Voyager MARC Holdings Record:

See also "Voyager Keyboard and Editing Tips," which includes general information on keyboard shortcuts, moving around a screen, editing fixed and variable fields, and saving records.

1. Creating holdings records:

   Holdings records should be created at the time of bib record creation.

   Basic procedures for creating a new holdings record:

   • The associated bib record must be open.

   • The appropriate template should be selected in your session defaults (e.g., singlestx.tem; multilal.tem).

   • Either
     • Click on the "New Hldgs" icon -- the books with a bookstrap and plus sign, just to the right of the "save to database" (sailboat) icon

       

       or

     • Open the Record menu and click on the "Create holdings" option

       or

     • Use the keyboard equivalent:

       Alt-R

       E

   • Check the location code; edit as necessary.

   • Enter the copy number if needed.

   • Enter any 852 $x staff notes needed.

   • Save the record to the database.

   Note:  If cataloguing at the time of holdings record creation, also:

   • Check the fixed field leader and 008; edit as necessary.

   • Make sure that the 852 indicators are set correctly.

   • Enter or edit the call number, as necessary.

   • Enter any additional 852 $x staff notes and any 852 $z public notes needed.

   • Enter 866 volume holdings information if needed.

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2. Creating multiple holdings records:  When we have multiple copies for different locations at the outset, multiple holdings records should be created at the time of bib record creation.
   • Copy numbers:  For copy numbers 2 and higher, be sure to include an 852 $t, right after the $b location code.

     E.g.      852 0 0 $b stx $t 2 $h PN56.T7 $i S88 1996

   • Copying holdings records:  The "Make a Copy" command is a shortcut for creating an additional holdings record based on an existing one.  Either
     • Use the keyboard sequence -- probably the quickest way:

       Alt-R

       Y

       or

     • Open the Record menu and click on "Make a Copy"

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3. Retrieving holdings records:
   • From bib record:  Either
     • Use the macro on F5 -- probably the quickest way

       or

     • Use the keyboard equivalent:

       Alt-R

       H

       or

     • Open the Record menu and click on "Retrieve Holdings"

       or

     • Click on the "Get Hldgs" icon, the fifth from the right on top of the screen.

       

   • From item record:  Either
     • Use the keyboard sequence -- probably the quickest way:

       Alt-R

       G

       or

     • Open the Record menu and click on "Retrieve Holdings"

       or

     • Click on the "Get Hldgs" icon, the fifth from the right on top of the screen.

       

   • By holdings record number:  Either
     • Use the keyboard sequence -- probably the quickest way, once you learn the steps:

       Alt-R

       I

       H

       or

     • Open the Record menu:
       • Click on "Retrieve by record id"

         then

       • Click on "Holding"

     Then key in the Voyager holdings record number.

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4. Fixed field:  Leader:

   When you create or edit a MARC holdings record, check the record type in the leader to make sure that the record type is correct.

   Category of material	Type of record code
   Single-volume monograph	x
   Multivolume monograph	v
   Serial	y

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5. Fixed field:  008:

   Any values can be accepted; no editing of the 008 is needed.

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6. 852 field indicators:
   • 1st:  See below, under Call number, 852 first indicator.

   • 2nd:
     • Single-volume monographs:  Either 0 (zero; no enumeration) or blank is acceptable.

     • Multivolume monographs and serials:

       1		primary enumeration		multivolume template value; should be correct value in almost all cases
       2		alternative enumeration		(e.g., a multivolume title in an all-in-one-series call number; a serial within a series numbered by the series)

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7. Location code (852 $b):  Be sure to check the location code and to edit it when necessary.

   Reminder:  If you are not sure of the correct code, Control-L will pull up the list of locations.

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8. Copy number (852 $t):  For copy numbers 2 and higher, be sure to include an 852 $t, right after the $b location code.

   E.g.      852 0 0 $b stx $t 2 $h PN56.T7 $i S88 1996

   Note that you also have to put the correct copy number into the item record and after the call number in the piece .

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9. Call number (852 $h-$i):  Reminders:

   Formatting:  $h		Editing in-process call numbers
   Formatting:  $i		852 first indicator
   Copying call numbers		Shelflisting quirks

   • $h:  The classification part of the call number (everything up to the final cutter) should be in a subfield $h. 

       There should be a space before other distinctive elements preceding the final cutter, such as dates or ordinal numbers.

   • $i:  The $i subfield code should be placed before the final cutter, i.e., in the same position as a bib record call number $b code.  The $i subfield can include:
     • final cutter
     • date after the final cutter
     • trailing information (such as “vol.4" or “Suppl.”).  Please note:
       • There should be no space in trailing information that includes an abbreviated designation ending in a period, followed by a number or letter (e.g., "vol.4," "ser.B").
       • A space is needed following designations and other elements that do not end with a period (e.g., "Teil 3"; "2d ser.").

     Monograph call number examples:

     E.g.      852  0 0  $b stx $h PN56.T7 $i S88 1996

     
     

     E.g.      852  0 0  $b lal $h JL1443 1949 $i .A63 1981

     
     

     E.g.      852  0 0  $b stx $h E581.6 12th $i .B39 1983

     
     

     E.g.      852  0 0  $b stx $h G161 $i .H2 2d ser. no.22 Suppl.

     Serial call number examples:

     E.g.      852  0 1  $b stx $h QL785 $i .A725

     E.g.      852  0 1  $b lal $h HC153.Z9 $i I63

     Please note:  Previous call number formatting practices often involved the use of multiple spaces in the $h class number and multiple $i subfield codes, so many instances of 852 call numbers with additional $h spaces and multiple $i subfields can be found in our database.

   • Copying call numbers:  If the call number is not already in the holdings record, to save re-keying:
     • Place your cursor somewhere in the MARC holdings record.  (It can be anywhere in that record.)

     • Use the keystroke:

       • Control-N

         The call number should be copied from the bib record call number with the appropriate tag into the holdings record 852 field.  The correct first indicator should be supplied, and the $b subfield code from the bib record should be changed automatically to $i.

       • Complete the formatting of the call number:  add necessary spacing in the $h subfield; confirm the presence of correct $i subfield code.

   • 852 first indicator:  Make sure that the 1st indicator is set correctly for the classification type that you have used.

     Library of Congress		0
     Dewey		1
     Other		8		including call numbers for music, microforms, videos, electronic resources, etc. E.g.      M-CD D144piCo 1992             MICROFICHE 2006- 0002             DVD 2007- 00544             LALCDROM4

   • Shelflisting quirks:  In shelflisting, filing order can be a problem.  The presence or absence of a $i subfield before the final cutter affects filing order, so some call numbers from our older records file out of sequence.  For double-cuttered call numbers, you need to check two sequences for each class number when shelflisting.

     E.g.      $h PQ295.N2 $i S34 $i 1986            $h PQ295.N2D3 1981

                             indexes as                                           indexes as

                 PQ295.N2 S34 1986                        PQ295.N2D3 1981

                 Since "N2 blank" files before "N2D" --

                 PQ295.N2 S34 1986

                             files before

                 PQ295.N2D3 1981

     For more information about shelflisting, consult "Verifying Call Numbers in the Shelflist (When Cataloguing)."

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10. 852 $x notes -- staff notes:

    Examples of staff notes:

    :<initials>

    ap

    bl

    cataloged without viewing; cataloged w/out viewing

    gift

    holdings verified

    ordered on <record number>

    repl

    s/o

    see <record number>

    withdrawn <date>

    This list is not intended to be a comprehensive list of all of the standardly formatted notes that we may use in the 852 $x.

    • Method of acquisition:  To be added at the point of record creation.  Use the following codes:

      Method		Abbreviation		Macro
      Approval		ap		Control-R
      Blanket		bl		Control-T
      Gift		gift		Control-G
      Standing order		s/o		Control-O

    • Volume(s):  To be added at the point of record creation, unless the cataloguing is being completed at the same time.  If there is also an 852 $x for the method of acquisition, both pieces of information can be put in the same $x.

      E.g.      852 ... $x v.10

      For volume holdings statements in catalogued records, see "866 fields."

      E.g.      852 ... $x gift v.2 ;bds

    • Sorting information:  Use 852 $x for the initials of the person who has an in-process item (e.g., ":jts").

    • Retention of $x notes:  Retain all 852 $x notes present unless they are clearly no longer correct.

    • Multiple staff notes:  All pieces of information in multiple staff notes can be put in the same $x subfield.

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11. 852 $z notes -- public notes:

      Decisions so far:

    • Use for imperfect (defective) copy notes.

      E.g.      852 ... $z T.p. missing.

    • Use for special messages relating to serials holdings and locations, when the information potentially applies to all numbers of that copy.

      E.g.      852 ... $z CURRENT ISSUES ON DISPLAY

      E.g.      852 ... $z LATEST IN REFERENCE

    • Public notes should not be made indicating that we lack certain holdings, such as accompanying material; following the intent of the MARC holdings format, lack of particular holdings should be expressed simply by the absence of that information from an 866 field.

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12. 866 fields:

    To be created at the time of cataloguing.  The macro Shift-F11 creates the 866 tag, indicators, and $8 code.

    Duplicate serials holdings		866 $8 subfield		866 $z:  Public notes
    866 indicators		866 $a:  Holdings statement

    • Duplicate serials holdings:  Watch out for any duplicated, redundant information resulting from the conversion of NOTIS order record holdings information along with NOTIS MHLD (volume holdings) record 866 fields.

      E.g.      866        v.7 (1996)                           [from a NOTIS order record note field]
                  866 4 0   v.1-7 (1990-1996)               [from NOTIS MHLD record]

      Warning!  Before deleting any possibly duplicate holdings information, make sure that it really refers to the same number and does not actually represent an index or supplement.   If the 852 includes a $x note referring to a special division for checking in indexes or supplements -- e.g., "Check in suppl. on division 3" -- this problem can be especially tricky, because indexes and supplements may not be identified with the term "Index" or "Suppl."  Watch for 866 holdings lines without indicators that appear to be out of numerical sequence.  When in doubt, check the shelves.

      Don't add specific holdings in an 866 field that have already been added during serials check-in.  Search OPAC to determine which holdings already display.

      E.g.      Current issues:      no.27 (1999 Jun.)       [from serials check-in]

                  Library has:          no.25 (1999:abr.)        [from MARC holdings record]

      If you have no. 26 and no. 27, you will need to add no. 26 to the MARC holdings record but not no. 27.

    • 866 indicators:
      • 1st         (level, based on the standard):

        4		Detailed enumeration and chronology (but no piece designation)	This value applies to most of our 866 fields, including all new cataloguing; it is built into the 866 macro.
        3		Summary enumeration and chronology	This value may be safest if a serials title change problem or old multivolume monographs problem is being resolved and older holdings have not been verified.

      • 2nd        (standard followed):

        For monographs, the correct value is currently 0.  For serials, the correct value is 1 (built into the 866 macro).

      In holdings records converted from NOTIS:

      Monographs:   You do not need to worry about 866 indicator values.

      Serials:  If you edit the 866, make sure that the indicator values are accurate.

    • $8:  Be sure to include an initial $8 0 (which is incorporated into the 866 macro Shift-F11).

    • $a:  Contains volume information, including caption.  The caption is normally given as found in the piece, using appropriate abbreviations.  (For list, see "Volume Caption Abbreviations").

      Standard punctuation is important, to indicate whether holdings are continuous or not, whether pieces with different numbers were issued together, and any hierarchy (e.g., volumes and parts) or alternative numbering.  For serials, we currently follow the ANSI/NISO MARC holdings standard; for further information, see ANSI/NISO Standard Z39.71-1999:  Holdings Statements for Bibliographic Items.  For monographs, we currently follow a local standard.

      • Monographs:  Until further notice, use:

        -   (hyphen)		range of continuous holdings
        ,   (comma)		gap in holdings
        /   (slash)		numbers in one physical unit
        ;   (semi-colon)		different hierarchical levels
        < > (angle brackets)		alternative numbering

        E.g.      v. 1-3         [library has volumes 1, 2, and 3]

        E.g.      Bd. 1,3       [library has Band 1 and Band 3 (but not Band 2)]

        E.g.      t. 1/2          [library has tomes 1 and 2, which were issued or bound together in 1 volume]

        E.g.      v. 1; pt. 1-3
                    v. 2; pt. 1-3      [library has volumes 1 and 2, both of which are in 3 parts]

        E.g.      Bd. 7a; T. 1-3
                    Bd. 7a; Suppl.      [“Suppl.” and “T.” are not equivalent, so need to be on separate lines]

        E.g.      All-in-one-call number set (Alternative enumeration):

        852 02 ... |h M 2 |i .R378 |i Vol. 36,38

        866 ... v. 1 <Vol. 36 of Researches in New Orleans music>

        866 ... v. 2 <Vol. 38>

      • Serials:  Use:

        -   (hyphen)		range of continuous holdings
        ,   (comma)		gap in holdings
        /   (slash)		numbers in one physical unit
        :   (colon)		different hierarchical levels
        ( ) (parentheses)		chronology
        = (equals sign)		alternative numbering

        Please note:  When a hyphen is used, the level of information on either side of it should be equivalent.

        E.g.      v.6:no.2 (1998:Feb.)-v.6:no.12 (1998:Dec.)
              [library has numbers 2 through 12 of volume 6, for February through December 1998]

        E.g.      no.1-4,6-7
              [library has numbers 1, 2, 3, 4, 6, and 7 but is missing number 5]

        E.g.      no.8/9 (1976)
              [library has a single piece, numbered as number 8-9, with chronological designation 1976]

        E.g.      anno 6:n.2 (1996)=v.11
              [library has anno 6, numero 2 for 1996, which also has the alternative numbering designation volume 11]

        See also various local documents on serials cataloguing.

    • 866 $z:  Use for public notes that apply only to the numbers in that 866 statement.

      E.g.      866 ... $a v.3 $z in HT Protective Storage.  Ask at Circulation Desk.

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13. MARC validation:  When you catalogue or edit holdings records, MARC validation should be turned on.

    To turn it on:

    • Open the "Session defaults and preferences" box:  Either
      • Use the keyboard sequence:

        Alt-O  [letter "oh"]

        [Enter]

        or

      • Open the Options menu and click on the "Preferences" option

    • Open the section marked with the "Validation" folder tab:  Either
      • Use the keyboard sequence:

        Alt-V

        or

      • Click on the "Validation" folder tab

    • If "Bypass MARC validation" box is checked, validation is turned off.

      

      Click on this box to remove the check and turn MARC validation on.

    Reminder:  While cataloguing, if you need to verify any valid and correct MARC tag and indicator values, you can use the F2 function key, "Show MARC values."

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14. Suppression area:  The box marked "Suppress from OPAC" is located towards the top of the holdings record when the "System" folder tab is to the front.

    

    To put the System tab to the front, either

    • Use the keyboard sequence:

      Alt-S

      or

    • Click on the "System" tab

    The suppression box functions like a toggle:

    Suppress:

    If you do not want a record to display in OPAC, click on this box to check it, or use the keyboard sequence Alt-P.  (An example -- withdrawing a copy.)

    Display:

    If you want a suppressed record to display in OPAC, click on this box to remove the check mark, or use the keyboard sequence Alt-P.

    Warning:  If you are not trying to suppress a record, be careful not to click accidentally anywhere near the "Suppress from OPAC" box.  Doing so could inadvertently set the suppression check!