# Presentation: 668313

## SERIAL HOLDINGS WORKSHOP

-  SCCTP Serial Holdings Workshop

*SERIAL HOLDINGS WORKSHOP*

*Instructors:*
*Place/Date:*

**Notes:**
Session I:  Introduction
Contents

Warmup Exercises
Audience introductions/elicitation of trainee information; explanation of schedules.
A. Introduction and Preliminaries
    1. Objectives of the session (Slides 5-7)
    2. Library functions requiring holdings data (Slide 8)
    3. Why Use Holdings Standards? (Slides 9-10)
B. History of Holdings Standards    
    1.  Two tracks of standards creation (Slides 11-12)
    2. Display Standard: Z39.71 (Slides 13-16)
    3. Communication Standard: The MARC21 Format for Holdings Data (Slides 17-25)
C. Other Holdings Concerns
    1. Union listing (Slides 26-27)
    2. Vendor implementation (Slide 28-29)
Summary  (Slide 30)
Exercise  
Please note!  The new Session 1 replaces the old Sessions 1 and 2.

## CONTENTS

**SESSIONS**
**1 - Introduction:  Holdings Standards & ****Concepts **
**2 - Overview of MFHD and Fields 001-852**
**3 - Recording Holdings**
**4 - Recording Publication Patterns**

-  SCCTP Serial Holdings Workshop

**Notes:**
An Overview of the Workshop

Though holdings data is applicable to all materials, this workshop focuses mainly on serial holdings, which are often highly complex , time-consuming, and difficult to maintain.
 The workshop starts by giving a bit of background and introducing the two types of standards we use in holdings work.
Following this introduction, Sessions 2 through 6 cover the structure and functionality of the Holdings Format and touch on a few special problems and complexities.  Each session will be followed by an exercise, then there will be a group exercise after Session 6.
Session 7  examines current “hot-button” holdings issues.
Session 8 is not included, since it is simply a suggestion that a substantial amount of time be left for discussion of problems brought, or brought up, by the group, or any local system issues appropriate to the group.

## SESSIONS

5 - Recording Textual Holdings 

6 - Special Problems; Reinforcement of Concepts;      	Group Exercise 

7 – Trends and Issues in Holdings

8 – Workflow / Implementation: Free group discussion (No Handout)

**5 - Recording Textual Holdings **
**6 - Special Problems; Reinforcement of Concepts;      ****	****Group Exercise **
**7 – Trends and Issues in Holdings**
**8 – Workflow / Implementation: Free group discussion (No Handout)**

- CONTENTS

-  SCCTP Serial Holdings Workshop

## Session I: Introduction

-  SCCTP Serial Holdings Workshop

- What are the goals of the workshop?
- What library functions are served by holdings standards?
- What broader needs do they serve?
- What are the basic standards?

**Notes:**
The material in this session is focused on answering some particular questions and introducing trainees to the standards.

The objectives of the first session are:
	to introduce the workshop and its goals,
 	to give an idea of the importance of holdings in library processes,
             	to describe the difficult history of holdings standard creation, 
 	to describe the two major standards for holdings and some of the core concepts

## Session I: Introduction cont.

-  SCCTP Serial Holdings Workshop

- Session I: Introduction cont.

- What are summarized and detailed holdings?
- How do these differ from compressed and itemized holdings?
- How do we work with current receipts and retrospective holdings?
- What questions can be answered by a holdings record?

## SCCTP goals

-  SCCTP Serial Holdings Workshop

- Increase knowledge of and use of holdings standards by all sectors
- for higher productivity
- for lower costs, e.g., in data sharing
- for continuous improvement of the standards and their implementation in systems
- for improved documentation
- for end user satisfaction
- for staff satisfaction and ease of use

**Notes:**
A.  Introduction and Preliminaries

1. Goals
The Serials Cataloging Cooperative Training Program (SCCTP) provides workshops in serials cataloging and serial holdings.  
Each workshop focuses on standards.
The goal is to increase knowledge of, and use of, standards both 
by libraries and by library system vendors, suppliers, and utilities 

The SCCTP Program is convinced that in following standards, libraries large and small will see benefits such  as those given here.

## Participants’ goals

-  SCCTP Serial Holdings Workshop

- Be able to create a simple holdings record
- Be able to interpret staff and public holdings displays
- content  (sources of data in libraries)
- layout/punctuation  (display standards--*Z39.71*)
- structure/coding   (*MARC Format for Holdings Data*)
- Be aware of basic holdings documentation
- Be aware of issues such as quality control and data sharing

**Notes:**
To achieve these goals, the workshop is designed to help participants:
create a record according to standards
understand displays which conform to the current library holdings standards, in
content  (which may be derived from one or more library processes and is governed by NISO Z39.71, Holdings Statements for Bibliographic Items)) 
layout/punctuation (the current national standard is NISO Z39.71)
coding  (current standard is MARC21 Format for Holdings Data)
 be aware of the basic holdings documentation (see end of Appendix 1 for ordering information)
 understand how holdings information is created and maintained in systems, and shared among systems.

## What library functions are served by holdings standards?

-  SCCTP Serial Holdings Workshop

- check-in and other acquisitions processes
- Binding and labeling
- circulation
- ILL / union listing
- federated searching
- display of multiple locations/multiple formats
- links to library holdings from indexes
- reference /preservation/collection development!
- output of holdings to other products (e.g. ERM)

**Notes:**
 Library Functions involving holdings data 
a. generated through check-in of serial issues, and other acquisitions processes.
b. normally  used again, and sometimes altered by compression, in the functions of binding and labeling a volume.
c. can include the elements--such as barcodes-- which allow a circulation transaction to be recorded.
d. crucial to interlibrary loan, and can be submitted to a  union list, which helps remote users.
e. Z39.50 searching can combine holdings data from more than one location for a unified display of holdings of the same material.
f. can be formatted for display of multiple locations and allows display of data describing multiple formats of a single title, linked to one record
g. facilitates links to library holdings from article citation indexes (hooks to holdings)  Note:  Open URL link resolvers, such as ExLibris’ SFX, may play a role here.
h. In an era when up to 40% of reference questions are answered by information found in serials, when newspapers and older journals are deteriorating and need preservation,  and budget share going to serials is still increasing, causing headaches for collection development, 
i. and links are needed to software such as the ERM module or the cooperative journal storage management program,

accurate serial holdings are a vital resource to any library!

## Why use the standards?

-  SCCTP Serial Holdings Workshop

- Individual library benefits
- The database will be transferable from system to system.
- If you start with a standard record, it is far more likely you will be able to enhance your system as new software becomes available.
- You can buy the records rather than create them from scratch.
- The database can be used for resource sharing.
- Use of standards keeps the cost of automation down.
- -Source:  Sharon Charles’ presentation on “Cost, Standards, and the Bibliographic Database” (Minnesota, 1989)

**Notes:**
Why use standards for holdings?
Migration is easier
Upgrading to a new version of your old system is easier
It is even possible to purchase holdings records from vendors, publishers, or from other libraries editing to suit your holdings profile
You can send your records to union lists, participate in library-to-library data exchanges, or even, in certain cases, sell them.
You escape all the extra programming costs to parse and delimit your data, because it is already in standard format.

## Why use the standards? (Cont.)

-  SCCTP Serial Holdings Workshop

- Why use the standards? (Cont.)

- Community benefits
- More consistency in holdings data
- Continuing, cooperative development of usable holdings standards
- Increased documentation and interpretation of holdings standards
- Cooperative and competitive urging of system vendors and utilities to implement standards
- Shared archives of electronic holdings data
- Effective displays for users
- Ease of use for everyone

**Notes:**
Community benefits
a.  Consistency in data greatly aids remote searchers and automated data exchange
b - e.  Collaboration
 	in making the Format work for our libraries by communicating with our standards bodies about needed improvements, 
	in providing better guidance in the form of interpretation of the standards for ourselves and our vendors
	writing the documentation that will make the standard usable
	conducting the training, such as this CONSER training
 creating archives of data for common use
f. Effective display for users:  it may mean negotiation with your system vendor to give you the features you need to display the holdings intelligibly. 
 g.  Ease of use:  It’s also important to get these features in a form that makes your job easier too.  That’s not a luxury, because if it’s too hard to understand and too hard to do, people won’t do it. 

## Two standards for holdings

-  SCCTP Serial Holdings Workshop

- Z39.71:  Focuses on the *data* and how it should *display *to patrons and other libraries
- MARC Format for Holdings Data (MFHD):  Focuses on *communication*

**Notes:**
There are two holdings standards, each with its respective role to play:
The display standard prescribes content and defines how the presentation of the content should be handled in any kind of display.  
The communication standard defines the data elements that should be communicated, stored, or manipulated by the computer.
Use of the one does not necessarily imply the other is followed; but they are both standards that we are urged to implement wherever possible.
Examples in the workshop will conform to Z39.71 unless otherwise noted.

## Analogous relationship of standards

-  SCCTP Serial Holdings Workshop

**Analogous relationship of standards**

***   ***_***Content***_*** ******	******	****** ***
***  ******AACR2 ******	******	******  ******	******	******	***
***   ***
***  ******Z39.71 and its******              ***
***  ******predecessors  ******	***
***	****** ******	******	******	***

***   ***_***Communication***_
***  ******MARC Format for  Bibliographic Data***
***  ***
***  ******MARC Format for***
***  ******Holdings Data***

**Notes:**
Analogies
The relationship of the holdings display standard, Z39.71, to the MARC Format for Holdings Data is analogous to the relationship of AACR2 to the MARC Format for Bibliographic Data. 

## Display standard:    Z39.71(2006)

-  SCCTP Serial Holdings Workshop

- Example:  Detailed level 4				   v.1:no.1-2:1(1995:Jan.-1996:Jan.)    _OR _
-   v.1:no.1(1995:Jan.)-2:1(1996:Jan.)
***handles all formats, flexible:***
***summarized or detailed***
***itemized or compressed***
***open holdings possible ******	***
***multiple presentation options ***
***standardized, simplified  punctuation***

**Notes:**
Display Standards: 
Z39.71  (Holdings Statements for Bibliographic Items (2006)
History of the NISO display standard shows a gradual evolution..  There is an Appendix 1 for this history. 
It took a while to coordinate the rules for serials and non-serials, and those for summary holdings with those for detailed holdings (which used to be on separate standards)
Newest standard shows increased comprehensiveness, flexibility (with presentation options) and simplification.   
It has four  levels from least to most detailed.  This screen shows a detailed, Level 4 or 5 holdings statement.  Detailed level holdings show exactly what is held, expressing it in terms of what is held rather than what is missing.  The next level below (Level 3) shows only that any volume shown has some part held by the library.
Instructors are free to discuss the punctuation and layout of this holding in whatever detail they wish.. 
We suggest that the hierarchy be pointed out: use of colon, chronology in parentheses, dropping of captions (introducing this word) possible after hyphen. 
May say that use of captions is one of the elements of the standard that has varied the most.
 Show that each part of holdings data is categorized here and that is what makes it capable of being parsed/mapped, e.g., by computer.   
Consistent punctuation in holdings statements enables them to be mapped even if not MARC-coded.

## Important Z39.71 Concept:Level of specificity

-  SCCTP Serial Holdings Workshop

- Important Z39.71 Concept:Level of specificity

- The holdings record can state which level of the _display standard_ you are using (**3, 4,** or **5**)
- [**1** rarely used for serials; **2** --limited retention]
- Level **3** “*summary level*,” library holds at least some part of each volume shown
- Level **4** “*detailed level*,” shows gaps in holdings explicitly down to the issue level
- Level **5** “*detailed with piece designation*,” adds barcode for each physical piece

**Notes:**
In  several places in the holdings record you must state which level of the display standard you are using.
The lowest level says only that you hold the title; 2 is often used when holdings are not specific, but a general note about retention for a limited period. 
Level 3  “summary level” -- volume listed if any of it is held.  Display ordinarily is in terms of a summary or a range around gaps (first vol.-hyphen-last vol.) 
Level 4 “detailed level,” shows exact holdings; all gaps down to the issue level. Levels 4 and 5 may display either as a range or ranges (fully compressed), or itemized (fully uncompressed, or partially compressed to volume level). <See below> 
Level 5 is “detailed with piece designation,” which ordinarily means you have barcoded the issues or volumes shown.  This is an extra level developed outside Z39.71.
Level 4 or 5 does not necessarily mean that each issue or even volume is given separately.  It may be given compressed into a statement that shows the first and last holdings units, connected by a hyphen. 
If you are checking in, you are naturally checking in at the detailed, issue level. Later when you bind, you can compress the issue detail into a volume-level holding.  Note: gaps in incomplete volumes still have to be shown. 
If you have several volumes, you can further compress the volume detail into a range. Note: all gaps in  ranges still have to be shown. You can even have an “open holding” ending with a hyphen--as long as you guarantee you are monitoring receipt at the issue level.  If not, you should use Level 3.

## Level of detail or specificity cont.

-  SCCTP Serial Holdings Workshop

- The _level of detail, or specificity,_ of a holding, refers to the accuracy with which it describes a holding; is there a guarantee that the statement contains information about any gaps, down to the issue level?
- Example:  If you are missing v.4, no. 3:
**Level 3:****	****	**v.1-5(1990-1994)
**	****(Summary)**
**Level 4:****	****  ****	**v.1-3(1990-1992) v.4:no.1-4:2
**(Detailed)****     ****	** (1993:spring-1993:summer), 				v.4:no.4(1993:winter) 	v.5(1994)

**Notes:**
Level of detail, or specificity (Levels 1 through 5, continued)
The concept on this screen and on the next screen are often confused, in particular because Level 3 holdings is often called the “summary level,” and it is true that most holdings at this level would be expressed in ranges.  They break only when a whole volume is missing.   
Level 4 holdings are accurate to the issue level, and may be compressed or itemized.  But a Level 4 statement must end whenever there is even one issue missing, and begins again after the gap.  In the MFHD, volumes with gaps are “broken out) and given on separate lines at Level 4.
<Trainees may ask whether volume 4 can be expressed as v.4:no.1-2,4(1993:spring-summer,winter), or as v.4:no.1-2,4(1993) in level 4.  In  local holdings it may be desirable, though Z39.71 #5.5.4.1. requires the holding in two statements around the gap, as shown on the screen (“repeat all levels of enumeration at the beginning and end of each range held.”)  Note: enumeration and chronology are displayed separately here; that is an option; they could also be displayed together, as on the next screen.
<Another problem arises when the library wishes to indicate which volumes are incomplete but does not have information to give detail. In the author’s opinion, the complete volumes should be given at level 4, and the incomplete ones at level 3 (a note “incomplete” can accompany the statement.) This question has not been addressed formally by the standards.>
Level of detail or specificity governs the first indicator of a holdings field (863, 864, or 865), as you will see shortly.  
Form of holdings (compressed or itemized), described on the next screen, governs the second indicator. 

## Another important Z39.71 concept:Form of holdings

-  SCCTP Serial Holdings Workshop

- Another important Z39.71 concept:Form of holdings

- The form of the holdings refers to whether they are  compressed (given in ranges of issues or volumes), or itemized (given as item-by-item issues, or volumes)
- This concept is different from *levels of detail or specificity; *it is concerned with the form of the holdings, not their accuracy
**Compressed:** 	v.1(1990)-5(1994)      _**OR**_
- 				v.1-5(1990-1994)
**Itemized:****	****	**v.1(1990)		v.4(1993)
- 					v.2(1991)	 	v.5(1994)					v.3(1992)

**Notes:**
Form of holdings:  compressed or itemized
<In the new version of the workshop, we have followed recommendations to separate this terminology, which has long been mingled in the literature, using summary/detailed for specificity, compressed/itemized for format>
 Compressed holdings means that a range of holdings is recorded in one statement beginning with the first unit and ending with the last unit held.
 Itemized  holdings mean that a separate line is created for a separate issue, part, or piece of a title.
The same holdings record can have a mix of compressed and itemized holdings. This is useful for entering retrospective holdings and currently received issues on the same record, as we showed a moment ago. 
A further complexity:
 A system may display itemized holdings as compressed holdings in the OPAC through automated compression
OR
      A system may have the capability of taking compressed holdings and displaying them at the issue level through automated expansion.

## Communications standard

-  SCCTP Serial Holdings Workshop

- Deals with *transmission of data* from one computer to another
- Defines data elements and their coding
- Does _not_ require any specific content, nor does it necessarily generate a specific display
- Standard examples:  The MARC formats, including the ***MARC21 Format for Holdings Data**** *(2000)

**Notes:**

Communications Standard
The MARC21 Format for Holdings Data is the current version of this standard and is the subject of the rest of the workshop.

In  contrast to display standards, a communications standard does not prescribe content, but focuses on how data may be transmitted from one computer to another.  
The process of communication involves defining data elements to be communicated.  The more specifically data elements are defined, the more sophisticated the possible manipulations of data can be, such as searching, coordinating with external data, statistical reports, etc.

## How complete is the run?  

-  SCCTP Serial Holdings Workshop

- How complete is the run?
- Is this title currently received?
- Do you have plans to cancel the subscription?
- How is it acquired?
- Is it retained permanently, or for a limited time?
- Do you lend? Do you allow photocopying?**               *****and of course,***** **
- What individual ***parts*** of the run do you hold? In what ***formats***?
*Fine print:  MFHD does not tell users whether a volume is on the shelf.  This information is found in the local item record*

**MFHD**** ****can answer these questions *****if***** coded correctly:**

**Notes:**
Display of holdings to staff and users
The coded and textual information can answer many questions for staff and public.
The fixed and control fields are coded with library policy and other information about the title.
The checked-in holdings remain and may be compressed  for storage and display.  The pattern remains in the record to govern the process of compression/expansion.. 
Some local transaction and availability information is not part of the MFHD, but instead resides in the local item record.  However, it may be combined with MFHD information for display to local and even to remote users.
Reports of this information can be generated for local, regional, national, or other use.

## For current receipts MFHD starts with an issue

-  SCCTP Serial Holdings Workshop

- For current receipts MFHD starts with an issue

**   ****Journal **
**of **
**Soapbox**
**Oratory**

-       NEW ENGLAND SOAPBOX SOCIETY

- Issue numbering and          dates are the basis for the MFHD** ***publication pattern**.  * With pattern codes, the system can predict future issues, which are then checked in automatically.
- (Coding is in Session 4)

_** **__**Enumeration**_** ****      **_**Chronology**_

**Notes:**
Where does the process start?

A library may set up a MARC holdings (MFHD) record at any point for a number of different purposes. For a new serial title or setting up a system for the first time, the predictive check-in record is set up using MFHD coding.  The MFHD predicts arrival of new issues by means of an embedded pattern.
Publication pattern coding in the MFHD is covered in Session 4.  

## In the bibliographic record...

- Volume 3         June
- Number 1        1999

**   ****Journal **
**of **
**Soapbox**
**Oratory****              **

- NEW ENGLAND SOAPBOX SOCIETY

**310     Bimonthly**
**500     Description based on:  Vol. 3, no. 1 (June 1999).**
**500     Latest issue consulted: Vol. 3, no. 6 (Apr. 2000)**
**	**

***(first issue in hand may not be true first issue)***

**Notes:**
Some may wonder, how does this relate to the bibliographic record?
Setting up check-in is often done at the same time as cataloging.  Also, we can scan an existing record for clues to a serial publication pattern.
In the case of this journal, we (or the previous catalogers) have determined the frequency to be bimonthly.
We don’t have Vol. 1, no. 1; so we don’t know whether or not this is the first issue of the Journal of  Soapbox Oratory, since the title may have changed.
 We don’t give enumeration and chronology in a formal statement, but instead give a “Description based on” note showing the issue cataloged from.
Since the serial is current, we use a 500 with “Latest Issue Consulted.”
All  information will help set up check-in and holdings as well.  Later sessions will detail that process.
<Some trainees may notice that the 500 does not use NISO punctuation.  A good observation, illustrating the separate tracks followed in the development of these standards.>

## A holdings display in the OPAC 

- A holdings display in the OPAC

- TITLE: 		Journal of soapbox oratory.
- PUBLISHER:  	New England Soapbox Society
- SUBJECTS: 		Oratory--Periodicals.
- LOCATION: 			CALL NUMBER:
- Main Library/Periodicals	 	Shelved by title
- LATEST ISSUE RECEIVED: 	v.4:no.1(2000:June)
- NEXT ISSUE EXPECTED: 	            v.4:no.2(2000:Aug.)

**Notes:**

Once issues start coming in, they are recorded in the check-in record, which updates the holdings record.  The holdings record displays in the OPAC—at least the part of it that would interest users.  (Users are interested above all in what volumes and issues are available.)
The display may be the vendor’s own design.  The presence of MARC coding does not guarantee a NISO display.

## Behind the scene is its MFHD record

- LEADER:   #####cy   22#####4n 4500
- 004:             AAC-1885
- 008:             8505254u    8    0001uu   090824
- 852 51         FLUNT $b Main Lib $c PER
- 853 20         $8 1 $a v. $b no. $u 6 $v r $i (year) 				  $j (month) $w b $x06
- 863 41         $8 1.1 $a 3 $i 1999/2000
- 863 41         $8 1.2 $a 4 $b 1 $i 2000 $j 06

**Notes:**
 This is a possible generic MARC Format for Holdings Record that is operating behind the scenes. In most systems, this displays only to local staff.  (Some systems helpfully provide this data on command even remotely)
This display shows volume 3, which is now compressed to the volume level; and volume 4, number 1.  Note:  the 1st indicator value of 4 in the  863 repeat of vol. 3 may generate some discussion as, in the alternate interpretation of the holdings standards it can/should be 3.
This is a tagged display. Some systems use labeled displays (often called a graphic user interface, or GUI) so that the MARC field tags and coding are hidden from the person entering data, though the input data may be stored in MARC.
It is important for you to know the relationship of what labels have been assigned to each MARC field tag so that you are able to input data correctly.  Without this knowledge, also, you cannot evaluate your system and its prospects for developing further MFHD functionality.

## An issue is ready to check in

- EXPECTED ISSUE CHECK-IN
- TITLE: Journal of soapbox oratory.
- ISSUE                       STATUS            EXPECTED
- v.4:no.2(2000:08)       	       		08/01/2000

**Notes:**
An example of a possible generic system serial check-in screen.
When this issue is checked in as received the MARC holdings record has a new line created for this issue.
Note again that the display is not necessarily in the same format as the underlying MARC.
<The next slide shows the line being created>

## A line is added to the MFHD record

- LEADER:   #####cy   22#####4n 4500
- 004:             AAC-1885
- 008:             8505254u    8    0001uu   090824
- 852 51         FLUNT $b Main Lib $c PER
- 853 20         $8 1 $a v. $b no. $u 6 $v r $i(year) 				  $j(month) $w b $x06
- 863 41         $8 1.1 $a 3 $i 1999/2000
- 863 41         $8 1.2 $a 4 $b 1 $i 2000 $j 06
**863 41         $8 1.3 $a 4 $b 2 $i 2000 $j 08**

**Notes:**
 Volume 4, number 2 has now been added to the holdings record.

## A run of a serial title can be entered in the MFHD record with:

**10**

**1**

**2**

**3**

**9**

**8**

**4**

**5**

**6**

**7**

**             ****v.11no.2**

**           ****v.11no.3**

**                 ****v.11no.4**

**Journal**
**of  ABC**

**Journal**
**of  ABC**

**Journal**
**of  ABC**

**Journal**
**of  ABC**

**Journal**
**of ABC**

**Journal**
**of ABC**

**Journal**
**of ABC**

**Journal**
**of ABC**

**Journal**
**of ABC**

**Journal**
**of ABC**

**JABC**

**JABC**

**JABC  **

- Separate lines for each whole volume, plus lines for unbound issues
- A range statement (coded or textual, detailed level or summary level, open or closed)
- Or a combination.

**For retrospective holdings**

**Notes:**
Retrospective holdings
An MFHD record may be also be created retrospectively as long as any of the title is held by the library.  The holdings can be in itemized or compressed form.  
Retrospective holdings may come from paper files, if serial holdings were not converted, or from non-MARC computerized files.  Particularly in these cases, new MARC field(s) may contain plain text, called textual holdings.  Many systems can convert non-MARC online holdings to textual holdings.  With fuller information, coded holdings may be used.
A textual holdings statement may also be used to record retrospective holdings for past volumes, while issues of currently received titles are detailed; or the range can be left open; or it can be closed each time an issue arrives.  (Some systems do one of these things automatically.)
Holdings statements should conform to the NISO standard for recording library holdings, especially as regards level of specificity.
Recording coded holdings is covered in session 3; textual holdings are in session 5.  

## A holdings display in the OCLC Union List

- A holdings display in the OCLC Union List

**Notes:**
MARC Holdings records can also exist in union lists.  In fact, it was the SOLINET union list that originally developed the MARC Holdings standard!!

In a union list environment, display is still important.  The difference is that holdings formany libraries are displaying together, rather than one library displaying its own holdings.

Another difference is that the holdings record frequently drives behavior on an ILL system.  This may affect which data elements a library chooses to code, and how it chooses to code them.

## Behind the scenes are many MFHDs(aka Local Holdings Records or LHRs)

- Behind the scenes are many MFHDs(aka Local Holdings Records or LHRs)

**Notes:**
Note (in case anyone asks):  The SUMMARY is technically not part of the MFHD.  It merely displays on the screen embedded with the MFHD for the convenience of the library staff using the system.  

## Vendor implementations of the standard

**Full or partial implementation?****	****	**
**What has my vendor *****really***** implemented?**
**ASK!**

**Notes:**
 Full implementations take full advantage of all the tagging and coding in the MARC holdings record to produce intelligible displays, reports, check-in, prediction of expected issues, updating, circulation, etc.  
  Partial implementations may only use some of the MARC fields or coding. 
 For example, some systems cannot correctly predict on seasons instead of months; many others lack some of the defined patterns.
 How do I know what my system implemented?
Ask, Ask, Ask, Ask!
 Look at vendor documentation regarding functionality. 

## 
Ask specific questions, e.g., “Can you generate all parts of an 85X/86X field from receipt data?”
Will data be correctly converted from my current system?
Get good answers (and hard evidence) before you purchase!!

**Ask specific questions, e.g., “Can you generate all parts of an 85X/86X field from receipt data?”**
**Will data be correctly converted from my current system?**
**Get good answers (and hard evidence) **_**before**_** you purchase!!**

- Vendor implementations of the standard

**Notes:**
Ask how the system utilizes the coding in the MARC record to display data, produce reports, or customize for a library-specific purpose.  Make questions as specific as possible, not just “Do you follow the standard?  but, e.g., “Can you generate all elements of the 85X and 86X fields from receipt data?
If you currently use an automated system, ask if the new vendor is able to convert all of the existing data.  Account for all possibilities.  Test the conversion.
Use the RFP process to specify your desired features before purchase of a system.  Make sure that the offered functionality is truly there or that firm progress is being made.  Require accountability.

## Summary

- Standardized holdings records ............
- Are used by staff to manage multiple functions in multiple environments (local systems *and *union lists)
- Are composed of two standards:  Z39.71 and MFHD
- May allow data to be entered in a tagged or a labeled (GUI) version of MARC, depending on the system (Access to a tagged display is desirable no matter what the primary interface is)

## Summary

- Standardized holdings records ............
- Use embedded patterns to predict expected serial issues
- May allow itemized data to be compressed for display, or compressed data to be itemized for display

## 1. v.1-8(1993-1996) Quarterly; v.3,no.2 missing        ____S___  _____C__

**Session 1 Exercises**
- Identify whether the following holdings statements are: a. at summary or detailed _level_ (**S** or** ****D**)  b. in compressed or itemized _form_ (**C** or **I**). The first is done for you.
- 1. v.1-8(1993-1996) Quarterly; v.3,no.2 missing        _______**S**____  ______**C**___
- 2. v.108:no.1-108:18    Weekly               		 ________ _________
- 3. 1990,1995,1996,1997    Annual                   	________ _________

## 4. 1908:Jan., 1908:Feb., 1908:March    Monthly ______  ________

- 4. 1908:Jan., 1908:Feb., 1908:March    Monthly ______  ________
- 5. v.78(1983)-     Quarterly; no gaps                     ______ ________
- 6. Extra challenge:  v.22:no.1-22:no.6,v.23:no.2, v.23:no.4
- 		                                               **_______  _______**

**Session 1 Exercises**
- Identify whether the following holdings statements are: a. at summary or detailed _level_ (**S** or** ****D**)  b. in compressed or itemized _form_ (**C** or **I**).

## Session 1 Exercise Answers

- summary, compressed
-  detailed, compressed
- detailed,  itemized
- detailed, itemized
- detailed, compressed
- detailed, both compressed and  itemized (or call it compressed)!

**Notes:**
Another term for “itemized” is “uncompressed.” 

Note: Try to keep the distinction between “summary level” and “compressed form” clear, though it is definitely confused by many writers (including myself in earlier versions of the course).  Fr

Trainers:
Expect to spend some time reviewing these exercises.  Exercises 3 and 5, in particular, may generate some discussion.

In #3, the holdings are detailed, even though only the year is listed in the holdings, because the publisher published only the year on the issues.  Therefore, all levels are present.

In #5, there are no gaps present, and the form is compressed.  Therefore, all the issues and all of the levels are implicitly present and have “rolled up” to their present form.  Although the holdings appears to be summary at first glance, they are actually detailed.  This is in direct contrast to exercise #1 where there is a gap, and all of the levels are not implicitly present.

To determine, in a case such as this, whether the holdings are really detailed or summary, we need the MFHD indicator set to explicitly tell us the level.  The indicator values are discussed in Session 3.

In 6, there is no possibility of compressing these detailed holdings further, because there are gaps between the range and between both individual issues.  Therefore, even with some itemization, this constitutes a compressed statement at the detailed level