1 / 41

LTS Workshop: Holdings Records Nov. 29, 2006 Zoe Stewart-Marshall Barb Tarbox Ardeen White

LTS Workshop: Holdings Records Nov. 29, 2006 Zoe Stewart-Marshall Barb Tarbox Ardeen White. Class plan: ● Zoe -- Introduction ●Ardeen – MARC Format for Holdings Data (MFHD) Overview ● Barb – Monographs: Bound withs; Multi-vols. (incl. series classed); Accompanying material

piper
Download Presentation

LTS Workshop: Holdings Records Nov. 29, 2006 Zoe Stewart-Marshall Barb Tarbox Ardeen White

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. LTS Workshop: Holdings Records Nov. 29, 2006 Zoe Stewart-Marshall Barb Tarbox Ardeen White

  2. Class plan: ● Zoe -- Introduction ●Ardeen – MARC Format for Holdings Data (MFHD) Overview ● Barb – Monographs: Bound withs; Multi-vols. (incl. series classed); Accompanying material ● Zoe – Serials & Wrap up: Standards; LTS Documentation; Devil is in the Details; Reporting problems; Summary

  3. MFHD basic overview Creating holdings records a. Strapped books with + icon b. Menu>Record>New c. Menu>Record>Make a copy– Use for added copies, and split serials; remove 014s from copy 2. Are driven by templates [New; Edit; Options>Preferences>Folders/Files] 3. Each separate copy or location requires a separate MFHD. 4. May be used for a single part or multiple parts; monographs or serials

  4. MFHD basic overview 5. Don’t “reuse” holdings for another location or “relink” to another bib if purchase order attached 6. You cannot delete a holding record that has any item records attached to it. 7. You cannot delete a holding record if there is an online purchase record (OPR) attached to it. Resource: Creating and Updating Holdings Records

  5. Bibliographic Holdings Holdings MFHD basic overview: Voyager structure Text Text Text Text

  6. MFHD basic overview: Standards we use ● ANSI/NISO Z39.71 (Rule information; like AACR2 for bib) ● MARC 21 Format for Holdings Data (Tag information; helpful glossary)

  7. MFHD basic overview: Handout p. 1: Coding cheat sheet

  8. MFHD basic overview: 852 Location/call no. ● I1: 0 = Library of Congress (about 90%) 3 = SupDoc numbers 8 = Other (textual) “A blank first indicator in the 852 will prevent proper call number indexing and search retrieval in the OPAC.”—Jim LeBlanc ● I2: 0 = Single piece item 1 = Primary enumeration = 1 numbering scheme is applicable 2 = Alternative enumeration = Item carries 2 numbering schemes and is shelved by the secondary scheme

  9. MFHD basic overview: 852 Location/call no. ●|b = Location Can change location with cursor in place: Edit>Show Holdings Locations

  10. MFHD basic overview: 852 Location/call no. ● |t = Copy number Need to make match ‘Copy’ in item record. Always goes directly after location.

  11. MFHD basic overview: 852 Location/call no. ● |k + |m = Oversize Resources:Oversize Chart Index of Voyager Locations, OPAC Displays and Call Number Prefixes and Suffixes

  12. MFHD basic overview: 852 Location/call no. ● |h + |i = Call number Use <Ctl> n to copy call number to existing MFHD – BUT – automatically passed if creating new MFHD. “Aside from call number elements, only the non-case sensitive phrases "In process ...", "On order", and "No call number" are allowed in the 852 $h.”—Jim LeBlanc If words such as “suppl.” used as part of the call number, abbrev. per AACR2 Appendix B9. If a volume number is used as part of the call number, delete space in between; ex. v.1 Resources: Call Number Examples LTS Procedure #11: Classification and Shelflisting

  13. MFHD basic overview: 852 Location/call no. ● |z = Public notes (display in OPAC) Examples: |z Bound with … |z Disk at Circulation Desk |z Map lacking Add any copy specific note

  14. MFHD basic overview: 852 Location/call no. ● |x = Non-public notes (Do not display in OPAC) Examples: |x WITHDRAWN (deselected) 10/01/06, bt |x oels |x Bd.2 Add any copy specific note

  15. MFHD basic overview: Exercise 1: Creating an MHLD for book in hand as copy 2

  16. MFHD basic overview: 866 Basic bibliographic unit Transcribe holdings information in the form it appears on the item. See LTS Procedure #32: Serials Cataloging and Newspaper Processing for links to “Abbreviations for Captions” and “MHLD Punctuation.” 866:41: |8 0 |a I1 = 4 (detailed enumeration and chronology) I2 = 1 |8 0 |a for ‘linkage pairs’. We have to put it in even though not currently enabled Can also include public and non-public notes. Macro = 6,,

  17. MFHD basic overview: 867 Supplementary material Transcribe holdings information in the form it appears on the item, but abbreviate … Can also include public and non-public notes. Need an 866 if using. Macro = 7,,

  18. MFHD basic overview: 868 Indexes Transcribe holdings information in the form it appears on the item, but abbreviate ... Can also include public and non-public notes. Need an 866 if using. Macro = 8,,

  19. MFHD basic overview: Tabs and fixed fields ●MARC Leader>Type of Record x=Single-part item holdings y=Serial item holdings v=Multi-part item holdings Leader>Encoding Level 1=Single piece 3=Summary holdings, i.e. at the 1st level of Enum/Chron. 4=Detailed holdings, 1st and all subsequent levels of Enum/Chron 008>Receipt status 008>Completeness ● System / Suppress from OPAC Note: Check for other active MHLDs. If there are no active MHLD, suppress the Bib record as well. ● Bib title - returns to bib record ● History

  20. MFHD basic overview: Handout p. 2: Resources for Holdings Records

  21. Item records basic overview: 1. Creating from MFHD: Stacked books with + OR Record>Create Items OR F7 2. Generate the spine labels 3. Make a copy from MHLD: Record>Make a copy 4. Don’t delete and re-key to move, but relink

  22. Item records basic overview: ● Barcode – Fixing typos ● Perm. Loc – Doesn’t change automatically if MFHD location changes ● Item Type ●Enum = Enumeration (or numbering) Use vernacular captions but follow the established pattern if old. If no caption on piece, supply v:no.:pt. Use Arabic numbers (Proc.#11) ● Chron = Chronology (or year) ● Copy – Need to make match copy in MFHD |t ● Pieces – Needs to match 866-868 in MFHD

  23. Item records basic overview: Exercise 2: Creating an item record for book in hand as copy 2

  24. Moving on: ● Barb – Monographs: Bound withs; Multi-vols. (incl. series classed); Accompanying material ● Zoe – Serials & Wrap up: Standards; LTS Documentation; Devil is in the Details; Reporting problems; Summary

  25. Bound withs: ●Identify which title is first in the physical volume

  26. Bound withs: Example 1 ● For first title in the physical volume: In 852 field, add |z note: Bound with: [Author of the next title in the volume]. [Title of the next title in the volume] Create item record and update ENUM if needed

  27. Bound withs: Example 1 cont. ● For subsequent titles in the physical volume: In 852, add |z note: Bound with: [author of the 1st title in the volume]. [Title of the 1st title in the volume] Add 876--|p [barcode of 1st title item record] Do NOT create item record.

  28. Bib 1: Title (245) Author (100) MFHD 1: 852 |z Bound with: [Author. Title of Bib 2] Item 1: 31924000000000 Model for “Bound-withs”, example 1: Bib 2: Title (245) Author (100) MFHD 2: 852 |z Bound with: [Author. Title of Bib 1] 876 |p 31924000000000 No item record

  29. Bound withs: Example 2 ● For first title in the physical volume: In 852,add |z note: No. [position no.] in a vol. lettered: [spine title] Create item record & update ENUM.

  30. Bound withs: Example 2 cont. ● For subsequent titles in the physical volume: In 852, add |z note: No. [position no.] in a volume lettered: [spine title] Add 876--|p [barcode of 1st title item record] Do NOT create item record.

  31. Bound withs: Resource: Bound with procedures

  32. Multi. vols.: ●866 – describes book Example: 852:01: |b olin |h HD444 |i .C44 2006 866:41: |8 0 |a v.1-2

  33. Multi. vols.: Series classed ●866 – describes book Example: 852:02: |b olin |h QA3 |i . L28 no.1024, 1041, 1077 866:41: |8 0 |a v.1=no.1024 866:41: |8 0 |a v.2=no.1041 866:41: |8 0 |a v.3=no.1077

  34. Accompanying material: ●866 – Describes book ●867 – Describes any accompanying material (unless index) ●868 – Describes accompanying indexes Example: 300: : |a 5 v. : |b ill. ; |c 28 cm. + |e 1 CD-ROM (4 ¾ in.) 500: : |a Accompanied by indexes. 866:41: |8 0 |a v.1-5 867:41: |8 0 |a 1 CD-ROM |z <in pocket of v. 1> 868:41: |8 0 |a v.1-2

  35. Accompanying material: Resources: LTS Procedure #17: Sound Recordings Processing LTS Procedure #24: Computer Disk Processing LTS Procedure #33: Videorecordings Processing LTS Procedure #28/a: Microform/Guide Processing

  36. Moving on: ● Zoe – Serials & Wrap up: Standards; LTS Documentation; Devil is in the Details; Reporting problems; Summary

  37. Standards: • Z39.71 – THE standard, but this is difficult to read • MARC Format for Holdings Data – But this doesn’t really tell you how to format the data within the tags • AACR* - Way more in there than we need • KISS – Start with the LTS documentation and dig deeper only when necessary • Why it’s important anyway

  38. LTS Documentation: • LTS/Procedures & Documentation/Serials & Periodicals Processing/ • Abbreviations for Captions • Abbreviations for Names of Months (By Language) • MFHD Punctuation • LTS/Acquisitions & Cataloging/Cataloging • MARC Hldgs: Description • MARC Hldgs: Examples

  39. Devil is in the Details: • Don’t oversimplify – be precise • Don’t forget to check the OPAC display – some holdings issues display directly from serials check-in and are not in the MFHD • Just like MFHD -> Item, MFHD -> P.O. locations must be in sync • Important MFHD Leader and 008 values • Leader > Type of Record • 008 > Receipt status

  40. Reporting Problems: • When in doubt - don’t guess, ask • Questions with new or currently received serial materials – check with your supervisor or Serials Receiving staff • Questions with new monographic titles with accompanying materials – check with your supervisor or Cataloging staff • Post cataloging questions (stuff that’s been in Voyager for awhile) – report to Barb Tarbox

  41. Summary: • When in doubt, check the documentation and ask • The devil is in the details • Consistency is good • Standards are our friends • Questions?

More Related