This page outlines specific steps for adding new MARC holdings records, and for editing existing MARC holdings records.

The term "MFHD" is a widely accepted acronym for "MARC Format for Holdings Data", even though it's not in standard usage at the NCSU Libraries. The Library of Congress curates the holdings/MFHD format and they refer to it as "MARC 21 Format for Holdings Data." More experienced catalogers may sometimes refer to a MARC holdings record as the MFHD record for short.

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:
  

• A detailed description of each of the fixed field elements and their values can be found on the MARC Holdings website http://www.loc.gov/marc/holdings/hd008.html.

• 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 field 007 to code for the physical characteristics of an item. NCSU uses the 007 in the MARC holdings record to describe the material format, see Serials MARC holdings, 007 material codes, as well as other known physical characteristics.

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

• For more detailed information on this field, see MARC 21 Concise Bibliographic: Control Field 007

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 is usually "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 |c should reflect the "Home location" of the item record (in all caps).
    
4. 852 |h and 852 |i All 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 |x Add your initials in this non-public note.
    

852 subfield z (public) notes

• Add notes in separate |z notes. Do not combine 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)

1. Check the Call number/Item records in SIRSI to determine which volumes have been received and barcoded. Remember that item records do not always display in the correct order.
    
2. Indicators: the first indicator is blank, the second is "1." SIRSI will automatically add this when you create an 866 field.
    
3. Subfield 8: Note that in the absence of an 853 patterns tag, |81 becomes |80 in the 866 of a newly created holdings record.
    
4. 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)-
   Example:
   866 1 |80|aiss.1 (2003)-
    
   Not this: 866 1 |80|ano.1 (2003)-
    
5. For an issue with an enumeration/chronology of "1/2007-" in the 362 field of the bib record
   Example:
   866 1 |80|a2007:1-
    
6. Convert all numeric information, such as Roman numerals, to Arabic numerals in the MARC holdings statement.
   If the 362 field in the bib record states: Began with Volume XVII (2012).
   The MARC holdings summary statement will begin this way:
   Example:
   866 1 |80|av.17 (2012)-
    
7. 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.
   Example:
   866 1 |80|av.1 (1933)-
    
8. Record more than one level of enumeration when a title adds a level, for example by adding a series number:
   Example:
   866 1 |80|a:v.1 (1947)-v.5 (1952); ser.2:v.1 (1953)-
    
9. GAPS: NCSU no longer includes 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.
    
10. NEW TITLE WITH ONLY UNBOUND ISSUES: For newer titles where no issues have yet been bound and barcoded, begin the holdings statement with the first issue we have received.
    Example:
    866 1 |80|av.1:no.1 (2005)-
     
11. MICROFORMS: We will continue to have closed holdings for microforms.
    Example:
    866 1 |80|av.1 (1980)-v.25 (2004)
     
12. ON ADDING SPACES IN THE 866 FIELD:
    Catalogers should add spaces after commas and semicolons and before parentheses. No spaces before or after a colon, hyphen, or period.
    Note:
    NCSU practice for punctuation diverges slightly from the spacing policy established by ANSI/NISO Z39.71. See Punctuation and Abbreviations for use in Holding Statements for more on NCSU local punctuation policy.
     
13. Update holdings for all locations and 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.
  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

• 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.

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

• Note: This example is also missing an 007 field. For a print serial the 007 should be "ta."

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. For more on NCSU punctuation for MARC holdings statements see Punctuation and Abbreviations for use in Holding Statements.

Fixed Field Holdings Codes Information