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Department Manual
Editing the MARC Holdings 008 Field
Receipt Status | Method
of Acquisition | Cancellation Date | General
Retention Policy | Specific Retention Policy
| Completeness | Lending Policy
| Reproduction Policy | Language
| Number of Copies | Copy
Report
Receipt Status
For reporting purposes, it is extremely important that this field is
coded accurately and consistently.
0 = Unknown (rarely used)
1 = Other receipt or acquisition status
When a title has multiple holdings locations, use Receipt Status
"1" for all locations except the location receiving current issues.
If a title has been cancelled, see Receipt Status "5" for additional
information.
See details below.
2 = Complete (single-volume monographs, complete monographic
sets or serial dead titles/title changes, including dead titles with
accessible online archives)
NOTE: follow examples used in Receipt status 5 when coding titles
with multiple locations
3 = On order
4 = Currently receiving (multi-volume monographs, looseleaf
for updating, locations with currently received serials & periodicals,
including those for online versions)
5 = Not currently receiving or cancelled titles
When a title with multiple holdings is cancelled:
- Code the suppressed current location as "5" (e.g.,
prr or sci per)
- Code the location with the most recent bound volumes as "5"
(e.g., main)
- Leave all remaining locations as "1"
NOTE: Additional information about
Receipt Status 1: Other receipt or acquisition status
Receipt Status "1" will be used for:
- permanent locations of titles, e.g., "main", where there
is also a current location
- locations, other than the permanent main location, when a title
is cancelled
- microform periodicals not currently received when there
is a current location
- annex locations when there is also a current location
- other locations that house a limited number of older volumes
Example 1
The Library has both current, bound, and microform holdings:
| Location |
Type of Holdings |
Receipt Status |
| sci per |
current issues |
4 |
| main (or per) |
bound vols. |
1 |
| mic |
older vols. |
1 |
| ofb |
older vols. |
1 |
Example 2
The Library has cancelled current print, but still receives fiche,
and has bound volumes. (In reports, suppressed records can be ignored.)
| Location |
Type of Holdings |
Receipt Status |
| prr |
cancelled |
5 (record is suppressed) |
| main (or per) |
bound vols. |
5 |
| mic |
current vols. |
4 |
| ofb |
older vols. |
1 |
Example 3
The Library has 2 current print subscriptions, bound and microform
older holdings. One of the current subscriptions is cancelled. (In
reports, suppressed records can be ignored.)
| Location |
Type of Holdings |
Receipt Status |
| phys per |
current issues |
4 |
| sci per |
cancelled |
5 (record is suppressed) |
| main |
bound vols. (Hale subscription cancelled) |
5 |
| mic |
older vols. |
1 |
| ofb |
older vols. |
1 |
Example 4
The Library has current subscriptions in various locations, and
owns bound and microform older holdings:
| Location |
Type of Holdings |
Receipt Status |
| sci per |
current issues |
4 |
| gov prr |
current issues |
4 |
| per |
bound vols. |
1 |
| gov |
bound vols. |
1 |
| mic |
older vols. |
1 |
| ofb |
older vols. |
1 |
Example 5
Title ceased or was canceled but Library has a current subscription
to online archives:
| Location |
Type of Holdings |
Receipt Status |
| sci per |
ceased |
2 (record is suppressed) |
| per |
bound older vols. |
2 |
| net |
access to online archives |
2 |
Method of Acquisition
d = Deposit (federal and state depository items)
e = Exchange
f = Free (titles acquired at no cost--if uncertain, use "g"
for gift)
Online journals--if "free with print"
Gov Pubs--use for "free from agency"
One-time journal vol. (library has in print) on CD-ROM
g* = Gift
serials: titles given as a gift subscription, usually ongoing
monographs: use "g" when applicable
p = Purchase
u = Unknown (use for retrocon titles, except when other status
is known)
z = Other methods (rarely used)
*Titles coded as gift (gi) in subfield x of the 852 will be coded
as "g" when doing a retrospective clean-up.
Cancellation
Date
For serials, the Cancellation Date reflects when our subscription
should end.
Blanks indicate that the title is ongoing (for serials) or monographic.
Given in yymm format, this example shows a serial subscription
that ended in June 1999.
General Retention
Policy
(For translating retention codes of serials from the 852 |x on former
NOTIS holdings records, see Retention
Codes)
0 = not used
1 = use for leased items, or for electronic resources that
KSU will not have access to when subscription ends if known
2 = for loose-leaf items (e.g., U.S. Code)
3 = not used
4 = used for titles in current reading areas that are replaced
by microform
5 = used for items discarded when a cumulation/replacement
volume is received
6 = items maintained in location (usually a current reading
area) until bound or discarded
(used in conjunction with the Specific Retention Policy)
7 = used for items that are immediately discarded
8 = permanently retained in location (monographs and serials);
for online resources: use when Libraries has ongoing access to current
and/or archives of titles
Specific
Retention Policy
Used almost exclusively with serial titles at K-State Libraries and always
in conjunction with General Retention Policies coded as "6."
- Leave this field blank except in the following situations:
Code the Specific Retention Policy only for materials that
are transferred from one location to another after 1 year (or 2
years, or 5 years, etc.); or for materials (such as periodicals)
that are only retained for 3 months (or 6 months, etc.) in
a reading area.
Latest
- Title held in location for a specified period of time, i.e., 1
year, or 6 months)
Previous
- Title transferred to multiple locations.
- Example:
- 1999 is in vetm ref; 1998 is in ref; 1997 is in ils; 1996 is in
main.
- Vetm ref--would be coded as "l" for latest year;
- Ref and ils have previous editions and would be coded as
"p";
- Main is the permanent location and would be coded as General Retention
"8" with no specific retention policy.
Number of Units
This code specifies the number of units or parts that are retained.
It is restricted by MARC values to display only up to 9 values.
Leave this field blank unless volumes are transferred between
locations or are discarded after a certain period of time. 
Examples:
- Library retains 5 years of a title in "ref." Code the number
of units as "5."
- Library retains latest 6 months in "prr." Code the number
of units as "6."
Exception: Titles retained 10 years or more in a specific
location:
Code as "No specific retention policy." In the 852 |x, add the
following note to indicate retention policy:
Latest 10 [or 15, etc.] years in [location]; transfer to [location.]
Unit Type
Describes the period of retention or the part that is retained.
Leave this field blank unless volumes are transferred between
locations or are discarded after a certain period of time.
Examples:
- Library retains latest 2 years of a title in "ref." Code
the unit type as "y."
- Current periodicals reading area retains latest 6 months.
Code the unit type as "m."
Specific Retention Policy Examples
Example 1: Latest one year in location:
General Retention policy = 6 ; Specific Retention is l1y
Example 2: Latest edition in Ready Reference; earlier editions
transferred to multiple locations:
(Start at bottom left and follow different holdings records
clockwise.)
Completeness
Estimate how much of a published run is held by the Libraries
at the time of cataloging. (The estimate applies to the specific
holdings record being coded. Refer to the 362 or fixed field
"date1" to determine the extent of the run.)
Codes 0 - 3 are used for serials; code 4 for monographs and
online resources.
0 = Other = all items coded with General Retention Policy
"6"
1 = Complete = location has 90%-100%
2 = Incomplete = location has 50%-90%
3 = Scattered = location has less than 50%
4 = Not applicable = use for single-volume monographs,
mono looseleafs, and electronic resources when no holdings (86Xs)
are recorded
EXAMPLE:
Run of serial title is v. 1 - v. 50; Annex holdings are v. 1
- v. 20; Main has v. 21 - v. 50.
Completeness code for Annex should be "3" (Annex holds less
than 50%).
Completeness code for Main should be "2" (Main has more than
50%).
Lending Policy
Circulating collections should be coded "a".
Non-Circulating collections, including reference or LAN and
web-based titles, should be coded "b".
Reproduction Policy
a = Will reproduce = use for print and microform titles.
b = Will not reproduce = use for A/V materials, software,
LAN or web-based titles.
u = Unknown = use when in doubt.
Language
Used with serials and multi-volume monographs: the 3 letter code
that indicates the language of the enumeration/chronology.
The item in hand may be in English, but if the enum/chron says
"Bd.", the language code would be "ger" for German.
Use "und" if uncertain about the language.
Use "|||" when no holdings (86Xs) are recorded.
Number
of Copies | Copy Report
Number of Copies
Indicates the number of copies represented on the holdings record.
Serials - If the Libraries has multiple copies of
an entire run, or has copies of a specific volume(s), code
as "002" (for multiple copies)
Monographs - If the holdings reflect 2 or more copies,
code as applicable.
Copy Report
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