Holdings statement for Serials

The following fields need to be used when entering serials information. This guide to holdings statements has been formed from examining MARC 21 standards and looking at ANSI z39.71.

After looking at the ANSI standards we have realised that we do not enter serials enumeration and chronology in the 866 field according to the way they should be. However I think that we should continue what we are doing A because to change existing holdings would be a mammoth task which would require time we don’t have. B Holdings written to ANSI standards would look unclear to the library users and would probably not be understood.

However after examining the standards we do need to enter more details on our records, therefore the following fields need to be used.

LDR

Record status = either c for corrected/revised OR n for new Type of record = y for serial Encoding level = 3 for level 3 holdings statement Item info in record = n for no

008

Very few entries to make here, for all the gaps enter the symbol | (next to Z on keyboard)

Completeness = 0 (no estimate is made) Number of copies = 001 for 1 copy etc Language = eng Separate copy report = 0 Date of report = yymmdd e.g.031022 for 22nd Oct 2003

852

Indicators should be 5 and 1 5 indicates that we file by title, 1 indicates that the shelving order is primarily enumeration. If any libraries shelve differently please let me know so that I can give you the correct indicators. e.g 852 51

Subfields should be a, b and h and contain details of the library and shelf mark e.g. 852 51 $aUkLUC $bSTORE $hSTORE Pers

Format of wording in 852 field

For the $h the location is always written in full except for the word Pers, note that the location is in captials except for the word Pers which only has a capital P.

866

Indicators should be 30, 3 indicates the level of amount of detail we enter on our records and we are at number 3, 0 indicates that we don’t use ANSI standards in out description of enumeration and chronology. e.g. 866 30

Subfields we should use are $a for details of enumeration and chronology (obligatory), $x non-public note (only if necessary) and $z public note (only if necessary)

Example 1

866 30 $aVol. 1-4, 1981-1983. $xVol. 5 onwards being claimed. $zLacks Vol. 4, no.1 , 1983.

Format of wording in 866 field

Abbreviations Volume is shortened to Vol. Number is shortened to No.

Punctuation A hyphen is also used to show the ranges as shown in example 1 (Separate the first and last parts received by a hyphen) A hyphen is also used to indicate onwards as seen in example 2.

Example 2

Vol. 4-, 1990-

The volumes are always grouped together and the years are grouped together, the two groups are separated by a comma then space, as in the example 1 shown above.

Only the first letter of each field is a capital generally, although all Vol. Should have a capital V. Every completed statement in the fields should end with a full stop, as shown above apart from the holdings statement when we are still receiving issues. Therefore looking at example 3 number is no. with a lowercase n. However if number was at the start of the statement as in example 4 it is capital N. Numbers that follow on from volumes are separated from the volume and number by comma and space as shown in example 3.

Example 3.

Vol. 1, no. 1-vol. 1, no. 4, 1990

Example 4

No. 1-49, 1993-1996

If you have more than one group of volumes and years, separate the two groups by semi-colon and a space as shown in example 5

Example 5

Vol. 1-4, 1986-1990; Vol. 7-8, 1997-1998

Order of note fields (if more than one of them)

Lacks statements, if present, should be first. Shelving anomalies (i.e. if shelved under a different title) should come next. Indicating where other parts of a broken run are(e.g. when journals are held in store then in the science library) should come next Electronic holdings should come last

The reason for the listing is that centrally the number of note fields used is increasing, most sub-libraries will not have this problem.