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--- holdings_statement_syntax_for_hol_records [2020/07/21 20:52]
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+++ holdings_statement_syntax_for_hol_records [2020/07/22 19:15]
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 --- //[[annk@umass.edu|Contact: Ann Kardos]]//
-====== Serials Workflow: Holdings Statement Creation & Syntax ======
+====== Serials Workflow: Holdings Statement Construction ======
 ===== Introduction to MARC 866 =====
 The holdings statement for serials is recorded in the 866 field. All holdings statements require indicators 41 in the 866 field. For information on this field and indicator definitions, please see the Library of Congress MARC documentation for textual holdings at [[https://www.loc.gov/marc/holdings/hd866868.html]].
+===== Constructing a Holdings Statement =====
+Holdings statements should ALWAYS REFLECT WHAT THE LIBRARY OWNS. Holdings statements do not indicate what we do not yet own. The 866 field is a general statement of what the library currently owns and does not future-cast. Each time an issue is received by the library, update the end of the holdings statement by deleting the previous final issue held and adding the number and/or year of the new final issue held. Do not list each issue in a holdings statement. Individual issues are described in the Item Description field.
+  * 866 41 $a 2001/2002-2003/2004
+  * 866 41 $a v.13 (1996)-v.20:no.6 (2003)
 ===== Enumeration =====
-Do not capitalize enumeration abbreviations. Add year when present on the piece (not necessarily the publication date). The full form of the year is used, entered in parentheses. For combined years, both years are entered with a slash between. For a publication which uses both numbers and months as 2nd-level enumeration, numbers are preferred, unless the serial uses only months in their numbering. Enter the month as it is shown on the piece. Exception: For Depository materials, use June, July, and Sept per Five College Policy agreement.
+Do not capitalize enumeration abbreviations. Add the year when present on the piece (not necessarily the publication date). The full form of the year is used, entered in parentheses. For combined years, both years are entered with a slash between. For second level enumeration, some titles use numbers and some use months. Always use what is on the piece. If the publication uses months, enter the month as it is shown on the piece. Exception: for Depository materials, use June, July, and Sept per Five College Policy agreement.
 NOTE: For **non-English language** serials, always use the abbreviations for the foreign term that is on the piece, such as tome, band or fascicle.
@@ Line 31: / Line 38: @@
   * 866 41 $a v.3:Feb (2001)-v.3:Dec (2001)
-===== Series =====
+===== Series Designations =====
 The series designation will precede the volumes included in that series.
@@ Line 43: / Line 50: @@
   * 866 41 $a v.12 (1959)-ser2:v.3 (1982)
-===== Constructing a holdings statement =====
+===== Incomplete Holdings =====
-Holdings statements should ALWAYS REFLECT WHAT THE LIBRARY OWNS. We do not indicate what we do not yet own, and we do not denote that the library cancelled a title in the holdings statement. The 866 field denotes only what the library currently owns. If a title has ceased publication, this is denoted in the bib record. Go into OCLC and export the current bib record to reflect this. See instructions for [[serials_workflow_ceased_cancelled_titles|Ceased & Cancelled Titles]].
-  * 866 41 $a 2001/2002-2003/2004
-  * 866 41 $a v.13 (1996)-v.20:no.6 (2003)
-===== Complex holdings statements =====
-==== Gaps: whole volumes missing ====
-Gaps are indicated by a comma.
-  * v.15 (1971)-v.17 (1973), v.20 (1976)-v.22 (1978)
-==== Gaps: partial volume(s) missing; incompletes ====
-**Previous practice**:  We indicated incompletes by placing brackets around the incomplete vol./year, or year, and adding a field (952$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.2 (1946)-v.3:no.2,4-5 (1947), v.6 (1950) //better as:// v.2 (1946)-v.3:no.2 (1947), v.3:no.4-5 (1947), v.6 (1950)
-==== 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
+Do not use the 866 field to show all issues held by the library. The holdings statement is a general statement. Incomplete holdings are reflected in the item record. Ideally, a title is fully linked and each title has volume information in the Item Description field. Use the subfield z for a public note to show that a publication has "incomplete holdings" when the statement does not show gaps in holdings.
-==== Indexes ====
+An incomplete holdings statement looks like this:
-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:
+  * 866 41 $a v.1(1982)-v.45(2010) $z Incomplete holdings
+  * 866 41 $a v.15 (1971)-v.17 (1973), v.20 (1976)-v.22 (1978)
+  * 866 41 $a fasc.12-fasc.21 $z Incomplete holdings
-  * 86841 $av.10 (1926)-v.19 (1935)
+If you come across an old title with a 952 field in the holdings record, this field must be removed. Please see instructions on how to fix old records with incomplete holdings information in the 952 field.
-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 Statements vs. Item Descriptions =====
-===== Holdings versus Item Descriptions =====
+The Item Description field in Aleph should be used when linking to describe individual items. Do not use the holdings statement to list each volume or individual runs of volumes unless specifically determined to be useful for patrons. Use the same descriptors as appear on the piece, in terms of enumeration. Under the (2) General Information tab:
-In many cases, the item descriptions used when linking the items will differ from the holdings syntax:
+  * Description: v.24 (1989)
+  * Description: t.12
+  * Description: v.3:Winter (2002)
+  * Description: bd.488
+  * Description: 1999/2000
-^ Holdings Syntax       ^ Item Description  ^
+Do not use OPAC or internal note fields in the item record.
-| 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.
+===== Further Notes of Interest =====
-//[[lucyd@library.umass.edu|Primary contact: Lucy deGozzaldi]]//.
+If a title has ceased publication, this is denoted in the bib record. Do not record in a field 952. Go into OCLC and export the current bib record to reflect this. See instructions for [[serials_workflow_ceased_cancelled_titles|Ceased & Cancelled Titles]].
+If a title has been cancelled by the library, this is no longer denoted in the holdings record. Do not use field 590 in any holdings record.