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CONTENTS
The format for Level 4 and Level 3 holdings are covered in ANSI/NISO Z39.71-1999; this standard covers all publications (serials and non-serials). Policy NO. 6 is concerned with the FORMAT only, not the determination of which level to be used.
For retrospective holdings in the Voyager MFHD record, give as much detail as possible up to the
last gap in the holdings. The comma (,) indicates that there is a gap in the holdings.
From the first complete volume after the last gap, record the holdings as a closed statement or
as an open statement. The hyphen (-) indicates that the holding is current and complete from the
preceding date forward. There is not a space before or after the hyphen or the comma.
*for punctuation list, see p.11 of ANSI/NISO Z39.71-1999 or latest standard and #13 below.
The closed statement will be required for non-current serials and for non-serial publications, such as sets. The closed statement is preferred for current serials as well. The complete holdings record for the closed statement must be updated regularly to coincide with the check-in information. As volumes are bound, items need to be suppressed in the Acquisition check-in record and added to the MFHD. The comma (,) indicates that there is a gap in the holdings. There is not a space before or after the hyphen or the comma.
Examples - CLOSED STATEMENT
Preferred:
v.1(1956)-v.9(1964),
v.11:no.9(1966:Sept.),
v.12(1967)-v.46(2001)
or:
v.1(1956)-v.9(1964),v.11:no.9(1966:Sept.),v.12(1967)-v.46(2001)
v.1(1932)-v.40(1972);new ser. v.1(1973)-v.25(1998)
More Examples:
Set: v.1-4
| Non-current Serial: | v.4(1899), v.6(1901)-v.56:no.12(1951:Dec.) |
| Current Serial: | v.1:no.1(1956:Jan.)-v.45:no.5(2001:May) OR v.1:no.1(1956)-v.45:no.5(2001) |
If updating the MFHD frequently is not possible for a given processing center/circulation point, use of the open-ended statement is permissible (see individual service center policies: Medical Center Library). When open statements are used, maintenance will be done only when another gap occurs or when missing backfiles are received. It will take a commitment on the part of the processing centers and/or circulation points to adjust the holdings statement when permanent gaps are determined.
The comma (,) indicates that there is a gap in the holdings. The hyphen indicates that the holding is current and complete from the preceding date forward. There is not a space before or after the hyphen or the comma.
Examples - OPEN STATEMENT
Preferred:
v.1(1956)-v.9(1964),
v.11:no.9(1966:Sept.),
v.12 (1967)-
or:
v.1(1956)-v.9(1964),v.11:no.9(1966:Sept),v.12(1967)-
1. Some of the elements in the MFHD record fixed field are system supplied and cannot be changed. Other elements are unprotected and can be modified. Always use lower case letters for the fixed field notes. Underlined elements must be filled in.
1.2 Date entered: (system supplied)
1.3 Date revised: (system supplied)
1.4 Leader Record status: "n" (new) and status "c" (corrected or revised) "d" (deleted) DO NOT USE
1.5 Leader Type of Record: "y" for serial item holdings, "v" for multipart item holdings [set], or "x" for single part item holdings [1 v.].
1.6 Leader Encoding level: Indicates the level of the holdings data in the variable fields. UK's Voyager default level is "4", but may be changed to "3". The field is required. This also relates to the first indicator of the variable fields 866-868. (See #8 below)
1.7 008 Receipt status:
1.8 008 Method of acquisition:
1.9 008 Intent to cancel: NOT IN USE YET.
1.10 008 General retention: This code can be a local decision.
1.11 008 Specific retention: NOT YET IN USE
1.12 008 Completeness code: "0" (Used when holdings are given in 8xx fields).
1.13 008 Lending policy: "u" (This can be changed by the circulation point).
1.14 008 Reproduction policy: "u" (This can be changed by the circulation point).
1.15 008 Language: refers to the language of the captions in the MFHD, not the language of the item. Use the three character code from the bibliographic language tables (drop down menu in Voyager)
6. HOLDINGS DATA (Refer to USMARC Format for Holdings Data)
When the cursor is in the tag field box of the MFHD holding record, use the F2 key to get the complete list of valid tags.
852 Location/Call number
Textual Holdings - General Information
866 Textual Holdings-Basic Bibliographic Unit
867 Textual Holdings-Supplementary Material
868 Textual Holdings-Indexes
3. 867 tag Holdings data for supplements.
(Generates the OPAC tag "SUPPLEMENTS".)
4. 868 tag Holdings data for indexes. (Generates
the OPAC tag "INDEXES").
Examples:
866:41: |a "Statistical updates" (Name of unit used).
866:41: |a "Atlas" (Designation supplied: item reads "A demographic
atlas of Australia".
For an option:
Specific Extent notes contain information clarifying or enlarging upon the
extent of the holdings element or elements preceding it. They are recorded in
angle brackets and can include router notes pertinent to a particular piece.
Which subfield to use is determined by whether the note is public (/z) or non- public (/x).
Examples:
866:41: |a v.1 |z <non-circulating> [Note displays in the OPAC]
866:41: |a v.4, |x <v.5 claimed> [Note does not display in the OPAC]
866:41: |a v.6
8. LEVEL 3 AND LEVEL 4 (866, 1st indicator)
Holdings Statement Structure
Level 3 - statement of summary extent of holdings which is always compressed at
the highest level possible. The summary holdings statement may be open or
closed. If enumeration and/or chronology are applicable, only the highest levels
(first order designators) are included. (p.15, ANSI/NISO Z39.71-1999)
Example: 866: 31 |a v.3(1983)-v.5(1985)
Level 4 - detailed extent of holdings information. The detailed holdings
statement may be either itemized and compressed; the detailed holdings statement
may be either open or closed. If enumeration and/or chronology are applicable,
the most specific levels (including all hierarchical levels) must be included.
(p.15, ANSI/NISO Z39.71-1999)
Example: 866:41 |a v.3:no.10(1983:Oct.)-v.5:no.12(1985:Dec.)
9. TYPE OF NOTATION OR STANDARD (866,2nd indicator)
0 (Zero)
Nonstandard
1
ANSI/NISO Z39.71 or ISO 10324
2
ANSI Z39.42
(UK's standard is ANSI/NISO Z39.71)
Examples:
866: 30 |a 1977 |x not inventoried
866: 31 |a 1970-1980 |x inventoried
10. DELIMITER |8 0 IN THE 866 FIELD OF THE MFHD RECORD
Delimiter 8 0 in the 866 field of the MFHD is a carryover from the prior online
catalog. This subfield was to be used for sequencing purposes, but that did not
happen. There are no plans to utilize the subfield |8 Field link and sequence
number in Voyager; therefore do not add it to MFHD records, and it may be deleted
if other work is being done to a MFHD.
11. CAPTIONS
As instructed by the MARC Format for Holdings Data, use the caption
abbreviations given in Appendix B of AACR current edition and revision. Where
the rules allow more than one abbreviation for a caption (e.g., v. and vol.),
the BPPAG will decide which abbreviation(s) should be used. When no caption
abbreviation exists in AACR, the BPPAG will establish the caption abbreviations.
The decision on what caption belongs to a specific title, piece, etc., will be made by the processing center/circulation point and reflected in the caption dictionary.
12. ENUMERATION AND DATE CHRONOLOGY
Enumeration and chronology are determined by summary level 3 or summary level 4. An explanation of both levels is available in item number 8 above.
Examples:
866: 3 |a v.3(1983)-v.5(1985)
or
866: 4 |a v.3:no.10(1983:Oct.)-v.5:no.12(1985:Dec.)
13. PUNCTUATION
The ANSI/NISO Z39.71-1999 or most current standard should be consulted for all
punctuation in the holdings statements. Generally, holdings statements are recorded without spaces.
From Table 3.1 of ANSI/NISO Z39.71-1999:
Colon - separates two orders or levels of hierarchical bibliographical units. Blanks are not used before or after the colon. v.1:no.1
Hyphen - indicates an unbroken range of holdings or open holdings. Blanks are not used before or after the hyphen. v.1:no.1(1953)-
Square brackets [ ] - encloses supplied enumeration or chronology. The opening square bracket is always preceded by a blank; the closing square bracket is always followed by a blank. [1983/1984]
Angle brackets < > - encloses Specific Extent Note such as <noncirculating>. The opening angle bracket is always preceded by a blank; the closing angle bracket is always followed by a blank.
Blank - indicates separation of data elements within an area. V.11 <Index>
Forward slash / - indicates combined numbering, combined chronology or non-calendar year chronology data. Blanks are not used before or after the diagonal. v.1/2 OR 1969/1970
Parentheses ( ) - separates enumeration and chronology when the data are recorded together. Parentheses are neither preceded nor followed by a blank. v.1(1983)
Comma - indicates a gap in a range of holdings. Blanks are not used before or after the comma. v.1,v.3
Semicolon - indicates a non-gap break. Blanks are not used before or after the semicolon. v.1-4;v.6
Plus sign - separates a basic bibliographic unit from a subsequent one or from a secondary bibliographic unit. Blanks are used before and after a plus sign. 1 v. + disk
Quotation marks - encloses the name of unit. The opening quotation mark is always preceded by a blank; a closing quotation mark is followed by a blank. "Index"
Question mark - indicates unknown digit(s) of a date when either the decade and/or year are not known. A blank is not used before the question mark; a closing question mark is followed by a blank.
Equal sign - separates alternative numbering schemes. Blanks are not used before or after the equal sign. v.2:no.5=fasc.15
Backwards slash \ - Obsolete; was formerly used to separate itemized data elements.
14. MFHD RECORDS FOR NON-SERIAL MATERIALS
When a title is published or produced in more than one physical piece, the MFHD (MARC Format Holdings Record) must give the patron information regarding which pieces the library has. This is true whether or not the pieces are barcoded. The system will display current holdings information contained in the 866 field of the MFHD record after the label "Library has: ". It will display the circulation status of the individual pieces which have been barcoded following the label "Status: ".
Library has:v.1 (1960)-v.40 (2000)
Supplements:1995-1998
In the absence of an 86X field in the MFHD of a copy with multiple item records, one of two things displays; 1) the circulation status of items charged out, or 2) "No information available." This leads to confusion on the part of the user because the information is incomplete.
When and when not to create an 86X field on the MFHD
2. Supplementary or accompanying material for a single volume title is barcoded and attached to the same MFHD as the primary volume. Accompanying material is expressed in the bibliographic record subfield "e" of either the 300 or 533 tag or in a 500 note. Create an MFHD based on the captions used on the items. Proper forms and caption abbreviations can be taken from the Caption Dictionary.
3. PNM: When accompanying material for microforms and non-book items is barcoded for PNM, create an MFHD based on the captions used on the items.
B. Do not create an 86X field on the MFHD when:
2. If the following situation occurs:
Media Services: Accompanying material for media is
not substantial and its presence will be indicated
in a 852 subfield z (public display note) attached to
the appropriate MFHD.
Other Bibliographic Policies & Procedures
This page was last updated 6 October 2004. To comment on this document, send mail to Kate Seago at kseago@email.uky.edu.