Serials Workflow: Supplement & Index Statements in the Holdings Record

Revised July 2020

We have many 952 fields in our holdings records that have information regarding Supplements and/or Indexes:

  • Move supplement or index information regarding specific volumes/issues to a valid MARC holdings field ONLY if it is not already present in the Item Description
  • Delete any vague or incomplete supplement or index information without review

Do not use fields 590 or 952 in holdings records. The use of these fields is no longer in practice at UMass.

All holdings statements in the 866 field must have indicators 41.

Supplement Statements

Only review specific supplement information, with volume, issue or year designations. Delete all vague supplement information in the 952 field without review.

Supplement information expressed in Item Description

  1. Review the field 952 in the holdings record and briefly check against the item records.
  2. If supplement information is already expressed in the Item Description field (Suppl. or + Suppl.), delete the 952 supplement statement.
  3. Save the record.
  4. Go to the bib record in Aleph and copy the OCLC number.
  5. Open Connexion. Verify and export the bib to update the record in Aleph.

Supplement information not expressed in the Item Description

  1. In the holdings record, supplement information goes into an 867 field.
  2. Use indicators 40 for non-standard notation of the field, generally for statements written as a sentence.
  3. Use indicators 41 for specific volume information expressed in an enumeration statement.
  4. Save the record.
  5. Go to the bib record in Aleph and copy the OCLC number.
  6. Open Connexion. Verify and export the bib to update the record in Aleph.
Delete these 952 notesConvert these 952 notes (*if not present in Item Description)
Supplements accompany some volumes867 40 $a Accompanied by Amendment 6
Special issues accompany some volumes867 40 $a 1991-1992 include supplements
Includes supplements867 41 $a v.1-4
Includes unnumbered issues867 41 $a 1981, 1982, 1984
Kept up-to-date with annual supplements867 41 $a Appendices 2-4, 6-8

Note: There is no need to add a $z public note for “Supplement“ because the system automatically supplies these in the public Discovery view.

Index Statements

Only review specific index information, with volume, issue or year designations. Delete all vague index information in the 952 field without review.

Index information expressed in Item Description

  1. Review the field 952 in the holdings record and briefly check against the item records.
  2. If index information is already expressed in the Item Description field (Index or + Index), delete the 952 index statement.
  3. Save the record.
  4. Go to the bib record in Aleph and copy the OCLC number.
  5. Open Connexion. Verify and export the bib to update the record in Aleph.

Index information not expressed in the Item Description

  1. In the holdings record, index information goes into an 868 field.
  2. Use indicators 40 for non-standard notation of the field, generally for statements written as a sentence.
  3. Use indicators 41 for specific volume information expressed in an enumeration statement.
  4. Save the record.
  5. Go to the bib record in Aleph and copy the OCLC number.
  6. Open Connexion. Verify and export the bib to update the record in Aleph.
Delete these 952 notesConvert these 952 notes (*if not present in Item Description)
Indexes in ten year cumulations issued as a regular no. of the journal868 41 $a 1979-1988
Indexes accompany some volumes868 41 $a 1 (1980)-50 (1991) 51 (1991)-94 (1994)
Includes index to no. 1 (1982)-36 (1991) under its earlier title868 41 $a 1(1979)-50(1997) $z bound in v.59-60

Note: There is no need to add a $z public note for “Index” because the system automatically supplies these in the public Discovery view.

Contact: Ann Kardos

serials_workflow_supplement_index_statements.txt · Last modified: 2020/07/28 10:54 by annk
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