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serials_local_holdings_records_lhrs_creation_and_maintenance [2017/03/13 14:31]
ldegozzaldi [Local Holdings Record Format:]
serials_local_holdings_records_lhrs_creation_and_maintenance [2020/07/21 16:05]
annk [Outline of Automated Process]
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-(Aleph ​Workflow--Information Resources Management)\\  +====== Serials ​Workflow: Creation & Maintenance of Local Holdings Records ​(LHRsin 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 Search ovalThe next screen will show the LHR if it exists. ​ If notit 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 Recordetc //​NOTE If accessed through b) abovethe record will have already been searchedand will automatically appear on the Local Holdings screen.// +  - Select FCL60 (Holdings) 
-  - If an LHR is already presentedit 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 the required $8 in an 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-01Use name to save final crossed setprovide 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-01provide an output file name with .mrc extension, field 1ALLformat=MARC with alphanumeric tagsFix 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 recordCheck the encoding of the records. 
 +  - Rename the final .mrc file so that 7 collection ​is followed by our OCLC symbol and 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|ContactJennifer Eustis]]//
  
-**NOTE: ​ Our LHR policy has been updated to conform to the automated process developed by Steve Bischof.**+===== 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.**
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           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 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 labeled “Local holdings type.” ​ Choose "All Holdings"​ in the drop-down, then click "​Display Local Holdings"​ in the oval to right. ​ 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]]//​. 
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