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HISTORICAL WORKFLOW UNDER REVIEW / DO NOT USE AT THIS TIME

July 2020 — Contact: Ann Kardos

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 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.

Enumerations used in holdings statements include, but may not be limited to:

  • v. (volume)
  • no. (number)
  • pt. (part)
  • fasc. (fascicle)
  • t. (tome)
  • bd. (band)

Example enumeration statements:

  • 866 41 $a v.3:no.1 (1980), v.3:no.3 (1980)-v.10 (1987)
  • 866 41 $a bd.243-bd.250
  • 866 41 $a v.1:pt.3 (2015)-v.4:pt.4 (2019)
  • 866 41 $a v.3:Feb (2001)-v.3:Dec (2001)

Series Designations

The series designation will precede the volumes included in that series.

  • new ser. (new series)
  • ser.2 (series 2 (etc.))

There may be multiple series designations in one title. An enumeration statement with a series designation looks like this:

  • 866 41 $a ser.4:v.1 (1958)-ser.4:v.5 (1962)
  • 866 41 $a v.12 (1959)-ser2:v.3 (1982)

Incomplete Holdings

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.

An incomplete holdings statement looks like this:

  • 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

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.

Holdings Statements vs. 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:

  • Description: v.24 (1989)
  • Description: t.12
  • Description: v.3:Winter (2002)
  • Description: bd.488
  • Description: 1999/2000

Do not use OPAC or internal note fields in the item record.

Further Notes of Interest

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 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.

holdings_statement_syntax_for_hol_records.1595445312.txt.gz · Last modified: 2020/07/22 15:15 by annk
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