MARC HOLDINGS RECORDS IN SIRSI
MARC Holdings records are used to identify the parts of multi-part items (complete and incomplete sets, etc.) owned by Fondren Library and for all serial items received at regular or irregular intervals.
To create a MARC holdings record, first edit and update the bibliographic record.
- Click on the Title Maintenance Wizard and choose the Maintain Existing Title Wizard.
- Click on the MARC Hldgs tab.
- Click on the button Add Holdings 2. A screen will appear with Create a MARC holdings record for library: Fine Arts choose the name of the library for which the holdings are being created and click on Okay.
- A new MARC holdings record will appear with fixed fields, an 852 field, and one each of the 86X fields.
852
do not repeat
home location (|c), public (|z), and staff only notes (|x)
853
repeatable
pattern and captions notes
863
repeatable
enumeration & chronology
866
repeatable
holdings field
867
repeatable
supplement holdings
868
repeatable
index holdings
- The fixed fields are set to defaults; therefore it is not necessary to edit them.
- To the 852 field, add a first indicator of blank and a second indicator of 1, in the subfield area add a |c followed by the home location found in the copy portion of the record, a |z for any public notes, a |x for cataloging and binding notes*,* and a |t for copy 2 information*.*
852 |
1 |
|cMUSIC|zIncomplete holdings|xAnals |
NOTE: The location in |c should appear exactly as it appears in the home location field of the copy record, e.g. all caps, abbreviations, hyphens, etc.
- To the appropriate 866, 867, or 868 field(s) add indicators 4 and 1. Follow that with |80. Without spacing type a |a followed by the volume information. Any notes pertaining to particular volume(s) should be made in a |z.
866
41
|80|av.1 (1986)-v.7 (1992)|zin 3 vols.
867
41
|80|av.1 (1996)-v.2 (1997)
- 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.
- When the 852 and 86X fields are complete click on Create Holdings Record to update the MARC holdings record.
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.
To delete a MARC holdings record, click on the Remove … 3 button. Click on the box next to the MARC holdings record you wish to remove and the click on Okay. A screen will appear that says The following MARC record(s) were removed: and list the names of the libraries from which the records were removed.
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.
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). Click on the Volume and Call Number Maintenance Wizard and then click on the Add Volumes and Call Numbers Wizard. After you have searched for the item the Add Volume: List of Items screen will appear. Choose the Add Call Number button at the bottom of the screen. The Library for new call number screen will appear. 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. Type in the new call number and click okay. A list of possible next steps will appear. From here you can choose Add Copy to add an item ID to the call number. After you have added the item ID you can choose to Return to the Volume List, Close, or Lookup Another Title.
To edit the holdings record click on the MARC hldgs tab in Modify Title screen. Click on the box that contains the name of the library with holdings you wish to edit. 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 |a when adding a new 86x field. Click on Okay to update the record.
NOTE: In call numbers which contain a series designation, e.g., M3 .H26 s.4 v.2 pt.1*,* make sure all items attached to the bibliographic record are entered with the |z preceding the volume designation and not the series designation.
To add a copy 2 (to the same location within the same library) click on the Copy Maintenance wizard. Search for and display the item you wish to add a Copy 2 to. Click on the Add Copy 1 button, add an item ID and supply the other information as needed. Click on Okay to update the record.
Edit the MARC holdings record to indicate the COPY 2 by adding a |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.
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.
Dummy call numbers are created by adding a new call number structure:
1) Click on Volume and Call Number Maintenance wizard and choose the Add
Volumes and Call Numbers Wizard
2) Click on Add Call Number 1 button
3) Choose the library as appropriate
4) Type in the call number and add (VIEW FOR HOLDINGS) after the |z or for serial records (Volume designation- )
5) For serials, copy must be created for the dummy call number (creating copy
will require the cataloger to supply the home location, etc.)
6) Click on Okay