Guidelines for editing the MARC holdings record

Editing Steps

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:
  

• Please see [MFHD fixed-field material codes] for a brief description of each of the fixed field elements and their values as used at NCSU Libraries. An exhaustive listing can be found on the MARC Holdings website http://www.loc.gov/marc/holdings/hd008.html. We will be adding the 007 tag for special format materials such as microforms.

2. Review the variable data.

• 852 subfield z (public) notes. From now on, all notes will be in separate |z notes, not combined in one.

          |zNewest issues located in the current periodicals shelving area.
          |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.
          |zCirculating.
          |zNewest issues located in the current periodicals shelving area.
          |zOldest issues at Satellite Shelving Facility.
          |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 bookstacks.
          |zBeginning with v.XX (yyyy), each volume in series cataloged separately.|zTo find individual titles search under series title.
          |zBeginning with yyyy, volumes are cataloged as separate books under author or title.
          |zNot currently received.|zOldest issues at Satellite Shelving Facility.

• For Microform MARC holdings use only following notes:

          |zNot currently received.
          |zCurrently received.

• For Satellite MARC holdings, use only the following notes:

          |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.

• For the NRL, Textiles, 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.

      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.

• 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:
• 
  
  
  
  
• FORMAT FOR 866 HOLDINGS STATEMENT: Based on feedback from public services and time/benefit studies, we are implementing open-ended holdings statements rather than detailed issue listings. We are simplifiying 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: Add spaces at gaps (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. Note that 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)-

• 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 this (note that we abbreviate "Issue"):

                    866 1 |80|aiss.1 (2003)-iss.3 (2004), iss.5 (2004), iss.7 (2004)-iss.22 (2005), iss.24 (2005)-

          Not like this:

                    866 1 |80|ano. 1-3, 5, 7-22, 24-

          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: Where there are gaps, we will provide some detailed listing up to the point where the display becomes too complicated (up to 5 gaps).

                     866: 1:|80|av.1 (1942)v.66 (1988), v.68 (1990)

• IRREGULAR HOLDINGS (More than 5 gaps): If a title has been very irregularly received, there will be a general statement such as 'Incomplete collection beginning with v.1 (1900)'. In each case, we will point patrons to the more detailed bound volume listing. In this case change fixed field Enc_Lvl: to 2. Change fixed field Complete: to reflect the level of completeness of the copy.

                    866: 1:|80|zIncomplete collection beginning with v.1 (1900)

• SUPPLEMENTS and CUMULATIVE INDEXES: We will continue to have closed holdings for supplements and indexes.

                     868: 1:|80|av.72/81 (1980/1984)-v.82/91 (1985/1989)
                     867: 1:|80|av.57 (1983)-v.82 (2004)

• 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, 867, or 868
          showing gaps where necessary. 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.
  

• Click "Save your Changes."
  

• Put an "x" in the "DONE/COMMENT" column in your spreadsheet.
  

• If the holdings were in such a state that you could not easily clean the record up, put a note about the specific problem(s) in the "DONE/COMMENT" column in your spreadsheet.
  

• 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.
  
  
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  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 for use in extent of holdings statements.

Names of the Months - Abbreviations

This information can also be found in Anglo-American Cataloguing Rules — Appendix B. Abbreviations — B.15.

FAQ

What do I do when the MFHD says Hill, but the item/volume record says Satellite?

Do not edit/update the holdings, please note the issue in the "DONE/COMMENT" column in your spreadsheet. These items will be reviewed near the end of the project. Karen has information to make determining the correct information quicker and easier.

Who do I ask if I have a question about a particular title or volume?

Please send an email to Jacquie (CRDM Staff) or Maria (Acquisitions Staff), who will answer in general so that everyone who is working on the project can learn how to deal with the general situation.

How thoroughly should I check for second copies so I can make sure the fixed fields are correct?

If you happen to notice when you are checking for gaps that there are two or more copies of a volume/issue, please update the Copies: fixed field, but don't go out of your way to religiously check each title.

Guidelines for Recording Holdings: MARC Fixed Fields

Rec_Type | Enc_Lvl | Entrd | Acq_Stat | Acq_Meth | Can_Date | Gen_Retn | Sp_Retn | Complete | Copies | Lending | Repr | Lang | Composit | Updated | 007

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