Local Holdings Maintenance: The Basics
Agenda • • • • • • • •
Defining Local Holdings Accessing Connexion Searching in Connexion Understanding an LHR Deriving LHR’s Creating New LHR’s Performing Final Actions Resources
Objectives • Learn the concept of Local Holdings Maintenance • Understand the structure of a Local Holdings Record • Successfully interpret Local Holdings Record information • Create institution-specific Local Holdings Records
What Are Local Holdings? Creating Local Holdings is a means by which libraries describe their changing collections. The service allows institutions to create, maintain, and display online their summary-level holdings.
Why Create Local Holdings? • Provides copy-specific data of the library's serials • Supports collection development by making all aspects of the collection known • Provides finding tools for the library's local patrons, staff and remote users • Supports consortial activities, including but not limited to interlibrary loan and cooperative collection development and acquisition
How Do I Access This? • Connexion browser • http://connexion.oclc.org
• Cataloging Authorization and Password • Union Listing authorizations have been converted to cataloging authorizations to allow access to Connexion • Don’t know your authorization? Call the SOLINET Member Services Help Desk
Searching in Connexion Browser • Command Line • Derived searching
• Keyword/Numeric • • • • • •
Language Source Years Format Microform Internet
LHM Searching Elements • Show Local Holdings limiter • Holdings dropdown • • • • •
Any Institution Holdings My Local Holdings Group Holdings Group Local Holdings
Display Holdings Options
Holdings Dropdown Options • Any – no limits on what records show in search results • Institution Holdings – will only show bibliographic records in the search results where your library owns the item • My Local Holdings – will only show records in the search results where your library’s local holdings are attached • Group Holdings – will show bibliographic records in the search results where at least one member of a group (that you’ve chosen to search) owns the item • Group Local Holdings – will show bibliographic records in the search results where at least one member of a group (that you’ve chosen to search) has attached local holdings
Connexion Searching Exercise Just remember do NOT use browser navigation!
What makes up a Local Holdings record?
Understanding Local Holdings • Two interlocking Standards • Display standard (Z39.71) • Communications standard (MFHD) MFHD Z39.71
Data Areas 1. 2. 3. 4. 5. 6.
Item Identification Area Location Data Area Date of Report Area General Holdings Area Extent of Holdings Area Holdings Note Area
The Nine Principles 1. 2. 3. 4. 5. 6. 7. 8.
Levels of Specificity Identification of Data Elements Optional Data Area or Element Pieces Held Number of Locations and Copies Form Cataloging System Relationship of Holdings Statement to Bibliographic Item 9. Formats
Reading Local Holdings Records
LHR Elements • • • •
Header (Item Identification Area) Summary Leader Variable Fields • • • • •
007 008 852 853 863
Header • • • •
OCLC Number ISSN Frequency Dates
Summary • Free text field that allows you to summarize your local holdings
Leader • • • •
Record Status [05] Type of Record [06] Encoding Level [17] Item information in record [18]
Leader - Expanded
007 – Physical Description Fixed Field • • • • • • •
Map Electronic Resource Globe Tactile Material Projected Graphic Microform Nonprojected Graphic
• • • • • • • •
Motion Picture Kit Notated Music Remote-sensing Image Sound Recording Text Videorecording Unspecified
007 - Expanded
008 – Fixed Length Data Elements • • • • • • •
Receipt or Acquisition Status [06] Method of Acquisition [07] General Retention Policy [12] Completeness [16] Lending Policy [20] Reproduction Policy [21] Language [22-24]
008 - Expanded
852 - Location • • • • • •
Indicator 1 – Shelving Scheme Indicator 2 – Shelving Order $a - Location $b – Sublocation or Collection $h – Classification Part $i – Item Part
• $t – Copy Number
852 - Expanded
853 – Captions & Patterns • Indicator 1 – Compressibility and Expandability • Indicator 2 – Caption Evaluation • $8 – Field Link Number • $a – First Level of Enumeration • $i – First Level of Chronology
853 - Expanded
863 – Enumeration & Chronology • • • • •
Indicator 1 – Field Encoding Level Indicator 2 – Form of Holdings $8 – Field Link and Sequence Number $a – First Level of Enumeration $i - First Level of Chronology
863 - Expanded
Linking and Sequence Numbers Example 853 863 863 863 863 863 863 863
33 3_ 3_ 3_ 3_ 3_ 3_ 3_
‡8 ‡8 ‡8 ‡8 ‡8 ‡8 ‡8 ‡8
1 ‡a v. ‡i (year) 1.1 ‡a 59-61 ‡i 1952-1953 ‡w g 1.2 ‡a 63-65 ‡i 1954-1955 ‡w g 1.3 ‡a 68-110 ‡i 1956-1977 ‡w g 1.4 ‡a 115 ‡i 1980 ‡w g 1.5 ‡a 118 ‡i 1981 ‡w g 1.6 ‡a 121 ‡i 1983 ‡w g 1.7 ‡a 125- ‡i 1985-
866 – Textual Holdings • • • • • • •
Indicator 1 – Field Encoding Level Indicator 2 – Type of Notation $a – Textual Holdings $x – Nonpublic Note $z – Public Note $2 – Source of Notation $8 – Field Link Number
866 - Expanded
Translation and Data Entry Exercise
Creating LHRs!
LHR creating in Connexion is guided. Much of the work has been removed!
Editing LHRs • Editing is also guided • Click on Function dropdown menu on right or • In an expanded field, Action dropdown menu on right
Derive an LHR • From one of your existing LHRs • Search for the bibliographic record matching your item • Display your existing LHR • Click on the Edit dropdown menu • Click Derive New Record • Edit fields • Click on Action dropdown menu • Select Replace Record
Derive an LHR • From another institution’s LHR • Search for the bibliographic record matching your item • Display the other institutions LHR • Click on the Edit dropdown menu • Click Derive New Record • Edit fields • Click on Action dropdown menu • Select Add Record
Creating an LHR • Search for the bibliographic record matching your item • Click on Action dropdown menu • Select Create Local Holdings • Edit Fields • Click on Action dropdown menu • Select Add Record
LH Constant Data • What is Constant Data? • Set up LH CD to streamline your work • You can create your own or derive a CD from another institution’s LHR • Create LH Constant Data • Fill out as little or as much as you want/need • Save (give it a meaningful name) and a possible Status • Apply it to a record
Applying LH Constant Data • Apply it to a LHR you are working on: • Edit>Apply CD by Name (or) • Edit>Apply CD from List
Taking Final Actions • Reformatting • Click on the Edit dropdown menu • Click Reformat Record
• Validating • • • •
Click on the Edit dropdown menu Click Validate Record Correct errors Repeat until complete validation occurs
• Adding • Click on Action dropdown menu • Select Add Record
Punctuation • • • • • •
: , = / -
• • • • • •
() + ? ““ ; []
Local Holdings Creation Exercise
Resources • MARC 21 Format for Holdings Data Primer • http://www.oclc.org/support/documentation/localhol dings/primer/holdingsprimer.pdf
• OCLC-MARC Local Holdings Format Tag Chart
• http://www.oclc.org/support/documentation/localhol dings/tagchart/holdingstagchart.pdf
• Connexion Browser Documentation
• http://www.oclc.org/support/documentation/connexi on/browser/
• ANSI/NISO Z39.71
• http://www.niso.org/standards/resources/Z3971.pdf
Thank You for Attending! Questions?
SOLINET Member Services Help Desk 1.800.999.8558
[email protected] 8am-5pm Eastern Monday-Friday
