Local Holdings Maintenance: The Basics

1. Local Holdings Maintenance: The Basics

2. Agenda • Defining Local Holdings • Accessing Connexion • Searching in Connexion • Understanding an LHR • Deriving LHR’s • Creating New LHR’s • Performing Final Actions • Resources

3. Objectives • Learn the concept of Local Holdings Maintenance • Understand the structure of a Local Holdings Record • Successfully interpret Local Holdings Record information • Create institution-specific Local Holdings Records

4. What Are Local Holdings? Creating Local Holdings is a means by which libraries describe their changing collections. The service allows institutions to create, maintain, and display online their summary-level holdings.

5. Why Create Local Holdings? • Provides copy-specific data of the library's serials • Supports collection development by making all aspects of the collection known • Provides finding tools for the library's local patrons, staff and remote users • Supports consortial activities, including but not limited to interlibrary loan and cooperative collection development and acquisition

6. How Do I Access This? • Connexion browser • http://connexion.oclc.org • Cataloging Authorization and Password • Union Listing authorizations have been converted to cataloging authorizations to allow access to Connexion • Don’t know your authorization? Call the SOLINET Member Services Help Desk

7. Searching in Connexion Browser • Command Line • Derived searching • Keyword/Numeric • Language • Source • Years • Format • Microform • Internet

8. LHM Searching Elements • Show Local Holdings limiter • Holdings dropdown • Any • Institution Holdings • My Local Holdings • Group Holdings • Group Local Holdings

9. Display Holdings Options

10. Holdings Dropdown Options • Any – no limits on what records show in search results • Institution Holdings – will only show bibliographic records in the search results where your library owns the item • My Local Holdings – will only show records in the search results where your library’s local holdings are attached • Group Holdings – will show bibliographic records in the search results where at least one member of a group (that you’ve chosen to search) owns the item • Group Local Holdings – will show bibliographic records in the search results where at least one member of a group (that you’ve chosen to search) has attached local holdings

11. Connexion Searching Exercise Just remember do NOT use browser navigation!

12. What makes up a Local Holdings record?

13. Understanding Local Holdings • Two interlocking Standards • Display standard (Z39.71) • Communications standard (MFHD) MFHD Z39.71

14. Data Areas • Item Identification Area • Location Data Area • Date of Report Area • General Holdings Area • Extent of Holdings Area • Holdings Note Area

15. The Nine Principles • Levels of Specificity • Identification of Data Elements • Optional Data Area or Element • Pieces Held • Number of Locations and Copies • Form • Cataloging System • Relationship of Holdings Statement to Bibliographic Item • Formats

16. Reading Local Holdings Records

17. LHR Elements • Header (Item Identification Area) • Summary • Leader • Variable Fields • 007 • 008 • 852 • 853 • 863

18. Header • OCLC Number • ISSN • Frequency • Dates

19. Summary • Free text field that allows you to summarize your local holdings

20. Leader • Record Status [05] • Type of Record [06] • Encoding Level [17] • Item information in record [18]

21. Leader - Expanded

22. Map Electronic Resource Globe Tactile Material Projected Graphic Microform Nonprojected Graphic Motion Picture Kit Notated Music Remote-sensing Image Sound Recording Text Videorecording Unspecified 007 – Physical Description Fixed Field

23. 007 - Expanded

24. 008 – Fixed Length Data Elements • Receipt or Acquisition Status [06] • Method of Acquisition [07] • General Retention Policy [12] • Completeness [16] • Lending Policy [20] • Reproduction Policy [21] • Language [22-24]

25. 008 - Expanded

26. 852 - Location • Indicator 1 – Shelving Scheme • Indicator 2 – Shelving Order • $a - Location • $b – Sublocation or Collection • $h – Classification Part • $i – Item Part • $t – Copy Number

27. 852 - Expanded

28. 853 – Captions & Patterns • Indicator 1 – Compressibility and Expandability • Indicator 2 – Caption Evaluation • $8 – Field Link Number • $a – First Level of Enumeration • $i – First Level of Chronology

29. 853 - Expanded

30. 863 – Enumeration & Chronology • Indicator 1 – Field Encoding Level • Indicator 2 – Form of Holdings • $8 – Field Link and Sequence Number • $a – First Level of Enumeration • $i - First Level of Chronology

31. 863 - Expanded

32. Linking and Sequence Numbers Example 853  33  ‡8 1 ‡a v. ‡i (year) 863  3_  ‡8 1.1 ‡a 59-61 ‡i 1952-1953 ‡w g 863  3_  ‡8 1.2 ‡a 63-65 ‡i 1954-1955 ‡w g 863  3_  ‡8 1.3 ‡a 68-110 ‡i 1956-1977 ‡w g 863  3_  ‡8 1.4 ‡a 115 ‡i 1980 ‡w g 863  3_  ‡8 1.5 ‡a 118 ‡i 1981 ‡w g 863  3_  ‡8 1.6 ‡a 121 ‡i 1983 ‡w g 863  3_  ‡8 1.7 ‡a 125- ‡i 1985-

33. 866 – Textual Holdings • Indicator 1 – Field Encoding Level • Indicator 2 – Type of Notation • $a – Textual Holdings • $x – Nonpublic Note • $z – Public Note • $2 – Source of Notation • $8 – Field Link Number

34. 866 - Expanded

35. Translation and Data Entry Exercise

36. Creating LHRs!

37. LHR creating in Connexion is guided. Much of the work has been removed!

38. Editing LHRs • Editing is also guided • Click on Function dropdown menu on right or • In an expanded field, Action dropdown menu on right

39. Derive an LHR • From one of your existing LHRs • Search for the bibliographic record matching your item • Display your existing LHR • Click on the Edit dropdown menu • Click Derive New Record • Edit fields • Click on Action dropdown menu • Select Replace Record

40. Derive an LHR • From another institution’s LHR • Search for the bibliographic record matching your item • Display the other institutions LHR • Click on the Edit dropdown menu • Click Derive New Record • Edit fields • Click on Action dropdown menu • Select Add Record

41. Creating an LHR • Search for the bibliographic record matching your item • Click on Action dropdown menu • Select Create Local Holdings • Edit Fields • Click on Action dropdown menu • Select Add Record

42. LH Constant Data • What is Constant Data? • Set up LH CD to streamline your work • You can create your own or derive a CD from another institution’s LHR • Create LH Constant Data • Fill out as little or as much as you want/need • Save (give it a meaningful name) and a possible Status • Apply it to a record

43. Applying LH Constant Data • Apply it to a LHR you are working on: • Edit>Apply CD by Name (or) • Edit>Apply CD from List

44. Taking Final Actions • Reformatting • Click on the Edit dropdown menu • Click Reformat Record • Validating • Click on the Edit dropdown menu • Click Validate Record • Correct errors • Repeat until complete validation occurs • Adding • Click on Action dropdown menu • Select Add Record

45. < > : , = / - ( ) + ? “ “ ; [ ] Punctuation

46. Local Holdings Creation Exercise

47. Resources • MARC 21 Format for Holdings Data Primer • http://www.oclc.org/support/documentation/localholdings/primer/holdingsprimer.pdf • OCLC-MARC Local Holdings Format Tag Chart • http://www.oclc.org/support/documentation/localholdings/tagchart/holdingstagchart.pdf • Connexion Browser Documentation • http://www.oclc.org/support/documentation/connexion/browser/ • ANSI/NISO Z39.71 • http://www.niso.org/standards/resources/Z39-71.pdf

48. Thank You for Attending! Questions? SOLINET Member Services Help Desk 1.800.999.8558 helpdesk@solinet.net 8am-5pm Eastern Monday-Friday