OCLC - detailed serial holdings

Gaelic workshop

9 Sept. 2010

Lita Ferguson

Holdings on SACat

• Journal Title: British phycological journal

• (2860) CSIR Information Services  Call No: @ IL Status: N

• (2834) Univ of Pretoria - Education Library  Call No: 580 BRITISH Numbering:

8-25, 1973-1990• (2840) Univ of Pretoria - Merensky Library  

Call No: 580 BRITISH Numbering:

26-27, 1991-1992

OCLC Detailed local holdings maintenance

Libraries have a choice to add holdings:• institutional symbol only: UP = P4A• detailed local holdings: 1(1950)-10(1960)

Institutional holdings can be changed: click “action”, holdings… choose correct option:

• Produce or update holdings (add or change)• Delete holdings (journal withdrawn)

Old copies are in the basement…I think?

Why detailed local holdings ?

Objective: to maintain accurate, current

holdings information

Reasons: to support inter-library loans, and

manage collection development

Local detailed holdings records (LHR’s) can be added through two interfaces:

• Connexion browser http://connexion.oclc.org)

• Connexion client (Tools—Launch Local Holdings ………………………………………………Maintenance)

Create a list with holdings

• Artist. • EDU Vol.118,no.1(2003)-• MKY Vol.8,no.1(934)-v.52,no.2(Oct.1956)• Childhood education. • EDU Vol.11(1934)• Design and technology• EDU Vol.10,no.1(spring 2005)- • Exceptional children. • EDU Vol.37(1970)- Missing: v.40(1973)

Edit/create new detailed local holding record on OCLC.

Retrieve the bibliographic record for specific title and edit existing local holdings, or create a new local holding record.

Minimum of following fields must be present and completed for a detailed local holdings record to pass validation:

• Leader• 007 - Physical Description• 008 - Fixed-length Data Elements• 852 - Location

Create detailed local holding record

• Find own record on Millennium (bibl. record with holdings)

• Search title on OCLC; verify ISSN, make note of OCLC no.

• Click on Tools > Launch local holdings maintenance

• OCLC record appears with holdings of different libraries…

Tax Talk: MKY (2006)- Held LHR OCLC holdings: 1

Add detailed local holding

• Click Action > Create local holdings• Template of local holdings record appears

(same OCLC record) • Complete each field by clicking on the +• + Leader: type > y = serial• Encoding level > 3 = level 3• Item information > n = no item info• Click “apply” to confirm the info.

+ 007 - Physical description field

Print copy: Category of resource: t = text

Specific material description: a = regular print

E-journal: more fields open up• Category of resource: c = Electronic res.• Specific material description• r = remote • o = optical disc (CD/DVD)• u = unspecified

• Click “apply” to confirm the info.

+ 008 - Fixed-length data elements

Receipt or acquisition: 2 = Received and complete or ceased

Method of acquisition: p = PurchaseGeneral retention policy: 8 = PermanentlyCompleteness: 1 = CompleteLending policy: b = Will not lendReproduction policy: a = Will reproduceLanguage > drop down > English

Click “apply” to confirm the info.

+ 852 - Location

1st indicator: Shelving scheme • 1 = LC classification• 2 = Dewey Decimal Classification • 4 = Shelving control number• 5 = Title• 8 = Other shelving scheme

2nd indicator: Shelving order • 1 = primary enumeration• 2 = alternative enumeration

+ 852 - Location (cont)

• Location :$a (system supplied, cannot change) = Institution symbol, e.g. P4A

• Sub-location $b (system supplied, can be change) = P4AA

• To add fields: “Action” > add below, then: “choose a subfield”

• Cancel adding new subfield (red letters!)

+ 852 - Location (cont)

Spesific Location: $a = Main

Shelving location: $c = Reference

Shelving form of title: $l = NATURE

Classification part : $h = 500 NATURE

• When 852 indicator 1 is equal to 5, then 852 $l must be present

• When 852 indicator 1 is equal to 1, then 852 $h must be present 

+ 852 - Location (cont)

• To add a field, click “Actions” dropdown: add single field below.

• Then choose specific subfield code, e.g. “$ c” or “$ h”

• If mistake was made…• Cancel adding new subfield, choose again• Click “apply” to confirm the info.

+ 853 - Captions and patterns, basic bibliographic unit

• 1st indicator: Compress/ expand 3 = unknown

• 2nd indicator: Caption evaluation 3 = unverified, all levels not present

• Linking field: $8 = 1 (system supplied, do not change)

+ 853 – Captions, patterns…(cont)

• Select additional fields:

1st level enumeration: $a e.g. = v. (for volume)1st level chronology : $i e.g. = (year)

• Frequency: $w > e.g. annual, monthly, quarterly (choose from drop down) • Break indicator: gap break/non-gap break ?• To add fields: “Action” > add below, then: “choose a subfield”• Cancel adding new subfield (red letters!)

• Click “apply” to confirm the info.

+ 863 Enumeration,Chronology, and basic

bibliographic unit

• 1st indicator: field encoding level, 3 = holdings level 3

• 2nd indicator: form of holdings, blank = no information provided

• Linking field: $8 = 1.1 (system supplied, do not change)

+ 863 Enumeration and Chronology, basic bibliographic unit

• Select additional fields that correspond with 853:

• 1st level enumeration: $a = 1-10 (library has vol. 1-10)

• 1st level chronology : $i = 1990-2000 (year holdings of v.1-10)

• Click “apply” to confirm the info.

Add local holdings

• Action: add record• Do you want to continue? Yes• Confirmed (green): record added…or• Add failed due to the following

validation errors• Correct fields as specified, try to add

again until confirmed

• View local holdings…

Adding local holdings…can cast a dark cloud over your life

OCLC institutional holdings

OCLC detailed local holdings

Irony of journal titles

• Title: ONLINE is print subs.• Title: PRINT is online subs !

• Journal title: BOOKS …Vol.1(1987)-v.6(1992)

• Journal title: VOLUME …MKY Vol.6(2005)-

• Journal title: ISSUE … MKY Issue1(971)-

Difficult situations

• Titles with print and electronic format

• Titles with just one volume/no…add ?• Journals at more than one branch

• Gap in collections

• Collections moved to other location…& then moved back !?

• Title changes… 2 entries, 2 holdings

Can you ever finish holdings?

Conclusion• Correct info on own catalogue

• Time consuming

• Expertise needed

• Holding may change any day:

Add new title on OCLC

Change title to E-format

Cancel title, due to budget limits

Any questions?Any questions?

OCLC building ?