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Section III, Chapter M

MARC Holdings Records
1.  INTRODUCTION

MARC Holdings records are attached to all bibliographic records for physical items. They identify the location and call number of the items. They are also used to identify the parts of multi-part items (complete and incomplete sets, multi-volume monographs, etc.) owned by Fondren Library and for all serial items received at regular or irregular intervals.  Text in the MARC holdings fields should be entered using current, ANSI/NISO Z39.71 standards for holdings records (see also 2.3 below)

2.  CREATING A   STRUCTURE OF THE MARC HOLDINGS RECORD

2.1  Update The MARC holdings record has fields similar to the bibliographic record

To create a MARC holdings record, first edit and update the bib record as follows:

1. Begin by clicking on the Maintain Existing Title Wizard (on many toolbars, this is located within the Title Maintenance Wizard).
2. Use the search of your choice to find the desired bibliographic record and then click on the Modify Item button.  Edit and update the bibliographic record as usual.
3. Click on the MARC Hldgs tab.
4. Click on the button Add Holdings 2.  A screen will appear with the words: 

Create a MARC holdings record for library: FONDREN

Choose the name of the library for which the holdings are being created and click on Okay.

2.2  Add or edit the MARC holdings fields 

A new MARC holdings record will appear with fixed fields and fields 852, 853, 856, 863, 866, 867, 868.  All fields are repeatable with the exception of the 852 field.

1. The fixed fields are set to defaults; therefore it is not necessary to edit them.
2. To the 852 field, add a first indicator of blank and a second indicator of 1; in the subfield area add a subfield c followed by the home location found in the copy portion of the record, a subfield z for any public notes, a subfield x for cataloging and binding notes, and a subfield t for copy 2 information.
   

852:_1|cMUSIC|zIncomplete holdings|zAnals

NOTE: The location in subfield c should appear exactly as it appears in the home location field of the copy record, i.e., all caps, abbreviations, hyphens, etc.

MARC record, with a leader, control fields, and numbered fields containing the holdings data. Not all the fields and subfields need to be filled in, but here are some key areas:

Leader

Position 6: Type of record -- This should be filled in if it differs from the default "x":
u = Unknown
v = Multipart item holdings (sets and multivolume monographs)
x = Single-part item holdings (monographs)
y = Serials item holdings (serials)

Position 17: Encoding level -- This defaults to "1", the miminum standard. Multipart monographs and serials would use either level 3 or 4:
1 = Item identifier and location identifier (minimal)
2 = Same as 1, but with additional information in 008 and 007 (physical description field)
3 = Volume-level holdings information: v.1 (1968)
4 = Issue-level holdings information: v.1:no.1 (1968:Jan.)

Control fields: 008, Fixed-Length Data Elements:
(These aren't required, but might be useful)

Position 6, Acquisition status:
2 = Received and complete, or ceased
4 = Currently received
5 = Not currently received

Position 7, Method of Acquisition:
u = Unknown
3 = Exchange
f = Free
g = Gift
l = Legal deposit (i.e., govt. documents)
m = Membership
p = Purchase

Position 16, Completeness (of holdings):
1 = Complete
2 = Incomplete
3 = Scattered
4 = Not applicable

Location and Access field: 852
This contains the library, location, and call no. information, as well as public or staff notes.

Indicator 1: Shelving scheme--Fondren has historically left this blank (no information provided); other values include:
0 = LC classification
3 = SUDOCS number
4 = Shelving control number

Indicator 2: Shelving order--Fondren has historically used the value "1" here; other values include:
blank = No information provided
0 = Not enumeration
1 = Primary enumeration
2 = Alternative enumeration

Subfield b, Sublocation or collection: Fondren, Business Information Center, LSC, etc.

Subfield c, Shelving location: Stacks, Reference, LSC, etc.

Subfield h, Classification part: the classification part of the call number

Subfield i, Item part: the Cutter number part of the call number

Subfield t, Copy number: indicates additional copies, eg., COPY 2

Subfield x, Nonpublic note: retention notes, receiving and marking info, Binding notes, WEST project notes, etc.

Subfield z, Public note: retention, shelving, and other notes for the public

853-855: Captions and Pattern Fields -- Set up in Acquisitions by serials receiving

863-865: Enumeration and Chronology Fields -- Tied to the captions and pattern fields during checkin

866-868: Textual Holdings Statement Fields -- These are the holdings information fields manually added by library staff.

866: Enumeration and/or chronology for regular holdings:

866 4 1 $$8 0 $$a v.1 (1994)-v.13 (2019)
866 4 1 $$8 0 $$a 2003-2014
866 4 1 $$8 0 $$a v.19 (2006)-v.24 (2011) $$ not WEST

867: Supplement holdings:

867 4 1 $$8 0 $$a v.1 (1996)-v.2 (1997)
867 4 1 $$8 0 $$a Suppl.1-Suppl.5

868: Index holdings:

868 4 1 $$8 0 $$a v.1 (1953)-v.7 (2013)
868 4 1 $$8 0 $$a v.1 (1845)/v.100 (1944) $$z Bound with v.100

3.  CREATING A MARC HOLDINGS RECORD

3.1  Create holdings record for a new bibliographic record

To create a MARC holdings record for a new bibliographic record, first edit and update the bib record as usual.

While still in the MD Editor, click on the Add holdings icon; this will bring up the editor for the MHLD record

3.2  Create holdings record for an existing bibliographic record

Search for the desired bibliographic record.

Click on theHoldings button to the left of the title.

Click on the ... button and choose Edit from the menu; this will bring up the MD Editor for the MHLD record.

3.3  Adding or editing the MARC holdings fields 

Location and call number information goes in the 852 field. Regular holdings go in the 866 field; supplement holdings go in the 867 field, and index holdings go in the 868 field.  To the 852 field, for a title using Library of Congress classification, add indicators 0 and 1 (for SUDOC classification, use 3 and 1). To the appropriate 866, 867, or 868 field(s) add indicators 4 and 1.  Follow that with subfield 80$$8 0.  Without spacing type a subfield a Then add $$a, followed by the volume information.  Any public notes pertaining to particular volume(s) should be made in a subfield z. Any internal notes should be made in a subfield x. Include a space between volume or issue information and the first parenthesis of the date; do NOT include extra spaces elsewhere or between subfields.

866:41:|80|av$$8 0 $$a v.1 (1986)-v.7 (1992) |zin $$z in 3 vols.

867:41:|80|av$$8 0 $$a v.1 (1996)-v.2 (1997)

868:41:$$8 0 $$a v.1 (1845)/v.100 (1944) $$z Bound with v.100

866:41:$$8 0 $$a v.19 (2006)-v.24 (2011) $$x not WEST

1. Repeat these steps as necessary in the 867 and/or 868 fields.  To insert additional 86X fields, simply click on the 86X field you want to repeat, go to the menu bar at the right corner of the holdings screen and click on the red arrow pointing up to add a line before or the red arrow pointing down to add a line after.
   either select Add Field from the Edit menu, or use the shortcut <F8>
   
   

3.4  2.3  MARC holdings input standards

Use the ANSI/NISO Z39.71 standards to input text in the MARC holdings record.  Some common abbreviations are:

Months are capitalized and use the standard abbreviations. Seasons of the year are not capitalized and are not abbreviated, but spelled out (e.g., autumn, winter, etc.)

 Table III.M.I Abbreviations

In general, Fondren uses the ANSI/NISO punctuation standards.  For the most part, spaces are not used between terms and punctuation.  Fondren includes a space before parentheses containing chronological information.  Other commonly used punctuation symbols are shown below:

3.5  Save Table III.M.I Punctuation (see also Section X, Chapter I)
2.4  Save the MARC holdings record

When the 852 and 86X fields are complete click on Create Holdings Record Save and Release to update the MARC holdings record.  Be sure to save the MARC holdings record before returning to the bibliographic record.

23.5  Items 6  Items in multiple libraries or locations

To create holdings records for items found in more than one library, simply repeat the above process and change the name of the library in the Create a MARC Holdings Record for Library well.

3.  DELETING A MARC HOLDINGS RECORD

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852 field, subfield $$b to create a new holdings record. To create a holdings record for a new location, create a new holdings record with the new location in subfield $$c. Note: each separate location should have its own holdings record; do not use a note to indicate multiple locations within the same holdings record.

4.  DELETING A MARC HOLDINGS RECORD

In the MD Editor for the holdings record, choose the File menu, then Delete record.

5.  ADDING NEW ITEMS OR VOLUMES

 6.1  New items

After adding new issues or volumes to a serial or multi-volume monograph record, be sure to also edit the MARC holdings record (see above) to reflect the new holdings.

6.2 New copies

 After adding a new copy(ies), be sure to edit the

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4.  VIEWING MULTIPLE MARC HOLDINGS RECORDS

To see all MARC holdings records attached to a bibliographic record, search for the item in the catalog by using a keyword search or one of the browse searches that searches in all libraries.

5.  MAKING CHANGES TO HOLDINGS

5.1 Editing the MARC holdings record

1. To edit the holdings record click on the MARC hldgs tab in the Modify Title screen.
2. Click on the box that contains the name of the library with holdings you wish to edit.  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 Okay to update the record.

5.2 New volumes

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 Add Volumes and Call Numbers wizard (usually located within the Volume and Call Number Maintenance wizard).
2. After you have searched for the item the Add Volume: List of Items screen will appear.
3. Choose the Add Call Number 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.  The next screen to appear is Modify New Call Number.
5. Type in the new call number and click Okay.  A list of possible next steps will appear.
6. From here you can choose Add Copy to add an item ID to the call number.
7. After you have added the item ID you can choose to Return to the Volume List, Close, or Lookup Another Title.
   

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

5.3 New copies

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

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MARC holdings record to indicate the COPY 2 by adding a subfield t to the 852 field. 

NOTE:  The

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$$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.)

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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. 

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Prepared by:  Alice J. Rhoades and Keith Chapman

Last updated:  September 20, 2011

Index Terms:  MARC holdings, 852, 856, 866, 867, 868, location, public notes, volume, copy, dummy call number,