Penn State University Libraries - Adding and Maintaining LHRs (Local Holdings Records)

At Penn State, we have made the following decisions about our participation in PaULS:

• Holdings will be recorded in textual format (field 866) not in coded format (853/863), however we will maintain 853/863s supplied by the migration.
• Only holdings for current (or once current) serial titles are added to the Union List (i.e. serial titles which are or once were on standing order).
• Only print and microform holdings are recorded in LHRs (not CD-ROM serial holdings nor e-journal holdings)
• Holdings for microform reproductions are added to the bibliographic record for the original, or print, format. This information is recorded in the 852 $z
• Holdings are posted at the campus level only. This means that for University Park, a single holdings statement must be created that reflects holdings at all Pattee and branch library locations.
• Because holdings maintenance has become so complex, we have received permission from ILL to maintain detailed holdings for individual campuses only. We no longer have to maintain a composite summary holdings statement for all of PSU. Instead the summary holdings statement will read "Local holdings available."
• Gaps are recorded in holdings only when an entire volume or year is missing (not when individual issues are missing).
• When adding or closing an LHR, use the volume designation that appears on the piece. In the past, we used no volume designation. You do not have to correct these.
• We will not record "level changes" in LHRs (changes in volume designation) unless the numbering starts over again. If the numbering starts over again, we will record the change.

• Using either Mozilla Firefox or Internet Explorer, go to: http://connexion.oclc.org
• Enter your OCLC authorization and password in the appropriate text boxes. Click Logon or press Enter. (You must have a Cataloging authorization with full-level local holdings maintenance before you can create, edit, replace, or delete local holdings records. Please contact Cataloging and Metadata Services for authorization.)
• The welcome screen will appear and the Cataloging tab will be active.

Searching
From the Cataloging Tab, use the Search Options pull-down menu to select WorldCat. (If WorldCat already appears in this box, you can just click the Search button. Alternately, you can press Ctrl+Shift+w to access the Search WorldCat screen.)

To search by OCLC number, use the Command Line search box. Enter the # symbol followed by the OCLC number (with no spaces in between). For example: #30864021

If you have an LCCN or ISSN, you can use the Keyword/Numeric search boxes. Input the number in the "Search for" box and select the appropriate descriptor from the drop down menu beside it (Standard Number for ISSN or LCCN Phrase for LCCN).

For detailed information about search commands and strategies, see the Searching WorldCat tutorial.

Retrieval Options
Make sure the "Show Local Holdings if Single Record is Found" box is checked. Checking this box will make the system to go directly to the Local Holdings record when a record is selected. Otherwise the bib record will come up when a record is selected (remember, you are logged in with bib edit capabilities!). If you forget to do this, you can still get to the Local Holdings record from the Action drop-down menu (just above the record, in the center of the page).  Clicking on Action will give you a number of options,  one of them being "Edit Local Holdings."  Selecting that will bring you to the Local Holdings record.

At the bottom of the Keyword/Numeric search screen, there will be a box labeled "Holdings." The default value is "Any." If you do not want the system to limit search results by institutional holdings, you can accept the default (if you are creating an entirely new LHR, you will want to accept the default). If you want to limit your search results to records with UPM LHRs, you can change this selection to "My Local Holdings" (if you are editing an extant LHR, this limitation will be useful).

Find the matching bib record in OCLC

Toward the top of the screen, you will see three pull-down menus. Go to the one in the middle, called, Action and from its pull-down menu select: Create Local Holdings.

Depending on your login, you will either be prompted to enter your institution symbol: UPM, and then your workform will appear; or a workform will appear with UPM already entered in the 852.

Each line can be edited by typing directly in the field (if you know all of the subfield codes to use) or by clicking the "+" symbol next to the field. Clicking the + symbol expands the field and gives you pull-down menu options to assist in setting up the values for that field. Once you edit all of the necessary values within a field, you will need to click Apply to save your changes. The fields that need to be edited are:

Summary: Institutional Level Holdings
Accept the system default, "Local holdings available." in this line.

Leader: use the + symbol to expand this field so that you can use the menu selections

1. Encoding Level: change to u - Unknown (for some reason, the system defaults to a value "| - ??? Unknown Value" that it will NOT accept upon trying to add/save the record).

Click on the "Apply" button to save changes to expanded field. This will save the change and collapse the field.

008: use the + symbol to expand this field so that you can use the menu selections

1. Status or acquisition: 4 - Currently received or 5 - Not currently received (5 is used for ceased and cancelled items)
2. General retention policy: 8 - Permanently or 6 - Limited retention
3. Note lending and reproduction policies default to Unknown -- please leave them that way (per Barbara Coopey in ILL)

Click on the "Apply" button to save changes to expanded field. This will save the change and collapse the field.

852: Location Information -- Institution and Campus -- Public Note

852 ^^ UPM $b UPMM

Indicators: blank, blank

(UPM is the Institutional Symbol for Penn State. It will never need to be edited.)

$b UPMM: This is the campus level. The workform defaults to the symbol for University Park (UPMM). If the holdings you are entering are for a campus other than University Park, this line must be changed. See Penn State Library Symbols for LHRs for a comprehensive list of codes.

$z (Public Note): This is where we will record Microform holdings and Limited retention holdings for the campus.

Since the Acquisition status (4 or 5 for Currently rec'd or Not currently rec'd) is recorded with the Micro holdings statement, always make the 008 values match the print holdings or leave 008 un-defined if we have micro only.

866: Individual Campus Holdings

1. 1st indicator: 3
   3 indicates that the field contains summary enumeration and chronology information (that is, only at the first level of enumeration and chronology in a compressed form)
2. 2nd indicator: 0
   0 indicates that holdings have been formulated in a non-standard notation
3. Always enter the $8 first with a value of 0 (zero).
   Enter the $a without spacing and record only your first level of volume designation (if present) and/or your first level of chronology (if present) without any spaces between gaps or levels.
   
   Further examples:
   866 30 $80$aBd.1-Bd.18(1973-1991)
   866 30 $80$a1986-2005
   866 30 $80$ano.1-
   866 30 $80$av.1-v.13,v.15-(1991-2003,2005-)
   866 30 $80$av.4-v.15;n.s.v.1-(1981-)
   
   Click here for notes on how to record punctuation.
4. Text box: $80$av.1-(1999-)

Delete the 853 & 863! There is a pull-down menu to the right of each field labeled "Functions." Select the one beside the 853 and choose Delete Field. Repeat with the one beside the 863. These fields do not automatically stripped if left empty.  Instead, you will receive an error message.

You can reformat and/or validate your work by using the Edit pull-down menu in the upper left corner of your workform and selecting either Reformat Record (to review your edits) or Validate Record (to reformat and tell you if you have made any mistakes).

Complete your work by opening the Action menu and selecting Add Record. The system will validate your record; if there is an error in the record it will tell you where. If everything is ok, the system will give you the response: "Record added."

Call up your LHR using one of the searches listed above. From the LHR screen, go to the Action pull-down menu toward the top of the screen, and select: Create Local Holdings.

Depending on your login, you will either be prompted to enter your institution symbol: UPM, and then your workform will appear; or a workform will appear with UPM already entered in the 852.

The workform will default to the symbol for University Park (UPMM) in the 852 $b. If the holdings you are entering are for a campus other than University Park, this line must be changed. See Penn State Library Symbols for LHRs for a comprehensive list of codes.

If the Summary statement doesn't day "Local holdings available" change it so that it does.

Follow the instructions for Creating LHRs. The procedure is identical.

Finding Data in 853/863 -- Closing Records | Finding Data in 853/863 -- Recording Gaps | Finding Data in 866 | Finding Data in 852$z

Note: You will find LDRs with holdings in 853/863, 866, and/or 852$z. Edit the holdings as you find them. In most cases, you should not move the data into other fields.

If there are multiple campuses on a record, you will first come to the Local Holdings Institution Summary screen. It will look something like this:

Each entry number is hot-linked. Click on the number beside the campus you wish to edit to open the record for editing.

Finding Data in 853/863 -- Closing Records

For this example, let's say that Berks Campus has canceled their subscription with volume 106, 2005. To record this you want the holdings for UPME (the code Berks campus), so you would click on the 4.

If the holdings have been recorded in 853/863, the record will look something like this:

The fields you will need to edit are the Summary, 008, and 863.

Prior to May 17, 2006, the Summary line was used to record the sum of all Penn State holdings. This is no longer the case. Instead, if detailed holdings are listed in this line (as in the example above) we will change it to read: Local holdings available.

To edit the 008, click on the + button beside this field. This will expand the field and give you drop down menus for each value in the field. The only one you need to change is:

Status or acquisition: Change from: 4 - Currently received to 5 - Not currently received.

Then click Apply (either at top left or bottom left of 008 workform). This will save your change to the field and collapse the field.

To edit the 863, place your cursor at the end of the $a and add the ending volume number. Do not use volume designations in 863. This information is provided in the 853. Add the ending date to the $i. Your record should then look like this:

Complete your work by opening the Action menu and selecting Replace Record. The system will validate your record; if there is an error in the record it will tell you where. If everything is ok, the system will give you the response: "Record Replaced."

Finding Data in the 853/863 -- Recording Gaps

Gaps can not be recorded with commas in an 863. When using 853/863 to record gaps, the standard requires that the old 863 be closed and a new 863 created. Accept holdings data that migrated this way, but if you need to record another gap you should record all holdings in an 866 and remove the 853/863(s).

In the following example you need to show that Brandywine Campus does not own v.207, covering 1994, but that they are currently still receiving the publication.

Note how the two 863s are used to record another gap in their holdings. If you simply needed to close the holdings, you could do so by using the instructions above to close the second 863 and edit both the 008 and the Summary.

However, if you need to record an additional gap, you will add an 866, record all holdings data, then remove the 853 and both 863s.

Step 1:
Place your cursor in the empty field beneath the 863 and add an 866 as shown below. Record the holdings that are listed in the two 863s.

Step 2:
Double-check to make sure your 866 matches the 863s, then record your gap.

Step 3:
Use the drop-down menus to the right of each field (labeled "Functions") to remove the 853 and the 863s. When you select the drop-down menu beside the corresponding field, you will see the option to Delete Field. Choose this option for the 853. Repeat as necessary for all 863s.

Step 4:
If necessary, change Summary to "Local holdings available."

Complete your work by opening the Action menu and selecting Replace Record. The system will validate your record; if there is an error in the record it will tell you where. If everything is ok, the system will give the response: "Record Replaced."

Finding Data in 866

For this example, we are going back to Berks Campus. They have canceled their subscription to this publication, effective with v.106, covering 2005.

If the holdings have been recorded in 866, the record will look something like this:

The fields you will need to edit are the Summary, 008, and 866.

Prior to May 17, 2006, the Summary line was used to record the sum of all Penn State holdings. This is no longer the case. Instead, if detailed holdings are listed in this line (as in the example above) we will change it to read: Local holdings available.

To edit the 008, click on the + button beside this field. This will expand the field and give you drop down menus for each value in the field. The only one you need to change is:

Status or acquisition: Change from: 4 - Currently received to 5 - Not currently received.

Then click Apply (either at top left or bottom left of 008 workform). This will save your change to the field and collapse the field.

To edit the 866, place your cursor at the end of the $a and add the ending volume designation and number, then add the ending date inside the parentheses. Your record should then look like this:

Complete your work by opening the Action menu and selecting Replace Record. The system will validate your record; if there is an error in the record it will tell you where. If everything is ok, the system will give the response: "Record replaced."

Finding Data in 852$z

There are two types of holdings information that you will find entered in the 852 $z: Microform holdings and Limited Retention holdings.

In the following example, we will say Lehigh Valley is cancelling it's subscriptions to print and micro. Microfilm holdings need to be closed with v.108 2005 and limited retention print holdings need to be withdrawn. Both holdings are found in an 852:

Deleting a Single Campus from a Multi-Campus LHR
From the LHR summary screen, click on the hotlinked number beside the campus you wish to delete. In this example, we will select #3.

If the Summary does not already "Local holdings available," you will need to open any campus line (click on the hotlinked number beside it) and change it. Open the Action menu and select Replace Record. The system will respond: "Record replaced." You can then proceed to the instructions below.

In the current example, the Summary holdings do not need to be updated, so we will just open the record to be deleted, #3 in our list.

Go to the Action pull-down menu and select "Delete Local Holdings." The system will give you a warning: "You are about to delete this record form the database. Do you want to continue?" Click OK. If the action was successful, the system will display the record you just deleted, and will read in green above it, "Record deleted."

To Delete Entire UPM Holdings Symbol

From the Institution Summary screen (the screen that lists all campus holdings), click on the Action/Sort pull-down menu in the upper right corner and choose Delete All Local Holdings.

Alternately, you can perform this action in the Connexion client (if you have it loaded on your machine). With your bib record open, click on the Action pull-down menu and select "Delete Holdings." The system will warn you that local holdings records are attached to the record and will ask you if you want to delete your LDR(s) and OCLC symbol from the record. Clck "yes" if you want to remove all holdings.

Reviewed May 2012