Holdings Records in BISON
January 2007, revision 1
Holdings records for multi-part monographs
This document defines the Aleph holdings record as used by the Libraries at
the State University of New York at Buffalo for multi-volume monographs
exclusive of holdings for electronic versions of monographs attached to
print records. The document identifies data elements related to holdings,
defines data elements and their recording, and specifies data elements that
are required for each level of specificity in holdings records.
It is the policy of the UB Libraries to create a separate holdings record
for each copy of a multi-volume work. Composite holding statements are not
used. Holding records are not created until the materials are in hand. If
there have been no receipts for an order, a holdings record should not be
created. The only exception is to create a holdings record for selected
material on order for HSL reference; there is no other way to record the
information that the title requires an artificial subfield k designation,
e.g., Dictionaries.
The appropriate value for each field is in bold.
Fixed Fields
When creating a new holding record it is necessary to edit the LDR. The
value in Byte 06 needs to be changed to "v"; the value in Byte 17 needs to
be changed to "4".
When adding holdings or making any other change to an existing holdings
record it may be necessary to edit some or all of the fields in the LDR to
reflect the correct values.
LDR Leader
Byte 05 Record status
Default: n new
Byte 06 Type of record
v Multi-part item holdings (not serials)
Default: x
Byte 17 Encoding level
4 Holding level 4
Default: 1 Holding level 1
Byte 18 Item information in record
Default: n No item information
007 Physical Description Fixed Field
The appropriate place for the 007 is in the bib record, not the holdings record.
008 Variable Control Field
When creating a new holdings record for purchased material all defaults
except those for Byte 06 and Byte 16 can be accepted. Technically the
default for Byte 25 is incorrect; until we can change the default for this
byte, accept the current default.
For monographs received as a gift, Byte 07 should be changed to "g"; it is
no longer necessary to create a subfield x to indicate that the copy is a
gift. For monographs received via a depository arrangement, Byte 07 should
be changed to "d"; for those received through a cooperative or consorial
arrangement Byte 07 should be changed to "c
When adding holdings or making any other change to an existing holdings
record it may be necessary to edit some or all of the fields in the LDR.
Byte 06 Receipt or acquisitions status
0 Unknown (Used in records converted from NOTIS; use in Aleph when adding a holdings record for a previously cataloged title not in Aleph)
Default : 2 Received and complete or ceased
(indicates that all parts or a multi-part item or serial have been
published or that the publication is no longer issued)
4 Currently received
5 Not currently received (cancelled, no subscription or ` standing
order)
Byte 07 Method of acquisition
c Cooperative or consortial purchase
d Depository
f Freely available
g Gift
m Membership
Default : p Purchase
u Unknown (Used in records converted from NOTIS; use in Aleph when adding a holdings record for a previously cataloged title not in Aleph)
Byte 12 General retention
Default : 8 Permanently retained
Byte 16 Completeness
Default : 0 Other
1 Complete (95-100% all published to date)
2 Incomplete (50-94% of all published to date)
3 Scattered (0-49% of all published to date)
Bytes 17-19 Number of copies reported
Default : 001 1 copy
Byte 20 Lending policy
Default : u Unknown
Reproduction policy:
Default: u Unknown
Bytes 22-24 Language
Default: Language code in 008 of bib record is repeated here.
Byte 25 Separate or composite copy report
0 Separate copy report
Default: 1 Composite copy report
Variable fields
852 Location and access
First indicator Classification type
0 LC
2 NLM
3 SuDocs
4 Shelving control number
5 Title
8 All others
No clear default
Second indicator Not used
Subfields
b Sublibrary
c Collection
k Call number prefix
h Classification part of call number plus first cutter for call numbers
with two cutters; also use for textual call numbers, e.g., In [name of
electronic product]
i Item part of call number (cutter) plus any date in call number
x Non-public note
z Public note
866-868 Free text holdings
866 Holdings
867 Supplement (s) to holdings
868 Index (es) to holdings
First indicator
4 Contains detailed enumeration/chronology information for basic
bibliographic unit, supplement (s), and/or index(es)
Second indicator
1 ANSI Z39.44 of ANSI/NISO Z39.57
posted by Anonymous at 11:41 AM
