Creating ZNET holding records

We will create an electronic MFHD with the online link to the publication for any material that is available at no cost to the library. Most monographs in this category are Government Documents. The Rand Corporation has also recently offered some of their documents in electronic format.

The library assistant cataloging the title requiring a ZNET MFHD should make sure that the bibliographic record contains a 530 field for the access note and an 856 (indicator 41) field accessing the link. The 856 field should appear as follows:


            856 41  ǂu [internet address here] ǂz Click here to access this resource online.


Titles requiring ZNET MFHDs should be routed to a library assistant (and not a student assistant) for updating. The ZNET MFHD should be added by the library assistant updating the Voyager Cataloging records.  Select the MFHD for the print version of the title by clicking on Get Holdings on the Voyager toolbar. Select Record/Make a Copy from the Menu bar. Edit the copy of the MFHD to match the example below.


          852  0_  ǂb ZNET ǂh [call number here] ǂi  [call number continues here]  (Online)
          856 41  ǂu [internet address here] ǂz Click here to access this resource online.


ZNET MFHDs do not have Item Records.

852 field location codes

Please use the following criteria to select a location code for material that you are cataloging. Record any location codes except STACKS on the bibliographic printout so that the data entry person will know which location code to enter into the 852 field, subfield b.

Item Description	Location Code
CWANS, Added Volumes and Added Copies	Submit for review
"K" call numbers	K_coll
Publication date 2000-present (A-J, L-Z)	STACKS
Publication date 2000-present (OVERSIZE)	OVERSIZE
Publication date        -1999 (A-J, L-Z)	ars
Publication date        -1999 (OVERSIZE)	ars
Material flagged for REF	REF
DVD, CD (music)	AV
Video, cassette, kit, other AV formats	arsAV

All exceptions (REF, etc.) will be flagged to indicate location. Please copy the location indicated on the flag to the bibliographic printout. The flag will remain in the item as it goes through to the processor.

Multiple volume sets on monographic records that are a part of a CWAN set should be treated much like serial sets. All multiple volume analyzed titles should have an open range of volumes in the 866 field:

            866 0  ‡8 0 ‡a v.1-

Ctrl-N

Ctrl-N now works to change the call number in the Holding Record to the desired number based on a hierarchy entered for our library. The function retrieves the first call number it finds on the bibliographic record in this order: 099 field, 090 field, 050 field. It is no longer necessary to delete 050 fields (LC call numbers) when assigning a local call number. We can also expand our use of this function to AV material because of the addition of the 099 field to the hierarchy.

Disk and CD supplements

In Voyager, these get ONE MFHD with an item record for each piece in the bibliographic unit. Each item record will contain the number of pieces in this unit. The pieces circulate as a whole and receive no individual enumeration.

MAA Disks and other items

MAA disks should be set in Voyager (Item record) to a Permanent Location of MAA and an Item Type of REFCD-DATA or REFDISK.

REFERENCE disks should be set to a Permanent Location of REF and Item Type of REFDISK as they are contained in material shelved in the Reference collection.

The original policy (Mixed media) also stands for regular stacks disks. They are set Permanent Location STACKS and Item Type DISK in Voyager and are shelved with the book they supplement.

Access Services will set a Temporary Location of Reserve for any of these that are being shelved at Reserve.

Relinking records

Records can be relinked at both the holding and the item level.

When relinking the Holding record to a different Bibliographic record:

• Select Record from the Menu bar.
• Select Link holding to Bibliographic.
• Type in the number of the destination Bibliographic record.
• Select OK. The Holding and the Item records will be linked to the new Bibliographic record.

When relinking the Item record to a different Holding record:

• Select Record from the menu bar.
• Select Relink to a different Holding.
• Type in the number of the destination Holding record.
• Select OK. The Item record alone has now moved to the new Holding record

Student Technology Fee items

These items will be assigned a Holdings record location (852 ‡b) of AV. The Item Type will be set by Collection Development. The type will be the same as the type for any item of that physical description in the stacks (CD-DATA, BOOK, etc.)

Summary Holdings from the Voyager migration

Some monographic bibliographic records migrated from DRA with “extra” Holding records. These are monographs that were at one time handled by the Serials unit Please make a printout when these are found and consult the Staff Assistant. If these are no longer considered standing order titles (standing order titles are handled as serials even if the bibliographic record is monographic), then we may be able to consolidate the holdings.  The “extra” Holding records will appear in the following format:

            014     1             $a AAL-8875
            852      0            $b STACKS $h KF156 $i .W6712  $t Copy 1
            866    0              $8 0 $a 1983/01/01- 2000/01/01

PO MFHDs (Suppressing)

The order process automatically creates a Holding Record for each line item. Volumes arriving separately are considered separate line items. There is no way to delete the additional Holding Record without losing the connection to the invoice, but we do not need multiple MFHDS for multiple volumes in the public catalog. To edit these items:

• Suppress the “extra” Holding Record and Save to the database
• Relink the Item Record for the added volume to the original MFHD
• Add an 866 field to the unsuppressed holding for each volume added
• Save to the database

Added volumes for serials and monographic sets on standing order will be handled by the serials unit.

MFHD Fields (852 field)

Holdings information appears in this field.

‡b location
‡k All prefixes to LC call numbers (050 or 090 call numbers)
‡h Classification numbers from the 050 0r 090 or prefixes for 099 call numbers.
‡i  Cutter numbers for LC classification (050 and 090) or numeric designation from 099.

All non-public local notes are to be entered here.

MFHD Notes (subfield x, non-public)

All records that are suppressed should have a note. If the book is unlocatable, use:
 
            BOOK MISSING, WITHDRAWN

For items declared missing, use:

            BOOK MISSING, PAID FOR

or (for items that haven’t been paid for):

            BOOK MISSING

Use the format above for any other explanatory note.
If no explanation is available, there is no need for a note.
For project work, include the name of the project as a note. (Weeding project, LP Withdrawal project).

MFHD Notes (subfield z, public notes)

 *Public notes should be entered in upper and lower case letters. They should not be all capital letters.

• For sets with STACKS and OVERSIZE holdings, use:

            Some volume(s) in Oversize.  (on the STACKS Holding record)
            Some volume(s) in Stacks.   (on the OVERSIZE Holding record)

• For Items in need of shelving notes (such as reference material shelved outside of the Reference collection), use:

            Shelved on 3rd floor dictionary stand

            Shelved on 4th floor dictionary stand

866 (Textual holdings, general information)

(used for entering enumeration information on a holdings record)

*Indicators for the 866 field differ depending on whether the item being entered in a serial or a monograph.

Holding records for serials should be entered as:          866  31 ‡8 0‡a v.1-   (left open in most cases)
Monographic Holding records should be entered as:    866  31 ‡8 0 ‡a v.1-v.6 (closed)

867 (Textual holdings, supplementary material)

(used for entering supplemental material information on a holdings record)

868 (Textual holdings, indexes)

(used for entering supplemental index material information on a holdings record- rarely used)