K-State Libraries - Technical Serivces

Cataloging & Serials: Holdings

The Holdings Record FAQ

Ceased Titles | Canceled Titles | Claiming a Title | Retention Codes | Purchased, Gift, or Exchange Titles

How can I tell if the title has ceased publication?

1. Look at the holdings 008 field.
2. Dead titles will be coded as "2":

How can I tell if a journal has been canceled?

1. Look at the holdings 008 field.
2. Canceled titles will be coded as "5" (after the first 6 digits) and should have a 4-character date in yymm format.
3. In this example: 981120 5 p 9812.

9812

A title coded as:

9906

indicates the library will no longer receive the title as of June 1999.

How can I tell if the title is purchased or a gift or exchange?

Look at the holdings 008 field.

Gift titles will be coded as "g" (or "f"):
Purchased titles would be coded as "p":
Exchange titles will be coded as "e":
RETENTION CODES
The retention code on the holdings for the current reading area indicates we maintain the issues for one year. So, why are there two years of current periodicals on the shelf?

Periodicals stay in the current reading areas until they are picked up for binding or discarded. Binding schedules are not predictable, therefore the Technical Services Dept. has chosen "latest one year" as a default for titles that will be bound.

Why do some current periodicals holdings record only have a general retention policy of "6" with no specific retention policy such as "latest one year?"

This is most common on older holdings for the Science Library--Current Periodicals area. Those holdings were done as a project when the Chemistry Library was integrated into Hale and the periodicals were split into Social Sciences and Science.

Additionally, titles that have a retention code of "latest 10 [15 or 20] years" (usually in reference or branch locations) cannot be coded with a specific retention policy in the 008 because of MARC format limitations. These titles will have a note in |x of the 852 to indicate the retention.

If the holdings say "latest one year" in current periodicals, how can I tell if the Libraries is permanently retaining the title?

If there is only one holdings record displaying in OPAC for a current periodicals location, check the holdings record in the Cataloging module. Titles being retained permanently should have a "bd" code in the |x of the 852 field. There may also be a suppressed holdings record for the permanent location--it will be unsuppressed when the first pieces are bound.

On NOTIS, the retention code was in the 852 field in a |x. How do these codes translate to VOYAGER?

As the Acquisitions Team members process new titles/title changes or come across older records with information coded in |x of the 852, they are responsible for "translating" that information in the Holdings 008 field. See our "translation document" for detailed information.

See the 008 field for more information on Retention codes.

CLAIMS QUESTIONS
When should I notify the Claims Specialist that an issue has not been received?

Claims must be made as soon as possible. Vendors and publishers do not keep large back files of their journals. Generally, the Libraries will not be able to to claim issues more than 6 months old. (Exception: see notes on exchanges below.)
1. Titles received using the Acq module's Serials Check-In will automatically generate a claim based on the prediction pattern.
2. Check the holdings 008 field.
  Has the title been canceled? What is the effective date of cancellation? (See above for information on the cancel date.) If that date has passed and the reading area has received all issues for the year, query the Serials staff. It is possible that when the final issue was received, she was not notified by the receiver.
3. Check the receipt lines--there may be a note indicating the issue in question has been claimed. If the date of the claim is more than 6 months old, notify the Claims Specialist, asking him to make a second claim.
4. Check the publication pattern of the journal (see the 310 of the bibliographic record). Compare it with the masthead or editor's note inside the last piece received for information concerning pattern changes. Has it gone from quarterly to semi-annual, or from monthly to quarterly, etc.?
  - if the publication pattern inside the most current piece does not match the pattern in the 310 field, notify Serials staff. Maintaining correct information in the bibliographic record and correcting patterns used in Serials Check-In help us at both claim time and binding time.
  - Many titles may be published irregularly (even when a "pattern" looks evident from past receipts). Check the date stamp of the last piece or two on the shelf--was that 1998 piece actually received in 1999?
5. Is the title an exchange title?
  - Look at the holdings 008 field.
  - Exchange titles are coded "e":
  - Issues for exchanges may be received in batches -- for example, the library may receive all of the 1997 issues in 1999. Generally, do not query the Serials Exchange Specialist if there have been no receipts for the prior year.
When in doubt, notify the Claims Specialist.