Holdings & item record protocols
This page is a draft and should not be considered final.
Summary: This page outlines the expected use of holdings and item records for our local FOLIO catalog data, including what values belong where and how records should be structured.
Where is data recorded?
Data element | Holdings | Item | Notes |
|---|---|---|---|
Permanent location |
| -- | Item records inherit a permanent location from the holdings record, if no item record locations are supplied. So it is not necessary to populate the item record location field, unless a special workflow applies. |
Permanent call number |
| -- |
|
Holdings statements |
| -- | Catalogers may use 86X MARC fields upon import to populate values to the FOLIO holdings record “holdings statements” field. MARC 86X fields do not need to be maintained after that point. |
Electronic access |
| -- | Catalogers may use 856 MARC fields upon import to populate values to the FOLIO holdings record “electronic access” field. MARC 856 fields do not need to be maintained after that point. |
Copy number | -- |
|
|
Volume number | -- |
|
|
Item status | -- |
|
|
Item loan type | -- |
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Holdings records
Location
A title’s ultimate location should be recorded as the holdings permanent location
Temporary holdings and item locations may also be used to reflect short-term locations or workflows.
Example: New Books and Main
Applies to monographs and serials
Example: A resource held by SPC and LoM
Example: A serial with some issues in Remote Storage
Holdings statements
Additional copies for serials runs
Copies of a serial run in the same location generally should not get a separate holdings. Copy information is recorded in the item record only (see below).
Exception: SPC serials practice, where holdings records are used for additional copies instead of item records
Instances should have the following record structure:
One holdings record per location
One item record per copy of a given issue, with copy information in the item record only
Copy information should not be present in holdings records
[screenshots with examples]
Duplicate or multiple copy holdings clean-up
Many serial and serial analytic titles migrated in such a way that duplicate holdings records were created for the same location. In other cases, older practice has resulted in holdings records for individual copies. In all cases, these should be cleaned up when possible.
[insert link to Analytics page for analytic-specific clean-up processes]
Merge holdings records into one record
Choose one holdings record to preserve.
Merge holdings statements from the remaining multiple copy or dup location holdings records into one cohesive holdings statement without copy information.
Move over any Sierra check-in record numbers found in the “Former identifiers” section.
Move over any “analyze” notes that may be present in the holdings record notes section.
All other legacy information may be discarded, unless it seems prudent to preserve certain info.
No copy information is required in the main holdings record. Copy numbers are recorded in item records only.
Move item records to the main holdings
Move any item records attached to obsolete holdings records to the main holdings record.
Ensure item records contain copy information in the “Copy number” field as appropriate.
If moving items from another instance, apply the Innreach NOMel stat code before moving, and remove it afterward.
SPC exceptions
Historically, SPC serials use only one item record. Therefore, SPC creates holdings records for each copy of a serial.
This practice needs to be preserved in current work.