Alma Serials Holdings Record Notes

The following notes may be added to serials holdings records by CARS Serials Acquisitions staff or MS serials catalogers. This document covers both public and internal notes.

Table of contents

I. Public notes:

1. Retention notes (866 $z)
2. Location/shelving notes (852 $z)
3. Access notes (852 $z)
4. Holdings notes (866 $z)
   1. General notes
   2. Reprints (replacement issues)

II. Internal notes:

1. Staff notes (931)
2. Circulation notes (fulfillment note in the item record)

I. PUBLIC NOTES

Public notes in serials holdings records display in Primo.  They may describe retention decisions, shelving locations, special formats, or reprint information related to the holdings.

A. Retention notes (866 $z)
These notes describe retention decisions made by collection managers.  The retention note is entered in 866 $z after the related 866 $a holdings, prefaced with the label: Retention:.

Use standardized wording in 866 $z retention notes, following the formats below:

• Older volumes shelved in Journals, Geisel Floor1 East
  

   

C. Public notes related to access (852 $z)

Notes about access are entered in the 852 $z (free text public note for location) at the end of the related 852 field.  Resources that may require access notes include datasets and other files that are loaded onto library networked computers.  These resources are usually library-use only.  Do not add a call number.

852 8_ $$b GEISEL $$c gis_ref $$z AD login required. Data is available on the X: drive on all computers in the GIS lab

D. Public notes related to holdings (866 $z)

a. General notes
Add only information that users will find helpful such as format of item, special shelving location of some issues, shelving location when there is no location code established, or abrupt changes in the holdings field. Delete or update public notes that no longer apply to the resource.

• 866 41 $$8 0 $$a [holdings] $$z CD-ROM
• 866 41 $$8 0 $$a [holdings] $$z Annual directory shelved Geisel Ref HF 5001 F62
• 866 41 $$8 0 $$a [holdings] $$z Special Collections copy restricted: material extremely fragile; please use the microform copy: SSH Micro XF 2014
• 866 41 $$8 0 $$a [holdings] $$z Library owns two copies of issues 61:27 & 78:7

b. 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. 

Add a note $z public note in the 866 holdings statement in the holdings record to indicate reprints or other editions.  This is important for digitization projects and when titles are transferred to SRLF.  If the current bib record does not represent the original publication, use the correct record. 

• 866 41 $$8 0 $$a [holdings] $$z Kraus reprint ed.
• 866 41 $$8 0 $$a [holdings] $$z CD-ROM is a reprint of the entire archive of California coast & ocean
• 866 41 $$8 0 $$a [holdings] $$z Many volumes are reprints. Library does not have all volumes from 1919-2011  see individual records for exact holdings.
• 866 41 $$8 0 $$a [holdings] $$z v.1-8 (1930-1937) are reprints; v. 9, p.69-151 (1939) is a photocopy
• 866 41 $$8 0 $$a [holdings] $$z Vol. 1 (1940-1942) is a reprint. Nendeln, Liechtenstein : Kraus Reprint, 1969
• 866 41 $$8 0 $$a [holdings] $$z Vol. 18 (reprint ed.) contains indexes to nos. 46-1100
• 866 41 $$8 0 $$a [holdings] $$z Vol. 77-95 are reprints, published: New York : Johnson Reprint Corporation, 1970
• 866 41 $$8 0 $$a [holdings] $$z Vols. for 1931-1932 are reprints
• 866 41 $$8 0 $$a [holdings] $$z Library has reprint ed.

II. INTERNAL NOTES

Internal notes in serials holdings records do not display in Primo.

A. Staff notes (931 field) in the serials holdings record

Staff notes are informal internal notes (931 field) that reside in the holdings record. A holdings record may have several 931 notes. Add 931 notes (with initials and date) to provide information to CARS Serials Acquisitions staff on processing incoming issues, to indicate cataloging treatment, or to record peculiarities regarding the serial title. Serials Catalogers should not delete 931 notes, unless they originally created them.

931 staff notes are often used to record claims made for the serial. Usually these notes are deleted when the issue arrives or the problem is solved, but if there is a series of problems with a particular order, the claim notes may need to be retained to provide a documented history of problems. Check with CARS Serials Acquisitions staff before deleting claim notes.

CARS serials staff use 931 notes such as "continues ..." or "continued by ..." for title changes when sending issues to the Books & Serials Metadata Unit for cataloging. Title change notes (with initials and date) are helpful to bindery staff and should be retained in the holdings record until the new title is cataloged and the old title is bound.

Occasionally, 866 $z retention notes are repeated in the 931 field if serials processing staff need to view them. Consult CARS Serials Acquisitions or BLB staff before deleting retention information from 931 notes.

Unlike 866 $z retention notes, 931 notes are free text and not standardized.  Examples:

• 931 __ $$a Special editions are numbered arbitrarily as they are received. e.g. Suppl. no.1, no.2, etc.
• 931 __ $$a Fully analyzed. [See also: Analytics procedure (Monographic & serial)]
• 931 __ $$a Not analyzed per sd 11-6-04
• 931 __ $$a Analyze only volumes with distinctive titles
• 931 __ $$a Recd Business news weekly sun, forwarding to Nobuko for title clarification, treated as a new title (.b3359059x) and not title change. djk7-20-05
• 931 __ $$a Ceased with v. 17, no. 1, summer 1997 per pub. mc11-5-04 [use "ceased" if confirmed by publisher]
• 931 __ $$a Suspended with 1999 per EBSCO. vpc 051014 [use "suspended" if cessation not confirmed by publisher]
• 931 __ $$a Frequency varies
• 931 __ $$a When last issue received for 2005, close out holdings, change c activity to i and remove this note. sn 09-05
• 931 __ $$a Followed up on v. 23, nos. 1-2 in email to Claire at swets. sn 1-28-2004
• 931 __ $$a STO/SAE
• 931 __ $$a SUB/SAE
• 931 __ $$a v.4-5 ordered as mono
• 931 __ $$a Do not check in annual report from the Center here. It is cataloged separately, check in on .c1881371. mc050915
• 931 __ $$a Record by year of coverage
• 931 __ $$a Check in by year after Proceedings ..., not year of main journal
• 931 __ $$a Vol. num. dropped with v.37, 1997. Check in by whole no.
• 931 __ $$a Suppl called Papers in money, macroeconomics and finance is treated as a separate serial
• 931 __ $$a Serial within serial. Also check in on .c11070181
• 931 __ $$a Recd on sub to American statistics index .c1219133
• 931 __ $$a Continues Geographical with v.67:5, May 1995
• 931 __ $$a Continued by Royal Geographical Society magazine with v. 69:6, May 1997
• 931 __ $$a Print edition ceased with 2004. Continues online with same title
• 931 __ $$a Discard if online
• 931 __ $$a Discard hard copy when micro rec'd
• 931 __ $$a Keep in binder
• 931 __ $$a Claim within 30 days
• 931 __ $$a 11-5-04 Claimed to date
• 931 __ $$a 11-5-04 Vendor reports no due date for 1998 issue
• 931 __ $$a Issue numbering dropped <May 2010>. Numbering is now month/year. rmc100917

B. Circulation notes (formerly Checkmsg) (fulfillment note in the item record)

Add a fulfillment note to the item record for a specific issue if there is vital immediate information that needs to be viewed by the serials processing or circulation staff. For serial analytic treatment decisions, see the 931 field of the holdings record.  Delete or update fulfillment notes that no longer apply to the resource.

Example:

Fulfillment note: Check issue for CD-ROM in back cover.

April 1993
Reviewed and revised: Jan. 27, 2023