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Note: Only retain, edit, and/or add MARC holdings records for physical items. (There should be no MARC holdings records for online resources at NCSU.)

Table of Contents

Fixed field data visual examples

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  • Examples of Codes that may be used in the 007 field:

Material Format

Notes

007

This field contains special information about the physical characteristics. The information may represent the whole item or parts of an item such as accompanying material.

Text (including photocopy reproductions)

ta

Electronic Resource (CD-ROM)

co|cgu||||||||| (CD-ROM with color illustrations)

Microfiche (black with white letters)

he|bmb|||baca (negative, 4x6 in., normal reduction, black and white, silver halide emulsion, service copy, safety base)

Microfiche (white with black letters)

he|amb|||buca (positive, 4x6 in., normal reduction, black and white, emulsion on film is unknown, service coy, safety base)

Microfilm

hd|afb|||buca (positive, 35 mm, normal reduction, black and white, emulsion on film is unknown, service copy, safety base)

852 field

Note: In the 852 field in this visual, the first indicator should be "0" and the second is blank.


  1. Indicators:
    The first indicator will usually be "0" for Library of Congress classification, exceptions include "3" for Superintendent of Documents classification, and "8" for Other scheme (Microforms are often in this group). See MARC 21 Holdings - 852 - Location.
    The second indicator will be blank.  
  2. Remove any links to Serials controls by deleting the |= information and related |x. Also remove the copy number |x.  
  3. 852 |cshould reflect the "Home location" of the item record (in all caps).  
  4. 852 |h and 852 |iAll call numbers with two cutters should look like this:
     

    Example:
    |hBV630.A1|iJ6
     

    Not this: |hBV630|i.A1J6
     

    The main part of the classification number should be in |h, while the 2nd cutter should be in |i.  
  5. 852 |xAdd your initials in this non-public note.

An updated 852 visual for a currently received periodical might look like this:


Image Added
 

852 subfield z (public) notes

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|zCurrently received.
|zNot currently received.
|zLibrary has current issues only.
|zLibrary keeps current issues until microform arrives.
|zLibrary keeps current issues for time.
|zCurrent issues kept until bound for branch.
|zNewspaper Section. |zLibrary keeps current issues for time.
|zNewest issues located in the current periodicals shelving area.
|zNewest issues located in the Design Library (substitute branch, etc.) current periodicals shelving area.|zOldest issues in Hill stacksbookstacks or bookBot.
|zNewest issues located in the current periodicals shelving area until bound for bookBot.
|zIncludes new title, Title.|zNot currently received.
|zIncludes former title, Title.|zNewest issues located in the current periodicals shelving area.
|zIncludes index for, Title.|zNewest issues located in the current periodicals shelving area.
|zFilmed with title.|zNewest issues located in the current periodicals shelving area.
|zShelved with title. |zNewest issues located in the current periodicals shelving area.
|zNewest issues located in Reference.
|zLatest volume only in Reference.
|zLatest year only in Reference (substitute branch, etc.) earlier years in Hill (substitute branch, etc.) bookstacks.
|zBeginning with v.XX (yyyy), each volume in series cataloged separately.
|zBeginning with yyyy, volumes are cataloged as separate books under author or title.

...

|zNewest issues located in the current periodicals shelving area.
|zNewest issues located in the current periodicals shelving area.|zOldest issues in Hill stacksbookstacks or bookBot.
|zNewest issues located in the current periodicals shelving area until bound for DH Hill or bookBot.
|zCurrently received.
|zNot currently received.

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  • CUMULATIVE INDEXES: We will continue to have closed holdings for indexes.
    Example:
    868 1 |80|av.72/81 (1980/1984)-v.82/91 (1985/1989)
901 field
  • Leave the 901 tags as they are, but do not copy or add them to any new MARC holdings records.

Completed MARC holdings visual example

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Fixed Field Holdings Codes Information

Fixed Field}

Notes

Rec_Type = Record TypeMARC21 character position: LDR/06

By default, the record type in newly created records is y. It should be changed for non-serial item holdings.

v = Multipart item holdings

Multivolume monograph (not used at NCSU)

x = Single-part item holdings

Currently this is used for preservation photocopies.

y = Serial item holdings

 


Fixed Field

Notes

Enc_Lvl = Encoding Level MARC21 character position: LDR/17

By default, the Encoding Level will be 3.

2 = Holdings level 2

Besides system-supplied data (item ID, location), includes fixed fields for Acq status, General retention policy, Completeness, Date of report, Category of material, SMD. Used locally with public note (866|z) for incomplete and limited retention holdings.

3 = Holdings level 3 (Default)

Provides a summary statement of holdings which is always compressed at the highest level possible. If enumeration and/or chronology are applicable, only the highest levels (e.g. vol. (year), but not vol.: no.(month/year)) are included.

4 = Holdings level 4

Provides a detailed statement of holdings. If enumeration and/or chronology are applicable, the most specific levels must be included.(e.g.: If vol.:no.:pt (year) are used in the publication, all must be recorded in the MFHD.) The holdings statement may be compressed to the highest-level designator.

m = Mixed levels

Use when basic holdings are recorded at level 3 and indexes and/or supplements are at level 4; also used in cases of recon holdings at level 3 and current holdings at level 4

z = Other level

Do Not Use

Fixed Field

Notes

Entrd = Date Entered on File MARC21 character position: 008/26-31

System-supplied. Do not edit

yymmdd = Six numeric characters specifying the date the holdings report was first entered

 


Fixed Field

Notes

Acq_Stat = Receipt or Acquisition Status MARC21 character position: 008/06

By default, the acquisitions status for serial titles will be 4 (currently received)

0 = Information not available; or retention is limited

2 = Received and complete; or ceased

All parts have been published and received or the publication is no longer issued.

4 = Currently received (Default)

Newly published pieces routinely being received

5 = Not currently received/Cancelled

Newly published pieces are not being received. This is not the same as "received and complete or ceased."

Fixed Field

Notes

Acq_Meth = Method of Acquisition MARC21 character position: 008/07

By default, the acquisition method is p (purchase)

d = Deposit

Governent documents received on deposit.

e = Exchange

 


f = Free

Received without cost, directly from the publisher, vendor, or distributor.

g = Gift

Someone gives the Libraries the publication; he/she is not the publisher, vendor, or distributor.

p = Purchase (Default)

Includes receipts on memberships and subscription packages.

u = Unknown

 


z = Other method of acquisition

 


Fixed Field

Notes

Can_Date = Expected Acquisition End Date MARC21 character position: 008/08-11

We do not record any intention to cancel. This field should be left blank.

#### (four blanks) = No intent to cancel; or not applicable (Default)

 


yymm = Date cancellation is to take effect; or the date of the last expected part

 


uuuu = Intent to cancel, with effective date unknown

 


Fixed Field

Notes

Gen_Retn = General Retention Policy MARC21 character position: 008/12

By default, the retention policy is 8 (permanently retained), do not change unless specifically instructed to do so. If using 6, also edit the following field, Specific Retention policy appropriately.

0 = Information not available

 


2 = Retained except as replaced by updates

 


4 = Retained until replaced by microform or other preservation format

 


5 = Retained until replaced by cumulation, replacement volume, or revision

 


6 = Limited retention

If used, also fill in Specific Retention Policy field (below).

8 = Permanent retention (default)

We keep and bind issues.

Fixed Field

Notes

Sp_Retn = Specific Retention Policy MARC21 character position: 008/13-15

Blank unless Gen_Retn (above) is 6. ex.: l1y = latest year retained, l1i = latest issue retained*

1st position:

 


l = Latest

 


p = Previous

 


2nd position:

 


1 - 9 = Number of units retained

 


3rd position:

 


m = Month(s)

 


w = Week(s)

 


y = Year(s)

 


e = Edition(s)

 


i = Issue(s)

 


s = Supplements(s)

 


Fixed Field

Notes

Complete = Completeness MARC21 character position: 008/19

For new titles, use 1 (complete), this is the default. When editing older MFHDs, use whichever is most appropriate.

0 = Information not available; or retention is limited

1 = Complete (95%-100% held) (default)

Apply percentages to serial holdings only. For non-serial holdings, use 1 if we own all published pieces.

2 = Incomplete (50%-94% held)

Apply percentages to serial holdings only. For non-serial holdings, use 2 if we do not own all published pieces.

3 = Very incomplete or scattered (less than 50% held)

Do not use 3 for non-serial holdings.

Fixed Field

Notes

Copies = Number of Copies Reported MARC21 character position: 008/17-19

001 is default.

001 = One copy of the bibliographic item reported

Number of copies will be 001 when there is one copy per holding location (852|c), but will generally reflect the actual number of copies per holding location (002, 003, etc.)

Fixed Field

Notes: ILL Lending Policy

Lending = Lending Policy MARC21 character position: 008/20

u (unknown) is default, and will not be changed.

a = Will lend

 


b = Will not lend

 


c = Will lend hardcopy only

 


l = Limited lending policy

 


u = Unknown

 


Fixed Field

Notes: ILL Reproduction Policy

Repr = Reproduction Policy MARC21 character position: 008/21

u (unknown) is default, and will not be changed.

a = Will reproduce

 


b = Will not reproduce

 


u = Unknown

 


Fixed Field

Notes

Lang = Language MARC21 character position: 008/22-24

eng is the Unicorn default for new MARC holdings records.

Three-character MARC code indicating the language of coded data in the 863-865 fields

Input the MARC language codeused in the bibliographic record.

Fixed Field

Notes

Composit = Separate or Composite Copy Report MARC21 character position: 008/25

The default for this field is 0 (Separate MFHD for each copy, regardless of holding location) Use 1 when more than one copy of any issues is held one library (i.e.: 2 copies of v.12 are in Hill)

0 = Separate copy report

Indicates that the holdings is for one copy of the bibliographic item.

1 = Composite copy report

Indicates that the holdings statement consolidates information about more than one copy of the bibliographic item.

Fixed Field

Notes

Updated = Date of Report MARC21 character position: 008/26-31

System-supplied when changes are made to holdings information. Do not edit this field

yymmdd = Six numeric characters specifying the currency of the holdings information