Holdings Records Best-Practices Input Guide

Author: James Lake
Posted in: BTech

Procedure

Fixed Fields

Label Type Claim On Mark for Deletion
Acq Type(C) Location Frequency
Upload Recv Location Update Count
Copies Vendor Piece Count

Fixed field default values

Label Type

The format of labels printed from the checkin card. This is a standard Millennium field; possible values are set locally.
Possible values:

DEFAULT
a SP 1 LBL 1
b SP 2 LBL 1
c SP 3 LBL 1
d SP 1 LBL 2
e SP 2 LBL 2
f SP 3 LBL 2
g SP 1 LBL 3
h SP 2 LBL 3
i SP 3 LBL 3
n NO LABEL

If there is no checkin card, or if you do not print labels from the checkin card, use the code n NO LABEL. Other codes are the same as in Innopac and are defined in the old BPM (see the table under “LABEL TYPES” at http://www.lib.berkeley.edu/Staff/BPM/checkin_labelprinting.html). The code – DEFAULT is the same as a SP 1 LBL 1. Choose the appropriate label layout for the numbering of the title.

Acq Type(C)

How the title is paid for. This field is locally defined (i.e. not set by III) and possible values are set locally.
Possible values:

$ PREPAID WPO
% ANTIQUARIAN
/ P/S ORDER
4 LC FOR ACQ
a DEPOSIT ACC
b BARTER
f FED GRANT SER
g GIFT
i COMES-ON/INCL
l LIST PURCH
p PURCH
q VENDOR CHANGED
s PURCH SERIAL
x EXCHANGE
z UNDEFINED

For inactive titles, use code z UNDEFINED. Other codes are the same as in Innopac (except for a few that were dropped) and are defined in the old BPM (look under “INNOPAC ELEMENT ACQ TYPE” at http://www.lib.berkeley.edu/Staff/BPM/10a.html). For locations that do not use Millennium for acquisitions (e.g. Affiliated libraries), use of the other codes is optional.

Upload

The disposition of incoming issues (formerly in Innopac: whether the record should upload to Gladis). This field is locally defined and possible values are set locally.
Possible values:

–         UPLOAD OK
d         DEAD UPL OK
n         NOT WANTED
r         REFERRED
t         TOOL NO UPL

Use codes as follows:
– UPLOAD OK : for titles in the collection still being received (the normal case)
d DEAD UPL OK : for titles in the collection that are ceased, cancelled or dropped; see “Closing Serial Holdings Records
n NOT WANTED : for titles not in the collection that are to be discarded; be sure also to suppress the record in the Mark for Deletion field (note: it is always optional to have a record in OskiCat for these titles)
r REFERRED : for titles that are routed to staff but not added to the collection; be sure also to suppress the record in the Mark for Deletion field (note: it is always optional to have a record in OskiCat for these titles)
t TOOL NO UPL : for “staff tool” titles (e.g. LCSH red books) that are purchased but not added to the collection; be sure also to suppress the record in the Mark for Deletion field (note: for locations that do not use OskiCat for acquisitions, it is optional to have a record in OskiCat for these titles)

Copies

How many copies of each issue are to be checked in for the particular location (and fund). This is a standard Millennium field.
Use the value 1 unless some other value is appropriate; the maximum permissible value is 255.

Claim On

The date the next expected issue on the attached checkin card will display as LATE. This is a standard Millennium field.
This field is not editable; the value is system-supplied.

Location

The shelving location of the title. This is a standard Millennium field; possible values are set locally.
Possible values: see the Location Table on AskTico.
Although the field will accept more than one location code, use only one (since each location should have its own separate holdings record). Use the correct location (or sublocation) code from the Location Table. For withdrawn titles, use the appropriate “withdrawn” location code; see the Withdrawal procedures on AskTico. Never use code none because Millennium interprets this as an NRLF location code, so a record saved with this code cannot be edited except by NRLF or Systems Office staff.

NOTE: Location in the holdings record should match location in the attached item records, at least to the branch level. If multiple sublocations are present in the attached items, chose the sublocation that predominates for the holdings record and note exceptions in a PD Shelving Note.

Recv Location

The receiving/checkin location of the title; sets the “Ship To” address on printed claim notices. This is a standard Millennium field; possible values are set locally.
Possible values:

1 BIOSCIENCE
2 CHEM
3 EARTH SCI
4 ED/PSYCH
5 ENGINEERING
6 ENVI
8 BUSINESS
9 SER PAY
a ACQ PROC
b BANCROFT
d DOCS TECH SVC
e EAL SER
h ASTR/MATH
j MORRISON
k EAL JPN DIV
m MUSIC
n NEWS/MICRO
o OPTOMETRY
p PHYSICS
q PHILOSOPHY
r EAL KOR DIV
s PER DIV
t PUBL
u ORDERING UNIT
v MEDIA RES
w EAL CHI DIV
x EXCHANGE
y S/SEALS
z NULL

For inactive titles, use code z NULL.  Use other codes as appropriate. If you would like to have a location added to the list of available codes, submit your request through the OskiCat Help Desk.

Vendor

The supplier of the title; sets the mailing address on printed claim notices. This is a standard Millennium field; possible values are set locally, defined in the Millennium vendor file.
Possible values:

none

or select from vendor table
For inactive titles, use code none.  Use other codes as appropriate. If the vendor does not have an entry in the vendor file, use code none and enter the vendor’s address in the Vendor Address variable field.

Mark for Deletion

Suppresses the record from OPAC display; also may flag the record for deletion. This field is locally defined and possible values are set locally.
Possible values:

d DELETE
n SUPPRESS
w WITHDRAWN

Use codes as follows:
– — (i.e., unmarked) : for all active or inactive titles in the collection (the normal case)
d DELETE : only for erroneous/unneeded duplicate holdings records, and only if you are not authorized to actually delete the record yourself  — Deletion: Holdings Record

w WITHDRAWN : for withdrawn titles; see the Withdrawal Procedures.

n SUPPRESS : for titles not kept in the collection (see guidelines for the Upload field) or any other circumstance in which you want to retain a holdings record but suppress it from OPAC display

Frequency

This field is used to record the frequency of serial titles.  Frequency determines taxability for purchase serials.  This field is used in conjunction with the Taxable field in the order record to maintain accurate taxability based on frequency of publication.  This field must be maintained manually and updated as the frequency of active serial titles changes.

Update Count and Piece Count

Standard Millennium fields for gathering checkin productivity statistics; these fields presently are unused.
Possible values for Update Count:

DO NOT COUNT
i INCREMENT
p PROMPT
z DO NOT COUNT

For Update Count, always use code – DO NOT COUNT. For Piece Count, use 0 (zero) in new records, but leave other numbers in existing records.

Fixed field default values

“Blank” or an empty space is never a valid value for any holdings record fixed field! For any fixed field that you might otherwise want to leave blank, use the following values:

Label Type n NO LABEL Claim On N/A (system-supplied) Mark for Deletion – —
Acq Type(C) z UNDEFINED Location no default * Frequency -Code not yet entered
Upload – UPLOAD OK Recv Location z NULL Update Count – DO NOT COUNT
Copies 1 Vendor none Piece Count 0

* use shelving location (in case of doubt about sublocation, just use the top-level location code) or “withdrawn” location; do notuse code none

If you are making other edits to an existing holdings record, change the value of any blank fixed fields to the values above.

 

Variable fields

Code Field Label
a Do Not Use – Blank
b Bind Title
c Call No.
d Gladis No.
e Label Note
f Vendor Title No.
g UPI
h Library Has
i Identity
j Tickler
k Tickler Log
l ERM Link
m Message
n Check Note (also includes Claim Note)
o Gladis Data
p Resource ID
q Vendor Address
r Misc. Internal Note
s Shelving
t DO NOT USE
u PD Shelving Note
v Vendor Note
w Bind Info
x PD Other Note
y Captions
z Local Note

Do Not Use – Blank (a)

This field currently is not defined for use in OskiCat. Do not use it until further notice.

Bind Title (b)

The title as it should appear on bound volumes, included on printed binding slips. This field is the same as BINDTITLE in Innopac; use as described in the old BPM (see http://www.lib.berkeley.edu/Staff/BPM/10h.html#BINDTITLE). Do not use this field if the title is never sent for binding, or if you do not use Millennium to generate binding slips.

Call No. (c)

The call number of the title; this appears in the OPAC display and is indexed in the appropriate call number index (LC or Other). This is also the call number that appears on labels printed from the checkin card and on binding slips. Every holdings record must contain a call number field, which must have a MARC tag number (090 or 099); a holdings record may not contain more than one call number field. The call number must be formulated the same as call numbers in item records; see “Formulating Call Numbers for Item Records in Millennium” on AskTico, especially the “Best Practice” and “Examples…” sections. The call number in the holdings record should be the same as the call number in any linked item records (exceptions may be made for NRLF for clearer OskiCat display and patron access).

Gladis No. (d)

Migrated data from Gladis: either a form of the Gladis bib. number (with MARC tag 001), or the former Innopac checkin record number (sometimes with MARC tag 002); both of these are indexed in the Gladis no. index. This field is only for these two pieces of migrated data; do not use it for any new data.

Label Note (e)

Local shelving information that appears on labels printed from the checkin card. This field is the same as LABEL NOTE in Innopac; use as described in the old BPM (see http://www.lib.berkeley.edu/Staff/BPM/10h.html#LABNOTE). Do not use this field if there is no checkin card, or if you do not print labels from the checkin card.

Vendor Title No. (f)

The vendor-provided identification number of the title; this field prints on claim notices. The migrated data in this field came from the VENDOR ID# field in Innopac.

UPI (g)

The binding designation and cataloging treatment decision for serials. Use only for serials, and only in units that used UPI in Gladis.
UPI contains two codes:

  • *b = binding designation (aka “BDES”): the primary identifier used for marking/binding, the holdings statement (in the holdings record), and the Volume field (in item records)
  • *s = series (or cataloging) treatment decision: whether and how the title is analyzed

Use the following values for each code:

UPI *b code meaning
v volume
n number
y year (or any date except split year)
b split year (e.g. 2007/08)
s series
u other
UPI *s code meaning
na not analyzed
fa fully analyzed (all volumes)
ma analytics for monographic volumes only (not all vols. are analyzable; but those that can be, should be)
ca analytics for conference proceedings only
sa analytics for supplements only

Here is an example of a properly-formatted UPI:

*bv *sfa

In this example, the binding designation is “volume” and the title is fully analyzed.

Library Has (h)

A summary statement of holdings for the title. Every holdings record must contain a Library Has field, which must have MARC tag number 866 (for basic holdings), 867 (for supplements), or 868 (for indexes). Always use first indicator blank and second indicator 0 (zero).
Format the data in this field as follows (except for multiple copy information; see below):

  • For serials:
    • Basic holdings and indexes: for examples see “Holdings Standards for All OskiCat Libraries
    • Supplements: generally are not recorded (see link above); but if they are, always record them in a separate Holdings field with MARC tag 867
  • For MVMs: generally will have basic holdings only — forthcoming

For multiple copy information, always use the Copy No. fixed field of the item record; the holdings statement no longer is used for this purpose.
For missing issues, always use a positive holdings statement with gaps (see “Holdings Standards for All OskiCat Libraries“).

Note: UCB uses only textual holdings statements, not encoded holdings, so do not use this field for MARC-encoded enumeration and chronology data.

Identity (i)

Identifies the holdings record of a withdrawn set; see the Withdrawal procedures on AskTico.

Also used to distinguish among different holdings records attached to the same bibliographic record, e.g. for print and microfilm. Do NOT include MARC tag number 843 when using the field for either of these purposes. In addition, using the field to distinguish between print and microform is optional in cases where this information can be determined by the location codes in the summary display of the record.

Other uses of this field as described in the old BPM (http://www.lib.berkeley.edu/Staff/BPM/10h.html#IDENTITY) are still under discussion; please wait for further guidance in the use of multiple holdings records, forthcoming in separate documentation.

Tickler (j)

Sends email reminders to staff for a particular title. Use of this field is optional; if you would like to use it, see the instructions for a “record-specific tickler” on Page # 107096 of the Millennium manual (http://oskicatp.berkeley.edu/manual/gmil_maint_use_tickler.html).  Tickler will persist in the record until it is manually removed.

Tickler Log (k)

Logs the email reminders sent as set up in the Tickler field. The data in this field are system-supplied and cannot be edited.

ERM Link (l)

Use of this field will be defined when the ERMS is implemented in OskiCat. Do not use it until further notice.

Message (m)

Used for any note that you want to appear in a pop-up window whenever a checkin card is viewed. Any string of free text can be entered, up to 10,000 characters. Multiple Message fields in the same holdings record will all appear in a single pop-up window. Use of this field is at the discretion of each receiving location; however, do not use it if there is not (and never will be) a checkin card. Do not confuse this field with the Check Note or any other note field. Further instructions for using this field will be available in a forthcoming notes glossary/scenarios guide.

Check Note (n)

Used for high-importance notes; these display in the top section of the window of an open record when the holdings record is open or selected in the summary view (unless the record was retrieved using a call number search). This field is used most commonly for instructions necessary for proper receiving, routing, claiming, and cataloging of the title; for more information see the old BPM (http://www.lib.berkeley.edu/Staff/BPM/10h.html#CHECK). Further instructions for using this field will be available in a forthcoming notes glossary/scenarios guide.

NOTE: Claim Notes were moved to the Check Note (n) field Feb. 2011. For these notes the text “CLAIM NOTE” was added to the beginning of the note content.  It is recommended that future Claim Notes also use this text at the beginning of the field to make it easy for processors to distinguish Claim Notes from other types of Check Notes. Do not use this field for issue-specific claiming information, which should be recorded in the checkin box for the issue instead. This field was called CLAIM NOTE in Innopac; for more information see the old BPM (http://www.lib.berkeley.edu/Staff/BPM/10h.html#CLAIM).

Gladis Data (o)

Migrated holdings data from Gladis (with MARC tag 945) or, for libraries that did not use Gladis–i.e. most Affiliated libraries–from Melvyl (with MARC tag 852). This is a “legacy” field; do not edit, delete, add, or otherwise modify this data in any way for any reason. Do not confuse this data with the “live” data that are separated out into their own fields (e.g., call number, holdings statement, UPI, etc.). For example, if you need to edit the holdings statement, edit only the Library Has field and not the Gladis Data field.

Resource ID (p)

Use of this field will be defined when the ERMS is implemented in OskiCat. Do not use it until further notice.

Vendor Address (q)

The address of the vendor as it should appear on printed claim notices. Use only if you print claim notices for the title AND you have coded the Vendor fixed field as none (or if you have chosen a vendor from the OskiCat vendor file but want to use a different address on claim notices). Three lines for address entry are provided by default; for additional lines, enter a dollar sign ($). Note that only the first five lines, and the first 28 characters in each line, will fit on a printed claim notice. This field was called VEN. ADDR. in Innopac.

Misc Internal Note (r)

Used for any routing, processing, or special-handling notes that apply to the entire set. The kind of note that would have been entered in the Gladis PI field is appropriate here. However, do not use this field for cataloging treatment notes (e.g. for analytics); these should be entered in the Check Note field instead. Further instructions for using this field will be available in a forthcoming notes glossary/scenarios guide.

Shelving (s)

In Innopac, used to record internal shelving notes (see the old BPM:http://www.lib.berkeley.edu/Staff/BPM/10h.html#SHELVING). This note does not display in the OPAC and does not display prominently within the Millennium client. Use only if the information you want to record is not already entered in either the PD Shelving Note or the sublocation code in the Location fixed field.

DO NOT USE (t)

PD Shelving Note (u)

Used for shelving notes about a set that need to display in the OPAC. For example, use this field when unbound issues or latest volume(s) are shelved in a different location than the other volumes of the set. Further instructions for using this field will be available in a forthcoming notes glossary/scenarios guide.

Vendor Note (v)

Notes needed for correspondence with vendors; this field (or the first one if there is more than one) prints on claim notices. Use only for active titles. The migrated data in this field came from the VEN. NOTE field in Innopac.  Further explanation of this field is forthcoming in separate documentation.  The note is used only for vendors in the OskiCat vendor file.

Bind Info (w)

Binding information to appear on printed binding slips, it contains: Binding Types, Binding Color, Binding Designation, and Binding Notes.

Example:  BUCK$BLACK$V.$BIND AS IS$RUSH

Key all in capital letters.
Use $ to separate all other subfields.
Do not key spaces between subfields.

  • Binding Types: BUCK, FC, MYLAR, PAM
  • Binding Colors: BLACK, BLUE, BROWN, GRAY, GREEN, MAROON, ORANGE, PURPLE, RED, TAN
  • Binding Designations (BDES): V., NO., DATE, DATE:NO., YR/YR, SER.
  • Binding Notes: RUSH, BIND AS IS, NARROW INNER MARGINS, REFOLDS, BIND IN MAPS, REMOVE BACK COVERS, BIND EASTERN STYLE, DOUBLE SPREADS

Do not use this field if the title is never sent for binding, or if you do not use Millennium to generate binding slips.  This field is the same as BINDINFO in Innopac.

PD Other Note (x)

Used for any note about the set that you want to display in the OPAC and that is not appropriate for the PD Shelving Note field. Use this field only for notes of interest to OPAC users; notes of interest only to staff should be entered in one of the other note fields (e.g. Misc Internal Note) instead. Further instructions for using this field will be available in a forthcoming notes glossary/scenarios guide.

Captions (y)

MARC-encoded captions and pattern data for the title. Do not use this field, since UCB uses only textual holdings statements (see guidelines for the Library Has field) rather than encoded holdings.

Local Note (z)

Used to record a subject specialty library’s local routing, shelving, and processing instructions for titles that are received in the central Serials Check-In unit.

Example: Hand to …, Bind on receipt

This field is the same as LOCAL NOTE in Innopac. Do not use this field for any title that is received in the same location as it is shelved.

Legacy Data

Author: Jim Lake
Approval Group: ILSSC, BTech

Update Group: BTECH

Last updated date: 05/07/15

Archived Comments

Many small fixes
Tue, 02/03/2015 – 17:34 — Trina Pundurs
Made many small fixes to broken links and outdated terminology.

Addition to Fixed Fields: Frequency
Thu, 02/16/2012 – 15:04 — Jenna Kreiss-Wint…
Need to update with Frequency fixed field addition and codes, as per Judith Weeks & Jim Gordon email to B-Tech list.

x last withdrawn
Fri, 09/02/2011 – 13:50 — Charis Takaro
Removed references to Mark for Delete “x” for last withdrawn as this code is being discontinued.

Acq Types
Thu, 03/24/2011 – 15:23 — Jim Gordon
A few of the Acq Types (e.g., /, %, p) are unnecessary and could be removed from the Holdings records and the Acq Type codes list in Millennium for Holdings. These codes parallel the Acq Type values in Order records. –Jim

Just a few wee things
Mon, 02/14/2011 – 17:29 — Lisa Webe

1. For future migration of docs to the new AskTico I’ve asked Jim Lake to link to Library wikis with the URL www.lib.berkeley.edu instead of sunsite3 or ucblibrary3.

2. In the Tickler (J) section the link to http://oskicat.berkeley.edu/manual/gmil_maint_use_tickler.html is broken.

3. I’m loving the glossary widget!

Created: April 27, 2016
Last revised: November 15, 2016
Review date: None set

Leave a comment

Your email address will not be published. Required fields are marked *