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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:

  1. The LHR screen can be accessed in two ways:
    1. Through the Connexion Browser
    2. Through pulling up the record wanted on Connexion, hitting Tools/Launch Local Holdings Maintenance
  2. 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.
  3. 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).
  4. 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.

  1. Identification of record: Top line: Title. Second line: OCLC, ISSN, Freq, Dates.
  2. 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.
    1. Summary. This contains our holdings. For LHRs manually created, copy the holding string exactly from the HOL record of the serial.
    2. 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).
    3. 007 (Physical Description Fixed Field). When dealing with print titles, this will generally be “ta” (Text, Regular print).
    4. 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.
    5. 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.
    6. 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.
    7. 853-863. These fields break down/clarify the holdings statement. We no longer use these.
    8. 866 (with indicators 41)*. Enter $0 $a followed by the holdings statement exactly as entered in the Summary field above.


Holdings: 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.

  1. 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.
  2. 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.

Primary contact: Lucy deGozzaldi.

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