues have been noted. See below for more information about incomplete bound volumes.
- Bound volumes are shelved in a different shelf location than unbound issues. In these instances, update the holdings records for both locations to reflect the move. The holdings record for each location should accurately summarize what material is being held at that location. If a holdings record does not yet exist for the destination location (for example, if bound issues should be sent to the LSC but an LSC holdings record has not be created), notify C&MS to create one.
Editing holdings when serials move from one location to another
When items are moved from one location to another (such as PER-3RD to STACKS, or STACKS to LSC) the holdings records for both locations should be updated to reflect the move. The holdings record for each location should accurately summarize what material is being held at that location. If a holdings record does not yet exist for the destination location (for example, if bound issues should be sent to the LSC but an LSC holdings record has not be created), notify C&MS to create one. (Yes, this is repeated information from the previous section.)
How to record call numbers in item records
Be consistent!
Many of the call numbers we use for serials do not follow the standard call number structure due to a variety of reasons. When formulating a call number for an issue, the most important rule to follow is BE CONSISTENT and follow the format that was used with previous issues, even if the format does not follow current practice. The only exception to the BE CONSISTENT rule is when the publication changes its enumeration or chronology (for example, if the title changes from having volume numbers and year desginations to only having years). In these cases, the issue should be given to C&MS staff to reviewWhen items are moved from one location to another (such as PER-3RD to STACKS, or STACKS to LSC) the holdings records for both locations should be updated to reflect the move. The holdings record for each location should accurately summarize what material is being held at that location.
Editing item records
Item records in Alma are more robust than in previous library management systems and contain information that both Alma and Primo require to properly display our inventory to staff and patrons.
Item record fields (screenshot)
Item record fields details
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