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3. CREATING A MARC HOLDINGS RECORD
3.1 Update the 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.
Click on the MARC Holdings tab, and choose the appropriate Library from the well at the bottom of the screen.
Then click the button to Add Holdings.
A screen will appear with the MARC holdings fields ready to be filled in.
3.2 Add or edit the MARC holdings fields
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$$8 0. Without spacing type a subfield aThen add $$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 $$a v.1 (1996)-v.2 (1997)
868:41:|80|av$$8 0 $$a v.1 (1845)/v.100 (1944) |zBound $$z Bound with v.100
866:41:80|av$$8 0 $$a v.19 (2006)-v.24 (2011) |xnot $$x not WEST
- Repeat these steps as necessary in the 867 and/or 868 fields. To insert additional 86X fields, simply click on the 86X field you want to repeat, go to the menu bar at the right corner of the holdings screen and click on the red arrow pointing up to add a line before or the red arrow pointing down to add a line after (Note: You can also use the keyboard shortcuts: <ctl><enter> to add a line below the line you're on).
either select Add Field from the Edit menu, or use the shortcut <F8>
3.4 3.3 MARC holdings input standards
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Punctuation | Use | Example |
Colon | separates 2 levels of hierarchical units | v.1:no.1 |
Comma | indicates a gap in holdings | v.1, v.3, v.5 [missing v.2 and 4] |
Hyphen | indicates unbroken range of holdings | v.5-v.55 |
Parentheses | separates enumeration from chronology | v.1:no.5 (1991:May) |
Semicolon | Indicates a non-gap break in holdings | v.1-4;v.5/6;v.7-10 |
Slash | indicates combined issues or vols. published in one vol. | 2001/2002 |
3.4 Save 5 Save the MARC holdings record
When the 852 and 86X fields are complete click on Save and Release to update the MARC holdings record. Be sure to save the MARC holdings record before returning to the bibliographic record.
3.5 Items 6 Items in multiple libraries or locations
To create holdings records for items found in more than one library, simply repeat the above process and change the name of the library in the Create a MARC Holdings Record for Library well.4. DELETING A MARC HOLDINGS RECORD
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852 field, subfield $$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 $$c. Note: each separate location should have its own holdings record; do not use a note to indicate multiple locations within the same holdings record.
4. DELETING A MARC HOLDINGS RECORD
In the MD Editor for the holdings record, choose the File menu, then Delete record.
5. ADDING NEW ITEMS OR VOLUMES
6.1 New items
After adding new issues or volumes to a serial or multi-volume monograph record, be sure to also
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5. VIEWING MULTIPLE MARC HOLDINGS RECORDS
To see all MARC holdings records attached to a bibliographic record, search for the item in the catalog by using a keyword search or one of the browse searches that searches in all libraries.
6. MAKING CHANGES TO HOLDINGS
6.1 Editing the MARC holdings record
- To edit the holdings record click on the MARC hldgs tab in the Modify Title screen.
- Double-click the line of the holdings record that you wish to edit (or click once to highlight that line, then click the Modify Holdings button at the bottom). This will open the holdings record.
- Add volume information to the appropriate 86X field by editing and existing field or adding a new 86X field. Don’t forget to add the indicators 41 and |80 followed by subfield a when adding a new 86X field.
- Click on Save to update the record.
6.2 New volumes
After adding new volume(s) to a record (see Adding Volumes and Copies), be sure to edit the MARC holdings record (see above) to reflect the new holdings.
6.3 2 New copies
After adding a new copy(ies), be sure to edit the MARC holdings record to indicate the COPY 2 by adding a subfield t to the 852 field.
NOTE: The |t $$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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