LHRs (Local holding records)

Summary: Procedure details the creation and maintenance of local holding records (LHRs) for serial titles via OCLC WorldShare Records Manager. LHRs attach to bibliographic records in the OCLC database and display in WorldCat. Maintaining our LHRs allow other libraries to see our holdings in order to facilitate interlibrary loan and cooperative collection development. 

Accessing and Searching OCLC's Record Manager

• Navigate to MSU's instance of OCLC's Record Manager (requires an active login. Contact your supervisor with any questions).

• Once logged in, select 'Michigan State University Libraries' inside modal pop-up and click 'Ok.'

• In the upper-left-hand corner, click on 'Metadata.'

• Click on 'Record Manager.'
• Under 'Index,' select 'OCLC Number' from the dropdown menu to navigate to the record to edit or create its LHR.

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Creating a New LHR

• Search results should show a summary of the bib record. To create an LHR for a bib record, the summary should say "Held by my library," but not have any existing LHRs listed (unless you are adding an LHR for a second location). 
• Clicking on the hyper-linked title opens up the editor.
• There are a number of dropdown menus along the top of the editor page. Click on 'Record.'
• From the 'Record' dropdown menu, highlight 'LHR' and select 'Derive LHR.' This opens the LHR editor.
• You may edit the LHR at this point or chose to use LHR constant data.

Apply LHR constant data

To apply constant data, click on the 'Record' dropdown menu, highlight 'LHR constant data' and click on 'Apply and Preview constant data.

Summary

• Enter summary holdings for the institution (first levels of enumeration and chronology only) following ANSI/NISO Z39.71 standards.
• As long as MSU owns at least one issue of a volume, record it as if we have the whole volume in the summary (exception: if the staff member has to do extensive work to summarize the holdings, record as detailed). Ex: we own volumes 1-volume 3, but are missing an issue from volume 4, summarize as: v.1-v.4, because we own part of volume 4 so we represent that. If we're missing an entire volume, record the break. Ex: we're missing volume 3, but own 1, 2, and 4, summarize as: v.1-v.2, v.4.
• Use commas for gaps in holdings and semi-colons for non-gap breaks, ex. 1998, 2000-2004, 2006  (the library doesn't own 1999 or 2005, but they were published)
• Convert ordinal numbers to cardinal numbers, ex. 1st ed. should be rendered as ed. 1
• More examples: 
  • v. 1(2005)-
  • v. 1(1991)-v.3(1993), v. 5(1995)-
  • ed. 1(2001)-ed.10(2008)
  • 1999- [no parentheses when there is no enumeration present]
  • 1998 ; 2000 [1999 was never published]
  • Retains latest edition
  • Retained until replaced by microfilm 

Leader

• Type of record = y serial item
• Encoding level - record the level of holdings recorded in the 85X/86Xs. 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 

007 Physical Description Fixed Field

• Not required. It is acceptable to leave the default of z-unspecified and u-unspecified.
• However, the cataloger may choose to fill in the appropriate bytes.
  • ta = text, regular print
  • hd = microfilm
  • he = microfiche

008 Fixed-Length Data Elements

• 008/06 Method of receipt or acquisitions 
  • 2-Received and complete or ceased. Used for a ceased title where date status in bib is 'd' and second date in bib is not open.
  • 4-Currently received. Used when title is on standing order with open holdings.
  • 5-Not currently received. Used for titles not ceased, but local holdings are closed.
• 008/07 Method of acquisitions
  • Use value of (u) for unknown.

852 Location Codes

• Records the location of the item in the MSU Libraries. Each location gets a separate LHR. If there are copies in Main and Turfgrass, for example, the title will require two separate LHRs.
• LHRs use the $ symbol as delimiters. There should be a space between delimiters and the information contained in the subfield.
• The first code (in $a, although the $a is assumed and not displayed) should be EEM (for MSUL)
• The code in $b should match the 049 OCLC code in the bib record (ex. EEMR or EEMJ)
• The call number from 050/090/099 is recorded as a part of the 852.
• The class number (ex. DT 470) is recorded in a $h. The cutter is recorded in a $i (ex. $h P1.A1 $i L36)
• 852s with LC call numbers have a 0 first indicator. 852s with Gov docs call number have a first indicator of 3. All other non-LC formatted call numbers have no indicators.
• Public notes, such as temporary location notes such as, "Recent unbound issues in CURRENT PERIODICALS 2W" go in a $z.
• Call number suffixes, such as CD-ROM, go in a $m when using LC formatted (050/090) call numbers.
• Call number prefixes, such as folio, go in a $k when using LC formatted (050/090) call numbers.
• Examples
  • 852 0# EEM $b EEMR $h DT470 $i .W47
  • 852 0# EEM $b EEMJ $h PN4836 $i S63
  • 852 0# EEM $b QEMI $h SB599 $i .B45 $m CD-ROM
  • 852 0# EEM $b EEMJ $k folio $h TX359 $i .J67
  • 852 ## EEM $b EEM= $h 29043 Microfilm

856 Electronic Access Field 

• If present in LHR, delete.

85Xs/86Xs Holding Fields

• For more in-depth information on these fields, their indicators, subfields, and punctuation see OCLC Formats for holding data or our local procedures on 85X/86X pairs. 
• Holdings information recorded in the LHR's 85X/86X or in the 866/867/868 fields should match the information coded by the cataloger in the checkin record in Sierra.
• $8 and $a must be present for the LHR to be validated. 
• If using 853/863 pairs, delete 866 field or LHR will not validate. Same if using 866 instead of 853/863 pairs. To delete excess fields or add additional fields, click the 'functions' dropdown menu on the right-hand side of the screen and select the appropriate action.
• There must be space between the indicators (before and after) and the information contained within, unlike Sierra where there are no spaces (ex. $8 1.1 $a 1938-1947 as opposed to $81.1$a1938-1947).

After the work on the new LHR is done, select Add Record from the Action dropdown. The system will validate the record or inform you of needed changes in red. Make any necessary corrections to the LHR and Add Record again. If the LHR is valid, a dialog will pop asking you if you want to add the detailed record. Click okay. 

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Editing an Existing LHR

• You can update existing LHRs using the following instructions. Remember, each location requires a different LHR (Turfgrass, Main, Special Collections).
• Launch the Connexion browser. The first screen you will see is the bib record that you were viewing in the OCLC Client.
• Click the center-dropdown Action menu and select Edit Local Holdings if you are editing an existing LHR. You are now viewing the LHRs.
• Make the necessary changes to the LHR.
• You can expand fields by clicking on the + next to fields. Collapse again by clicking apply if a change was made or cancel if no change was made. 
• To delete excess fields or add additional fields, click the 'functions' dropdown menu on the right-hand side of the screen and select the appropriate action.
• After completing this work, select Replace Record from the Action dropdown in the center of the screen.
• The system will validate the record or inform you of needed changes in red. Make any necessary corrections to the LHR. A dialog will pop asking you if you want to add the detailed record. Click okay. 

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