University Libraries Cataloging and Metadata Services

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Decisions about MARC Holdings for Sirsi startup

At PSU, we have chosen to use textual MARC holdings (that we add and maintain ourselves), rather than using the check-in system to generate coded MARC holdings.

This documentation is limited in scope, explaining only the fields we maintain and confining definitions to the essentials. For complete documentation on MARC holdings fields and subfields, see the Library of Congress's MARC 21 Concise Format for Holdings Data.

Adding Title with SmartPort

If you are using SmartPort to bring a new record into the system, you will have to use several wizards.

1. You will use SmartPort to import your record.
2. You must use the Add Copy Wizard to add your barcode, assign home location, etc. (according to the instructions for SmartPort)
3. You will then go to the Title Maintenance Wizard group and open your record in the Maintain Existing Titles Wizard (click on Current Title in search dialogue box) to add your MARC Holdings record. The directions from this point will be the same as those for Adding Title without SmartPort.

Adding Title without SmartPort

If you are not using SmartPort, and you are creating a record using the Add Title Wizard, a MARC Hldgs tab will be there. Go to this tab. The directions from this point will be the same as those for Adding Title with SmartPort.

Adding MARC Holdings to an Extant Record

If there is already a record in the Cat for another library, just call it up using the Maintain Existing Titles wizard. There will be a MARC Hldgs tab available. The directions from this point will be the same as those for adding titles with and without SmartPort.

MARC Hldgs Tab

Once you click on this tab, you will see the message "list of holdings records--" if this is a new title. If not, you will see MARC holdings statements for other libraries.

In either case, you must click on the 2nd button: Add Holdings.

You will get a box with the message: Create MARC Holdings Record for library:

Choose your library using the pull-down menu and click OK.

NOTE: Because the system prompts you for the library in this manner, there is no way to edit the library once it has been established. If you need to move items from one library to another, you must delete the MARC holdings for the current library and re-create them for the new library.

You now have your MARC Holdings Workform.

Ignore the Fixed Fields.

Under Holdings Entries you will see the following fields:

852	Location
853	Patterns
863	Holdings
866	Summary holdings

Since we are creating textual holdings, we only have to fill out the 852 and the 866. (However, if you have supplements or indexes, you will have to add an 867 or 868.)

NOTE: If you inadvertently use the 863 to record holdings data, the system will jam so that the record cannot be displayed when you try to call it back up (this is true in both Workflows and the public Web Cat). When you try to display the record, you will get the following error message: Invalid captions and patterns tag. Please be careful to use the 866. If you get the "Invalid captions and patterns tag" message, follow these instructions to retrieve the record in an editable form, so that you can correct it.

852 Location and Call Number

Indicator values:

1st Position: Shelving Scheme	2nd Position: Shelving order
0 = LC	0 = Classed Separately
1 = Dewey	1 = By Primary Enumeration
2 = NLM	2 = By Secondary Enumeration
3 = Supt of Docs
5 = By Title
6 = Classed Separately
8 = Free Format

Subfields
|c = Home Location
|h = Class
|i = Cutter

852 Examples:

LC Classification
852	01	|cPATERNO-3|hHT303|i.G32
852	01	|cREF-AH|hD2|i.A4
852	01	|cSTACKS-BD|hPR51.A7|iB55
852	01	|cUTOPIA|hHX19.2.U6|iT45
852	01	|cREF-AH|hTR6.5|i.G57
SuDocs Call Number
852	31	|cDOC-INTL|hEC 12.1/1:A 37/2/
852	31	|cDOC-US|hE 3.11/5-5:
(NOTE: no |i for SuDocs or Free Format call nos.)
Free Format Call Number
852	81	|cSTACKS-AB|hPeriodical
852	81	|cMICROS-PA|hMicrofilm D105
Dewey Call Number
852	11	|cPATTEE-2|h973|iH192a
852	11	|cAMER-GIFT|h808.8|iR27

866 Summary Holdings

Indicator values:

1st Position: Field encoding level	2nd Position: Type of notation
[blank] = No Information Provided	0 = Non-standard
3 = Holdings level 3 (summary)	1 = ANSI/NISO Z39.71 or ISO 10324 (the current standard)
4 = Holdings level 4	2 = ANSI Z39.42 (the 1980 superceded standard)
5 = Holdings level 5 (full detail)

Subfields
|8 = Linking number (since we rely on textual summary holdings, we will always use 0)
|a = Captions and Enumeration/Chronology
|z = Public Note
|x = Non-Public Note

Punctuation
Most of the data from the old LIAS system migrated without punctuation and for a while, we were recordings holdings according to that precedent. However, we have agreed to the following forms of puntuation in holdings statements which are easier to read and closer to the standard.

• Use colons to separate levels of enumeration


• Use parentheses around ending dates


• Use a comma and space to indicate gaps in holdings


• Use a semicolon and space to indicate non-gap breaks in holdings


• Use a forward slash for both consecutive dates (1991/92) and ranges of dates (2001/2004) within the same volume.

866 Examples:

866	#0	|80|av.3:no.4(1998)-v.8:no.1(2003)
866	#0	|80|aBd.1(1963)-To Date
866	#0	|80|a1992/93-2004/05
866	#0	|80|a1st.ed.(1988)-5th.ed.(1992), 7th.ed.(1994)-To Date
866	#0	|80|av.1(1901)-v.32(1932); n.s.v.1(1933)-To Date
866	#0	|80|a1981:v.1, 1982-1994, 1995:v.2
866	#0	|80|aLatest Edition only
866	#0	|80|aLatest 2 Years only
866	#0	|80|aCurrent Issues only
866	#0	|80|aCurrent 6 Months only
866	#0	|80|a1996-2005.|zLatest in Arts & Humanities Reference

*Note that Limited Retention information goes in the |a, while the "Latest in" note goes in |z.

867--Supplements and 868--Indexes

Supplements and Indexes have their own summary holdings statements. If you have supplements and/or indexes, you will need to add these fields. Put your cursor in the 866 and use the "after" (arrow pointing down) icon in the top right hand corner to insert another field.

The input conventions for 867 and 868 are identical to those for the 866 (same indicators, same subfields, same method of input). The only difference is the value in |8. For 867 use |81 ; for 868 use |82.

So, if you are inputting vols. 1998, 1999, 2000 plus a supplement for 1999, your record would look something like this:

852	01	|cPATTEE-1A|hF770|i.D45
866	#0	|80|a1998-2000
867	#0	|81|a1999

Once you have completed your MARC Holdings record, click on Create Holdings Record.

You will get the following options:

• Click OK to save your record!
• Use Add Holdings if you have to add a holdings record for another Library or Location (but remember -- your record hasn't been saved yet!)
• Remove will take you into the remove holdings dialogue box
• Cancel will clear the MARC Holdings record you just input.

Editing MARC Holdings

• Open Maintain Existing Titles wizard and retrieve record.
• Go to MARC Hldings tab.
• Mouse over the holdings statement to be updated; when the cursor changes to a hand, a single click will open the holdings statement.
• Make the necessary change(s).
• Click OK.
• Click OK again.

Removing MARC Holdings

• Open Maintain Existing Titles wizard and retrieve record.
• Go to MARC Hldings tab.
• Click on Remove button.
• You will get a list of all MARC holdings. At the top, make sure the Remove Selected Holdings radio button is engaged. Click on the white box beside the holdings statement you want to remove. A checkmark will appear to indicate selection.
• Click OK.
• You will get a dialogue box saying: "The following MARC holdings record(s) were removed:" and the system will show you which one you deleted. It is already gone; this is not an "are you sure you want to do this" prompt. Click OK.

Troubleshooting Problems with MARC holdings

"Invalid Captions and Patterns Tag" Error Message
If you get this error message, it means someone has inadvertently recorded 866 information in the 863 field of the MARC Holdings workform. Knowing the source of the problem is half the battle. Now we have to resolve the conundrum that the system won't allow you to display the record in order to be able to fix it. There is a method of displaying the record, but it is non-intuitive.

1. Start by opening the Maintain Existing Titles Wizard anew.
2. From the search screen, look for the gadget in the upper left corner called "Set Options for Item Lookup" when moused over. Click on this gadget.
3. Click on the Display tab.
4. Second from the bottom of choices, you will see yes/no radio button choices for Holdings.
5. Change this choice to No.
6. Click OK.
7. Re-perform your search.
8. The system will now allow you to retrieve your record for editing.
9. Look at every MARC holdings statement in the record to find the summary holdings statement recorded in an 863 instead of an 866. Change the offending 863 to an 866.

UP-PAT -- **REQUIRED FIELD** Error
This happens when you have mistyped the Home Location in the 852 |c (or maybe you mistyped "|c" itself, using a \ instead of a | or v instead of a c.) Open your MARC holdings record, delete the **REQUIRED FIELD** info, and carefully retype your information. If the system does not accept it a second time, you must be using an invalid home location code. Double-check the proper name of the code using the "Valid 852 Locations" gadget in the upper left corner of your MARC Holdings workform.

How Do You Change the Library?
We frequently move materials from one library to another (from UP-PAT to UP-ANNEX, from BEHREND to ABINGTON, etc.) and need to update the owning Library in MARC holdings. Unfortunately, because the system prompts you to enter the Library before it gives you a workform, the workform is attached to that Library and there is no means of simply editing it. When a title is transferred from one Library to another, the MARC holdings statement must be deleted for the old library and re-created for the new.
One way of easing this burden (and decreasing the chance for error) is to open the same record twice in the Maintain Existing Titles wizard, so that you have two separate windows. In the first window, open the MARC holdings statment that is to be removed, but don't delete it yet. In the second window, start adding your new MARC holdings for the appropriate library. When you have the blank workform, add the correct home location in the |c, then copy and paste the remaining info (call number and holdings) from the MARC holdings in the first window. Save your work. Close the first window. Double-check to make sure your new MARC holdings statement is correct (and matches previous statement). When satisfied, remove the MARC holdings statement for the old library.

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