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Recording Serial Holdings in Local Checkin Records


In 2008, UCSD implemented the 866 MARC field for recording serials holdings data (using non-standard notation) in the checkin record.  The following briefly describes how to construct an 866 field LIB. HAS statement in the local checkin record.  It is very important that we all be consistent and have a common understanding of how to construct a holdings statement.

NOTES: For reprints, record holdings based on the original publication, not the reprinted volumes.  Exception: For CJK reprints, record the holdings based on the reprinted volumes.


PRINCIPLES

1. Serials holdings statements in Millennium are input as 866 MARC fields using internal field “h”: LIB. HAS.


2. Holdings hierarchy

Serials holdings are always recorded in a strict hierarchy. Complete strings are separated by commas, and holdings within the string are separated by colons.  The hierarchy is:

                Series
                Volume  [Year]
                Number
                Part
                Section              


3. Gaps in holdings need to be recorded as such.  This applies to enumeration only.  Do not record gaps in the chronology statement.

Library has partial holdings of a serial from 1971-1980.  Missing are volumes 2 and 6.  The 866 holdings statement should read:

               h 866_0|80|a1,3-5,7-10 (1971-1980)


4. Complete holdings

Holdings statements are compressed when the holdings of the library are complete. 
       
Library has ten separate volumes of a title numbered volumes 1-10.  The 866 holdings statement should read: 

               h 866_0|80|a1-10 (1971-1980)


5. Active titles

Holdings statements for active titles are left open at the point where holdings are complete to date.  The 866 field should begin with the earliest volume/issue numbering designation of the holdings, dash, space, and left parenthesis followed by the earliest year of the latest holdings, dash, space, and right parenthesis.

Library has complete holdings to date from volume 1.  The 866 holdings statement should read:

h 866_0|80|a1- (1971- )

Library has scattered holdings to volume 10.  Beginning with volume 10 has complete holdings to date.  The 866 holdings statement should read:

            h 866_0|80|a1,3-5,7-8,10- (1971- )


6. Inactive titles

The 866 holdings statement for inactive titles are closed. The 866 field should begin with the earliest volume/issue numbering designation of the holdings, dash, latest volume/issue, space, followed by the earliest year, dash, two digit day (if applicable) plus month (if applicable), year of latest holdings, and right parenthesis. Day/month designations are recorded for the ending date only.

Limited holdings for a serial that was issued monthly, with months appearing on the pieces.  Although the serial was issued from June 1921 to December 1988, the library only owns from December 1942 to December 1954.  The 866 holdings statement should read:

h 866_0|80|a23-28,42,44-45 (1942-DEC1954)

If issued with month/day, the 866 holdings statement should read:

h 866_0|80|a23-28,42,44-45 (1942-08DEC1954)

If issued with no months, the 866 holdings statement should read:

           h 866_0|80|a23-28,42,44-45 (1942-1954)

EXAMPLES 

1. Continuous issue numbering recorded as volumes and holdings incomplete. 

Designation on issues

v. 1 1941

v. 2 1942

v. 3 1942

v. 100 1998

If active, the 866 holdings statement should read:

h 866_0|80|a1-61,72-88,90- (1941- ) 

If inactive:

h 866_0|80|a1-61,72-88,90-100 (1941-1988)

2. Continuous issue numbering recorded as volumes and holdings complete.  Issued on a weekly basis with days of the month.  

Designation on issues

no. 201 (Jan. 1, 1988)

no. 202 (Jan. 8, 1998)

no. 253 (July 4, 1989)

If active, the 866 holdings statement should read:

h 866_0|80|a201- (1988- )

If inactive:

h 866_0|80|a201-253 (1988-04JUL1989)

NOTE: Day/month designations are recorded for the ending date only.

3. Issued annually with volume numbering represented by years and holdings complete to date. 

Designation on issues

1947

1948

Spring 1949

Add CHECK NOTE: 1949 issue called spring 1949

If active, the 866 holdings statement should read:

h 866_0|80|a1947- (1947- )

If inactive:

h 866_0|80|a1947-1989 (1947-1989)

4. Issued four times a year with volume numbers represented by years and parts (e.g., 1988, part 1, etc.) without months and incomplete holdings. 

Designation on issues

1977 part 1

1977 part 2

1977 part 3

1977 part 4

If active, the 866 holdings statement should read:

h 866_0|80|a1961-1977,1978:1-2,1978:4,1979:1- (1961- )

If inactive:

h 866_0|80|a1961-1977,1978:1-2,1978:4,1979 (1961-1979)

5. Issued irregularly, with continuous issue numbering, volume numbers represented by years, and incomplete holdings. 

Designation on issues

1978 no. 137

1979 no. 141

1979 no. 142

If active, the 866 holdings statement should read:

h 866_0|80|a1961-1977,1978:135,1978:137-140,1979:141-146,1980:147- (1961- )

If inactive:

h 866_0|80|a1961-1977,1978:135,1978:137-140,1979:141-146,1980:147-153 (1961-1980)

 

5a. Issued regularly (quarterly), with continuous issue numbering, volume number represented by year, and incomplete holdings. 

Designation on issues

1979 no. 140

1979 no. 141

1979 no. 142

If active, the 866 holdings statement should read:

h 866_0|80|a1961-1977,1978:135,1978:137-138,1979- (1961- )

If inactive:

h 866_0|80|a1961-1977,1978:135,1978:137-138,1979-1980 (1979-1980)

6. Series numbering: Issued irregularly in series, with volumes and parts, and holdings incomplete. 

Designation on issues

v. 1, no. 1 (1936)

v. 4, no. 4 (1940)

[begins again with v.1] v. 1, no. 1 (1941)

v. 36, no. 6 (1988)


If active, the 866 holdings statement should read:

h 866_0|80|aSeries 1=1,2:1-3,3-4 Series 2=1-14,15:1-3,16:2-4,17-31,33- (1936- )

If inactive:

h 866_0|80|aSeries 1=1,2:1-3,3-4 Series 2=1-14,15:1-3,16:2-4,17-31,33-36 (1936-1988)

7. Issued regularly (quarterly) with continuous issue numbering and seasons of the year (i.e., winter, spring, summer, and fall).  Holdings are complete. 

Designation on issues

no. 1 (winter)

no. 2 (spring)

no. 3 (summer)

no. 4 (fall)

no. 5 (winter)

If active, the 866 holdings statement should read:

h 866_0|80|a1- (1980- )

If inactive:

h 866_0|80|a1-4 (1980-SUM1981)

8.  Issued regularly (annually) with volumes represented by years.  Coverage of a fiscal year not calendar year.  Holdings complete to date.  Have holdings for fiscal year 1989-1990 only. 

Designation on issues

1989-1990

1990-1991

1991-1992

1992-1993

NOTE: Check-in boxes need to reflect both calendar years which constitute a fiscal year (e.g., 1989-1990)

If active, the 866 holdings statement should read:

h 866_0|80|a1989/1990- (1989- )

If inactive (one issue):

h 866_0|80|a1989/1990 (1989-1990)

If inactive (multiple issues):

h 866_0|80|a1989/1990-1992/1993 (1989-1993)

 

9. Issued regularly (quarterly) with volumes represented by years and numbers by months (e.g., January 1988, April 1988, July 1988, and November 1988.  In the example below, the months are numbered 1-4. Holdings incomplete to date.

Designation on issues

January 1988

April 1988

July 1988

November 1988

   
If active, the 866 holdings statement should read:

h 866_0|80|a1986,1987:1-2,1987:4,1988:1- (1986- )

If inactive:

h 866_0|80|a1986,1987:1-2,1987:4,1988:1-3 (1986-JUL1988)

Add CHECK NOTE: Assign nos. to months: January=no.1, April=no.2, July=no.3, November=no.4

10. Issued regularly (quarterly) with seasons and year (i.e., winter, spring, summer, and fall).  Holdings complete. 

Designation on issues

Winter 92/93

Spring 93

Summer 93

Fall 93

Winter 93/94

Add CHECK NOTE: Assign nos. to seasons: winter issue=no.1 of following year, spring=2, summer=3, fall=4

If active, the 866 holdings statement should read:

h 866_0|80|a1992/1993- (1992- )

If inactive:

h 866_0|80|a1992/1993-1993/1994:1 (1992-WIN1994)

If inactive, with gaps: winter 92/93, spring 93, fall 93, winter 93/94

h 866_0|80|a1992/1993:1,1993:2,1993:4,1993/1994:1 (1992-WIN1994)

11. Change in numbering sequencing

Designation on issues

v. 1 1987

v. 2 1988

v. 3 1989

1990

Add CHECK NOTE: Vol. numbering dropped with 1990

The 866 holdings statement should read:

h 866_0 |80|a1-3,1990 (1987-1990)

12. Month, day, year designation on one issue received.  Frequency unknown, inactive, complete in one issue.

Designation on issue

Oct. 1-Oct. 7, 1916

The 866 holdings statement should read:

h 866_0|80|a1916:10 (01OCT1916-07OCT1916)

13. Uncommon designations on issues.  Frequency unknown, inactive.

Designation on issues

1980 (Media services)

1980 (Product services)

Add CHECK NOTE: 1980 published in 2 parts.  Part 1, Media services.  Part 2, Product services.  Part nos. assigned.

The 866 holdings statement should read:

h 866_0|80|a1980:1-2 (1980-1980)

14. Frequency unknown, inactive.  Two issues with the same numbering.

Designation on issues

no. 281 Jan. 1990

no. 284 Jan. 1990

no. 285 Feb. 1990

no. 285 Mar. 1990

no. 286 Mar. 1990

Add CHECK NOTE: Two reports with different titles are numbered 285.  Feb. 1990 report by J.R. Heath assigned no. 285a.
                        
The 866 holdings statement should read:

h 866_0|80|a281,284-286 (1990-1990)

15. Reprints (replacement issues)

Sometimes we receive/purchase reprint issues, different editions of issues (e.g., hardcover vs. softcover), or create in-house copies of issues (e.g., photocopies, microfilm, etc.) to replace and stand in for missing issues of a serial title.  Treat these replacement issues as original issues.  Do not catalog them separately.  Catalog the title using the record for the original version. Record holdings based on the original publication, not the reprinted volumes.  Add a 866 note for the reprint issues if this information is readily available (for more examples, see: Checkin record notes).  Exception: For CJK reprints, record the holdings based on the reprinted volumes. 

h 866_0|80|a1-20 (1914-1951)
h 866_0|80|zVols. for 3, 5, and 9 are reprints by Kraus

General note example:

h 866_0|80|a1-20 (1914-1951)
h 866_0|80|zSome issues are also reprints by Swets & Zetlinger

16. Supplements

Since UCSD is not fully compliant with MARC21 for holdings, journal supplements are recorded in the same 866 field as the main issues. Record the number of the accompanying main issue, followed by “SUPPL”.

Example #1

Inactive, frequency unknown.

Designation on issues

v. 17

v. 17 supplement

v. 18

v. 18 supplement

The 866 holdings statement should read:

h 866_0|80|a14-17,17SUPPL,18,18SUPPL (1990-1994)

Example #2

Frequency is irregular, and volumes are kept up-to-date by cumulative annual supplements.  Publication ceased in 2006 but 3 cumulative supplements were subsequently published from 2007-2009.

Designation on issues

v. 15 2006

Cumulative supplement for v. 15 2006, pub. in 2007

Cumulative supplement for v. 15 2006, pub. in 2008

Cumulative supplement for v. 15 2006, pub. in 2009

Add CHECK NOTE: Assign nos. to supplements: no. 1, no. 2, no. 3

The 866 holdings statement should read:

h 866_0|80|a15,15SUPPL:1-3 (2006-2009)



Approved by SCFG, July 22, 2011
Updated June 25, 2015