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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.)

1. Review the fixed field data.*
  • For new MARC Holdings records, the default values will be automatically filled in. For printed serials, these are:
  • The fixed field data for a currently received print serial that the library purchases should look like this:
2. Review the variable data.*
  • *Add 007 tag for material format: format examples include print, CD-ROMs, Microfiche and Microfilm.
  • 852 subfield z (public) notes. Add notes in separate |z notes. Do not combined in a single |z note.

|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.
|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.

  • For Microform MARC holdings (Microfiche and Microfilm) use only following notes:

|zNot currently received.
|zCurrently received.

  • For the Design Library MARC holdings, use only the following notes as appropriate:

|zNewest issues located in the current periodicals shelving area.
|zCurrent issues kept until bound for Hill.
|zNot currently received.
|zCurrently received.

  • For the NRL and VetMed Libraries MARC holdings, use only the following notes as appropriate:

|zNewest issues located in the current periodicals shelving area.
|zOlder issues shelved in the bound periodicals area.
|zCurrent issues kept until bound for Hill (substitute branch, etc.) bookstacks.

3. Review the following areas of the MFHD:

  • Catalogers may need to remove the link to Serials control by deleting the |= information and related |x. Also remove the copy number |x.




  • Leave the 853 tags as they are, but do not copy them to any added MFHD's
  • Leave any 901 tags as they are, but do not copy them to any added MFHD's
  • Call numbers with two cutters should follow this format: |hBV630.A1|iJ6. The main part of the classification number should be in |h, while the 2nd cutter should be in |i. An example of a call number in the wrong format is below:

                 852  0_ |cSTACKS|hNA2300|i.I59 C672

           should be:

                 852  0_ |cSTACKS|hNA2300.I59|i.C672

  • FORMAT FOR 866 HOLDINGS STATEMENT: Based on feedback from public services and time/benefit studies, we use open-ended holdings statements rather than detailed issue listings. We simplify the statements by using only the highest level of enumeration necessary for easily understood holdings. We will continue to record more than one level of enumeration when a title adds a level, for examples by adding a series number (see example below). Update holdings for all copies, including Branch copies.

Note:

  • Catalogers should add spaces after commas and semicolons and before parentheses. No spaces before or after a colon, hyphen, or period. More information about punctuation in extent of holdings statements is presented on a separate page on this site. NCSU practice diverges slightly from the spacing policy established by
    ANSI/NISO Z39.71, for which a link is provided from the Extent of Holdings page.

866 1 |80|av.1 (1933)-
866 1 |80|a:v.1 (1947)-v.5 (1952); ser.2:v.1 (1953)-

Note:

  • It is important to look at the 362 enumeration/chronology format for MARC holdings, which will often differ from the format shown in the Unicorn volume/item records. If the 362 says in a formatted note: "Issue 01 (Dec. '03)-", then our holdings might look like the following example (note that we abbreviate "Issue"). Convert all numeric information, such as Roman numerals, to Arabic numerals in the MARC holdings statement.

866 1 |80|aiss.1 (2003)-iss.3 (2004)

Not like this:

866 1 |80|ano. 1-3

For an issue with an enumeration/chronology from 362 of "1/2007-":

866 1 |80|a2007:1-

For a break that starts with an incomplete volume:

866 1 |80|av.2 (1971)-v.32 (2002), v.34:no.2 (2004)-v.35 (2005)

Not two 866s:

866 1 |80|av.2-32 (1971-2002)866 1 |80|av.34:no.2-4 (2004) - v.35 (2005)(You can't use more than one hyphen within a run)

  • TITLE WITH ONLY UNBOUND ISSUES: For newer titles where no issues have yet been bound, begin the holdings statement with the first issue we have received.

866 1 |80|av.1:no.1 (2005)-

  • GAPS: We no longer include gaps; instead, include the available starting and ending ranges (or the start date with a hyphen) followed by "|zIssues missing." in the 866 note.

866: 1:|80|av.1 (1942)-v.68 (1990)|zIssues missing.
866: 1:|80|av.1 (1942)-|zIssues missing.

  • SUPPLEMENTS Supplement information is no longer included in holdings information
  • CUMULATIVE INDEXES: We will continue to have closed holdings for indexes.

868: 1:|80|av.72/81 (1980/1984)-v.82/91 (1985/1989)

  • MICROFORMS: We will continue to have closed holdings for microforms.

866: 1:|80|av.1 (1980)-v.25 (2004)

4. Go to the OPAC to determine which volumes have been received and bound.

  • Summarize in the 866 and 868. The last character should be a hyphen for all currently received titles. Remember that item records do not always display in the correct order.
  • Delete all 863 fields.
  • The MARC Holdings record for a currently received print serial that the library purchases should look something like this: Please note that for currently received, bound volumes, we are eliminating secondary levels of enumeration (i.e. no.1) in order to simplify the display.

Label and Punctuation Questions

If you have a question, or there is a discrepancy, in the way that labels such as "ed.", "vol.", etc. have been applied, please follow the labels that were used in field 362 in the bibliographic record. Please refer to Punctuation and Abbreviations for use in Holding Statements.

Holdings 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

 

Type of Material

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. For fuller information on this field, please consult MARC 21 Concise Bibliographic: Control Field 007

Texts (including photocopy reproductions)

ta

Electronic Resource

co|cgu||||||||| (CD-ROM)

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)

Multiple physical formats

zm

Microfilm

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

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