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NOTE: This page is currently under construction!

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:

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:

!MARC Holdings Records5.jpg!



  • 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. 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: 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.

This needs to be deleted but before that can occur a decision must be made about Enc_Lvl with |zIssues missing. 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.

  • 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 for Use in Extent of Holding Statements.

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