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serials_local_holdings_records_lhrs_creation_and_maintenance [2017/03/13 14:31]
ldegozzaldi [Local Holdings Record Format:]
— (current)
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-(Aleph Workflow--Information Resources Management)\\ ​ 
-(Working Draft, 10/8/10) 
-====== Serials--Creation and maintenance of Local Holdings Records (LHRs) in OCLC ====== 
-**(for print serial/​periodical holdings per local policy)** 
-===== Getting Started: ===== 
-  - The LHR screen can be accessed in two ways: 
-    - Through the Connexion Browser 
-    - Through pulling up the record wanted on Connexion, hitting Tools/​Launch Local Holdings Maintenance 
-  - 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 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.// 
-  - 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 the required $8 in an 866).// 
-  - 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.// 
-===== Local Holdings Record Format: ===== 
-**NOTE: ​ Our LHR policy has been updated to conform to the automated process developed by Steve Bischof.** 
-  - 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.// ​ 
-    - **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). 
-    - **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. 
-    - **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.  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. 
-    - **866 (with indicators 41)*.** ​ Enter $0 $a followed by the holdings statement __exactly as entered in the Summary field above__. 
-===== Examples ===== 
-Summary: no.1 (1985)-no.70 (1997), no.72 (1997)-no.134 (2007), no.136 (2008)-no.151 (2011) 
-          866_41 $8 0 $a no.1 (1985)-no.70 (1997), no.72 (1997)-no.134 (2007), no.136 (2008)-no.151 (2011) 
-__Current vol./year only retained__: 
-Summary: ​ Current year only retained. 
-         866_41 $8 0 $a Current year only retained. 
-__Special situation__:​ 
-Summary: ​ Local holdings available. 
-         AUM $b AUMM $h KF135 $i .a22 $z Loose leaf:  Kept up-to date by monthly “chapters.” 
-         866_41 $8 0 $a Latest updates ranging from Apr 1971-Apr 1973. 
-__Holdings link__: 
-          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]]//​. 
serials_local_holdings_records_lhrs_creation_and_maintenance.1489429913.txt.gz · Last modified: 2019/01/07 12:20 (external edit)
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