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Note: THIS PAGE IS CURRENTLY BEING EDITED

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

Fixed field data visual examples

  • 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:
  • Note: In the fixed field Acq_Stat
    "2" means ceased title.
    "4" means currently received.
    "5" means cancelled.

Variable fields data

001 field
  • This field is auto-generated in SIRSI when the MARC holdings record is created.
007 field
  • Add an 007 field to code for the physical characteristics of an item. NCSU uses the 007 in the MARC holdings record to describe the material format, along with other known physical characteristics. For more information on this field, see MARC 21 Concise Bibliographic: Control Field 007
  • Examples of Codes that may be used in an 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

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)

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)

852 field
  • Remove any links to Serials controls by deleting the |= information and related |x. Also remove the copy number |x.




  • Note: In the 852 field, the first indicator is (should be) "0" the second is blank.
  • 852 |c should reflect the "Home location" of the item record (in all caps).
  • 852 |h and 852 |i All call numbers with two cutters should look like this:
  • |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.
  • 852 |x Add your initials in this non-public note.
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:

|zCurrently received.
|zNot currently 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 _bookstacks or bookBot.
|zCurrently received.
|zNot currently 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 _bookstacks or bookBot.
|zCurrently received.
|zNot currently received.

853 field
  • Leave the 853 tags as they are, but do not copy or add them to any new MARC holdings records.
863 field
  • Delete all 863 fields.
866 field (Summary Statement)
  • Check the Call number/Item records in SIRSI to determine which volumes have been received and bound. Remember that item records do not always display in the correct order.
  • Indicators: the first indicator is blank, the second is "1." SIRSI will automatically add this when you create an 866 field.
  • Subfield 8: Note that in the absence of an 853 patterns tag, |81 becomes |80 in the 866 of a newly created holdings record.
  • The formatting of the 866 summary statement in the MARC holdings records follows the formatting of the 362 field in the bib record, which may differ from the format shown in the SIRSI Call number/Item records.
  • For example: the Call number/Item records may indicate we own no.1 (2003)-, while the 362 note may say, Issue 01 (Dec. '03)- The 866 summary statement should look like this:
    866 1 |80|aiss.1 (2003)-
    Not like this: 866 1 |80|ano.1 (2003)-
  • For an issue with an enumeration/chronology of "1/2007-" in the 362 field of the bib record, the 866 should look like this:
    866 1 |80|a2007:1-
  • Convert all numeric information, such as Roman numerals, to Arabic numerals in the MARC holdings statement.
  • NCSU uses open-ended holdings statements rather than detailed issue listings. Use only the highest level of enumeration necessary for easily understood holdings. The last character for all currently received titles should be a hyphen. For example:
    866 1 |80|av.1 (1933)-
  • Record more than one level of enumeration when a title adds a level, for example by adding a series number as in the example below:
    866 1 |80|a:v.1 (1947)-v.5 (1952); ser.2:v.1 (1953)-
  • GAPS: We no longer include gaps; instead, include the available starting and ending ranges (or the start date with a hyphen for a currently received title) followed by "|zIssues missing." in the 866 note. Examples:
    866: 1:|80|av.1 (1942)-v.68 (1990)|zIssues missing.
    866: 1:|80|av.1 (1942)-|zIssues missing.
  • NEW 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)-
  • MICROFORMS: We will continue to have closed holdings for microforms.
    866: 1:|80|av.1 (1980)-v.25 (2004)
  • Catalogers should add spaces after commas and semicolons and before parentheses. No spaces before or after a colon, hyphen, or period.
  • Update holdings for all copies, including Branch copies, when applicable.
867 field (Supplements)
  • Supplement information is no longer included in MARC holdings records.
868 field (Indexes)
  • CUMULATIVE INDEXES: We will continue to have closed holdings for indexes.

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

  • 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, Punctuation and Abbreviations Questions

  • For discrepancies in the way that labels such as "ed.", "vol.", etc. have been applied, REMEMBER that the formatting of the 866 summary statement in the MARC holdings record follows the formatting of the 362 field in the bib record.
  • Catalogers should add spaces after commas and semicolons and before parentheses. No spaces before or after a colon, hyphen, or period.
  • Note: NCSU local practice for punctuation diverges slightly from the spacing policy established by ANSI/NISO Z39.71

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

 

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