Skip to main content
It looks like you're using Internet Explorer 11 or older. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. If you continue with this browser, you may see unexpected results.

MARC Cataloging: Holdings Permissions

Holdings Permissions

Policy

Serials Cataloging is responsible for the summary holdings statement for each local unit in the Libraries. Serials Cataloging is responsible for changing the summary holdings statement in either the copy set or in the note field on a record lacking a copy set.

The background for this policy is that Serials Cataloging creates the summary holdings statement at the point of cataloging. Ongoing maintenance and creation of the holdings statement requires familiarity with complex holdings formats (NISO and USMARC). For efficiency in training and consistency in the holdings statement, the work is done in Serials Cataloging.

The local units may change or add notes to the copy set or to the note field in certain cases (examples below).


Where summary holdings statements are recorded

On a bibliographic record with a copy set, the holdings statement is located on the copy set under the phrase "Library has:", or on a bibliographic record lacking a copy set, the holdings statement is recorded in the note field.

Examples

Record with a copy set:

Local Control # :10326256 TITLE :Genome / OCLC NO. :ocm15354799 CONTINUES :Canadian journal of genetics and cytology PUBLISHED :Ottawa, Canada : The Council, c1987- PHYSICAL DESC :v. : ill. ; 28 cm. LIBRARY COLLECTION CALL NUMBER ------------- ----------------------------- ------------------- 1. SCIENCE JOURNAL QH.C217 Library Has: v.29:no.1 (1987:Feb.)- Last rec'd: v.39 no.5 / OCT 1996

Record lacking a copy set (summary holdings statement recorded in a note) :

Local Control # :10295301 Number of holdings :2 TITLE :IEEE transactions on sonics and ultrasonics. OCLC NO. :ocm01752561 CONTINUES :IEEE transactions on ultrasonics engineering CONTINUED BY :IEEE transactions on ultrasonics, ferroelectrics, and frequency control PUBLISHED :[New York, Institute of Electrical and Electronics Engineers] LIBRARY COLLECTION / CALL NUMBER STATUS / DUE DATE -------------- --------------------------------------- ---------- 1. BARKER JOURNAL / No Call # / v.SU-11, no.1, Serial June 1964-v.SU-32, no.6, Nov. 1985 / Latest 20 years in Barker; earlier in RSC 2. BARKER MCRFORM / No Call # Mfch / v.SU-17, Serial no.1, Jan. 1970-v.SU-31, no.4, July 1984

When you choose either 1 or 2 above, you can start the process to retrieve the holdings statement in the note field below, called "***Notes attached***".

Local Control #: 10295301 Status : Not Available Format : SE Title : IEEE transactions on sonics and ultrasonics Author : IEEE Sonics and Ultrasonics Group Updated By : Patron : Last out: Update Date: 06/26/95 05:52pm Due Date: Created : 06/26/95 Barcode : N10036732 Owning Data : MIT,BARKER, Institution : MIT = MIT : NOLOAN,MCRFORM, Bldg/subloc : BARKER = Barker Librar : No Call # Mfch,, Collection : MCRFORM : Serial Call Number : No Call # Mfch Circ Code : NOLOAN Call#Suffix : Serial Placeholder : N ***Notes attached*** Options: Enter specified line number ? help # line Line by line Display notes Circ usage Print Binding entry Card print Status Delete File Exit Additional parameters Owning data

Choose 'Display notes' from the menu above and you will see the following display:

HOLDINGS NOTES SUMMARY Status : Not Available Format : SE Title : IEEE transactions on sonics and ultrasonics Author : IEEE Sonics and Ultrasonics Group Updated By : Patron : Last out: TYPE NOTES 1. NONPUBLIC v.SU-11, no.1, June 1964-v.SU-32, no.6, Nov. 1985 / Latest 20 years in Barker; earlier in RSC

Choose line 1 "NONPUBLIC" (from above) and you will see the following display:

HOLDINGS NOTES DETAIL Status : Not Available Format : SE Title : IEEE transactions on sonics and ultrasonics Author : IEEE Sonics and Ultrasonics Group Updated By : Patron : Last out: 1. PUBLIC DISPLAY : N 2. NOTES : v.SU-11, no.1, June 1964-v.SU-32, no.6, Nov. 1985 / Lat est 20 years in Barker; earlier in RSC Options: Enter specified line number # line Line by line Accept Delete ? help Exit

Choose line 2 "NOTES" (from above) and the note will be highlighted for editing.

  • When done editing the holdings statement, depress the enter key, and at the menu bar choose 'Accept'
  • At the next menu bar choose 'Exit';
  • At the next menu bar choose 'File', and your edited note will be displayed.


Type of notes that the local units may add to either the copy set or to the note field

  • Storage retention notes, e.g. Latest 10 years in Barker; earlier in RSC, Latest on Ref; earlier in Stacks, etc.
  • Changing a collection from Stacks to Ref. or vice versa.

Note: Please note the subtle differences between the holdings statement "Latest only kept" (or Latest xxx year(s) only kept, etc.) and a storage retention note such as "Latest on Ref", 'Latest ed. in Barker", etc. Serials Cataloging is responsible for adding or changing the holdings statement "Latest only kept" in the note or on the copy set, as this is a holdings statement. The local units may, however, add or change the storage retention note in either the note or the copy set.

Examples

Record with a copy set:

Local Control # :10326256 TITLE :Genome / OCLC NO. :ocm15354799 CONTINUES :Canadian journal of genetics and cytology PUBLISHED :Ottawa, Canada : The Council, c1987- LIBRARY COLLECTION CALL NUMBER -------------- ----------------------------- ------------------- 1. SCIENCE JOURNAL QH.C217 Library Has: v.29:no.1 (1987:Feb.)- ; Note: Latest on Ref -----this is the storage retention note


Record lacking a copy set:

Summary holdings statement = Note: Latest only kept

Storage retention note = Note: v.1:no.1 (1978)- / Latest on Ref


Special situations

Creation of copy sets in local units

Before the local unit creates a copy set, a screen print of the brief record displaying the summary holdings statement and items attached to the record is printed out. The screen print is then forwarded to Serials Cataloging for completion of the holdings statement and linking of all items in the copy set. The local unit is not responsible for completing the summary holdings in the copy set. Any storage retention notes to be added to the copy set at this time, e.g. Latest 10 years in Barker; earlier in RSC, may be noted on the screen print for completion by Serials Cataloging. After this initial completion of the copy set in Serials Cataloging, these same storage retention notes may be added or changed by the local unit.

Transfers/sublocation changes from one local unit to another

Serials Cataloging is responsible for ALL changes to sublocations including full transfers to RSC because of complexities associated with items linked to copysets (unlike monograph transfers where the local units may change the sublocation).