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Conversion of Old Volume Holdings Data
Tabs:
On Oct. 1, 1994, a machine conversion took place in Northwestern's NOTIS database to convert the old volume holdings (VHLD) records to MARC holdings (MHLD) records. Each line from the old format become a separate 866 field in the new format, with indicators _0 [blank-zero] (meaning that the data are in no nationally recognized standard). The data within a line were moved, character-for-character, into subfield |a of the 866 field. The machine conversion did not change any volume holdings information in any way; that is, the holdings records were converted to a new electronic format, but the information within the records remained as it was, in the old local standard.
Immediately after the machine conversion, new volume holdings data being entered into MHLD and order records shall conform to the ANSI standards as described and modified in this document. For the first piece being added after the conversion, begin a new field in the MHLD record, even if there is no gap between volume being added and the previous volume added. Only collapse the holdings into the same field if the statement is being upgraded to the ANSI standard.
Note: In July 1998, all data from the NOTIS system were migrated over to the Voyager system. The NOTIS MHLD records were converted to Voyager MFHD records. The holdings records in both systems conform essentially to the MARC holdings format, but the two systems display the records somewhat differently. The instructions and examples in this document have been updated to refer to the Voyager MFHD records.
As time permits, old volume holdings data may be upgraded to the ANSI standard. Some holdings statements may be easier to upgrade than others; some may be so difficult as to be considered practically impossible. Upgrading is not simply a cosmetic change! Often it may be necessary to inspect the actual pieces to upgrade statements properly, so for the sake of expediency it is recommended that, in day-to-day updating of holdings, old statements remain as they are. Any field upgraded from the old standard to the ANSI standard must have the indicators changed to 41.
However, it is recommended that the following modifications be made as the records are encountered for other updating:
Statements for supplements and indexes should be converted to fields 867 and 868, respectively. Remove the word SUP: or INDEX: since the system provides the labels Supplements: and Indexes: automatically in the public display. Do not change the indicators unless the holdings statement itself is being upgraded to the ANSI standard.
Statements that are notes about what is held (rather than statements of what is held) should be put into subfield |z and expanded if necessary. For example, (inc), (tbd) and (ubd) should be changed to |z (incomplete), |z (temp-bound) and |z (unbound), respectively; fields containing "LACKS:" statements or notes such as "VOLUMES BEFORE ... IN LOWER LEVEL STORAGE" should have the subfield code changed from a to z.
Display an existing MFHD record by giving one of the following commands when the bibliographic record is displayed:
If two or more MFHD records are linked to the bibliographic record, a Select or add holdings records popup window will appear. Select one or more of the entries in the list and click the Retrieve button (or use the keyboard command Alt-R).
Create a new MFHD record by giving one of the following commands when the bibliographic record is displayed:
If any MFHD records are already linked to the bibliographic record, a Select or add holdings records popup window will appear, so you can verify that a new record is actually needed. To create the new record, click on the New button (or use the keyboard command Alt-N).
The MARC tab contains what are commonly referred to as the "fixed fields". The data in the MARC tab are divided into four sections:
The 005 contains the time and date that the record was last updated, and is modified by the system automatically. The 007 is generally not used at Northwestern. The other two sections are explained below.
The Leader contains the following elements:
Record status
Note: This element is generally system-supplied, and should not be modified.
Type of record
Code Definition v Multipart item holdings (for multi-volume monographs) x Single-part item holdings (for single-volume monographs) y Serial item holdings (for all serials) Encoding level
Code Definition 1 Holdings level 1 2 Holdings level 2 3 Holdings level 3 4 Holdings level 4 5 Holdings level 4 with piece designation m Mixed levels z Other level Item information in record
Code Definition [blank] No information provided (Obsolete) n No item information Note: It is currently not necessary to maintain this element.
The 008 field contains the following elements:
Receipt or acquisition status
NUL does not use this element. It should be coded as | (No attempt).
Method of acquisition
NUL does not use this element. It should be coded as | (No attempt).
Expected acquisition end date (yymm)
NUL does not use this element. It should be coded as ____ [i.e., all blank spaces] or 0000.
General retention policy
NUL does not generally use this element. It should be coded as 8 (Permanently retained) or | (No attempt).
Specific retention policy - Policy type
NUL does not use this element. It should be coded as blank (No specific policy type) or | (No attempt).
Specific retention policy - Number of units
NUL does not use this element. It should be coded as blank (No specific number of units) or | (No attempt).
Specific retention policy - Unit type
NUL does not use this element. It should be coded as blank (No specific unit type) or | (No attempt).
Completeness
Use one of the following codes:
- | (No attempt)
- 1 (Complete) - if the holdings listed in the MFHD record comprise the complete resource (e.g., all volumes held; if a multi-volume monograph or a serial, it has ceased publication)
- 2 (Incomplete) - if the holdings listed in the MFHD record are not complete (e.g., some issues/volumes missing, or the title is a multi-volume monograph or serial that is still being published)
Number of copies
This element should contain 001.
Lending policy
NUL does not use this element. It should be coded as | (No attempt).
Reproduction policy
NUL does not use this element. It should be coded as | (No attempt).
Language
Do not code this element. NUL does not use this element, as it pertains to variable fields that are not used.
Separate or composite copy report
This element should contain 0 (Separate copy report).
Date of report
This element should contain 000000.
The System tab includes the following elements:
Suppress from OPAC
If this box is checked, data in this record will not display in NUcat. (If the location in 852 subfield $b is a location that is defined not to display in NUcat, then this box will be automatically checked and the check cannot be cleared.)
If this box is clear, data in this record will display in NUcat (provided that the bibliographic record is coded as displayable in the OPAC).
Owning Library
The value in this field cannot be modified. It is determined by the Owning Library associated with the location code in 852 subfield $b.
OK to export
This part of the tab is not used at NUL.
The Bib Title(s) tab lists the Bib ID and title for each bibliographic record that the MFHD record is linked to. When a single bound volume contains two or more works that are described in separate bibliographic records, then a single MFHD record may be shared by all of those bibliographic records. This helps to facilitate display of circulation information in NUcat.
Note: A MFHD record for a serial must never be linked to more than one bibliographic record.
The History tab gives a history of the date, time, and operator for each update to the MFHD record. (This feature was added some time after the initial implementation of Voyager at NUL in July 1998.)
For new data being input, use the ANSI standard as described in chapter 1 (for serials) or chapter 2 (for non-serial items).
Each 866/867/868 field added should contain:
Note: The dollar symbol ($) is used throughout this document to represent the subfield delimiter character. In Voyager records, use the proper subfield delimiter character, not the dollar sign.
Basic bibliographic units (volumes, numbers, etc.) are input in field 866.
866 4 1 $8 0 $a v.1 (1993)
Record enumeration and chronology together; see Enumeration and Chronology in Chapter 1 (for serials) or Enumeration and Chronology in Chapter 2 (for non-serial items).
866 4 1 $8 0 $a v.12 (1970)-v.13 (1971)
Supplements are input in field 867. Do not use SUP: as a preface; the label Supplements: will appear automatically in NUcat.
Library has supplements no. 2-4; the numbering is not related to the numbering of the periodical:
867 4 1 $8 0 $a no.2-4 (1993:Apr.-Oct.)Library has supplement to v. 1:
867 4 1 $8 0 $a v.1:suppl. (1993)Library has supplement 3 to v. 10:
867 4 1 $8 0 $a v.10:suppl.3 (1992:Oct.)Library has supplements to no. 1-6 of v. 94:
867 4 1 $8 0 $a v.94:no.1:suppl. (1994:Jan.)-v.94:no.6:suppl. (1994:June)
Indexes are input in field 868. Do not use INDEX: as a preface; the label Indexes: will appear automatically in NUcat.
Library has indexes to v. 1-10:
868 4 1 $8 0 $a v.1 (1984)-v.10 (1993)Library has cumulative index to v. 1-5:
868 4 1 $8 0 $a v.1/5 (1970/1974)
If there is a gap or break at a lower level of designation (e.g. the "issue" level), generally record both sides of the gap or break in the same field.
866 4 1 $8 0 $a v.1:no.1 (1990:Jan.)-v.1:no.6 (1990:June),v.1:no.8 (1990:Aug.)-v.1:no.10 (1990:Oct.)
If there is a gap or break at a higher level of designation (e.g. the "volume" level), generally use separate fields for either side of the gap or break.
866 4 1 $8 0 $a v.1 (1960)-v.26 (1985), 866 4 1 $8 0 $a v.28 (1987)-v.33 (1992)
Put notes intended for public display (e.g. (temp-bound) for temp-bound issues and (unbound) for unbound issues) in subfield $z . These notes will display in NUcat.
866 4 1 $8 0 $a v.1:no.3 (1993:Mar.)-v.1:no.11 (1993:Nov.) |z (temp-bound) 866 4 1 $8 0 $a v.1:no.1 (1994:Jan./Mar.) $z (unbound) 866 0 $8 0 $z (VOLUMES BEFORE v.21(1970) IN LOWER LEVEL STORAGE)
A note should pertain to all holdings appearing in subfield $a of that particular field, or else specifically mention the issues/volumes. Generally, keep bound, unbound, and temp-bound issues in separate fields.
Put notes not intended for public display (e.g. notes about local processing) in subfield $x.
866 4 1 $8 0 $a v.1 (1961)-v.32 (1992) $x v.1-10 being considered for transfer to LLS
A note should pertain to all holdings appearing in subfield $a of that particular field, or else specifically mention the issues/volumes.
Main Table of Contents
Introduction
Chapter 1: Serial Holdings Standards
Chapter 2: Non-Serial Holdings Standards
Chapter 4: Order Records
Chapter 5: Item Records
Hypertext version of this document created 2/95 by Kevin
M. Randall
Updated 3/16/95 (KMR)
Updated 7/31/07 (KMR); all instructions and examples changed to Voyager terminology
