Holdings Records in BISON
January 2007
Holdings records for serials in all formats
This document defines the Aleph holdings record as used by the Libraries at the State University of New York at Buffalo for serials in all formats. 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 serial publication. 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. If no value is bolded, then the most appropriate value for that situation should be used.
Fixed Fields
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.
LDR Leader
Byte 05 Record status
c corrected or revised
n new
d deleted (holdings deleted; holdings record still exists but is suppressed)
Byte 06 Type of record
Default: x Single-part item holdings
y Serial item holdings
Byte 17 Encoding level
Default: 1 Holding level 1
2 Holding level 2
3 Holding level 3
4 Holding level 4
Byte 18 Item information in record
Default: n No item information
007 Physical Description Fixed Field
Irrespective of the presence of an 007 in the bibliographic record, it is mandatory that an 007 be created in the holdings records for serials when the format for the copy covered by the holdings record is other than print.
When adding the field through either the F5 or F6 command a window opens with a list of the possible physical formats. Based on the format selected the template provides the fields which must be completed.
If the bib record contains the appropriate 007, copy and paste the field into the holdings record.
Example: cr^cnu
008 Variable Control Field
When adding holdings or making any other change to an existing holdings record, it may be necessary to edit some or all of the data elements in the field.
Byte 06 Receipt or acquisitions status
0 Unknown (Used in some records converted from NOTIS)
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
p Purchase
u Unknown (Used in some records converted from NOTIS)
Bytes 08-11 Intent to cancel date or expected acquisition date of last part
^^^ No intent to cancel or not applicable
yymm Date of cancellation or last expected part
yymm Intent to cancel; effective date not known (date of last expected item)
January 2007
Holdings records for serials in all formats
This document defines the Aleph holdings record as used by the Libraries at the State University of New York at Buffalo for serials in all formats. 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 serial publication. 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. If no value is bolded, then the most appropriate value for that situation should be used.
Fixed Fields
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.
LDR Leader
Byte 05 Record status
c corrected or revised
n new
d deleted (holdings deleted; holdings record still exists but is suppressed)
Byte 06 Type of record
Default: x Single-part item holdings
y Serial item holdings
Byte 17 Encoding level
Default: 1 Holding level 1
2 Holding level 2
3 Holding level 3
4 Holding level 4
Byte 18 Item information in record
Default: n No item information
007 Physical Description Fixed Field
Irrespective of the presence of an 007 in the bibliographic record, it is mandatory that an 007 be created in the holdings records for serials when the format for the copy covered by the holdings record is other than print.
When adding the field through either the F5 or F6 command a window opens with a list of the possible physical formats. Based on the format selected the template provides the fields which must be completed.
If the bib record contains the appropriate 007, copy and paste the field into the holdings record.
Example: cr^cnu
008 Variable Control Field
When adding holdings or making any other change to an existing holdings record, it may be necessary to edit some or all of the data elements in the field.
Byte 06 Receipt or acquisitions status
0 Unknown (Used in some records converted from NOTIS)
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
p Purchase
u Unknown (Used in some records converted from NOTIS)
Bytes 08-11 Intent to cancel date or expected acquisition date of last part
^^^ No intent to cancel or not applicable
yymm Date of cancellation or last expected part
yymm Intent to cancel; effective date not known (date of last expected item)
Byte 12 General retention
2 Retained except as replaced by updates
4 Retained until replaced by microform
5 Retained until replaced by cumulated or replacement volume, or revision
6 Retained for a limited period
8 Permanently retained
Bytes 13-15 Specific retention policy (Use of Bytes 13-15 is optional; mandatory if Byte 12 is 6)
Byte 13 Policy type
^^^ No specific retention policy
1 Latest
p Previous
Byte 14 Number of units
1-9 Number of units
Byte 15 Unit type
m Month(s)
w Week(s)
y Year(s)
e Edition(s)
i Issue(s)
s Supplement(s)
Byte 16 Completeness
0 Other (Limited retention, or no estimate made)
1 Complete (95-100%)
2 Incomplete (50-94%)
3 Scattered (0-49%)
Bytes 17-19 Number of copies reported
001
Byte 20 Lending policy
a Will lend
b Will not lend
c Will lend hard copy only
l Limited lending policy
Byte 21 Reproduction policy
a Will reproduce
b Will not reproduce
u Unknown (Used in records converted from NOTIS)
Bytes 22-24 Language
A three-character MARC code that indicates the language of coded data in the 863-865
2 Retained except as replaced by updates
4 Retained until replaced by microform
5 Retained until replaced by cumulated or replacement volume, or revision
6 Retained for a limited period
8 Permanently retained
Bytes 13-15 Specific retention policy (Use of Bytes 13-15 is optional; mandatory if Byte 12 is 6)
Byte 13 Policy type
^^^ No specific retention policy
1 Latest
p Previous
Byte 14 Number of units
1-9 Number of units
Byte 15 Unit type
m Month(s)
w Week(s)
y Year(s)
e Edition(s)
i Issue(s)
s Supplement(s)
Byte 16 Completeness
0 Other (Limited retention, or no estimate made)
1 Complete (95-100%)
2 Incomplete (50-94%)
3 Scattered (0-49%)
Bytes 17-19 Number of copies reported
001
Byte 20 Lending policy
a Will lend
b Will not lend
c Will lend hard copy only
l Limited lending policy
Byte 21 Reproduction policy
a Will reproduce
b Will not reproduce
u Unknown (Used in records converted from NOTIS)
Bytes 22-24 Language
A three-character MARC code that indicates the language of coded data in the 863-865
Enumeration and Chronology fields.
^^^ (Used if no compressed or expanded captions)
und Undetermined
Byte 25 Separate or composite copy report
0 Separate copy report
1 Composite copy report (Not used)
Bytes 26-31 Date of report
An operator supplied date indicating the currency of the holdings information. Entered as yymmdd.
852 Location and access
First indicator Classification type
0 LC
2 NLM
3 SuDocs
4 Shelving control number
5 Title
8 All others
Second indicator Not used
Subfields
a Not used
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] or Electronic journal (also see i)
i Item part of call number (cutter) plus any date in call number; name of electronic product or package
x Non-public note
z Public note
853-855 Captions and Patterns
Applied by staff in CTS Print Periodicals and Serials and Law for currently received material.
863-865 Enumeration and Chronology
(Applied by staff in CTS Print Periodicals and Serials and Law for currently received material; future use for all serials to be considered)
866-868 Free text holdings
866 Holdings
867 Supplement (s) to holdings
868 Index (es) to holdings
866-868 First indicator (Field incoding level)
2 Limited retention; used for titles for which holdings are retained for a limited period. Fixed field information is coded to specify limited retention; subfield z contains a note describing the retention policy. To the extent possible, the limited retention policy should also be expressed correctly in coded form (008 Byte 12: General Retention Policy, and Bytes 13-15: Specific Retention Policy).
3 Summary level ; contains summary (first level) enumeration/chronology
information for basic bibliographic unit, supplement (s), and/or index(es) (Use in instances when a title has a large number of parts and our holdings are very sporadic requiring an unmanageable number of 866 fields; may also be used for holdings for based on Serials Solutions data).
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
Subfields
a Textual string
x Non-public note
z Public note
In addition to the levels described above it is also possible to combine holdings at levels 3 and 4 on a single holdings record, e.g., retrospective holdings are at the summary level and current holdings are at the detailed level.
^^^ (Used if no compressed or expanded captions)
und Undetermined
Byte 25 Separate or composite copy report
0 Separate copy report
1 Composite copy report (Not used)
Bytes 26-31 Date of report
An operator supplied date indicating the currency of the holdings information. Entered as yymmdd.
852 Location and access
First indicator Classification type
0 LC
2 NLM
3 SuDocs
4 Shelving control number
5 Title
8 All others
Second indicator Not used
Subfields
a Not used
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] or Electronic journal (also see i)
i Item part of call number (cutter) plus any date in call number; name of electronic product or package
x Non-public note
z Public note
853-855 Captions and Patterns
Applied by staff in CTS Print Periodicals and Serials and Law for currently received material.
863-865 Enumeration and Chronology
(Applied by staff in CTS Print Periodicals and Serials and Law for currently received material; future use for all serials to be considered)
866-868 Free text holdings
866 Holdings
867 Supplement (s) to holdings
868 Index (es) to holdings
866-868 First indicator (Field incoding level)
2 Limited retention; used for titles for which holdings are retained for a limited period. Fixed field information is coded to specify limited retention; subfield z contains a note describing the retention policy. To the extent possible, the limited retention policy should also be expressed correctly in coded form (008 Byte 12: General Retention Policy, and Bytes 13-15: Specific Retention Policy).
3 Summary level ; contains summary (first level) enumeration/chronology
information for basic bibliographic unit, supplement (s), and/or index(es) (Use in instances when a title has a large number of parts and our holdings are very sporadic requiring an unmanageable number of 866 fields; may also be used for holdings for based on Serials Solutions data).
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
Subfields
a Textual string
x Non-public note
z Public note
In addition to the levels described above it is also possible to combine holdings at levels 3 and 4 on a single holdings record, e.g., retrospective holdings are at the summary level and current holdings are at the detailed level.
posted by Anonymous at 3:47 PM
