Special cataloging/processing situations:

Journals, Entering holdings for

These instructions tell you how to create MARC holdings records.  These records will display to users of NOAALINC thru the OPAC and WebCat showing the Library's holdings for each title.  You must also create a control record for each title for check-in and claiming purposes.

These instructions assume that the NOAALINC already has a MARC record for the title and that you have created a control record for that record.  If you need to add a MARC record first and/or create a control record, see the separate instructions for those tasks.

1.  There should already exist a control record that provides for an automatic creation of a MARC holdings record linked to the MARC record for the title.  Check the control record to make certain that :

          a.  Under PUBLIC CATALOG ENTRIES, the Location field says "JOURNAL",
          b.  Under MARC HOLDINGS LINKS, the "automatically update using control" field
               says "Y",
          c.  Under MARC HOLDINGS LINKS, the "current linking number" field says "1".

With these fields set to the above values, each time someone checks in an issue of a periodical, the system will create/update the MARC Holding Record that attaches to the MARC bibliographic record.

2.  To edit the MARC Holdings Record, execute an "Edit Item" command on the MARC bibliographic record.

3.  Scroll down to the end of the MARC record.  You should see a section titled "SILVERSPRG HOLDINGS".

          a.  If you haven't checked in any items yet you should see only a box labelled "holdings
               records--".  Click on the box and then click on the green-lettered, gray "AFTER" box at
               the top of the window.  The system will create a blank holdings record that you can fill in.
          b.  If you have already checked in items you should see the box labelled "holdings
               records--" and a box below it labelled with the number "1" followed by "JOURNAL"
               followed by the control record number.  Click on that box, then click the green-lettered,
               gray "EDIT" box at the top of the screen.  The system will display the MARC Holding
               Record which you can then edit.

4.  The MARC Holdings Record will consist of an 001 tag, an 852 tag, an 853 tag, one or more 866 tags, and one or more 863 tags.  An example:

          001      12
          852     |cJOURNAL|=628
          853 2   |81|avol.|bno.|u13|vr|i(year)|j(month)
          866      |81.1|avol. 54:no. 7 (1948:Jul.)-vol. 102:no. 13 (1996:Annual summary)
          863      |81.2|a103|b1|i1997|j01
          863      |81.3|a103|b2|i1997|j02
          863  |81.4|a103|b3|i1997|j03

Of these, you should only ever edit 866 or 863 tags.  Normally, you will never need to edit any other tag in the MARC Holding Record.

The 866 and 863 tags each begins with a subfield |8 that shows the relative position of the tag in the holdings statement.  The value of each subfield |8 consists of the number used in the 853 tag followed by a decimal point and the relative number.

5.  Use the 866 tag to enter retrospective holdings for a title. Enter the holdings using the ANSI-NISO Z39.71-1999 standard, Holdings Statements for Bibliographic Items .  Enter a separate 866 tag for each segment of a periodical run, e.g. for each gap in the holdings run, terminate the earlier holdings segment and start a new one.  Example:

     The Library has vol. 1, no. 1 thru vol. 10, no. 4 but lacks vol. 3, no. 2.  Enter 866 tags:

     866     |81.1|aVol. 1:no. 1-vol. 3:no. 1
     866     |81.2|aVol. 3:no. 3-vol. 10:no. 4
 
 

Articulated:  n.d.
Updated:  Sept. 13, 2002