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Creating and Updating Holdings Records

Instructional Level

Elements of the Voyager Mfhd Record
Retrieving a Holdings Record
Creating and Editing a Holdings Record

• Creating a New Holdings Record
• Editing a Holdings Record
• Multiple Versions

Adding Locations/Copies
Deleting Holdings Records

Elements of the Voyager Mfhd Record

1. Record Tabs:
• MARC tab -- Displays the holdings record with the fixed and variable fields.
• System tab -- Contains the identification of the owning library. This tab also contains a check box to control suppression of the record from OPAC display.
• Bib Title(s) tab -- Contains BIB ID and title of bibliographic record(s) associated with the holdings record. Double-clicking on a title displays the BIB record.
• History tab -- Contains information about the creation and update of the record. This displays once the new record has been saved to the database. Click on the MARC tag to bring up the bib record.

2.      Fixed Field Area: Leader, 008 and 007 fields appear in the upper part of the screen. To edit these fields, you must either click on their respective buttons or use keyboard equivalents. Edit Mfhd fixed fields in the same manner as BIB fixed fields.

3.      Variable Field Area: This area appears as a grid with columns and rows, making up cells of data. From left to right, the columns are:

o        Selection column (the gray area; also called a row label)

o        Tag

o        Indicator 1

o        Indicator 2

o        Sub-field data

Retrieving a Holdings Record

1. By holdings ID -- Choose menu options: Record>Retrieve by record ID>Holdings. A Retrieve a Record dialog box displays.

2.      From a BIB record -- Choose menu options: Record>Retrieve Holdings, or click on the Strapped Books, plain icon.

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Creating and Editing a Holdings Record

1. Creating a new holdings record:
• From the BIB screen, click on the Strapped books with + icon. A New Mfhd Record displays.
• Holdings records can also created from a supplied default template. To use a template:
• Click on the Blank page with folded corner icon, OR
• Use the Record menu and selection New and then Holdings
2. Editing a holdings record:
• Techniques for selecting/replacing/moving, as well as the use of F2, F3, F4, F9 keys, are the same as those used in editing BIB fixed and BIB variable fields.
• Fixed fields: See the MARC21 Concise Format for Holdings Data for guidelines on the use of the Leader, 007, and 008 fields.
• 014 field: This field includes migration data. Never delete, add or change an 014.
• 852 field: This field includes location, call number, oversize information, and public and nonpublic notes.
• 1st indicator: This will be "0" (zero) for the Library of Congress classification scheme. If this is blank, it won't index properly. Use "8" for accession numbers.
• 2nd indicator: Use "0" for single part items, "1" for most multipart items, and "2" for multipart items shelved by alternative enumeration (e.g. multivols. within series classed together).
• Location (852 $b):
• A location is required in order to save a holdings record
• Whichever location is set as a default will automatically show up as the location in the holdings record. If one does large amounts for a particular library it can be changed in three ways:
1. Place the cursor at the beginning of the default location.
2. Manually type new location and delete the default location.
• The location can also be changed from the Edit menu.

1. Put the cursor before the default location.
2. Under the Edit menu, click on Show Holdings Locations
3. Select the new location from the pull down list and click OK.
• You can change the location under the Options menu> Preferences and Defaults>General tab.
• Call number: If a bib record has an 050, 090, or 950 field the call number is automatically pasted into the $h and $i of the 852. Otherwise the call number needs to be keyed in manually.
• Staff notes: These are keyed into a $x, right in the same 852 field, following the call number.
• Public notes: These go in a $z in the 852 field.
• 866-868 fields.  Textual Holdings data.

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Adding Locations/Copies

1. Each separate location and each separate copy requires a separate holdings record.

2.      To add locations: repeat the steps mentioned before to create a holdings record from an active saved bib record. If a holdings record already exists, a dialog box Select or add holdings records will display. Click on New. Edit the location to reflect the new location. Save to the database. When you have a record up, click on the Strapped books with + icon. A Select or Add Holdings Records dialog box displays. To add a new holdings click on the New button. A New Hldg Record displays. Close out all the records.

3.      All holdings associated with a bib record can be seen by clicking on the Linked catalog cards icon.

4.      To add copies: repeat the steps mentioned before to create and edit a holdings record from an active saved bib record. The copy number is added after the location in $t sub-field.

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ILCSO 24-apr-02

Cornell rev. jdl 3/16/01