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Library Technical Services > Procedures & Documentation > Cataloging > Creating Holdings Records 

Creating/Updating Holdings Records (Voyager)
 

Scope:This procedure covers steps required to create and update holdings records in the library's Voyager system.

Contact: Ardeen White



        Creating a New Holdings Record
        Editing a Holdings Record
        Suppressing a Holdings Record
        Saving the Record to the Database
        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:
    • Selection column (the gray area; also called a row label)
    • Tag
    • Indicator 1
    • Indicator 2
    • 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):

    For Voyager locations information, see Holdings Locations 

    • 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.
  • Oversize: Use the Oversize Chart.
  • 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. See Call Number examples. Use the phrase No call number in the 852 $h for cataloged items that will not be assigned a call number. Do not use 852 $h for anything other than call number data or the designations "No call number", "In process", and "On order".
  • Staff notes: These are keyed into a $x, right in the same 852 field, following the call number. See staff note examples.
  • Public notes: These go in a $z in the 852 field. See OPAC note examples.
  • 866-868 fields (Textual holdings statements):
    • 866 Textual holdings -- basic bibliographic unit
    • 867 Textual holdings -- supplementary material
    • 868 Textual holdings -- indexes

    Indicators for fields 866, 867, and 868:

    • 1st indicator = 4 (Holdings specificity level 4)
    • 2nd indicator = 1 (ANSI Z39.44 or ANSI/NISO Z39.58)

    Cornell will generally be using 1st indicator 4 and 2nd indicator 1.

    The first subfield will always be subfield 8 (Link and sequence number). The |8 value will always be 0, since we are not linking to caption or pattern fields, but using only 866/867/868 fields for holdings at present.

Suppressing a holdings record:

  • Under the System tab, click on Suppress from OPAC.

Saving the record to the database:

  • Type [Control] b, or click on the Boat icon, to save the record to Voyager.

Multiple versions: When a bibliographic record contains a note that the information is also available in a different version and CUL owns that other version, the information about this is placed in the holdings record.

If Cornell owns the original and a reproduction, or two reproductions which would have different data in the 007 and 533/843 fields, these are considered multiple versions of the same item.

If Cornell owns the original and one type of reproduction, the original is described in the bibliographic record and the 007 and 843 for the reproduction, if needed, are recorded in its MHLD.

If Cornell owns two or more reproductions, then the original is described in the bibliographic record, including any fields which are the same for both reproductions, while information which differs is recorded in the MHLD. For example, if both reproductions are microforms, but one is positive and one is negative, the appropriate fixed field REPRO code and 245 subfield h should be entered in the bibliographic record, while each reproduction should have its own 007 in its MHLD record.

Multiple versions: Examples

Book and photocopy

Book is cataloged on the bibliographic record and call number recorded in copy holdings statement. It does not need a MHLD.

Photocopy call number is recorded in its own copy holdings statement and the following MHLD created: The photocopy call number is recorded in its own copy holdings statement and the following MHLD created:

  • CU- AKR3330 FMT H DT 12/14/92 R/DT none STAT n RT x E/L 4
  • R/STAT 2 MTHD u DT/CAN G/RTN 8 S/RTN CMPLT 1 LEND u REPOL u LAN
  • 843/1: : |a Photocopy. |b Ithaca, N.Y. : |c Cornell University Library, |d
  • 1992. |e 28 cm.

If a printed serial and microfilm reproduction is owned replacements of older volumes

Printed serial is cataloged on the bibliographic record and call number recorded in copy holdings statement.

  • CU- AEG4305 FMT H DT 12/14/92 R/DT none STAT n RT y E/L 4
  • R/STAT 4 MTHD u DT/CAN G/RTN 4 S/RTN CMPLT 2 LEND u REPOL u LAN
  • 866/1:41: |8 0 |a v.12-v.13 (1991-1992)

Microfilm of older volumes is added in another copy holdings statement with following MHLD:

  • CU- AEG4305 FMT H DT 12/14/92 R/DT none STAT n RT y E/L 4
  • GMD h SMD d O/R ? POLAR a DIM f REDUC b ??? COLOR b EMUL a GENER c BASE a
  • R/STAT 4 MTHD u DT/CAN G/RTN 8 S/RTN CMPLT 2 LEND u REPOL u LAN
  • 843/1: : |a Microfilm. |b Chicago, Ill. : |c Mid-West Preservation Services,
  • |d 1990- |e microfilm reels ; 35 mm.
  • 866/1:41: |8 0 |a v.1-11 (1980-1990)

Two microfilm copies (not preservation microfilm)

Bibliographic record describes the original publication, except the fixed field REPRO is coded "a" and the 245 includes the subfield h [Microform].

First microfilm is a positive film of a copy held by the British Library.

  • CU- AKL4421 FMT H DT 12/14/92 R/DT none STAT n RT x E/L 4
  • GMD h SMD d O/R ? POLAR a DIM f REDUC a 014 COLOR b EMUL a GENER c BASE a
  • R/STAT 2 MTHD u DT/CAN G/RTN 8 S/RTN CMPLT 1 LEND u REPOL u LAN
  • 843/1: : |a Microfilm. |b London, UK : |c British Library Photoreproduction
  • Services, |d 1991. |e 1 microfilm reel ; 35 mm.

Second microfilm is a negative film of a copy held by the Bibliotheque nationale.

  • CU- AKL4421 FMT H DT 12/14/92 R/DT none STAT n RT x E/L 4
  • GMD h SMD d O/R ? POLAR b DIM f REDUC u ??? COLOR b EMUL u GENER c BASE u
  • R/STAT 2 MTHD u DT/CAN G/RTN 8 S/RTN CMPLT 1 LEND u REPOL u LAN
  • 843/1: : |a Microfilm. |b Paris : |c Bibliotheque nationale, |d 1992. |e 1
  • microfilm reel : negative ; 35 mm.
  • 852/1: : |z Includes marginal notes by the author.

Original Beta videocassette and VHS reproduction.

Original Beta is cataloged with its 007 on the bibliographic record and does not need an MHLD. VHS reproduction is cataloged as a second copy with the following MHLD:

  • CU- AKV5394 FMT H DT 12/14/92 R/DT none STAT n RT x E/L 4
  • GMD v SMD f O/R ? COLOR c V/FMT b SOUND a MEDIUM h DIM o KSND s
  • R/STAT 2 MTHD u DT/CAN G/RTN 8 S/RTN CMPLT 1 LEND u REPOL u LAN
  • 843/1: : |a VHS copy of original Beta format. |b Ithaca, N.Y. : |c Cornell University Library, |d 1992. |e 1 videocassette (55 min.) : sd., col. ; 1/2 in.

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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 above 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.
  5. Sub-locations within the same main location:
    • When there are several copies of a book going to a different sub-location within a main location, specific copy numbers should be used even if there is a variation in the call number. See exception below.
      Example 1:
      $b olin,ref $h PC713 $i .S21 1961
      $b olin,301 $t 2 $h PC713 $i .S21 1961
      $b olin,anx $t 3 $h PC713 $i .S21 1961a
      Example 2:
      $b vet,core $h QH430 $i .G45 2002
      $b vet,ref $t 2 $h QH430 $i .G45 2002
      $b vet,res $t 3 $h QH430 $i .G45 2002
    • If there is a copy in one Asia loc, any subsequent copy for another Asia loc will require a copy number.
      Example:
      $b ech $h DS35 $i .L84 1982
      $b sasa $t 2 $h DS35 $i .L84 1982
      $b was $t 3 $h DS35$i .L84 1982
Exception: The locs for vet,comp vet,crar vet,equ, vet,feli vet,oph and vet,path are not considered sub-locations of vet. Copies within these locations are unique to that location only.

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