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Input Guidelines for Holdings Data
Use this policy to guide you in formulating and maintaining local holdings data for
monographic items in all formats in the NOTIS system. Local holdings data includes
institution codes, location and sublocation designations and codes, call numbers, copy
numbers, statements describing holdings of volumes or parts, item records, and catalog notes
containing information that applies only to BYU holdings.
Contents:
References:
USMARC format for holdings data
ANSI/NISO Z39.57: Holdings statements for non-serial items
NOTIS user's guide: cataloging and authorities
Holdings data in NOTIS
Whenever you create a bibliographic record in NOTIS or add copies or volumes to an
existing record, always add complete information to identify our holdings as outlined below.
Do this even when you create the bibliographic record in another system (such as RLIN),
even if this means entering the data separately in both systems.
The NOTIS copy holdings record
The NOTIS copy holdings record should contain the necessary information to locate the item
or items described in the bibliographic record. This includes the location code, sublocations,
and complete call number. Enter a copy number with each copy except the first in each
location. Separate sequences of copy numbers are assigned when there are multiple copies in
more than one location. Enter each element of the call number in a separate subfield.
Example:
001 1L CN $a hbll $b BX $c 8662 $c .P127t $c 1975
NOTES
002 1L CN $a hbll/2 $b BX $c 8662 $c .P127t $c 1975
NOTES
003 1L CN $a ame $b BX $c 8662 $c .P127t $c 1975
NOTES
004 1D CN $a mckb,prf $b M262 $c P127t
NOTES
005 1D CN $a mckb,prf/2 $b M262 $c P127t
For instructions for creating and updating copy holdings records, see NOTIS User's
Guide: Cataloging and Authorities, Section F1.
The MARC holdings record
The MARC holdings record (MHLD) is used when a bibliographic unit consists of multiple
parts to record which parts the library holds. Create an MHLD whenever you catalog a
book with more than one volume or part. Create an MHLD for non-book materials (or
books accompanied by non-book supplements) whenever there are multiple parts and
- the Library does not have all of the parts described in the 300 field at the time of
cataloging, or
- the extent of physical parts is left open in the 300 field, i.e. total number of pieces is
not specified because some parts may not have been issued or total number of parts is
uncertain, or
- individual parts of the bibliographic unit may circulate separately, or
- individual parts of the unit will be shelved separately or are likely to be used separately
(e.g., a book kept in the stacks accompanied by a tape kept in a locked case, a CD-ROM
disk used on the LAN accompanied by a manual kept at a reference desk, etc.)
In cases of doubt as to whether a bibliographic unit fits one of the above conditions, assume
that it does and create a MARC holdings record. In all other cases a MARC holdings record
is optional and may be created or omitted at the cataloger's discretion. A MARC holdings
record is not required for single-part items. Instruction for creating and updating MARC
holdings records are found in NOTIS User's Guide: Cataloging and Authorities,
Section F2.
Entering values in the fixed fields of the MHLD is not required, except for the encoding
level (E/L) which should be 4, if you are entering a complete detailed statement
of volume holdings. In general, leave the system-supplied default fill characters in all of the
other fields. The field tag for holdings data is 866. The indicators are -
1 if you are following ANSI/NISO Z39.57 (see below) to formulate the statement,
-0 if you are not. Subfield 6 ($6) should not be used in fields 866-868.
NOTIS-defined field 899 will not be used by the Catalog Department at BYU.
Extent of holdings statements
The following guidelines for formulating holdings statements are based on section 4.5 of
ANSI/NISO Z39.57. Other options provided for by the standard may be applied
at the cataloger's judgment.
Captions: Captions are terms such as volume, part, tomo, and
Band that are used with numbers or letters to identify parts of works. Use the
captions that appear on the items being cataloged to construct the holdings statement. Repeat
the caption at the beginning of each range of numbers.
Abbreviations: Abbreviate captions using the abbreviations in Appendix B of
AACR2rev. If alternate abbreviations for a term are provided, use the shorter one (i.e. use
v., not vol., for volume).
Punctuation: Indicate continuous ranges of numbers with the beginning and
ending numbers, separated by a hyphen. Indicate gaps in numbers with a comma. Do not
put spaces before or after periods, commas or hyphens.
Example:
866: 1: $a v.1-5,v.7,v.9-11
Use a semicolon to separate levels of enumeration. Do not space on either side of the
semicolon.
Example:
866: 1: $a v.2:pt.1-5
Holdings statements may be itemized if desired. To itemize, list the caption and number of
each piece and separate each statement with two spaces or use separate 866 fields for each.
Example:
866: 1: $a v.1:pt.1 v.1:pt.2 v.2:pt.1
or
866: 1: $a v.1:pt.1
866: 1: $a v.1:pt.2
866: 1: $a v.2:pt.1
Angles brackets may be used to attach brief notes to volume statements.
Example:
866: 1: $a v.3 <2nd ed.>
The plus sign may be used to attach holdings for supplementary or accompanying material.
Include one space before and after the plus sign.
Example:
866: 1: $a 1 v. + suppl.
Notes applying to local holdings
You may use the 590 field of the MARC bibliographic record, the copy-level notes field of
the NOTIS copy holdings record, or the 852 field of the MARC holdings record to record
public notes relating only to BYU's holdings. You should be aware of the different ways in
which each of these fields displays and use judgment in selecting the most appropriate field
in each case. Non-public notes may be entered in either the title-level notes field or the
copy-level notes field on the NOTIS copy holdings record.
Item records
Linked items records should be created for all items which contain a barcore for piece
identification, whether the items circulate or not. Item records for part of a multi-part unit
should include a volume number or other piece designation. Use the same captions,
abbreviations and punctuation (where needed) in the item records as you have used in the
MHLD. Instructions for creating and updating item records are found in NOTIS User's
Guide: Cataloging and Authorities, Section F4.
Holdings data in the national utilities
Some holdings data is required whenever a record appears in RLIN or OCLC to indicate that
BYU holds all or part of the title described. In general, the formulation and inclusion of
such data should comply with any standards set by RLIN or OCLC for member libraries of
the category to which BYU belongs.
In the absence of such standards, it is generally sufficient to report holdings at ANSI/NISO
level 1. In OCLC, this means that our institution code appears with the list of holding
institutions. In RLIN, this means that the location code, sublocation code and call number
must appear on the record with our institution code. Inclusion of statements of extent of
volumes, barcodes, and notes is optional. Catalogers may elect to include this information or
to establish separate policies governing collections they control as long as they meet the
minimum requirements of this policy. When detailed holdings are entered they should be
formulated according to the provisions of ANSI/NISO Z39.57.
Holdings data in the shelf list
Shelf list cards must indicate clearly how much of a bibliographic unit we own and where it
is located. This information must be provided for all copies and should be expressed in an
itemized statement listing each part.
This policy is intended to apply only to shelf list files located on the sixth floor or those for
which the responsibility for maintenance lies solely with the Catalog Department.
Related Policies: