University Library, University of Illinois at Chicago
801 S. Morgan, M/C 234
Chicago, Illinois 60607 USA
Administration: 312-996-2716
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UNIVERSITY
LIBRARY STAFF PAGES |
Catalog Department Procedures |
The Catalog Dept. is responsible for updating a holdings record when one is present, or for creating one when necessary (e.g. for multiple copies, for accompanying material such as CDs)All fields are coded in USMARC in Voyager. For more information see: http://www.loc.gov/marc/holdings
Leader: A fixed field comprising the first 24 character positions (00-23) of each record, providing information for the processing of the record. We need to pay attention to position 6 of the Leader in the holdings record (Leader/06). This is a one-character code that indicates the characteristics of and defines the components of the record.
Leader/06 TYPE OF RECORD v - Multipart item holdings (Used for monographic sets) x - Single-part item holdings (Used for books, also books + CDs) y - Serial item holdingsLeader/17 ENCODING LEVEL
A one-character code that indicates level-of-specificity of the holdings statement.
1 - Holdings level 1 (Identifies bibliographic item & holding institution, but does not indicate extent of holdings) 2 - Holdings level 2 (In addition to elements above, may optionally include general guidance on extent of holdings) 3 - Holdings level 3 (All elements above, plus summary of holdings, open or closed, compressed at highest level, i.e., 1st order designators, including enumeration and/or chronology as applicable) 4 - Holdings level 4 (All elements above, plus detailed holdings, open or closed, itemized or compressed, at most specific level) 5 - Holdings level 4 with piece designation (Physical piece designation contained in subfield #p (Piece designation) of field 852 (Location) or one of the 863?865 Enumeration and Chronology fields, or in subfield #a (Textual holdings) in one of the 866?868 Textual Holdings fields) m - Mixed level (Holdings recorded at more than one level. The value in the first indicator position (Field encoding level) of the applicable 863?868 field indicates the level for each holdings data field) u - Unknown z - Other level (Single part items, e.g. monographs default to level z)008 FIXED LENGTH DATA ELEMENTS
32 character positions (00-31) containing data elements providing coded information about the record. Each defined character position contains either a defined code or a fill character. We need to fill in position 6 (008/06) and (for monographic sets and serials) position 17.
008/06 RECEIPT OR ACQUISITION STATUS
A one-character code that indicates whether newly published parts of a multipart or serial item are being received.
0 - Unknown 1 - Other receipt or acquisition status 2 - Received and complete or ceased (Used for single part monographs, monographic sets with all parts received, ceased serials) 3 - On order (Indicates that an order has been placed for the current and/or continuing parts of an item, but that nothing has been received) 4 - Currently received (Parts of a serial item or updates to a multipart item are routinely received: used for Standing orders) 5 - Not currently received (Library has holdings of the multipart or serial item, but is neither receiving nor intending to acquire it on a current basis: used for Gift issues of serialsVariable fields
The Catalog Department is responsible for:
- USMARC fields 852, 853, 866-868 (Under current work flow patterns, in the case of serials, the Catalog Department is ONLY responsible for the content of the 852 field)
852 LOCATION
Indicators
- First indicator:
- Shelving scheme A value that indicates the classification or shelving scheme used. Codes used most often:
0 - Library of Congress classification (LC) 1 - Dewey Decimal classification (DDC: not used for new acqusitions) 2 - National Library of Medicine classification (NLM) 3 - Superintendent of Documents classification (SuDocs) 8 - Other scheme(Unclassified periodicals, NLM 19thcent.scheme):
- Second indicator
Shelving order A value that indicates whether an item is shelved under a primary or alternative numbering scheme. Codes used most often: 0 - Not enumeration 1 - Primary enumeration (Also used when only one numbering scheme is applicable) 2 - Alternative enumeration (Item carries two numbering schemes and is shelved by the secondary scheme)
- Please note: 2nd indicator in 852:
- 'blank' should not be used by catalogers (but may be used at pre-order searching/p.o. record creation);
- 0 (not enumeration) should be used for single volume publications (in all bibliographic formats);
- 1 (Primary enumeration) should be used for multi-volume sets, regardless of bibliographic format. This value should be used for all serials (except the few which would use 2 because they are shelved under an alternative numbering scheme);
- 2 (Alternative enumeration:Item carries two numbering schemes and is shelved by the secondary scheme) should be used for multi-volume sets (regardless of bibliographic format) only when the volumes are shelved by an alternative numbering scheme. Used rarely. For instance, the series is classed together and the volume number of a multi-volume monograph is also a volume in the series.It usually is represented in the Mfhd as:
- v.1=no.55
- v.2=no.62
- v.3=no.77
Subfield codes for 852:
#a - Location (NR) MARC code (from list for organizations maintained by LC) for library holding item: ICIU=Main, IU-M=LHS (No need to input) #b - Sublocation or collection (R) Specific department, library, collection, etc., in which item is located (e.g. ART, CHS, DOCS, MAIN, WARE) #h - Classification part (NR) #i - Item part (R) #k - Call number prefix (R)(e.g. #k **) #l - Shelving form of title (NR)(e.g. #h Shelved #i as #l Journal of the American Medical Association) #t - Copy number (NR) (e.g. #t 9) #x - Nonpublic note (R)(e.g. #x Rush) #z - Public note (R)(e.g. #z (CD-ROM at Circ desk) (e.g. #z Autographed by author) (see list attached: e.g. #z Latest in Reference Business Collection. #z Latest in LHS CHICAGO Reserve.) Fields 853-855 contain captions that identify the enumeration and chronology levels, and codes that define the publication pattern of the holdings described in fields 863-865 (Enumeration and Chronology). Related occurrences of fields 853-855 and 863-865 are linked by a number in subfield #8 (Field link and sequence number)A caption is a word, phrase, or abbreviation that describes the type of parts into which a multipart or serial item has been divided, for example, volume, number, part. These fields may also contain codes that define the publication pattern of the bibliographic item, e.g., frequency, regularity pattern.
NOTE: WHEN IDENTIFYING MULTI-PART ITEMS, USE ENGLISH TERMS (e.g., v. pt.)
Indicators for 853-855
: Compressibility and expandability [853/854]
- First indicator
In fields 853 and 854, a value that indicates whether a computer algorithm may be used to convert the content of subfields #a-#m in one or more linked enumeration and chronology fields (863-864)from: an itemized report to one that expresses the same range of holdings in terms of the enumeration and chronology of only the first and last part held; or a compressed first and last part-held listing of a range of holdings to an explicit itemization of each part held.0 - Cannot compress or expand 1 - Can compress but not expand 2 - Can compress or expand 3 - Unknown
- Second indicator: Caption evaluation [853/854]
In fields 853 and 854, a value that indicates the completeness of the captions for the various levels of enumeration and chronology contained in subfields #a-#m and whether they appear on the bibliographic item.0 - Captions verified; all levels present 1 - Captions verified; all levels may not be present 2 - Captions unverified; all levels present 3 - Captions unverified; all levels may not be present#a-#h - Enumeration captionsThe captions for the levels of enumeration applicable to a bibliographic item. These caption subfields are correlated with the enumeration subfields #a-#h in the 863-865 Enumeration and Chronology field linked to the 853-855 field, although the same subfields need not always be present.
#a - First level of enumeration (NR) #b - Second level of enumeration (NR) #c - Third level of enumeration (NR)866-868
Fields 866-868 contain a textual description which may include both the captions and enumeration and chronology for the holdings of a bibliographic item in the UIC Libraries.Indicators
- First indicator: Field encoding level A value that indicates the level of specificity of the enumeration and chronology in the field.
# - No information provided 3 - Holdings level 3 (Summary enumeration and chronology information only at the first level of enumeration and chronology in a compressed form) 4 - Detailed enumeration and chronology information
- Second indicator - Type of notation A value that indicates whether the holdings contained in subfield #a is formulated according to standard or non-standard notation.
0 - Non-standard 1 - ANSI/NISO Z39.71 www.niso.org/standards/resources/Z39-71.pdf 2 - ANSI Z39.42 Subfield Codes #a - Textual string (NR): Used instead of or in addition to holdings recorded in the Caption and Pattern (853?855) and Enumeration and Chronology (863?865) fields. #x - Nonpublic note (R):Information for library staff #z - Public note (R) #6 - Linkage (NR) #8 - Field link and sequence number (R)
SINGLE ITEM MONOGRAPH LC: 852 00 #b MAIN #h F1219.3.R38 #i G7213 1997 NLM: 852 20 #b CHS #h W18.2 #i A6491 2001 [nth.] COPY OF MONOGRAPH LC: 852 00 #b MAIN #h LD2399.5.C5 #i B48 2000 #t 5 (#t 5 = Copy 5) NLM: 852 20 #b CHS #h W18.2 #i B568u 2000 #t 3 (#t 3 = Copy 3) OVERSIZE MONOGRAPH LC: 852 00 #b MAIN #k * #h ND623.C495 #i T63 2002 #z Autographed by author (This book is 38 cm.; use #k * for pieces over 30 cm. height Or over 30 cm. width; use #k ** for pieces over 40 cm. height) NLM: 852 80 #b CHSS,OVER #k * #h WFA #i M891t 1812 (This book is 34 cm.; use *k for pieces over 29 cm. ONLY for LHS Special Collections: stacks shelves adjusted to fit oversize pieces) MULTI-PART MONOGRAPH LC/NLM: 853 00 #8 0 #a v.:pt. 866 41 #8 0 #a v.1:pt1-v.2:pt.2 BOOK WITH CD/DVD (for details, see Barcoding and Shelf-prep for Books with CD/DVD) One Mfhd for both book and CD/DVD: LC: 852 00 #b MAIN #h PS615 #i .S675 2003 867 0 #z 1 CD-ROM (4 3/4 in.) or
867 0 #z 1 DVD-ROM (4 3/4 in.) Change "Pieces" in item record to 2 (if only has one CD or DVD) NLM: 852 20 #b CHS #h TK5105.8885 #i D74 #i B189d 2000 867 0 #z 1 CD-ROM (4 3/4 in.) or
867 0 #z 1 DVD-ROM (4 3/4 in.) Change "Pieces" in item record to 2 (if only has one CD or DVD) NLM: 19th cent. 852 80 #b CHSS #h WBA #i S448h 1869 (Note: 1st indicator "8" = "Other scheme") SERIALS Unclassified: 852 81 #b CHSP #h Shelved by title Classified LC: 852 01 #b PER #h Z673.A5 #i A14 852 01 #b MAIN #h HG4009 #i .H664 #z Latest in Reference Business Collection Classified NLM: 852 21 #b RHS #h Z673.A5 #b A512a 852 21 #b CHS #h WQ18.2 #i O143 #z Latest in LHS CHICAGO Reserve (Note:1st indicator 0 = LC 2 = NLM 8 = Other scheme 2nd indicator 1 = Primary enumeration 2nd indicator 2 = Alternative enumeration (Item carries two numbering schemes and is shelved by the secondary scheme : not a common situation) 852 02 #b PER #h LD2399.5.C5 #i U56 2nd indicator "2" used because this title carries a year designation (primary enumeration) as well as numbering of seriesof which it is a part (alternative enumeration). This serial is shelved by alternative enumeration, i.e. series no.
Chicago, Illinois 60607 USA
Administration: 312-996-2716