Holdings Maintenance for Sets Split between Campus and NRLF

Author: James Lake
Posted in: BTech

HOLDINGS MAINTENANCE FOR SETS SPLIT BETWEEN CAMPUS AND NRLF

Note: These procedures apply only when performing cleanup or record maintenance.

Procedures for depositing sets and adding new volumes to fully or partially deposited sets are addressed in this document: Storage editing requirements.

Definition:
A set (serial or MVM) is “split” when some volumes of the title owned by a campus library are shelved at NRLF and some are still shelved at the campus library.

Background:
In Gladis, all volumes of a set owned by a campus library were listed under the campus location, with the SUM indicating all owned volumes; the NRLF barcode in V/C *s and the STO or STX note showed which volumes were located at NRLF. That is, the holdings structure in Gladis emphasized ownership over shelving location.

When these records migrated to OskiCat, a holdings record was made for each location; this resulted in two holdings records for each library’s fully or partially deposited sets: one for the campus location and one for NRLF. While the Library Has field (tag 866) in the NRLF holdings record includes only those volumes actually shelved at NRLF (since it was taken from the Gladis STO or STX), the Library Has field in the campus location holdings record includes all owned volumes, regardless of where they are shelved (since it was taken from the Gladis SUM).

In cases where all volumes of a set owned by a campus library were deposited at NRLF prior to migration, the campus location holdings record has been suppressed from OPAC display via a one-time batch process which was completed shortly after migration. This means that public OPAC users will see only the NRLF holdings record, showing that all volumes are shelved at NRLF.

In cases where holdings were split prior to migration, the campus location holdings record has had a note added in the PD Shelving Note field (labeled “Shelved” in the OPAC), via a one-time batch process, containing the text “Some volumes stored off campus; see NRLF holdings below”. This is intended as an interim measure to alleviate any confusion among OPAC users about the shelving location of volumes that are listed in the Library Has field of both the campus location holdings record and the NRLF holdings record.

Policy:
Per the ILS Advisory Group (see http://sunsite3.berkeley.edu/wikis/ILS/index.php?n=Links.RecordingHoldings), holdings records for split sets must list only the volumes that are actually shelved at their respective locations.  Therefore, each library must clean up their holdings records for split sets, so that the Library Has field in the campus location holdings record lists only those volumes that are still shelved at the campus library. When the holdings are correct, the holdings records for the campus library and NRLF complement one another and emphasize where material is located.

Procedure:
You need to make two changes to the campus location holdings record:

1. Edit your campus library’s Library Has field (tag 866) to remove all volumes except those that are still on campus.

NOTE: If desired, when the campus holdings are significantly more detailed than the NRLF Holdings, before removing the NRLF volumes from the campus Library Has field, cut and paste them into an email to nrlftech@library.berkeley.edu to request updating the NRLF Library Has field with more detail.

Make a reasonable effort to include the date (or other associated identifier) of the earliest volume shelved in the campus library. Some examples:

Before: 866 _0 26(1979)-
After: 866 _0 43(1996)-

  • volumes 26-42 are shelved at NRLF

Before: 866 _0 BOUND 1(1975)-7, 9-128(2007)-
After: 866 _0 BOUND 25(1982)-128(2007)-

  • numbers 1-7 and 9-24 are shelved at NRLF

(see the following pages for before-and-after OPAC screenshots)

How can you determine which volumes are still on campus?

If all volumes have been barcoded:
(most Subject Specialty libraries sets, some MAIN sets)

  • The easiest way is by looking at the “Item Information” fields (tag 876, usually highlighted in yellow) in the campus location holdings record. The volume numbers for the volumes on campus are at the end of each 876 field in subfield 3 ( |3 ).
  • If you don’t see any 876 fields in the holdings record (not everyone is authorized to see these), then click on the Summary tab in the record to list all attached records, and look at which item records have the campus location code. Remember, Berkeley-owned items shelved at NRLF have location codes that begin with “nb”.

If not all volumes have been barcoded:
(some MAIN sets, most Affiliated libraries sets)

  • Look at the NRLF holdings record to see which volumes are listed in the Library Has field (tag 866), then remove those volumes from the Library Has field in the campus location holdings record. (For Main, this is necessary because some volumes of sets did not have V/Cs in Gladis, and so did not have item records made in OskiCat at migration. For Affiliated libraries, this is necessary because no item records were made in OskiCat at migration for volumes shelved on campus.)

2. Delete the PD Shelving Note field that contains the note “Some volumes stored off campus; see NRLF holdings below”.

Click the Save button.

Before you finish, be sure to check the OPAC display by selecting View menu, then Public Display. This will open up a browser window showing the record in the OPAC; check carefully to make sure everything looks right. If not, then go back and fix it. If you see any problems with the NRLF holdings record, notify NRLF staff (send email to nrlftech@library.berkeley.edu, enter “Holdings record problem” in the subject line and paste the bib record number in the text; NRLF staff will review and make the necessary updates). Remember to close the record in the client when you’re finished.

OskiCat OPAC screenshots

Before:

After:

Note that in the campus library holdings record, the “Library Has” field has been updated and the second “Shelved” field (called “PD Shelving Note” in the Millennium client) has been deleted.

Before:

After:
Note that in the campus library holdings record, the “Library Has” field has been updated and the second “Shelved” field (called “PD Shelving Note” in the Millennium client) has been deleted. (In this example, the date for the earliest volume shelved in the campus library was extrapolated from readily available data.)


Legacy Data
Author: Jim Lake
Approval Group: ILSSC, BTech, Cataloging and Metadata Council
Update Group: BTECH
Last updated: 11/05/14

Archived Comments

Thu, 01/20/2011 – 12:45 — Lisa Weber
Change wiki link from sunsite3.berkeley.edu to www.lib.berkeley.edu

Created: April 27, 2016
Last revised: November 14, 2016
Review date: None set

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