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serials_local_holdings_records_lhrs_creation_and_maintenance [2017/03/13 18:16] ldegozzaldi [Examples] |
serials_local_holdings_records_lhrs_creation_and_maintenance [2020/07/22 17:38] annk removed |
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| - | (Aleph Workflow--Information Resources Management)\\ | + | ====== Serials Workflow: Creation & Maintenance of Local Holdings Records (LHRs) in OCLC ====== |
| - | (Working Draft, 10/8/10) | + | |
| - | ====== Serials--Creation and maintenance of Local Holdings Records (LHRs) in OCLC ====== | + | //Revised July 2020// |
| - | **(for print serial/periodical holdings per local policy)** | + | ===== Outline of Automated Process ===== |
| + | **For print serial/periodical holdings per local policy** | ||
| - | ===== Getting Started: ===== | + | **NOTE**: Do not make any modifications of LHRs in OCLC. This is done by the automated process. Only holdings statements in Aleph should be updated and maintained to reflect current library holdings. The automated process happens approximately every quarter. |
| - | - The LHR screen can be accessed in two ways: | + | - Connect to FCL60 in Aleph |
| - | - Through the Connexion Browser | + | - Go to Search |
| - | - Through pulling up the record wanted on Connexion, hitting Tools/Launch Local Holdings Maintenance | + | - Click on "Multi-base CCL Search" |
| - | - On the Local Holdings screen, go to the “Search for” window, and enter a search for the record for which we want to update/correct/add an LHR. (Easy search: enter the OCLC# after an *(asterisk) or after “no:”) Click the gray Search oval. The next screen will show the LHR if it exists. If not, it will display the bib. Click the drop-down menu on the ACTION window. Different options will appear: Create Local Holdings/Delete Local Holdings/Print Record/Replace Record, etc. //NOTE: If accessed through b) above, the record will have already been searched, and will automatically appear on the Local Holdings screen.// | + | - Select FCL60 (Holdings) |
| - | - If an LHR is already present, edit it as required, and then chose Replace Record. //NOTE: If there is a mistake in format, Connexion won’t save the LHR, but instead indicate the problem in red. (Example: forgetting to add a required $8 in an 853/863/866).// | + | - Search for UMass holdings (wow=um) |
| - | - If no LHR exists, Click Create Local Holdings in the ACTION window drop-down menu. A template will appear, which can be filled in/edited accordingly, after which the ACTION window will provide the option to Add Record. //NOTE: Adding an LHR automatically updates our holdings symbol in OCLC.// | + | - You can also add a search for not sta=suppressed (though this doesn't always work) |
| + | - You can add a date range to this query as in wupd=20180901->20190901 | ||
| + | - Cross the search results | ||
| + | - Save the final set | ||
| + | - Go to Services/Retrieve Catalog Records - ret-01. Use name to save final crossed set, provide an output file name, tag=866##, Library=FCL60, Process to create=04 | ||
| + | - Review batch log and once this process is finished | ||
| + | - Go to Services/Retrieve Catalog Records/Download Machine Readable Records. Use name from output file in ret-01, provide an output file name with .mrc extension, field 1: ALL, format=MARC with alphanumeric tags, Fix routine: LHR, Expand routine: LHR | ||
| + | - Download .mrc file | ||
| + | - Once that file has been downloaded, it is necessary to clean it up. Remove any suppressed records. For this you might need to double check the bib sys numbers against this file as the suppressed status was not always added to the holdings record. Check the encoding of the records. | ||
| + | - Rename the final .mrc file so that 7 collection is followed by our OCLC symbol and a unique file name as follows 1023404.AUM.lhrupdates[dateOfUpload].mrc | ||
| + | - Upload this into the 1023404 data sync collection in Worldshare Management Services (Collection Manager) | ||
| + | - Wait for the review file to return | ||
| + | - Download the review file from Worldshare Management Services | ||
| + | - Fix any errors | ||
| - | ===== Local Holdings Record Format: ===== | + | --- //[[jeustis@umass.edu|Contact: Jennifer Eustis]]// |
| - | **NOTE: Our LHR format has been updated (as of 2015) to conform to the automated process developed by Steve Bischoff.** | + | ===== Holdings Statements Format in Aleph ===== |
| - Identification of record: Top line: **Title.** Second line: **OCLC, ISSN, Freq, Dates.** | - Identification of record: Top line: **Title.** Second line: **OCLC, ISSN, Freq, Dates.** | ||
| - Lines for entering local information: //NOTE: For all of these fields, Click “+” to open, and “Apply” to save values. For the 852, 853, 863 and 866 fields, however, the information may be typed right into the blank line, if preferred.// | - Lines for entering local information: //NOTE: For all of these fields, Click “+” to open, and “Apply” to save values. For the 852, 853, 863 and 866 fields, however, the information may be typed right into the blank line, if preferred.// | ||
| - | - **Summary.** This contains our holdings. For LHR's manually created, copy the holding string __exactly__ from the HOL record of the serial. | + | - **Summary.** This contains our holdings. For LHRs manually created, copy the holding string __exactly__ from the HOL record of the serial. |
| - **Leader.** Click the “+” to open it. Click “Apply” after entering values. This contains [5] Record status, [6] Type of record, [17] Encoding level, and [18] Item information in record. We only need to worry about [6] Type of record, should be "y" (Serial item, for a serial) and [17] encoding level, should be "u" (Unknown). Record status will automatically show "n" (New) or "c" (Corrected or revised). Item information should automatically show "n" (No item information). | - **Leader.** Click the “+” to open it. Click “Apply” after entering values. This contains [5] Record status, [6] Type of record, [17] Encoding level, and [18] Item information in record. We only need to worry about [6] Type of record, should be "y" (Serial item, for a serial) and [17] encoding level, should be "u" (Unknown). Record status will automatically show "n" (New) or "c" (Corrected or revised). Item information should automatically show "n" (No item information). | ||
| - **007 (Physical Description Fixed Field).** When dealing with print titles, this will generally be "ta" (Text, Regular print). | - **007 (Physical Description Fixed Field).** When dealing with print titles, this will generally be "ta" (Text, Regular print). | ||
| - **008 (Fixed-Length Data Elements).** This field contains several values: Data entered on file, Receipt or acquisition, Method of acquisition and so on. The __only one__ we need to worry about: Receipt or acquisition [06]. The drop-down menu gives several choices including "4" (Currently received), and "5 (Not currently received). Anything we currently receive should have a “4” entered here. Cancellations require changing the "4" to a "5". Cessations and title changes may be indicated with "2" (Received and complete or ceased), although "5" is also OK. | - **008 (Fixed-Length Data Elements).** This field contains several values: Data entered on file, Receipt or acquisition, Method of acquisition and so on. The __only one__ we need to worry about: Receipt or acquisition [06]. The drop-down menu gives several choices including "4" (Currently received), and "5 (Not currently received). Anything we currently receive should have a “4” entered here. Cancellations require changing the "4" to a "5". Cessations and title changes may be indicated with "2" (Received and complete or ceased), although "5" is also OK. | ||
| - | - **014 (with first indicator 0).** This records the HOL number used by the automatic program, set up to update HOLs on an automatic schedule, as our holdings change. Enter the HOL number with front zero's added to make 9 digits, followed by subfield b (NONE). See below. | + | - **014 (with first indicator 0).** This records the HOL number used by the automatic program, set up to update HOLs on an automatic schedule, as our holdings change. Enter the HOL number with front zero's added to make 9 digits, followed by subfield b (NONE). See example below. |
| - | - **852 (with first indicator 0).** This field will be automatically pulled from the HOL. Enter AUM $b AUMM __followed by the call number__ as depicted in the HOL: $h HN30 $i .P27 $m Per. Any notes in the Aleph HOL useful for clarifying our holdings to other institutions should be entered here after a subfield z. **Example: $z Supplements accompany some vols.** We wouldn’t need to add notes such as: $z Latest vol./yr. in Ref. | + | - **852 (with first indicator 0).** This field will be automatically pulled from the HOL. Enter AUM $b AUMM __followed by the call number__ as depicted in the HOL. Example: $h HN30 $i .P27 $m Per. Any notes in the Aleph HOL useful for clarifying our holdings to other institutions should be entered here after a subfield z. **Example: $z Supplements accompany some vols.** We wouldn’t need to add notes such as: $z Latest vol./yr. in Ref. |
| - **853-863.** These fields break down/clarify the holdings statement. We no longer use these. | - **853-863.** These fields break down/clarify the holdings statement. We no longer use these. | ||
| - **866 (with indicators 41)*.** Enter $0 $a followed by the holdings statement __exactly as entered in the Summary field above__. | - **866 (with indicators 41)*.** Enter $0 $a followed by the holdings statement __exactly as entered in the Summary field above__. | ||
| Line 49: | Line 62: | ||
| 014_0_ 002429968 $b (NONE) | 014_0_ 002429968 $b (NONE) | ||
| - | (Aleph Workflow–Collection Services Division) | ||
| - | (Working Draft, 10/08/10) | ||
| - | ===== Local Holdings Information from Other Institutions ===== | ||
| - | |||
| - | The LHR screen can be very useful for checking other institutions’ holdings on a certain title. | ||
| - | - Call up the LHR (or bib.) of the record of interest (step A.2. above). The VIEW window (to right of the ACTION window) will read MARC template. Click the drop-down menu of that window, and choose Display Local Holdings. | ||
| - | - A new line will appear with a window labeled “Local holdings type” window. Choose All holdings in the drop-down, then click the gray oval just right, labeled Display Local Holdings. The holdings of other institutions will appear. Moving the cursor onto the various OCLC symbols will display the names of the institutions. | ||
| - | |||
| - | //[[lucyd@library.umass.edu|Primary contact: Lucy deGozzaldi]]//. | ||
