MARC holdings records for serials
Standard holdings in WorldCat merely indicate whether or not a library owns something; CCS sends MARC holdings records for serials for its member libraries to OCLC to indicate in WorldCat exactly which issues, volumes, editions, etc. each library owns.
The following guidelines apply only to MARC holdings records for serials and other continuing resources. Online resources have their own, separate guidelines.
When to create
Any continuing resources, particularly periodicals like magazines, that your library owns and which have holdings posted to OCLC (that is, do not contain
945 OCLC DO NOT SET) are candidates for having a MARC holdings record.
How to create
MARC holdings records can be created either with the Modify Title wizard or with the Modify Serial Control wizard.
First, make sure you are viewing the correct bibliographic record.
- Make sure the catalog record's Bib_Lvl code is s.
- Make sure the serial's title has not changed (or if it has changed, that you create the MARC holdings record on the correct title's record and modify or delete your holdings record on the old title's record)
- Make sure the catalog record is for the paper version (the Form code is blank), even if you are creating a holdings record for a microfilm or microfiche version. (If there is no record for the paper version in the database, then use a microform-format record.)
- For new subscriptions, check the Dat_Tp and Date2 fields to make sure that you use an open serial record rather than a dead serial record, (especially for titles that have switched back and forth over the years, e.g. Atlantic monthly).
- Make sure the catalog record's S/L_Ent code matches the item (0 for regular serials, 2 for integrating resources)
Then select the MARC holdings tab in WorkFlows, to the right of the Bibliographic tab, and make sure your library's name is displayed in the box at the bottom of the window.
Then click the Add holdings button.
When you create a new MARC holdings record, you will see these values in the fixed field:
You may leave the default values as is, or you may choose to update them to more specific values. Specific values beyond the defaults follow for the situations that are most likely to affect CCS libraries. These lists are not complete; see OCLC's Local Holdings Format & Standards document or the MARC21 Holdings standard document for the complete list of possible values.
Note that for continuing resources to be on the CCS Union List of Periodicals, Copies must not be blank. If it is 999, the holdings will appear on the Union List but not be sent to OCLC. If it is between 001 and 998, the holdings will appear on the Union List and be sent to OCLC. For those that will have MARC holdings records sent to OCLC, Rec_Type must be y and Composit must be 0.
- 2 = General statement of holdings (e.g. an 866 field with "Retains current + 1 year")
- 3 = Summary of held volumes (e.g. an 866 field with "v.1-v.56 1923-1979" or an 863 field with "v.1-v.56|i1976-1983")
- 4 = Detailed information on each issue held (e.g. separate 863 fields for each issue)
- m = Mixed levels; the first indicator in all 863-868 fields determines the level of each field
- 2 = Ceased serial or complete multi-part item
- 4 = Currently being published
- f = Free
- g = Gift
- m = Membership
- p = Purchased
- 2 = All parts are retained forever except as replaced by updates
- 4 = Retained until replaced by microform version
- 5 = Retained until replaced by cumulation, replacement volume, or revision
- 6 = Retained for a limited period (in which case Complete must be 0 and Sp_Retn cannot be blank)
- 8 = All parts are kept forever
l1y= Library retains current 1 year
l6m= Library retains current 6 months
p1y= Library retains current + 1 year
p2y= Library retains current + 2 years
- 0 = Retained for limited period or completeness is unknown
- 1 = Library owns 95-100% of the issues/parts
- 2 = Library owns 50-94% of the issues/parts
- 3 = Library owns less than 50% of the issues/parts
- 001 = Library gets one copy of each issue
- a = Will lend via ILL
- b = Will not lend via ILL
- a = Will photocopy/reproduce for ILL
- b = Will not photocopy/reproduce for ILL
- If the serial is not English, then change this field to the proper language code, as contained in the Lang field of the catalog record.
The following variable fields may be commonly encountered in MARC holdings records for continuing resources. See see OCLC's Local Holdings Format & Standards document or the MARC21 Holdings standard document for complete information on what data should be in these fields and what other fields may be used in MARC holdings records.
The 007 is required (even for plain text material) and is not repeatable for OCLC holdings. The default value in WorkFlows is
ta, which means "Regular print". Other common values for print and microforms include:
tb= Large print
hd afu---baca= 35 mm microfilm, b&w, positve image
he bmu---bucu= 4x6 in. microfiche, b&w, negative image
h| ||||||||||= Microform; type and physical characteristics not specified
For non-print continuing resources, the MARC Holdings record 007 should be the same as the catalog record 007 for the primary format; for example, the MARC holdings record for a serial DVD should include:
007 vd cvaizu
The 852 field documents the location of your copies. It is required. In WorkFlows, this field typically contains the home location of your copies in ‡c and nothing else. (‡a and ‡b are system-supplied but do not display in the record editor.) You can use the Show Valid 852 Locations helper to copy a location's name to the clipboard so that you can then paste it in ‡c.
OCLC copies 866 ‡a into 852 ‡z as part of its data-loading process, so if you use 866 fields, it is best to avoid using 852 ‡z for notes. 852 ‡g or 866 ‡z may be more appropriate, especially for notes about special shelving situations.
If your library's copies change from one location to another after a certain amount of time (such as when issues are bound and the bound volumes are not shelved with the magazines, or when the new issue is shelved on a different floor from the back issues), that information should be given in either 852 ‡g or 866 ‡z, depending on how you want the information to display.
These fields are used to track specific issues. An 853 field contains the captions and pattern (e.g. "v." or "(year)") for a range of issues. One 863 is then added for each issue or volume, containing all details of that issue--primarily the enumeration or chronology.
For CCS use, these fields are optional; prefer using a holdings summary in the 866 field instead or in addition to these fields.
These fields can be automatically added to MARC Holdings records for serials by checking the "Automatically update MARC Holdings" checkbox on the OPAC Display tab of a serial control record. They are not automatically deleted when your copies are deleted, so if you use these fields but only retain a serial for a limited time, you will have to manually delete the relevant 863 fields every time you withdraw any issues of that serial.
This field contains a verbal summary of your library's holdings of this title. Please prefer to use 866 fields for your library's holdings statements, though you may locally choose to use sets of 853/863 fields in addition or instead of 866 fields. Guidelines for proper formatting of your library's holdings statements are found on their own page. Examples:
866 _0 |80|aRetains current + 5 years. 866 _0 |80|a1940-1972.
Note that ‡8 is a required subfield in OCLC and must contain a zero unless you also use 853/863 fields in that MARC Holdings record, in which case use a zero if you want the 866 to display instead of data from all 853/863 fields, use the number from the 853 field's ‡8 field if you want the data in the 866 to display instead of the data from that set of 853/863 fields but not any other sets of 853/863 fields in that record, or use a number one higher than that in the 853 field's ‡8 to display both the data from the 853/863 fields and the data from the 866 field.
Beware: if you happen to put data that is formatted for an 866 field in an 863 field, then everyone who tries to search for the bibliographic record in WorkFlows or iBistro by anything other than Title Control number will get the error message, "Invalid enumeration and chronology format."
Multiple copies or formats
OCLC requires that each MARC holdings record represent a single "copy" (defined as one copy each of all owned issues of a continuing resource, in one format).
If you receive multiple copies of each issue that are all shelved in the same location and retained for the same time period, use a single MARC holdings record and enter the number of copies in the Copies field. Since OCLC always automatically changes that field to "001", which could then be misleading, you may use 866 ‡z to note the presence of the additional copies.
866 _0 |80|aRetains current + 2 years.|zLibrary receives two copies.
If you receive multiple copies of each issue but shelve each in a different location, such as when you receive a copy for the adults' department and a copy for the children's department, create one MARC holdings record for each copy, each with its own home location in 852 ‡c
If you have some copies in one format and some in another, such as when you have a current print subscription but own back issues on microfilm, create a separate MARC holdings record for each format that has a unique 007
852 __ |cMAGAZINE 866 _0 |80|aRetains current + 1 year.
852 __ |cMICROFORM 866 _0 |80|a1972-1978|zMicrofilm. 866 _0 |80|a1977-1999|zMicrofiche.
All MARC holdings records for continuing resources that are coded correctly will show up on the CCS Union List of Periodicals.