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serials_workflow_holdings_records [2020/07/22 15:57]
annk [Supplements & Indexes]
serials_workflow_holdings_records [2021/02/09 14:28] (current)
annk [Constructing a Holdings Statement]
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 ====== Serials Workflow: Holdings Records ====== ====== Serials Workflow: Holdings Records ======
 +
 +//Revised July 2020//
  
 ===== Constructing a Holdings Statement ===== ===== Constructing a Holdings Statement =====
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 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]]. 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]].
  
-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.+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. If we are currently receiving a title and it is ongoing, use a hyphen to depict that we hold [volumes] through present.
  
   * 866 41 $a 2001/​2002-2003/​2004   * 866 41 $a 2001/​2002-2003/​2004
   * 866 41 $a v.13 (1996)-v.20:​no.6 (2003)   * 866 41 $a v.13 (1996)-v.20:​no.6 (2003)
 +  * 866 41 $a 2013-
 +  * 866 41 $a v.15(1978)-
  
-===== Enumeration =====+**Incomplete Holdings Statement**
  
-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 parenthesesFor combined yearsboth years are entered with slash between. For second level enumeration,​ some titles use numbers ​and some use months. Always use what is on the pieceIf the publication ​uses monthsenter the month as it is shown on the piece. Exception: for Depository materials, use June, July, and Sept per Five College Policy agreement.+Do not use the 866 field to show all volumes/​issues held by the library. The holdings statement ​is a general statement. Volume descriptions are reflected ​in the item recordIdeally, a title is fully linked ​and each title has volume information in the Item Description fieldUse the 866 field with a general holdings statement and a subfield z for a public note to show that a publication ​has "​incomplete holdings."​ Alternativelywhen the library owns a short run of several volumes/​issues of a title, ​the 866 holdings statement can show what we hold with gaps denoted by commas.
  
-NOTEFor **non-English language** serials, always use the abbreviations for the foreign term that is on the piece, such as tome, band or fascicle. ​+An incomplete holdings statement looks like this:
  
-Enumerations used in holdings statements includebut may not be limited to:+  * 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
  
-  * v(volume) +If you come across an old title with a 952 field in the holdings record, this field must be removedPlease see instructions on [[serials_workflow_fixing_field_952_incomplete_holdings|Fixing Field 952 Incomplete Holdings]] information.
-  * no(number) +
-  * pt. (part) +
-  * fasc. (fascicle) +
-  * t. (tome) +
-  * bd. (band)+
  
-===== Series Designations =====+**Current Year Only Titles**
  
-The series designation will precede ​the volumes included in that series.+If the libraries only keep the current year or latest year of a title, the holdings statement will look like this:
  
-  * new ser. (new series) +  * 866 41 $a Current year only retained 
-  * ser.2 (series 2 (etc.))+===== Enumeration & Series Designations =====
  
-There may be multiple series designations ​in one titleAn enumeration statement ​with a series designation looks like this:+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 parenthesesFor 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. Exceptionfor Depository materials, use June, July, and Sept per Five College Policy agreement.
  
-  * 866 41 $a ser.4:v.1 (1958)-ser.4:v.(1962) +NOTE: Use the RDA instructions for abbreviations,​ available in [[http://access.rdatoolkit.org/​rdaappb_rdab-20136.html|Appendix BAbbreviations and Symbols]] to determine abbreviations for volume designations in foreign languagesDo not correct previously cataloged items added under previous rules (such as AACR2).
-  * 866 41 $a v.12 (1959)-ser2:​v.3 (1982)+
  
-===== Incomplete Holdings =====+ A series designation will precede the volumes included in that series. Examples of series designations include, but are not limited to:
  
-Do not use the 866 field to show all issues held by the libraryThe holdings statement is a general statementIncomplete 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.+  * new ser(new series) 
 +  * ser.2 (series 2 (etc.))
  
-An incomplete holdings ​statement looks like this:+There may be multiple series designations in one title. ​An enumeration ​statement ​with a series designation ​looks like this:
  
-  * 866 41 $a v.15 (1971)-v.17 (1973), ​v.20 (1976)-v.22 (1978+  * 866 41 $a ser.4:v.(1958)-ser.4:v.(1962
-  * 866 41 $a fasc.12-fasc.21 $z Incomplete holdings +  * 866 41 $a v.12 (1959)-v.49 (1996)ser2:no.3 (1997)-ser.2:no.5 (1999)
- +
-If you come across an old title with a 952 field in the holdings recordthis field must be removedPlease see instructions on [[serials_workflow_fixing_field_952_incomplete_holdings|Fixing Field 952 Incomplete Holdings]] information.+
  
 ===== Holdings Statements vs. Item Descriptions ===== ===== 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 General Information (1) tab:+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 volume ​enumeration. Under the General Information (1) tab, examples of the Item Description field include:
  
   * Description:​ v.24 (1989)   * Description:​ v.24 (1989)
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 If it is useful to patrons to mention a specific supplement or index in the holdings record, enter supplement information in an 867 field with indicators 41. Enter index information in an 868 field with indicators 40. There is no need to add a public note for "​Supplement"​ or "​Index"​ because the system automatically supplies these in the public Discovery view. If it is useful to patrons to mention a specific supplement or index in the holdings record, enter supplement information in an 867 field with indicators 41. Enter index information in an 868 field with indicators 40. There is no need to add a public note for "​Supplement"​ or "​Index"​ because the system automatically supplies these in the public Discovery view.
  
-If you come across an old title with supplement or index information in the 952 field in the holdings record, this field must be removed. Please see instructions on converting this information ​into the appropriate 867 or 868 fields.+If you come across an old title with supplement or index information in the 952 field in the holdings record, this field must be removed. Please see instructions on [[serials_workflow_supplement_index_statements|Supplement & Index Statements in the Holdings Record]] to convert ​into the appropriate 867 or 868 fields.
  
-===== Further Notes of Interest ​=====+===== Fields 590 & 952 =====
  
-If a title has ceased publication,​ this is denoted in the bib record. ​Do not record ​in a field 952Go into OCLC and export the current bib record to reflect this. See instructions for [[serials_workflow_ceased_cancelled_titles|Ceased & Cancelled Titles]].+Do not use fields 590 or 952 in holdings recordsThe use of these fields is no longer in practice at UMass.
  
-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.+  * If a title has ceased publication,​ this is denoted in the bib record. Do not record in the holdings record. Go into OCLC and export the current bib record to reflect this. See instructions for [[serials_workflow_ceased_cancelled_titles|Ceased & Cancelled Titles]]. 
 +  * If a title has been cancelled by the library, this is no longer denoted in the holdings record. ​Follow the instructions for [[serials_workflow_ceased_cancelled_titles|Ceased & Cancelled Titles]].
  
- --- //​[[annk@umass.edu|Contact:​ Ann Kardos]]//+--- //​[[annk@umass.edu|Contact:​ Ann Kardos]]//
serials_workflow_holdings_records.1595447839.txt.gz · Last modified: 2020/07/22 15:57 by annk
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