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Summary: This procedure provides guidance on using MARC 21 Format for Holdings Data (MFHD) to record serial holdings information in coded and textual fields at MSU Libraries. Consult current MARC 21 formats documentation and ANSI/NISO Z39.71 Holding Statements for Bibliographic Items for more specifics on coding and formatting. For information on creating and editing Sierra ILS checkin records, see the Checkin records procedure. For information on creating LHRs in OCLC, see the LHRs (Local holding records) procedure.

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Warning
This procedure is under construction

Useful Links

• Holdings structure and coding: MARC 21 formats documentation

• Holdings layout and punctuation: ANSI/NISO Z39.71 Holding Statements for Bibliographic Items.

• PCC CONSER:

  • Common holding patterns (853/863) table. 

  • Appendix A: Abbreviations for captions.

  • Appendix B: Abbreviations for names of months.

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MARC Leader and 008 fields

Every new holdings record (checkin) in Sierra should receive a MARC Leader and an 008 field added by the cataloger. The following bytes of information are recorded:

In the MARC Leader:

• Type of record = y serial item (automatically generated)

• Encoding level - denote the level of holdings used in the 85X/86Xs pairs or the 86X textual holding fields. For most MSU things, this will be a level of 4.

  • 2 for level 2 (latest ed(s) or yr(s) only)

  • 3 for level 3 (summary holdings)

  • 4 for level 4 (detailed holdings) 

  • m for mixed level holdings 

  In the 008 field:

• The R/A Stat (008/06 Method of receipt or acquisitions)

  • 2 = Received and complete or ceased. Used for ceased or title change serials where date status in bib is 'd' and second date in bib is not open.

  • 3 = On order

  • 4 = Currently received. Used when title is on standing order with open holdings.

  • 5 = Not currently received. Used for titles not ceased, but cancelled locally.

• Lending Policy - use u for unknown locally unless otherwise specified by the selector or a manager.

  • a = will lend

  • b = will not lend

  • c = will lend hard copy only

  • l = limited lending policy

  • u = unknown

• Reproduction Policy - use u for unknown locally unless otherwise specified by the selector or a manager.

  • a = will reproduce

  • b = will not reproduce

  • u = unknown

Coded MARC Holdings

Introduction

In MFHD, holdings are always recorded in two different MARC fields that are paired: 853/863, 854/864, 855/865. The 85X of the pair defines the captions (v., no., year, season, month) and gives information about a title’s publication pattern, such as frequency, how many numbers are in a volume, when the volume increments, etc.

The 86X of the pair carries the actual enumeration and chronology of the title held by the libraries. Coded MARC holdings are primarily used locally for standing orders.

• 853/863 contain information about the basic unit (journal, issue, etc.)

• 854/864 contain information about supplements

• 855/865 contain information about indexes

85X field structures

• $8 = Field link - links 85X/86X pairs to each other numerically

• $a-h = Enumeration captions such as v., no., etc.

• $i-m = Chronology captions such as year, season

• $o = Type of unit caption

• $t = Copy caption

• $u-y = Publication patterns

86X field structures

• $8 = Field link - links 85X-86X pairs together

• $a-h = Enumeration data

• $i-m = Chronology data

• $o = Title of unit

• $t = Copy number

EXAMPLE:

853 $8 1 $a v. $b no. $i (year) $j (month)*

863 $ 1.1 $a 3 $b 1 $ 1999 $j 06

Display When coded thusly, the public display will = v.3:no.1(1999:June)

*items placed in ( )s in the 85X fields will not display, but will define the subfield.

Indicators for 85X and 86X fields

• 85X [853 and 854 ONLY]

  • 1st indicator tells the system if the data can be compressed or expanded.

    • 0 = cannot compress or expand (no pattern present in the 853, no $u, $v, $r, or $w)

    • 1 = Can compress, but cannot expand (no $w, $x, or $y)

    • 2 = Can compress or expand ($u, $v, $w, and $x are present to tell the system it can compress: v.1:no3(1994:June)-v.2:no.1(1995:Jan.) OR expand and list each issue individually: v.1:no.3(1994:June), v.1:no.4(1994:Oct.), v.2:no.1(1995:Jan.)

    • 3 = Unknown if enumeration and chronology data in the linked 863 or 864 can be compressed or expanded. Often the default for automated creation or conversion of holdings data.

  • 2nd indicator is used to indicate if the staff member looked at the piece(s) represented in the holdings or merely summarized them based on other information.

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Step 3

• Substep a

• Substep b

• Substep c

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Step 4

• Substep a

• Substep b

• Substep c

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