Serial holding statements

Owned by MSU TechServices
Last updated: Oct 17, 2024

Summary: This procedure provides guidance on recording, formatting, and editing textual holding statements for serials using Folio's Inventory App.

Overview

Holding statements are recorded for all print serial titles, physical non-print titles (i.e., CD-ROMs), and locally-mounted e-resources. Holding statements communicate to library users the issues owned or made accessible by the MSU Libraries, making their recording, maintenance, and accuracy of high importance. MSU Libraries uses Folio textual holding statements and adheres to national standards to record holdings data, specifically the ANSI/NISO Z39.71 standards. 

Holding statements are recorded in Folio holding records in Folio's Inventory application. Each location receives its own holding record and item records for each individual piece nests under the holding record. If a serial has duplicate issues, known colloquially as copy 2s, cataloged for the same location, a second holdings record should be created, and a separate holdings statement recorded. The same process would be followed for copy 3s, 4s, etc. 

When possible, record a holding statement in the language in which it appears on the piece. However, Roman numerals should be converted to Arabic numerals. 

The following is a list of standards and resources to consult in the creation, formatting, and editing of MARC Holdings:

Folio Holding Records Data

Administrative data

  • Source = FOLIO
  • Holdings type = serial

Location 

  • Permanent location info
  • Copy number = 1 (unless creating a second holdings record for the same location for a copy 2 and then copy number = 2)
  • Call number information

Holding details

  • Select 'add holdings statement.'
  • Record holdings statement using the Z39.71 standards.
  • Add separate holding statements for supplements and indexes using the same conventions.

Textual MARC Holdings

Textual MARC holdings are recorded in a single field that combine captions, enumeration, and chronology in free-text. This is unlike coded holdings which separates them into two, paired fields. At MSU Libraries, we format the free-text using ANSI/NISO Z39.71 Holding Statements for Bibliographic Items. 


Name

Symbol

Purpose

Example

Colon

:

Separates two orders or levels of hierarchical units. No spaces before or after colon

v.1:no.1

1985:Nov.

Comma

,

Indicates a gap in a range of holdings. No spaces before or after the comma.

v.1,v.3

Equal sign

=

Separates alternative numbering schemes. Spaces not used before or after the equal sign. 

v.2:no.5=fasc.15

Forward slash

/

Indicates combined numbering, combined chronology or non-calendar year chronology data. Spaces not used before or after the diagonal. 

v.1/2 1969/1970

Hyphen

-

Indicates an unbroken range of holdings. No spaces before or after.

v.1-v.3,v.5-v.6

Parentheses

()

Separates enumeration and chronology. Neither preceded nor followed by a space.

v.1(1988)

v.3(2021:Sept.)

Question mark

?

Indicates unknown digits of chronology when either the decade and/or year is unknown. No space before the ?, but there is one after.

1950-197?
18??

Semicolon

;

Indicates a non-gap break where the publisher did not publish a volume (not possible for library to own)

v.1-4;v.6 [volume 5 never published]

Square brackets

[]

Encloses enumeration or chronology supplied by library staff member. The opening square bracket is always preceded by a space; the closing square bracket is always followed by a space.

[1981/1982]

Period.Used in abbreviations. Volume = v., 1st edition = 1st ed.1st ed.(2024)


Enumeration and Captions FAQs

  • When enumeration is given below the first level, separate using a colon. example: v.1:no.1

  • Series designators are recorded as the first level of enumeration. example: ser.3:v.1 new ser.:v.1

  • Transcribe captions in vernacular form appearing on piece, transliterate when needed. See link for examples of how to abbreviate captions in vernaculars: Appendix B. Abbreviations for Names of Months

  • Record captions in singular (v. not vs.)

  • Convert all numeric info to Arabic number. example: VII = 7

  • When issue has combined numbering on piece (not after local binding), record with a forward slash: v.5/6

  • Holdings with ordinals (a number indicating position in a series or order. Examples: first, second, 1st, 2nd, etc.) are abbreviated, ex. 12th ed.(2020) 

  • Some items have alternate enumerations that continuously increment issue numbers or other numbering schemes. example: v.10:no.2=issue110

Chronology FAQs

  • When more than one type of date is present on the bibliographic item, select the date from the following preferred dates, in this order: Date of coverage, Date of publication, Date of copyright, Date of printing

  • Do not use date of reprint in holdings statement, reprint info is properly a part of the bibliographic record.

  • ALWAYS record all four digits of the year. Example: 1993/1994 NOT 1993/94

  • Record months, seasons, and days in vernacular as they appear on the publication, transliterating when needed. See link for examples: Appendix B. Abbreviations for Names of Months

  • When chronology contains day notation, do not separate using colon. Instead, record as follows: 1988:Feb.3

  • Use forward slash if a single issue has a span of years: v.1(1999/2000).



Policies

MSU Libraries adheres to ANSI/NISO Z39.71 standards to record and format serial holdings data.

Holding statements in Folio holding records may be created and edited by individuals trained in their creation and editing. When in doubt, consult a supervisor or serials cataloger.

ContactEmily Sanford (esanford@msu.edu) or Joshua Barton (bartonjb@msu.edu)
TeamCMS
UpdatedOctober 2024
CreatedJuly 2023