Differences

This shows you the differences between two versions of the page.

Link to this comparison view

holdings_statement_syntax_for_hol_records [2010/08/20 14:48]
ldegozzaldi
holdings_statement_syntax_for_hol_records [2019/01/07 12:20]
Line 1: Line 1:
-====== Holdings Statement Syntax for HOL Records ====== 
- 
-(Aleph Workflow-Information Resources Management)\\ ​ 
-(Working Draft, 3/15/10) 
- 
-===== Introduction ===== 
- 
-==== Updated holdings format ==== 
- 
-In Aleph, the holdings statement for serials and periodicals is recorded in the 866 field. ​ Previously, UMass holdings statements did not include enumeration captions and used brackets to indicate incomplete volumes. ​ We are now trying to convert these holdings statements into a more standard format using enumeration captions and inserting incomplete gaps, which we believe will be easier for patrons to understand, and to conform to ANSI/NISO practice, which may be more easily transferred to/and understood by, other systems. 
- 
-==== 866 indicators ==== 
- 
-All holdings statements with updated formats should include the indicators 41 in the 866 field. ​ The first indicator "​4"​ indicates Holdings Level 4, which includes 2nd level enumeration details. ​ The second indicator "​1"​ specifies that the holdings statement is ANSI Z39.44 or ANSI/NISO Z39.57. 
- 
-===== Caption designations ===== 
- 
-==== Enumeration ==== 
- 
-NOTE: For **non-English language** serials and periodicals,​ UMass practice is to use “v.” and “no.” for designations such as tome and fascicle, though for monographs, we use the abbreviations for the foreign terms. ​ Otherwise, we try to follow the enumeration and chronology designations present on the piece. ​ 
- 
-Enumerations used in holdings statements include: 
- 
-  * v. (for volume) 
-  * no. (for number) 
-  * pt. (for part) 
-  * --st, --nd, --th (for ordinal numbers) 
-  * ed. (for edition) 
- 
-When 2nd level enumeration must be entered, for example, to indicate a gap, a colon is used: 
- 
-  * v.3:no.1 (1980), v.3:no.3 (1980)-v.10 (1987) 
- 
-==== Series ==== 
- 
-The series designation,​ followed by a colon, will precede the volumes included in that series. ​ It need only be entered once before the volumes it pertains to, even when gaps are present. 
- 
-  * new ser. (for new series) 
-  * ser.2 (for series 2 (etc.)) 
-  * ser.4:v.1 (1958)-v.3 (1960), v.5 (1962) 
- 
-The preferred practice is **not** to capitalize the first letter of enumeration captions, and **not** to include a space after the period. 
- 
-  * v.1 (not V.1); no.1 (not No.1); pt.1 (not Pt.1) 
-  * new ser.:v.1 (not New Ser:V.1); ser.2:v.1 (not Ser.2:V.1) 
- 
-==== Chronology: years ==== 
- 
-Add year when present on the piece as a cover date, versus publication date.  The full form of the year is used, entered in parentheses. ​ For combined years, both years are entered with a slash. 
- 
-  * v.6 (1997) 
-  * v.11 (1944/​1945)-v.18 (1950/1951) 
- 
-==== Chronology: months ==== 
- 
-For a publication which uses both numbers and months as 2nd-level enumeration,​ numbers are preferred. ​ However, some periodicals use only months. ​ Although we enter months more frequently in our item descriptions,​ sometimes we need to add them into a holdings statement, for example in the following cases: 
- 
-   * When a volume is incomplete: v.68 (1976:Jan), v.68 (1976:​Mar)-v.78 (1986) 
-   * When a title change occurs in the middle of a volume: 
-     - v.36 (1990)-v.39 (1993:Feb) (earlier title) 
-     - v.39 (1993:​Mar)-v.46 (2000)( later title) 
- 
-UMass enters months by their first three letters only.  Exception: ​ For Depository materials, use June, July, and Sept, per Five College Policy agreement. 
- 
-===== Last volume in statement ===== 
- 
-==== Titles currently received ==== 
- 
-End the string with a dash, indicating that more are coming. 
- 
-  * 2001/​2002-2003/​2004- 
-  * v.13 (1996)-v.20:​no.6 (2003)- 
- 
-==== Titles not currently received ==== 
- 
-When we do **not** hold the last volume of a publication,​ for example when the library cancels a title which is still being published as far as we know, we remove the dash and add nothing after the holding string. 
- 
-  * 1st ed. (1979)-6th ed. (1985) 
- 
-When we **do** hold the last volume of a publication,​ either in the case of a title change or a cessation, we add a double slash after the holding string. ​ (NOTE: WIKI will not support illustration of double slash) This is a local UMass practice not standard in ANSI/NISO notation. 
- 
-===== Complex holdings statements ===== 
- 
-==== Gaps: whole volumes missing ==== 
- 
-Gaps are indicated by a comma. 
- 
-  * v.15 (1971)-v.17 (1973), v.20 (1976)-v.22 (1978) 
- 
-==== Gaps: partial volume(s) missing; incompletes ==== 
- 
-**Previous practice**: ​ We indicated incompletes by placing brackets around the incomplete vol./year, or year, and adding a field (952$x in Aleph) recording what the library holds for each incomplete volume. 
- 
-**Current practice**: ​ As time allows, we are converting these holdings to a format more consistent with ANSI/NISO practice, by: 
- 
-  * Adding indicators 41 to the 866, 
-  * Adding enumeration captions, 
-  * Replacing bracketed volumes with accurate descriptions of gaps. 
- 
-EXAMPLES: 
- 
-  > 866__ $a26 (1992)-[29 (1995)]-33 
-  > 952__ $xIncomplete volumes: 29:1-6, 8-12 
- 
-becomes: 
- 
-  > 86641 $av.26 (1992)-v.29:​no.6 (1995), v.29:no.8 (1995)-v.33 (1999) 
- 
-  > 866__ $a1985-[1990]-1995 
-  > 952__ $xIncomplete volumes: ​ 1990:​1-2,​4-7,​10-12 
- 
-becomes: 
- 
-  > 86641 $a1985-1990:​no.2,​ 1990:​no.4-7,​ 1990:​no.10-1995//​ 
- 
-NOTES: 
- 
-  - Holdings statements indicating gaps should be entered on one line only. Enter a space after each comma. ​ This assures that the text will wrap correctly in the OPAC display. 
-  - There is no need to add any more than the first and last number around a gap.  For the first example above, v.26 (1992)-v.29:​no.1-6 (1995), v.29:​no.8-12 (1995)-v.33 (1999) would be incorrect. ​ CORRECT FORM:  v.26 (1992)-v.29:​no.6 (1995), v.29:no.8 (1995)-v.33 (1999) 
-  - Frequency considerations. In this example, we know that the periodical is a monthly. ​ If it had a greater frequency or was irregular (frequency unknown), the holdings would be expressed as v.26 (1992)-v.29:​no.6 (1995), v.29:​no.8-12 (1995), v.30 (1996)-v.33 (1999) 
-  - Where there is a combined year, we repeat the combination after every number in the incomplete statement, even though it may be more literally accurate not to do this: v.3:no.1 (1941/​1942),​ v.3:no.3-6 (1941/​1942),​ versus v.3:no.1 (1941), v.3:no.3-6 (1942). ​ Following the latter procedure would entail too much labor-intensive checking of individual volumes. 
-  - UMass policy is to allow a combination of 2nd level enumeration (without repeating the captions) as long as no gap exists within the combination. ​ **Example:​** ​ 1990:​no.4-1990:​no.7,​ 1990:​no.10-1995 //can be written as:// 1990:​no.4-7,​ 1990:​no.10-1995.  ​ 
-    - Exception: ​ More than one gap exists in a volume'​s 2nd level enumeration,​ but not if adjoining the preceding or following volume in the statement. ​ **Example:​** ​ 1990:​no.4-5,​ 1990:​no.7-8,​ 1990:​no.10-1995 //can be written as// 1990:​no.4-5,​7-8,​1990:​no.10-1995. ​ Combining "4-5, 7-8" makes the statement easier to read. 
-    - Do **not** combine 2nd level enumeration if adjoining preceding or following volume, as this can create ambiguity. ​ **Examples: ** 1990:​no.830-831,​ 832-1991 //better as:// 1990:​no.830-831,​ 1990:​no.832-1991;​ v.7:​no.6-7,​9 (1992)-v.11 (1993) //better as:// v.7:no.6-7 (1992), v.7:no.9 (1992)-v.11 (1993). ​ v.5 (1946)-v.6:​no.2,​4-5,​7-10 (1947), v.7 (1948) //better as:// v.5 (1946)-v.6:​no.2 (1947), v.6:​no.4-5,​7-10 (1947), v.7 (1948) 
-  ​ 
- 
-==== Enumeration system change ==== 
- 
-Use a semicolon to indicate a change in a publication'​s numbering system, when **no issues are missing** where the change occurs. 
- 
-  * v.67 (1969)-v.75 (1977); 1978-1993 
-  * no.144 (1922)-no.156 (1928); v.79 (1929)-v.98 (1938) 
-  * new ser.:v.3 (1957)-v.32 (1972); ser.3:v.1 (1973)-v.18 (1982) 
-  * v.166 (1935); v.166A-B (1935); v.167 (1936)-174 (1939); v.174A (1939) 
- 
-NOTE:  Comma overrides semicolon. ​ If a gap exists at the point where a change occurs, use a comma (for example, if no.155-156 are missing): 
- 
-  * no.144 (1922)-no.154 (1927), v.79 (1929)-v.98 (1938) 
- 
-==== Missing numbers never published ==== 
- 
-Last volume published only covers part of the year; no title change: 
- 
-  * v.70 (1991)-v.77 (1998) 
- 
-There is no need to enter v.77:no.8 (1998:Aug) because v.77:no.9+ was never published., although the bib. record will cite the last volume this way in the 362 field. 
- 
-An entire number in the enumeration sequence was never published: 
- 
-  * v.54 (1900)-v.63 (1909) 
-  * 952__$zVol.57 never published. 
- 
-Do not indicate this "​gap"​ with a comma. A semicolon may be used to indicate such a gap (especially if large or strange) although it is also permissible,​ per longstanding UMass policy, to not indicate such a gap. For clarity (see above), a note may be entered into the 952$z public note field, mentioning the missing volume. ​ 
- 
-  * v.54 (1900)-v.55 (1901); v.58 (1904)-v.63 (1909) 
- 
-==== Periodicals with weekly or daily frequencies ==== 
- 
-Occasionally,​ years, months and days are needed in the holding string: 
- 
-  * 1943:Jun 4-1946:Jun 4 
- 
-===== Treatment of Supplements and Indexes ===== 
- 
-==== Supplements ==== 
- 
-If a title contains supplements,​ indicated in the item description as "​Suppl."​ (bound alone) or "​+Suppl."​ bound with a regular issue, UMass policy has been to enter the following note in the public note field (952$z): 
- 
-Supplements accompany some vols. 
- 
-Very occasionally,​ we may consider it beneficial to mention a specific supplement in the HOL.  Enter this supplement in an 867 field with indicators 41: 
- 
-  * 86741 $av.49 (1985) Buyer'​s Guide 
- 
-==== Indexes ==== 
- 
-Per UMass policy, we record any indexes covering five years or more in the HOL record. ​ Enter the index in an 868 field with indicators 41: 
- 
-  * 86841 $av.10 (1926)-v.19 (1935) 
- 
-There is no need to add the words "​Supplement"​ or "​Index"​ since the system automatically supplies these(in bold) in the public (OPAC) view. 
- 
-===== Holdings versus Item Descriptions ===== 
- 
-In many cases, the item descriptions used when linking the items will differ from the holdings syntax: 
- 
-^ Holdings Syntax ​      ^ Item Description ​ ^ 
-| v.49 (1955/​1956) ​     | v.49 1955-56 ​     | 
-| new ser.:v.30 (1982) ​ | n.s. v.30 1982    | 
-| ser.2:​no.108 (1977) ​  | Ser.2 no.108 1977 | 
-| 1978/​1979 ​            | 1978-79 ​          | 
-| v.56:no.1 (1964), v.56:no.3-4 (1964) | v.56 1964 Inc. | 
- 
-In the last example, a LACKS or HAS note should be entered in the Internal Note field of the Item. 
- 
-//​[[lucyd@library.umass.edu|Primary contact: Lucy deGozzaldi]]//​. 
  
holdings_statement_syntax_for_hol_records.txt · Last modified: 2019/01/07 12:20 (external edit)
[unknown link type]Back to top
www.chimeric.de Creative Commons License Valid CSS Driven by DokuWiki do yourself a favour and use a real browser - get firefox!! Recent changes RSS feed Valid XHTML 1.0