SERIALS — (DRAFT) SUMMARY HOLDINGS 866/868 AND ITEM RECORD STANDARDS

Author: Mark Takaro
Posted in: Uncategorized

Revised: November 2016

SERIALS — SUMMARY HOLDINGS 866/868  AND ITEM RECORD STANDARDS       

  1. OVERVIEW

Serial holdings information is maintained in the 866/868 pairs on the holdings record in Millennium.  We do not use the captions option.

The following is an overview of how to record summary and detailed holdings for serials.

  1. BOUND HOLDINGS

Millennium Holdings records are the authoritative place for recording bound holdings for both active and inactive titles.  Item-specific holdings are recorded in the Item Record.  Issues held are represented in the 866 field.

  1. UNBOUND HOLDINGS

The Millennium check-in card is the authoritative place for recording details of unbound holdings (with no item record) for active titles or recently closed titles that still have expected material and/or material waiting to be bound.

The Library Has (866) field for active serials always ends with a dash (-).  This dash (-) indicates that issues are continuing to be receive on an open status f order.

As issues are bound, the box status is changed to “To Bind” and suppressed on the Millennium check-in card.  For active comes bound (or treat as comes bound) titles, there are Millennium check-in boxes for recent receipts.  These boxes should also be suppressed when the item record is created.

Millennium does not carry check-in cards for inactive titles once all issues are received and/or bound and the 866 is closed.

  1. ISSUES RECENTLY SENT TO BINDERY

The Millennium Item Record is the authoritative place for recording volumes that have been sent to the bindery. Check-in boxes for material sent to the bindery will have the status “To Bind” and be suppressed from public view.  Unless the check-in card is getting full, best practices are that at least a 1 to 2 year history be kept on the card.

  1. MISCELLANEOUS

When volumes are sent to NRLF that are represented in the 866 LACK NOTE, please update or delete this field as appropriate.

Refer 868 CUMULATIVE INDEXES to be updated to the Serials Cataloging Unit.  See 555 field below.

  1. RELATED PROCESSING AND BIBLIOGRAPHIC FIELDS

Serial holding fields are closely related to other processing and bibliographic fields and should not be contradictory. The following fields are commonly used in formatting and interpreting serial holdings. Subject Specialty Libraries are responsible for identifying when maintenance or referral to central processing/cataloging units is necessary to keep these various parts of the record in sync.

 

 

  1. STATUS OF THE ORDER

The status of the serial order determines whether an OPEN or CLOSED Library Has summary holdings statement will be used. This information can be determined by examining the STATUS field of the Millennium order record.  If there is no order record or if the title was ordered monographically, use closed holdings.

USE OPEN HOLDINGS IF:
STATUS = F   (active or “on order” title)

USE CLOSED HOLDINGS IF:

            STATUS = Z or D = (ceased; dropped; cancelled; continued by another title)
  1. BINDING/MARKING DESIGNATION

The letter code used for marking purposes determines which identifier (e.g., volume, number, coverage or imprint dates) on the piece will be used as the primary identifier in the summary and Item Record fields. This information can be found in the UPI *b of the Millennium Holdings Record and the binding designation of the Millennium BINDINFO field. This binding designation is referred to locally as the “BDES” (Binding Designation).

The following codes are used in these fields:

Bind Info V. NO. DATE SER. YR/YR
UPI *b V N Y S B
  1. BIBLIOGRAPHIC FIELDS
362 field Beginning and ending volumes/dates of publication (regardless of the library’s holdings)

This field is useful for determining the cut-off point of successive entry changes (title change), so that holdings information is on the correct Millennium record. It is also useful for determining whether it is appropriate to add a double slash to the 866 Library Has field of a title that has ceased or been continued by another title.

NOTE: // (the double slash) is used to indicate that the last piece published is also the last piece held.

515 field   Numbering peculiarities note

This field contains information about suspensions of publication; issues never published; alternative numbering schemes; and miscellaneous numbering peculiarities.

555 field   Cumulative index note

This field contains the bibliographic description of the indexes.

e.g., Vol. 1 (1878)-v. 5 (1882); v. 6 (1883)-v. 10 (1887).
1 v.; v. 11 (1888)-v. 15 (1892). 1 v.

This information is maintained in an 868 field on the Holdings Record which is only added and maintained by the Serials Catalogers.

EG:    Library Has    868  0    CUMULATIVE INDEXES: 1(1973)-20(1993)

 

LINK NOTES

780 00 Continues
785 00 Continued by
580 Linking entry complexity note

These fields are useful in identifying and locating successive entry records, so that holdings will be added to the appropriate Millennium record.

BIB NOTES   REGARDING SERIES TREATMENT CHANGES

Information about series treatment changes is carried in the Millennium CHECK NOTE. If earlier or later volumes have been cataloged as separates, these issues should not be added to the set record.

 

III. 866/868 LIBRARY HAS SUMMARY HOLDINGS STATEMENT

SUMMARY HOLDINGS FOR SERIALS STANDARD EXAMPLES

The 866 LIBRARY HAS field in MILLENNIUM is used to record summary holdings. For the Online Catalog display, the holdings statement is preceded by the computer supplied phrase:”LIBRARY HAS:“. Various standard phrases may be used to cover situation where specific holdings cannot be given.  It is important that this field is accurate and properly maintained following procedures.

The holdings statement is closely related to the marking designation (v., no. or date) and the status of the serial order. Additional information relating to holdings may be carried in other fields, and the descriptions of these fields should be consulted to obtain a complete picture of the recording of holdings and holdings-related information in the database.

ABBREVIATIONS:

Abbreviations for months should NOT be followed by a period

Jan       Feb      Mar       Apr       May      June     July      Aug      Sept     Oct       Nov      Dec

DESIGNATIONS:

no. = number

v. = volume

pt. = part

ser. = series

suppl. = supplement

 

Seasons in English should not be capitalized or abbreviated

spring       summer            fall          winter

 

PUNCTUATION:

The comma “,” denotes a gap in the holdings.

The semicolon “;” denotes a change in designation.

Spaces should only appear after commas and for normal punctuation in the dates. There is no comma between the volume and the date in parentheses.

(eg: 2:1(Jan 1977)-2:6(June 1977)  or 25:6(Jan 15, 2011)-25:8(Feb 2, 2011) )

 

MISSING ISSUES: If issues are missing from the library’s holdings they must be annotated in the 866 following established procedures.  An additional 866 Library Lacks field should only be used when issues missing are unknown or too numerous to annotate in the first 866.  Missing issues should also additionally be annotated in the item record

 

EXAMPLES FOR REFERENCE:

 

1 .Record for active titles received bound or unbound:

 

1(1990)-     [marked by volume or number]
1975(5)-     [marked by date]

1966/67-   [marked by fiscal year]

  1. Record for closed title:

1(1900)-50(1950)    [marked by volume or number]
1955/56-1986/97     [marked by fiscal year]
1955-1956       [two calendar years]

  1. Record for ceased title:

1945(5)-1987(105)//
4(1960)-134(1985)     [ceased with no.135;library does not hold]

  1. Record for closed title, with gaps:
1(1940)-20(1960), 24(1964)-34(1974) [Chronological dates]
3(1935)-5, 7-20, 25-46(1975) [Imprint dates]
  1. Record with cumulative indexes: (annual indexes are not listed) (This field is only added and maintained by serial catalogers. Refer to cumulative index note (555field) for specific bibliographic information; e.g., v. 1-10, in v. 11)  Noted in 866/868 pairs.

866   0   1(1966)-
868   0   CUMULATIVE INDEXES: 1(1966)-20(1986)

  1. Record for closed title, with revised editions:

1(1952)-20(1966); revised editions 10(2nd ed. 1970)

  1. Library holds only the supplement to a particular volume:

1964, 1967:suppl., 1969

  1. Parallel numbering systems: all designators must be used:
v.4(no.37, 1978)-v.10(no.120, 1987) [marked by vol.]
no.37(v.4, 1978)-no.120(v.10, 1987) [marked by no.]
1978(v.4, no.37)-1987(v.10, no.120) [marked by date]
  1. Volume numbering dropped:

v.1(1950)-10(1970); 1971-

  1. Combined issues: separate the two numbers by a diagonal slash:

5/6(Apr/May 1966)-

  1. Fiscal year or multiple calendar years within the same physical volume:
    separate years by a diagonal slash:

1971/73-

  1. Multiple Series:

1(1946)-50(1977); ser.2:1(1978)-

  1. Gaps involving level changes or need clarification:

v.6:3(Mar 1950)-v.8(1952), 10:2(Feb 1954)-v.15(1959)

  1. At beginning, omit first number, month or quarter unless necessary for clarification:

2(1979)-     [not 2: (Jan 1979)- ]
1(1985)-     [not 1:1(Mar 1985)- if quarterly]
2:1(Jan 1977)-2:6(June 1977)

  1. Holdings with unknown lacks or gaps. Use only when unable to determine exactly what is missing or too many to list. Lacks are noted in a second 866:

866   0   1900-1950

866   0   Library Lacks: Many Issues

 

  1. Marking by dates:

 

Apr 2000-      (partial year)

2000-             (complete year)

2000(58)-      (annual with number)

  1. Current only [Please note that current only is a selection decision that results in the discarding of material after that time period indicated and should not be used for material sent to NRLF on receipt.]

Current year only    [or]

Current ___ only   [where the blank is filled in with 6 months, 2 years, etc.]

Occasionally a shelving location will decide to discontinue binding and to retain current unbound issues only, but, nevertheless, wants to keep the bound volumes in the collection.  In these cases, we need to record the bound volumes as well as the “current only” statement.

Example:  1(1965)-1(1966); Current year only

 

  1. Newspapers have a different format than serials or MVM’s.

Example: 1906:Jan 1-Apr 19, 21-29, May 1-Dec 31; 1907-1913

 

  1. ITEM RECORD STANDARDS FOR SERIALS
    • . STANDARD EXAMPLES

Item-specific bound serial holding are required to serve as the Library shelflist and automated circulation system. These notations should adhere to a standard notation style. The intent of the following recommendations is to provide clear and concise notation styles for providing standardized information regarding library holdings.

The goal of the standard of recording item-specific serials holdings information is to provide all of the information available for an individual item. The purpose is to allow online catalog users to identify the exact item they need. Some users will only have the volume and number of an item; others will have only the date.

Also note that the call number written in the volume directly reflects the volume information in the item record.  All text that appears before the first parentheses () will print in the call number.

Abbreviations 
NOTE: Seasons in English should not be capitalized or abbreviated.

MONTHS:

Jan       Feb      Mar       Apr       May      June     July      Aug      Sept     Oct       Nov      Dec

DESIGNATIONS:

no. = number

v. = volume

pt. = part

ser. = series

suppl. = supplement

 

  1. Volume bound together, one calendar year:

v.4 (1954)

  1. Volume bound separately, one calendar year:

v.4:1-6 (Jan-June 1954)
v.4:7-12 (July-Dec 1954)

v.5:2-3 (winter-spring 1968)

  1. Volume(s) bound together, spans non-calendar year:

v.5 (1967/68)
v.5-6 (1967/68-1968/69)

  1. Volume bound separately, spans non calendar year or more than one year. Seasons should not be capitalized or abbreviated:

v.5:1-2 (fall 1967-winter 1968)
v.5:3-4 (spring 1968-summer 1969)

v.8:9-12 (Sept-Dec 1970)

  1. No volume or number designation:

Jan-June 1985
1960-62       [three calendar years bound together]

  1. Volume bound with missing issues or included supplements:

v.10:1-6 (Jan-June 1985) (lacks v.10:4)
1986 (lacks Aug)

v.3 (1999) (includes suppl.1)

  1. Additional copies are no longer marked in the volume field. Use the Copy No. field instead:

v.2 (1950)

  1. Supplement with independent numbering scheme where suppl. is part of the call number:

no.2-3 (1985)

  1. Supplement related to a particular volume or issue:

v.31:suppl.1 (Jan 1985)

  1. New series:

ser.2 v.1:1-4 (1974)

  1. Abstract numbers included on mid-spine of the item:

no.2045-2046 (v.91, 1986) (Abstracts 23456-34567)

  1. Annual index bound separately:

v.11 Index (1984)

  1. Annual index bound separately in two parts:

v.93 Index pt.1A (Jan-June 1986) (Subject Index)

  1. Cumulative index bound separately:

Index v.1-10 (1901-11)

  1. Includes cumulative index bound with a volume:

v.83:9-12 (Sept-Dec 1987) (includes Author Index v.72-83)

  1. Cumulative index issues as a volume or part of a volume, bound separately:

v.82:12 (Dec 1987) (Author Index v.50-80)

  1. Revised editions:

no.30 (1949)     [first edition]
no.30 1954        [subsequent editions] (The date is NOT in parens)

Created: March 10, 2017
Last revised: April 22, 2020
Review date: None set

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