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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.  STRUCTURE OF THE MARC HOLDINGS RECORD

The MARC holdings record has fields similar to the bibliographic 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

23.1  Update the bibliographic record

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A screen will appear with the MARC holdings fields ready to be filled in.

23.2  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. (The 853 and 863 fields are tied to the automatic serials checkin system in Sirsi and should not be used, since Fondren does not currently use this function.)

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852:_1|cMUSIC|zIncomplete holdings|xAnals

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.; otherwise you will get an error message.

Regular holdings go in the 866 field; supplement holdings go in the 867 field, and index holdings go in the 868 field.  To the appropriate 866, 867, or 868 field(s) add indicators 4 and 1.  Follow that with subfield 80.  Without spacing type a subfield 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.

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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 (Note: You can also use the keyboard shortcuts:  <ctl><enter> to add a line below the line you're on).
   
   

23.3  MARC holdings input standards

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23.4  Save the MARC holdings record

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

23.5  Items in multiple libraries

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.

34.  DELETING A MARC HOLDINGS RECORD

1. Click on the Holdings record you want to delete to highlight.
2. Click on the Delete Holdings button at the bottom.
3. A screen will appear asking if you really want to delete that holdings record; click Yes or No as desired.
   
   

45.  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 6.  MAKING CHANGES TO HOLDINGS

 5 6.1 Editing the MARC holdings record

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 Holdings 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.

56.2 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.

56.3 New copies

 After adding a new copy(ies), be sure to edit the MARC holdings record to indicate the COPY 2 by adding a subfield t to the 852 field. 

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