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Department Manual
Editing the MARC Holdings Record:
Standards for Inputting on VOYAGER
Monographs | Serials
|FAQ
(for holdings for Non-Print items, see the individual copy cataloging
routines)
SERIALS
General Information
K-State Libraries follows MARC21 Format for Holdings Data and Holdings
Statements for Bibliographic Items (Z39.71 --1999) when reporting
holdings for monographs, multi-volume sets and serials. Serials are
reported at:
- Compressed and detailed Level 3, Option A, or,
- Level 4 (Effective summer 1997, all new titles will be coded
at Level 4.)
- Creating and/or Retrieving the MARC holdings
record.
- To create a serials holdings record:
- In the Cataloging Module, verify that a default template
has been set by clicking on Options/Preferences/Folders.
The default serial template is located under x:\lib\voyager\catalog\template\holdser.tem.
- With a bibliographic record active, click on the "Create
holdings for active bib" icon.
- if there is an 090 or 050 in the bib record, the call
no. automatically will be pulled into the 852 |h and
|i
- To retrieve an existing holdings record: click on the
"Retrieve holdings" icon on the toolbar
in the Cataloging Module.
- Receive current issues.
- If the following tag is present:
866 |8 0 |x USE VOYAGER CHECK-IN
Verify that the Leader and Holdings 008 have been correctly
coded.
Receive issues in Acquisitions Serials
Check-in
- Note: Supplements, indexes, or special issues
should be routed to the Serials copy catalogers.
- If the USE VOYAGER CHECK-IN tag is not present:
Continue on to Editing the Holdings Record.
- Editing the Holdings
Record
The Leader
- Code the Leader.
| Record Status |
n [new] or c [corrected] (the default
is 'n')
|
| Type |
y [y is used for serial holdings]
|
| Encoding lvl |
4 Use to record summary or detailed holdings
for ALL formats
EXAMPLE 1: v.1 (1999)-v.2 (2000)
EXAMPLE 2: v.4:no.1 (1999:Jan.)-v.6:no.3 (2001:March)
3 Use for open-ended holdings (for electronic
resources when holdings are recorded in 866 fields).
EXAMPLE 1: v.1 (1999)-
EXAMPLE 2: v.2:no.3 (2001:March)-
NOTE: Prior to 1999, KSU holdings for serials were
recorded at summary level 3, i.e., v.1 (1990)-v.5 (1995)
2 Use for electronic resources (locations "net"
or "ref cd") when no vols. are represented in 866 fields
|
Code the 007 field.
Applicable for non-print holdings only.
Code the 008 field
The 852 field
Call numbers are pulled from the 050 or 090 of the bibliographic
record. 050s with indicators other than 00 and all 090s should
be checked for accuracy. ALL call numbers must be verified
against existing database to avoid duplicate numbers.
- Code or verify the 852 field -- location, call number and
treatment information
- 1st indicator
- 0 = LC
- 3 = SuDocs
- 8 = Other schemes (i.e., K Docs, In Process, musical sound recordings)
- 2nd indicator
- [blank] -- No information provided. Many of our serials will be coded as blank;
change them to 1 if they fit the criteria for
code 1 (most common) or to 2 if they fit the criteria for code 2 (rare)
- 0 = Not shelved by enumeration (used for single-part monographs
and for online resources--serial or monograph-- that have
no items received)
- 1 = Primary enumeration--item has only
one numbering scheme (most common) or has two numbering schemes and is shelved by its primary scheme
- 2 = Alternative enumeration--item carries 2 numbering
schemes
and is shelved by the secondary scheme
- Subfield codes
- |b = location code
(Location is supplied by the bibliographer on the Review
Room worksheet.)
- |t = copy nos. at this location (used when
there is a complete run of volumes held--for more info
see Added Copies)
- |h = class no.
- |i = cutter no.
- |k = media type (non-print items) or Special Collections/University Archives types. See Holdings Subfield k.
- |x = local info*
- |z = public note**
* Check, add or edit |x note in the following order shown
in the tables below, separating elements with semicolons. Prior
to July 1997, these codes were added to every holdings recorded
for each location owned by the libraries. After that date, new
receipts and titles that have had database maintenance performed
will show this information ONLY on the current receipt location.
*First |x : Separate different elements with a ";"
| Periodical, serial or mono. standing order |
per, ser, mso |
| Binding decisions |
bd, bd1, bd2, bd3 |
| Partially analyze, analyze, cat.sep., uncat |
analp, anal, cs, unc |
| Rush/priority process |
rush, pri |
| Routing information |
rte:[loc./person] |
Second |x
| transferred journal |
transfer to [location] |
| Copy information |
copy 2 (used to reflect additional copies of specific
volumes, NOT complete runs--see more information under Added
Copies) |
|z
Public notes**
(examples) |
|z Current issues in Periodicals Reading area
(used for branch locations; do NOT add for sci per, sci
prr or prr) |
| |z Current issues in Periodicals Reading area until microform
copy received. |
| |z v.24 bound with Journal of Later Title |
| |
EXAMPLES of the 852 field:
See additional Examples of
completed Holdings Records
- Current issues in Hale periodicals reading area.
- 852 01 |b prr |h DA1 |i .G752 |x per;bd
- [NOTE: The "bd" code indicates there are bound vols. in main;
the holdings 008 should be coded as "6l1y." If there is no "bd"
code, the specific retention policy, e.g., 6l1y, would indicate
the Libraries only maintain one year of the journal.]
- Libraries has parts of a volume bound with previous or
later title
- 852 01 |b main |h QD1 |i .J23 |x per;bd2 |z v.101:no.16-v.101:no.17
bound with Journal of physical chemistry. B, Materials, surfaces,
interfaces & biophysical
- Libraries owns copy 2 of vol. 15
- 852 01 |b main |h HD2555 |i .B123 |x per;bd |x copy 2
- 866 41 |8 0 |a v.1 (1985)-v.18 (1998) |z ADDITIONAL COPY OF:
v.15
- Libraries owns 2 copies of ALL volumes, located in Hale
Stacks
- 852 01 |b main |t 1-2 |h HD2555 |i .B123 |x per;bd
- Current issues in Math/Physics reading room; bound vols.
in main
- 852 01 |b phys per |h QB667 |i .D442 |x per;bd;rush |x transfer
to main |z Current issues in Periodicals Reading area.
- Current issues in Science Libraries current issues area
- 852 01 |b sci per |h Q1 |i .A667 |x per;bd1
- Stand-alone CD-ROM located in Science Libraries Reference
- 852 8 |b sci elect |k CD-ROM
- CD-ROM shelved in the media collection (old location code:
av clos); shelved by LC call number
- 852 01 |b media coll |h BR42 |i .B123 |k CD-ROM
- Federal Documents (single-part monograph)
- 852 30 |b gov doc |h Y 4.AP 6/1:EN 2/2/
- Kansas Documents (multipart monograph)
- 852 81 |b gov ks |h T 5.2:B 583
- 866 31 |8 0 |a v.1-2
- Online journal with no class no. provided [used pre:
Nov. 1999]
- 852 80 |b net |h http://www.engg.ksu.edu/HSRC/JHSR/
- Online journal with LC class no. provided [used post:
Nov. 1999]
- 852 00 |b net |h [LC call no.] (Online) [public note, if applicable
for restricted info or other pertinent information]
856 4x |u http://www.engg.ksu.edu/HSRC/JHSR/
- Networked CD-ROM
- 852 81 |b ref cd |h CD-ROM
- Serial shelved by secondary enumeration
- 852 02 |b main |h AS911.A2 |i F66
| NOTE: Retention
codes and binding
decisions are recorded on the "Review Room/New Serial
Title" form that accompanies new serial titles. If either
of these are not supplied by the bibliographer, etc., do not
supply them. Contact the bibliographer for a decision. For
further information about retention codes see the
008 field.
Binding Codes:
bd = bind [monographs, multi-volume sets and serials editions]
bd1 = bind incomplete [serials]
bd2 = bind complete [serials--binding supervisor will make
reasonable effort to replace missing issues]
bd3 = bind complete at all costs [serials]
Gift, free or exchange information is provided at the
time of acquisition. Retention codes, binding codes and
per/ser for title changes carry over from the earlier title.
Retention codes and gift/free/exchanges should be retrospectively
converted (from information in the |x) by the cataloger
doing database maintenance.
Prior to July 1997, the Libraries coded retention (r=
), acquisition method (gi for gift, exch for exchanges),
and pattern information (i.e., v.:no.:yr:mo.) in the first
and second |x fields. The following is shown for historical
purposes:
852 01 |b per |h QA1 |i .T54 |x r=8.1;v:yr. |x gi;ser;dbd;pri
|z Current issues in Periodicals Reading area. |
The 866 Field
See also Examples of completed
Holdings Records
The 866 is used to record current and bound issues.
- Issues or volumes checked in using the cataloging holdings
record are coded as:
| 866 |
|
|8 0 |a [unbound issues; displays in OPAC as Current
Issues:] |
| 866 |
31 |
|8 0 |a [bound volumes--Level 3; displays in OPAC
as Bound Volumes:] |
| 866 |
41 |
|8 0 |a [bound volumes--Level 4; displays in OPAC
as Bound Volumes:] |
| 866 |
61 |
|8 0 |a [microform holdings; displays in OPAC as Microform Holdings:] |
| 866 |
71 |
|8 0 |a [media (i.e., CD-ROM,audio/video tapes, online
resources)--Level 3; displays in OPAC as Items Held:] |
| 866 |
81 |
|8 0 |a [scores, etc.--Level 4; displays in OPAC as Items Held:] |
General guidelines:
- All numeric information will be recorded as Arabic numbers.
For example:
- v.VII becomes v.7
- First ed. becomes lst. [KSU doesn't use both number and
edition]
- no. Five becomes no.5
- Troisième becomes 3e
- For alphabetic data, upper and lower-case characters will
be recorded as they appear on the publication (Romanized if
necessary). For example:
- Captions associated with volume information and chronology
will be recorded using the same terms as on the publication
but will be abbreviated. Seasons should not
be capitalized. (See AACR2, Appendix B9 or Technical Services
Manual (section D13.17) for a complete list of abbreviations.)
For example:
- volume 5 becomes v.5
- tome 7 becomes t.7
- number 3 becomes no.3
- band 10 becomes bd.10
- Winter, 1980 becomes 1980:winter
- October, 1989 becomes 1989:Oct.
- Captions SHOULD be repeated.
1. No intervening hierarchy
EXAMPLES:
| 866 |
41 |
no.10-no.27 |
| 866 |
41 |
v.1,v.5,v.7-v.10 |
| 866 |
41 |
t.16-t.20,t.22-t.25 |
2. Intervening hierarchy
EXAMPLES:
| 866 |
41 |
v.10:no.3 (1985:Mar.)-v.16:no.4 (1991:Apr.)
|
| 866 |
41 |
Bd.1 (1987)-bd.2 (1988) |
[NOTE: Changes in captions (i.e., additions or deletions)
must be reported to Serials LAII in order
to have the bibliographic record updated.]
- When a serial combines numbering or chronology on a single
piece, as in a double volume or one spanning more than one year,
separate the numbers with a diagonal. For example:
- On piece: v.1-2, OR v. 1 & 2, input as:
v.1/2
- On piece: 1988-1989, OR, 1988-89, input as:
1988/1989
- On piece: Oct./Nov./Dec. 1998, input as:
Oct./Dec. 1998
- Record enumeration and chronology data from the highest hierarchical
level to lowest hierarchical level, using a colon to separate
each level. [Note: the Voyager acquisitions module uses AACR2
punctuation for serials check-in.]
- v.1:no.1
- v.1:no.1:pt.A
- v.15:no.3 (1998:spring)
- 1980:Jan.
- 1968:June 12 [Note: month and day are the same hierarchical
level.]
- Enumeration and chronology are to be recorded together. Record
enumeration and chronology data in logical sequence, from lowest
to highest and earliest to latest:
- v.1 (1979)-v.3 (1981)
- v.1 (1960)-v.10 (1970)
- There are no spaces after abbreviated captions or
before and after punctuation (colons, semi-colons, commas).
However, there is a space after a month or caption that is not
abbreviated and between different data areas:
- v.10:no.2 (1989:spring)
- deel 1:pt.A
- 1997:Aug. 15
- v.1,v.3,v.10
- 1997:June 16
- When more than one type of date is present in the piece,
the date used for the chronology should be selected from the
following in the order indicated:
- Date of coverage
- Date of publication
- Date of copyright
- Date of printing
- Multiple schemes of enumeration
- Use the series caption (e.g. "ser." "ns" or "new series,"
"neue folge") as part of the highest level enumeration data.
The series numbering schemes and captions will be used as
they appear, abbreviated as appropriate:
- n.s.v.1
- n.f.Bd.51
- ser.1:v.1:no.1
- For a serial within a serial, each with its own numbering
scheme, use the enumeration/chronology appropriate to the
bibliographic record to which the holdings statement is
linked.
- Series title A, Lecture notes in mathematics,
nos. 20, 61, and 80 are nos. 1, 2, and 3 of Series title
B, Algebraic geometry.
--Serial LAIIs will check in nos. on serial title A as
nos. 20, 61, and 80 and on title B as nos. 1, 2 and 3;
the bibliographic record will be updated with the correct
490/830s (see: Etc. numbers, Technical Services manual
section F5).
- If there is a scheme of continuously incrementing issue numbers
or other numbering schemes in addition to a regular enumeration
scheme, record the alternate numbering scheme in addition to
the regular. Separate data from the two schemes with an equals
sign:
- v.3:no.1 (1998:Feb.)=no.50
- If a serial does not carry chronology, do not supply the date.
867 (Supplements)
and 868 (Indexes) Fields
- When cataloged on separate records, holdings for these will
be stated no differently than for regular serials. Refer to
any of the examples in the preceding section.
- Serials Check-in is rarely used for receiving Indexes and/or
Supplements because of their irregular nature. Report the existence
of patterns for Indexes and Supplements to the
.
Indexes or Supplements received on the holdings record of the
main title:
(NOTE: Enter all 867s and 868s after the last 866 current
receipt line. Use the appropriate second indicators, i.e., 41
or blanks, to denote current or bound. The OPAC display will only
generate the label "Indexes" or "Supplements" and will not distinguish
the locations of the individual receipts.)
On piece: Supplement to v.12 January, 1997
Record as: 867 |8 0 |a v.12 (1997:Jan.)
Label piece as:
[call no. from 852 field]
v.12
suppl.
On piece: Supplement 1, 1997
Record as: 867 |8 0 |a 1997:suppl.1
Label piece as:
[call no. from 852 field]
1997
suppl.1
On piece: Supplement to v.16, no.3 Spring 1998
Record as: 867 |8 0 |a v.16:no.3 (1998:spring)
Label piece as:
[call no. from 852 field]
v.16
no.3
suppl.
On piece: supplement carries no numbering other than a publishing
or copyright date, but has a distinctive title: 80 years of
Fuel
Record as: 867 |8 0 |a 2001 |z 80 years of Fuel
Label piece as:
[call no. from 852 field]
2001
suppl.
On piece: Index to vol. 1-15
Record as: 868 |8 0 |a v.1/15
Label piece as:
[call no. from 852 field]
v.1/15
Index
On piece: Index to vol. 20 1998
Record as: 868 |8 0 |a v.20 (1998)
Label piece as:
[call no. from 852 field]
v.20
Index
On piece: Vol. 20, no. 12, Dec. 1998 -- Index to vol. 20 1998
NOTE: This index is part of the regular run
of the title!
Record as: 866 |8 0 |a v.20:no.12 (1998:Dec.)
Label piece as:
[call no. from 852 field]
v.20
no.12
On piece: Cumulative index to volumes 1-100, 1950-1995
Record as: 868 |8 0 |a v.1/100 (1950/1995)
Label piece as:
[call no. from 852 field]
v.1/100
1950/1995
Index
(NOTE: Cumulative indexes are more likely serials and the date
of coverage as well as the volumes indexed by the piece would
be included as part of the spine label.)
On piece: Subject index to volume 21, 1995
Record as: 868 |8 0 |a v.21 (1995) |z Subject index*
*(when an index is published in separate subject and author
volumes, indicate type of index in the |z)
Label piece as:
[call no. from 852 field]
v.21
Index
(NOTE: if the spine does not clearly distinguish the "type" of
Index, i.e., subject or author, add that information to the spine
label.)
Added Copies
Library owns 2 complete runs of a title in the same location:
Record as:
852 01 |b main |t 1-2 |h DA2 |i .H45 |x ser;bd
866 31 |8 0 |a v.1 (1995)-v.3 (1997)
Library owns multiple volumes in the same location:
Record as:
852 01 |b main |h DA2 |i .H45 |x ser;bd |x copy 2
866 31 |8 0 |a v.2 (1988)-v.11 (1998) |z ADDITIONAL COPIES
OF: v.2,v.10
| Note: When the 866 string and additional copies
note is extensive, the |z may be placed at the end of
852 field. |
Library owns 2 complete runs of a title in two (or more) locations:
One holdings record is required for each location. Record as:
Copy 1 location:
852 01 |b main |h DA2 |i .H45 |x ser;bd
866 31 |8 0 |a v.1 (1995)-v.3 (1997)
Copy 2 location:
852 01 |b phys |t 2 |h DA2 |i .H45 |x ser;bd
866 31 |8 0 |a v.1 (1995)-v.3 (1997)
Copy 3 location:
852 01 |b arch |t 3 |h DA2 |i .H45 |x ser;bd
866 31 |8 0 |a v.1 (1995)-v.3 (1997)
Library owns multiple copies in various locations:
One holdings record is required for each location. Record as:
Copy 1 location:
852 01 |b main |h DA2 |i .H45 |x ser;bd |x copy 2
866 31 |8 0 |a v.1 (1995)-v.3 (1997)|z ADDITIONAL COPY
OF: v.1
Copy 2 location:
852 01 |b phys |t 2 |h DA2 |i .H45 |x ser;bd |x copy
3
866 31 |8 0 |a v.1 (1995)-v.3 (1997) |z ADDITIONAL COPIES
OF: v.3
With holdings record complete, continue to Items
Records.
IV.
Suppressing the Holdings Record
Serials
Cataloging on Voyager
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