Holdings Record : 86X Fields

[   Introduction  |    General Points to Remember  |    86X Tags  |    Standard Punctuation for Denoting Holdings Information  |    Library has all Volumes  |    Incomplete Holdings  |    Unbound Volumes |    Indexes  |   Supplements, Sonderhefts, etc.  |    Special Issues, Maps, etc.  |    Different Series in the Same Record  |    Numbering Changes in the Serial  |    Multiple Dashes in the Summary  |    Holdings Record : General  |    Holdings Record : Leader Field  |    Holdings Record : 008 Field  |    Holdings Record : 852 Field  |    Table of Contents (MARC Record Content)  |    Table of Contents (Top)]

Introduction

The summary holdings information for any title that has, or could have, more than one volume, should be recorded in a Holdings Record using one or more MARC tags coded 866, 867, or 868.

The holdings statements should be concise, accurate and compatible with AACR2 format. Use these guidelines in creating and updating all records.

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General Points to Remember

1. Consult the bibliographic record for clarification.
2. Volumes entered in the MARC Holdings Record are entered differently in the item record (i.e. volume designators in the item record may be entered as: v.001; v.002, etc.
3. If an item is bound incomplete, only the holdings record (not the item record) will indicate this in the OPAC.
4. Consult the hierarchy display or the list of items as needed, when the holdings record is being consolidated.
5. The summary of holdings should be clear and consistent. List information in more than one line only where necessary.

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86X Tags

This tag is used for the textual holdings statement. Tag 866 appears in the OPAC with the label "HOLDINGS SUMMARY:". Tag 867 appears in the OPAC with the label "SUPPLEMENTS:". Tag 868 appears in the OPAC with the label "INDEXES:". The following indicators and subfield codes are normally used at Queen's with all three of these tags:

     Indicator 1          blank     No holdings provided
                          4         Holdings level 4  (preferred)

     Indicator 2          blank     Non-standard notation
                          1         ANSI Z39.44  (preferred)

     Subfield code 
                          |8        Link and sequence number 
                                        (This is normally followed by a 0 [zero])      
                          |a        Textual holdings
                          |x        Nonpublic note
                          |z        Public note 
                         

Examples in this document should be taken as 866 tags unless otherwise noted.

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Standard Punctuation for Denoting Holdings Information

A hyphen "-"

denotes an ongoing subscription title with an unbroken range of holdings at the same hierarchical level, e.g. v.1-3. A hyphen followed by a blank indicates an ongoing and unbroken range of holdings, e.g. v.1(1993)- . Continuation titles will not have a dash, but will remain closed until further notice.

A diagonal slash "/"

denotes a combination of years or volumes, e.g. 1987/88.

A colon ":"

separates two orders or levels of hierarchical bibliographic units, e.g.

     v.1:no.1-5

     v.11(1975):pt.1-2

     v.11(1975):no.1-5; 7-12

     v.11(1975):Jan.-June; Aug.-Dec.

If the parts, numbers, months, and so forth, have to be distinguished, they must be specified as in the examples above.

Semi-colon ";"

denotes a break in the holdings, e.g. v.1(1965)-v.5(1969); v.7(1971)-

Parentheses "( )"

indicate chronology, e.g. v.1(1965). Adding a space before the parentheses is optional. (Formerly spaces were never added, but if the information is copied from another source, e.g. the 362 field, it may be more time-consuming to delete them.) Try to keep the spacing consistent within a record.

Quotation marks " "

denote the actual name of an item, e.g. "Special issue", "Maps". Note that supplements, cumulative indexes, special issues, maps, sonderhefts, etc. will normally be entered on different tags from regular volumes--tag 868 for indexes, and tag 867 for supplements, special issues, etc.

A plus sign "+"

denotes "and", e.g. v.1(1965) + "Maps". Note that these types of items will normally be listed separately on an 867 tag.

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Library has all Volumes

If the library has all of the volumes, and the serial is still open, then the holdings statement will indicate the first volume, and will be followed by a dash:

     v.1(1965)-
     no.1(1959)-

Note: Continuations holdings statements will continue to be closed:

     v.1(1965)-v.10(1975)

If the library has all of the volumes, and the serial is ceased, the first and last volumes will be listed, separated by a dash:

     v.1(1965/66)-v.10(1974/75)
     v.1(1965)-v.10(1974)
     no.1(1959)-no.11(1987)

If the library has all of the volumes, and the title does not use volume numbers, then base the holdings information on chronology:

     1965-    OR
     1965-1974

If the serial uses combined volume numbering and/or combined chronology, then the holdings information should be entered as follows:

     v.1/2-
     v.1/2-v.20/21
     1975/76-
     1975/76-1985/86

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Incomplete Holdings

If the library has incomplete holdings, then the holdings information should be recorded in paragraph format, with a break whenever the holdings are incomplete. A semi-colon followed by a space should be inserted between each portion of the holdings.

     v.35:pt.1,3-4; v.36-v.37; v.38:pt.2,4

When (if) the missing issues are received the above volume holdings information will be updated to read:

     v.35-v.38

Other examples of a gap in library holdings are given below:

     v.1-5; v.7-

     v.1(1965)-v.3(1967); v.6(1970)-

     v.76(1980)-v.81(1985):Jan.-June; v.82(1986)-v.84(1988):Jan-June

     no.1-no.7; no.9-

     v.11(1975):no.1,5-12; v.12(1976)-v.22(1986); v.23(1987):no.7-

     1965-1970; 1973-

In order to be as consistent as possible, earlier volumes that showed incomplete holdings in a different format will be updated as possible. At one time semicolons appeared in unconsolidated volume holdings information. Later this was updated, deleting the semicolons but keeping square or angle brackets around an incomplete volume or run, to indicate that something was missing, but the details were not recorded. Unless you are checking the volumes for another reason, leave in the "updated" version.

     v.;<102;1982/83>;
     <v.102(1982/83)>          [Updated version]

     v.;<051-052;1983-84>
     <v.51(1983)>; v.52(1984)-          [Updated version]

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Unbound Volumes

If only a portion of a volume is unbound, the parts are indicated as follows in the holdings information:

     v.11(1975)-v.25(1987); v.26(1988):no.1-3 (unbound); 
     v.26(1988):Jan.-Mar. (unbound)

If all volumes are later bound or received complete, the record is updated as follows:

     v.11(1975)-v.26(1988)   OR   v.11(1975)-

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Indexes

Cumulative indexes are recorded in a separate summary. This summary appears in the OPAC with the label Indexes. In the MARC Holdings Record, this summary should be recorded in the 868 tag(s). Author and/or Subject Indexes, and Master Indexes are denoted as such.

If the entire issue is an index, the years are not included.:

     v.1-30

If no volume numbers are available, the use the chronology:

        1952-1981

If there are no volume numbers and the index is part of a year to part of another year:

     May 1948-June 1978

If a particular volume is also the index, both the volume and year, and the index information will need to be included.

    v.1-25 published as v.10(1975)

If there are separate indexes for authors, subjects, etc, include the type of index in quotation marks:

   
     "Author Index:" v.1-10; v.11-20; v.21-30

If there are several indexes, each index should be listed in paragraph format, with a semi-colon between each index.

     v.1-30; v.31-49; v.50-74

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Supplements, Sonderhefts, etc.

Supplements are also summarized separately. This summary appears in the OPAC with the label Supplements. In the MARC Holdings record this information should be recorded in the 867 tag(s).

Previous version:
     v.10(1975)+"Supplement"
     v.10(1975)+"Supplements:no.1-4"
     v.10(1975)+"Supplements:no.1,3-4"

Updated version:
     v.10(1975)
     v.10(1975):no.1-4
     v.10(1975):no.1,3-4

If all volumes have supplements, then the supplements may be summarized in the same manner as the volume holdings.

     v.10(1975)-

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Special Issues, Maps, etc.

If there are special issues that need to be recorded in the holdings area, then these are also included in an 867 tag. However, as Voyager does not provide a specific label for special issues, the text note "|z Special issue" must also be included.

    867  41  |8 0 |z Special issue |a v.10(1975)-
    867  41  |8 0 |z "Maps" |a v.10(1975)-

If the bibliographic record indicates that there is a supplement to the title, then it is not necessary to indicate "supplement" in the holdings record.

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Different Series in the Same Record

If the numbering of the journal is broken into different series, then this should be reflected in the holdings information. It may be appropriate to start the new series on a separate 866 tag.

     Ser.2:v.91(1987)-Ser.2:v.95(1988)
     n.s.:v.1(1989)-

If it is indicated elsewhere in the record that there are different series (i.e. in a subtitle or as part of the call number), then it is not necessary to add series information to the holdings record. Instead, the items are entered as usual.

     v.91(1987)-v.95(1988)

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Numbering Changes in the Serial

If the numbering format changes then this should be reflected in the holdings information. If appropriate, a new 866 tag may be added to the MARC holdings record to accentuate the difference in numbering, and begin a new paragraph in the holdings.

     v.1(1965)-v.10(1974)
     1975-

     v.70(1957)-v.72(1959); v.73(1960/61)-

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Multiple Dashes in the Summary

Too many dashes in a line can be confusing. Attempt to format the information in as clear a manner as possible.

     v.18(1985):Jan-June,Aug.-Dec.; v.19(1986)-v.21(1988):Jan.-June

is clearer than:

     v.18(1985):Jan.-June,Aug.-Dec.-v.21(1988):Jan.-June

It may also help to place spaces around some of the dashes.

     no.53-2, no.53-3, no.53-4, no.55-1, no.55-2, no.55-3, etc.

can be written as:

     no.53-2 - no.53-4; no.55-1 - 55-3

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