Microfiche processing procedures for Item and Holdings Records for

Microfiche processing procedures for Item and Holdings Records for
Monographs
After you have edited the Bibliographical Record, you are ready to move onto the Item and
Holdings Record. After you have completed those Records, write (in pencil) on the first
Microfiche envelope the System Number on the bottom right hand corner. Then you place the
Microfiche on the finished shelf for Microforms.
Feb 2006
Maggie Giles
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CONTENTS
1.
Items. Skeleton Record
p. 3-4
2.
Holdings. Skeleton Record
p. 5
3.
Editing the Leader
p. 6
4.
Editing the 007 field
p. 7
5.
Editing the 008 field
p. 7-8
6.
Editing the Link
p. 8
7.
Editing the Location
p. 9
8.
Editing the 866 field
p. 10
9.
Example – Monograph title with only 1 microfiche
p. 11
10. Example – Monograph title with multiple microfiches
p. 12
11. Example – Monograph title with multiple volumes
p. 13
12. Example – Monograph title with multiple volumes
with gaps and no more volumes ordered
p. 14
13. Example – Monograph title with multiple volumes
with gaps and more volumes have been ordered.
p. 15-17
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ITEMS
Most of the time there will only be 1 Item Record needed. The exception to this is when
we have a multiple volume title and we only ordered a volume or two originally and now we have
been requested to order more. Or, we only received part of our order and a claim is out for the
rest. There will be an item record for what we have in hand, and another for the on order
piece/pieces. At this time Microfiche Item Records receive a “System Supplied” bar code. But if
the Item Record is for a printed “Guide” it will receive its own physical bar code.
SKELETON OF AN ITEM RECORD FOR MICROFICHE MONOGRAPHS
This is the form that appears when you open the Item Record. It will need editing. Remember that
both General Information tab (1) and (2) need to be filled in. (Examples are given later in this
document).
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EDITING GENERAL INFORMATION (1) TAB
1. Item Status. Will need to be 97 as at this time Microfiche do not circulate.
**If a microfiche title would need to be circulated (ex. Interlibrary Loan) the Item Status
may be changed to reflect a loan. This will be done by the Current Periodical
Management (CPM) staff.
2. Item Process Status. Change to TR to show that the Bibliographic Record, Item and Holding
Records have been completed and the Microfiche are physically being transferred to the
(CPM) Department. (CPM) staff will delete the Process Code upon arrival in their unit.
3. Enum. Level. 1 (A)(Vol.). Will stay blank unless the record has volumes, parts, etc. Then
you fill in the blank to show what pieces we have. Do not use captions.
4. Description. Will stay blank unless the record has volumes, parts, etc. Then you fill in the
blank to show what pieces with captions that we have.
EDITING GENERAL INFORMATION (2) TAB
1. Circ. Note. There is only one filed you fill in. This area needs to reflect the total number
of microfiche.
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HOLDINGS
Most of the time there will only be 1 Holdings Record needed. The exception to this is when
there is a printed Guide. Guides receive their own Holding Record and LC call number.
SKELETON OF A HOLDING RECORD FOR MICROFICHE MONOGRAPHS
This is the form that first appears after you finish the Item Record and create the holdings.
It will need editing.
This is what an edited Holding Record looks like. There are more examples in this manual.
You will need to check, copy and edit the fields. For example the 007 field from the Bibliographic
Record needs to be copied and applied to the Holding Record.
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EDITING THE LEADER
This field needs to be checked. Edit if needed.
-6-
EDITING THE 007 FIELD
This should match the 007 field in the bibliographic record.
EDITING THE 008 FIELD
This field will need to be checked. Edit if needed the underlined areas.
-7-
EDITING THE LINK
This will be supplied for you when you first open up the holdings to set thing up after you have
done the item record. No need to edit.
-8-
EDITING THE LOCATION
This will be supplied for you when you first open up the Holdings to set things up, after you have
done the item record. It will need editing.
Corrections and adds that need to be made:
•
•
•
•
Change the 852 00 to 852 40. The indicators is 40 because microfiche get a generic phrase
and not a call number.
Add a |j subfield. Type Microfiche 4 x 6
add a |z subfield. In angle brackets<> type in the number of microfiches.
If there is a need for an 866 field you must change the 852 40 to 852 41
Here is an example of a finished 852
field that does not need an 866 field.
Here is an example of a finished 852
that does need an 866 field.
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EDITING THE 866 FIELD
If the title has volumes, parts, etc. you need to add an 866 field.
This will be supplied for you when you first open up the 866 field up in the Holdings Record.
Here is an example of a finished 866 field. There are more examples in the manual.
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MONOGRAPH TITLE WITH ONLY 1 FICHE
ITEMS
HOLDINGS
-11-
MONOGRAPH TITLE WITH MULTIPLE MICROFICHE
ITEMS
HOLDINGS
-12-
MONOGRAPH TITLE WITH MULTI-VOLUMES
ITEMS
HOLDINGS
-13-
MONOGRAPH TITLE WITH MULTIPLE VOLUMES WITH GAPS AND NO
ORDERED
ITEMS
HOLDINGS
-14-
MORE
MONOGRAPH TITLE WITH MULTIPLE VOLUMES WITH GAPS WITH
MORE ORDERED
There will be two Item Records attached to the record. There will be an Incomplete Item Record
like shown in the previous example for the incomplete and in hand volumes. There will also be
an Item Record for the volume still “On Order”. See the example below.
-15-
This Item Record will stay in the system until the volume that was ordered has arrived. The
“Item Status” will be changed from OR (On Order) to IP (In Process) by the Acquisitions
Dept. The microfiche will then be sent to CADM to be added.
CADM will
•
Delete the IP (In Process) Item Record.
•
Edit the “Incomplete” Item Record:
Enum. Level 1 (A) (Vol.) To reflect the volume numbering change.
Description box to reflect the volume numbering change.
Circ Note to reflect the increased number of pieces.
•
Update the Holding Record.
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EXAMPLE OF THE UPDATED HOLDINGS RECORD
Notice that
• The LDR has been updated .
• The 008 field has been edited to show the date the Holdings Record was updated.
• The 852 |z subfield has been updated to show the total number of pieces we own.
• Another 866 field has been added to include v. 2.
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