Passport to ConnexionUnion Listing

vs.Local Holdings Maintenance

SIGALO/OKULS Joint MeetingJuly 28, 2006

Dana Belcher, Asst Library DirectorEast Central University

Death of Passport

• Ended in February 2006• Tutorials available after migration• Migration not completely

successful• No time to experiment, create

standards before migration• Apologies to membership

Migration Problems

• $n caused migration woes• Summary statement in LHR taken

from the SIHD of LDR• SIHD only recorded PAPER holdings• $n microform and other holdings

placed in subfield z of 852 in LHR

• Need for new standards

SIHD $n in LDR

LHR Migration

Migration Implications

• Summary statements need to be updated• Train ILL to click on summary link to

see entire LHR

• Using paired 853/863 summary instead of 866 or 852 $z• Training available for cost (cheap thru

SIGALO)• LOC manual available online

New Standards• Continue use of one bib record (paper –

unless never published in that format)• Continue to report at institution level – ANSI

standard level 3 (see Leader in LHR)• For future migrations, paired 853/863

summary makes most sense• Eliminates crowded, uncoded 852 $z• Increases the number of LHRs• Does not eliminate the use of 866

• 866 Textual holdings used only if 853/863 not adequate enough to describe holdings

(i.e., 866 1 $8 0 $a 1-86 (1941-1987) $x bound in 2 v. per year $z Some issues missing

Displaying the LHR

• From the initial Connexion search, click on the  ”Show Local Holdings if Single Record Found” box

• From the bibliographic record• Click on Display Local Holdings in the

View drop down menu• Select the type of holdings then click

on Display Local Holdings

Display Local Holdings

- may or may not be enough information to make a decision- click on Summary link to see more

Local Holdings Record- LHR view from summary link

LHR Elements

• Summary• records complete, or institution-level,

holdings for all formats• Summary is identical for all LHRs on

same bibliographic record

• Leader• Cannot edit directly – must expand

field by clicking on the + sign

Leader

Field 007 - Physical Description Fixed Field

Field 008 - Fixed-Length Data Elements

Field 008 - Bytes

• [06] -> LDR SIHD $e- currently received, etc.• [07] is new - free, gift, purchase, etc• [12] -> LDR SIHD $f – retention• [16] -> LDR SIHD $g – completeness• [20] is new – ILL lending information

• Will lend• Will not lend

• [21] is new – ILL reproduction information• Will reproduce• Will not reproduce

Field 852 - Location

• Click Action drop down to add, delete, or move lines• $z -> LDR SIHD $n

• New standard – use to indicate format (i.e., microfiche, microfilm, electronic, etc.). This is also coded in field 007 byte [00]

Paired Fields 853/863

• If you have one, you must have the other

• 853 provides captions and patterns information• v., no., etc.

• 863 provides enumeration and chronology information• 1-, 4-7• 1980-, 1999-2004

• Training provided by SIGALO in November 2005

Field 853 - Captions and pattern, basic bibliographic unit

• $a and $i are the captions and patterns for information placed in field 863

• $8 links to $8 in field 863• Whole number beginning with 1• Can have 1 853 linking to multiple 863s• Create new 853 when caption/pattern changes - $8

would increment by 1

Field 853 Enumeration/Chronology Captions• 1st level of enumeration

• v.• no.• new ser.

• 1st level of chronology• (year)• (season)• Use () so caption doesn’t display

Field 853 Caption Examples

853 33 $8 1 $a v. $i (year)853 33 $8 1 $a v.853 33 $8 1 $a (*) (no caption

exists)853 01 $8 1 $a ser.5:v. $i (year)853 03 $8 1 $a (year) or853 03 $8 1 $a (*) $i (year)

Field 863 - Enumeration and Chronology, Basic Bibliographic Unit

• Ind1 – OK standard is level 3• $8 links to $8 in field 853• You can have multiple 863s linked to one 853

• 1.1 links to $8 1 in field 853• .1, .2, .3, etc. determines how 863s will display

• Multiple 863s used when you have breaks− Gaps− Non-gap breaks

Field 863 Enumeration/Chronology Data• Data corresponds to field 853 subfields• 853 … $a (v.) $i (year)

• 863 …$a 1-20 $i 1980-2000• 863 …$a 55- $i 1975-

• 853 … $a (*)• 863 …$a 177-

• 853 … $a (*) $i (year)• 863 …$a 6- $i 1988-

• 853 … $a (year)• 863 …$a 1988

Real Life Examples

Problems

• Summary does not match institutional holdings

• 007 physical description not coded• $n from LDR now in $z of 852 – will

cause problems in future OCLC upgrades

• 853/863 coded for hardcopy only – need additional LHR for microfiche

Summary – Paper LHR

• Summary reflects only hardcopy holdings – update to include all institutional holdings

• Summary should read:v.124-v.151(1980-1999)+current two years

Leader – Paper LHR

007 Physical Description – Paper LHR• Default is ZU – both unspecified• Use drop downs to code

• Change [00] to t – Text (for hardcopy)• No need to change [01]

008 Fixed Length Data Elements – Paper LHR - before

008 Fixed Length Data Elements – Paper LHR - after

852 Location – Paper LHR before

• Ind 1 & 2 designate a call number – optional

• $a system supplied

• $b sublocation

• $t copy number – leave at default or delete

• $z Public note related to location – elaborate on 007[00] –instead of deciphering code, insert note “Paper”, “Microfiche”, etc. as well as other public notes

852 Location – Paper LHR after

• 853/863 correct

•LHR (Paper) complete

•Use “derive new record” for MF LHR

Microfiche 007

Microfiche LHR

Displays in all holdings except institutional

Displays in institutional holdings

Sales & Marketing MngtDual LHRs/One Bib

Child Welfare

• Summary doesn’t reflect microfiche holdings

• 007 & 008 not coded completely

• 852 needs updating

• 853/863 correct for paper holdings w/gap

• Need new LHR for microfiche

Child Welfare Paper LHR

Child WelfareDual LHRs/One Bib

Child WelfareGroup Summary Display

Child WelfareInstitutional Summary Display

Good News and Good News• OCLC says Oklahoma is one of the most

active states for union listing• This does not have to be done

tomorrow, but a project that never ends – what else is new in serials : )

• OKULS is dedicated to having a great union list• Standards/guidelines provided• Training available• Dedicated membership

Resources

OKULS Website – best to just google OKULS

OCLC Local Holdings Maintenance Tutorials http://www.oclc.org/support/training/localholdings/tutorial/

MARC 21 Concise Format for Holdings Data

http://www.loc.gov/marc/holdings/

Trainer’s Information

Dana BelcherEast Central UniversityLinscheid Librarydbelcher@ecok.edu 580-310-5564