# Presentation: 781430

## Holdings Session 2 -Overview, Fields 001 through 852

- Holdings Session 2 -Overview, Fields 001 through 852

***How do we structure a holdings record?***
***What is the link to the bibliographic record?***
***What do we use fixed field codes for? ***
***How do we display location and call number information?***
***What notes are useful?***
***How can this information be utilized by automated systems?***

## Structure of the MFHD

- Leader and Directory
- Variable Control Fields (001-008): codes aid retrieval, encode library policy, processing information, apply Z39.71
- Variable Data Fields (010-880): include control numbers, notes, and holdings data
- 010-099	Numbers & Codes
- 5XX		Notes
- 8XX		Holdings data, location, call number 			and notes

**Notes:**
Overview of the MARC21 Format for Holdings Data 

The structure of the MFHD record has roughly the same structure as that of the bibliographic record 
1. Leader, Directory --identify record
2. Variable Control Fields (001 through 008)
further specify record and item
identify library policies relating to item
some values relate to Z39.71 standard. 
they are useful for retrieval and data management 
3. Variable data fields (010-880) 
describe item
give location (for single part item); piece holdings (for multi-parts and serials); access information (for remote resources)
most important fields shown on the screen, referred to in rest of session

## The Journal of ABC

**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  **

**The Journal of ABC**

**Notes:**
This slide was first shown in Session 1 .
It is the serial represented by the holdings record on the next slide.

## Sample MFHD Record & Resulting Display

- Journal of ABC.
- Type: y  Encod.L: 4  Rec./Acq.: 4  Acq.Meth.: p  Int.toCanc:
- GenRet: 8  Spec.Ret:        Lang.: eng  Sep/comp: 0  Copies: 1
- Completeness:  1   Lend: b  Repr: a
- 004      $a AA32059
- 007      $a ta
- 852 51 $b 30000 $c Reading Room
- 853 20 $8 2 $a v. $b no. $u 4 $v r $i (year) $j (month) $wq $x03
- 866 41 $8 1 $a v.1-10(1990-1999)
- 863 41 $8 2.1 $a 11 $b 1 $i 2000 $j 01/03 $z Reserve
- 863 41 $8 2.2 $a 11 $b 2 $i 2000 $j 04/06
- -----------------------------------------------------------------------------
- Journal of ABC.
- Location:  GenLib Reading Room.  Currently received. Shelved by title.
- Holdings:  v.1-10(1990-1999)
-                 v.11:no.1(2000:Jan./Mar.) —Reserve
- 		     v.11:no.2(2000:Apr./Jun.)

**Notes:**
Sample record
<Instructors may refer to this record at any point to show how coding fits together.>

Features of the record:
References journal pictured in last slide
Elements generating displays (in blue):
008:06 (Rec./Acquisitions status) --  Currently received
008:22-24 (Language)  -- translates codes into natural-language names of months
852 1st indicator  --  Shelved by title
852$b  --  Gen Lib (i.e., often a translation of a code)
852$c  --  Reading Room
866  (Textual Holdings Field)  --  v.1-10 (1990-1999) 
853 plus first 863  --  v.11:no.1(2000:Jan./Mar.) Reserve*
   (*that special status could be coded specifically in an item field, which is not yet widespread in implemented systems.  
<Instructor:   Items are included in Appendix 10>
853 plus second 863  --  v.11:no.2(2000:Apr./Jun.)

## MFHD:  fixed-length data(tagged display)*

- MFHD:  fixed-length data(tagged display)*

**Type:_  Encoding lvl:_  Acquis. status:_**
** ****Acquis. method:_  Lang:_ _ _  Compl:_ **
**Gen ret:_  Spec ret:_ _ _  Sep/comp:_****	****	**
**Lend:_  Repro:_  Cancel:_  Copies: _ _ _ **
**------------------------------------------------------------------**
********Shows a hypothetical tagged screen--no specific system display intended!***

**Notes:**
The Holdings Fixed-Length Data Elements (a mixture of Leader & 008 Fields)

What the codes do:
Give information about the record and about the specific copy of the work whose holdings are being given. 
Codes may be sorted into indexes so that the record may be retrieved by someone looking for certain bibliographic characteristics, e.g., receipt, retention, and lending parameters.
Codes may be used to compose local or national reports. Some relate to Z39.71 data definitions.

What you see:
The display onscreen is a tagged and labeled display.  It is purely hypothetical., not reproduced from any system in existence.  
Displays are proprietary. (One vendor’s may not look like another’s.)
Currently, vendors often use a customized (usually GUI*) interface. 
Some features likely to be seen in new systems:
	graphic representation of data elements as icons, onscreen “objects”
	rearrangement of data to suit vendor purposes
	drop-down menus of clickable choices, or tables revealed by clicking on a field
	context-sensitive help

*graphic user interface, pronounced “gooey”

## Holdings control fields

*001      Control Number (System Maintained)*
*003*     *Control# ID (System Maintained)*
- 004    Control Number of Related 			Bibliographic Record
*005 *      *Date/Time of Latest Transaction (System **	**	**Maintained)*
- 007    Physical Description Fixed Field

**Notes:**
Holdings Control  (00X) Fields
	Many of these data elements are system-maintained. 
	No indicators or subfield codes.  
	Meaning determined by character position, so each character position must contain either a code or a fill character.
Note on color coding:  Fields in green are typically generated and maintained by the system.  Fields in peach may be generated by the system but may also allow users to edit or change the value in the field.

004
 Used with separate (not embedded) holdings record.
 The 004 usually serves as the link to the bibliographic record.  This link is commonly also used for record exchange; however, in some systems, internal linking, and even exchanges could be done on some other data element--e.g., LCCN, CODEN, ISSN, or some of the numbers shown here or on the next screen.
 If this is the link in your system, deleting or altering this field should be done only when re-linking is intended! 

007 
Codes copy-specific physical information that describes a format.  This information may appear textually in the holdings note fields 841-843.
 Ordinarily matches 007 in bibliographic record.
Together, 007 and associated notes can distinguish a separate version or format of a work (Multiple versions)
i.e., the bibliographic record may describe the original format, and be linked to multiple holdings records for different versions, distinguished by 007 coding and notes.

## Other control numbers

**010****  ****	****LCCN**
**014****   ****	****Linkage number ****	****	****(for other bibliographic agency, e.g., ****	****	****a bibliographic utility)**
**020, 022, 024**** Standard control numbers****027****  ****	****Standard technical report number**
**035****  ****	****System control number**

## Leader elements

- _  __The Type Code  (Leader 06)_
- x		single-part item
- v		multi-part item
- y		serial

**POP**
**1996**

**  ****POP**
** ****1998**

**My Book**
**by**
**I.M.**
**Author**

**Notes:**
Leader
Two leader elements are commonly managed by staff working with holdings:

Leader 06, the Type of Record code, is a one-character code that indicates the characteristics of and defines the components of the record.

The byte is often system-set from elements in the bibliographic record. The system generates other Leader elements as well, but on the next screen, there is an editable Leader element: the Encoding level.

## Leader elements

-    _Encoding Level (Leader 17)_
- 1		item, library
- 2		item, library, report date, optional policies
- 3		item, library, policies, summary holdings
- 4		item, library, policies, detailed holdings
- 5 	item, library, policies, detailed holdings, 		and individual piece designations
- m	mixed holdings
- z		other holdings level

**Notes:**
Leader 17, the Encoding level

Encodes level of detail, or specificity, discussed earlier in connection with holdings display standards for the item as a whole.  In the case of serials, this would be the encoding level for the entire run of volumes held.  Single-part items may have a system-set default level of 1.
<The instructor may want to refresh memory of the difficult distinction between Levels 3-4 (and 5 and m) for serials.>
The difference between 3 and 4 is the difference between a holding accurate to the volume level only, and a holding explicitly stating all gaps.  It is the accuracy to the issue level, and not the itemized or summarized format, that distinguishes Level 4 from Level 3. Illustrate, if desired, on flipchart:
    v.1 [incomplete] v.2 v.3   --the first statement is encoding level 3
   v.4-10  -- this field, if holdings known to be complete, can be coded 4.
Level 5 adds a piece designation, or identifying number (a barcode or accession.number) which may reside in an attached item record if the holding is itemized
Level m shows that all of the holdings are not at the same level of specificity. May be used, for example, when retrospective holdings are added from a non-MARC source to a record for a currently received title.

## Receipt or acquisition status: 	  008/06
1  Other  (None of codes appropriate) 2 (ceased or complete), 3 (on order), 4 (currently received), 5 (cancelled or not now receiving)
Acquisition method:     	     	  008/07
	 c, d, e, f, g, m, n, p, u, z  (mnemonic codes)

_**Receipt or acquisition status**_**: **	  **008/06**
**1  ****Other**  **(None of codes appropriate)**** 2 ****(ceased or complete), ****3**** (on order),**** 4**** (currently received), ****5 ****(cancelled or not now receiving)**
_**Acquisition method**_**:     ****	****     ****	****  ****008/07**
- 	 c, d, e, f, g, m, n, p, u, z  **(mnemonic codes)**

- 008 elements

**Notes:**
A library could use the Receipt or Acquisition status code to generate automatic notes for currently received or cancelled titles, or to index for automated response to a Z39.50 query.  It is also crucial for union list formatting, if a library union lists its holdings with OCLC.
The byte for Receipt or Acquisition Status (008:06)  was redefined in 2000 to be compatible with the ISO international standard. 
If the serial ceases or changes title, the code is 2.  (“Complete” here does not mean “held in full.” It means “no longer published.”)
If the serial is still published, but cancelled locally, the code is 5.

Several mnemonic codes exist to indicate the Method of acquisition.
c - Cooperative or consortial purchase
d - Deposit
e - Exchange
f - Free
g - Gift
m - Membership
n - Non-library purchase
p - Purchase
u - Unknown
z - Other method of acquisition

## (4 character positions)
	date of expected last issue, or of   cancellation of the order

	yymm       [date of last expected part; if not known, 			date of cancellation]
	uuuu         [to be cancelled, date unknown]    
	[blank]      [no intention to cancel or not applicable]

- (4 character positions)
- 	date of expected last issue, or of   cancellation of the order
- 	yymm       [date of last expected part; if not known, 			date of cancellation]
- 	uuuu         [to be cancelled, date unknown]
- 	[blank]      [no intention to cancel or not applicable]

_**Expected Acquisition End Date:**_**     ** 008/8-11

**Notes:**
The Expected Acquisition End Date provides the date of cancellation of an order, or the date of the last issue, or date of expected receipt of that issue. 

## General retention policy	008/12

_**General retention policy**_**	**008/12

- 	**0**  Unknown
- 	**1**  Other general retention policy
- 	**2**  Retained until updates received (e.g., loose leaf)
- 	**3**  Sample issue retained
-    **4**  Retained until replaced by microform
- 	**5**  Retained until cumulation or replacement volume                                 	received	(e.g. a CD-ROM title)
- 	**6**  Retained for a limited period
- 	**7**  Not retained
- 	**8**  Permanently retained

**Notes:**
General and Specific retention codes show whether and for what period the serial is retained.
Can generate notes.
Could be read by union listing software.
Permanent retention = 8. 

## Specific retention policy   		008/13-15(3 character positions)					

- _Specific retention policy_   		008/13-15(3 character positions)

-   [3 blanks]   no specific retention policy
-    l	      latest						*pos. 1*
-    1-9	      number of units			*pos. 2*
-    m      y       e        i         s			*pos. 3*
-    months  years   editions   issues    supplements

**Notes:**
A Specific retention code is used when General retention value is 6.   Has three character positions--
either  p (previous) or l (latest)
digits from 1 to 9
i (issue), e (edition), y (year), m (month), s (supplement)

If the General retention value is anything other than a 6 (an 8, for example), then the specific retention policy values are blank.

If the number of units to be retained exceeds 9, use a public note $z in the 852 field (to be discussed later in this session).

## Completeness 			008/16  

_**Completeness **_**	****	****	****008/16  **

- An estimate of entire run or institutional holdings (all copies)
- 	 				[limited retention / no estimate of
-     0  Other 			   completeness]
- 	1  Complete             	[95% or more]
- 	2  Incomplete           	[50-94%]
- 	3  Scattered holdings   	[Scattered]
- 	4  Not applicable     	[Could be set by system for single-    					part items]

**Notes:**
Completeness is not widely used according to surveys.  
Could be used, e.g., to sort interlibrary loan queries or Z39.50 retrievals.
Difficulties in coding:
split runs or multiple copies 
perhaps best to use only institutional level in this code--<possible discussion point?>
changing percentages as more of the title is acquired, or gaps occur

## Number of copies reported	    	008/17-19(3 character positions)

- _Number of copies reported_	    	008/17-19(3 character positions)

- 001		one copy reported
- 002		two copies reported
- 				etc.
-   *how many copies are represented by the holdings record?*

**Notes:**
Number of copies reported is coded for one or multiple copies reported on one MFHD record.
Most systems will generate a default “001” for this element.
The definition of  “a copy” of a serial differs from library to library, since in large libraries, many single runs may be held partially in more than one location.   A multiple copy code should probably be reserved for those items where a substantial part of a title is held in multiple copies and the copies are on the same record. Probably most users will report their different copies on separate records.

The definition of “copy” is a possible discussion point.

## Lending policy		     Reproduction policy 008/20			     008/21

- _Lending policy__	__	_     _Reproduction policy _008/20			     008/21

**a**	    Will lend		     Will reproduce
**b****	****	**Will not lend         Will not reproduce
**c**		Will lend hard
-         copy only
**l****  **	Limited lending
-         policy
**u****	****	**Unknown		     Unknown

**Notes:**
Here are values that are being coded in the 008 field to guide interlibrary loan and union listing operations.

On the basis of these codes, for example, OCLC can direct or “deflect” interlibrary loan requests to and from your library. 

For example, if your library does not loan or copy for journal A, then you would code the MFHD as bb in the 008/20-21.  But if your library does not loan but does copy for journal B, then you would code the MFHD as ba in the 008/20-21.

Deflection works approximately like this:  the borrowing library puts your library code in the ILL request.  The OCLC ILL system sees the library code, matches it to the 008/20 and 008/21 codes, then makes a decision whether to route it to your library’s lending file.  If the system decides to deflect the request, it is not delivered to your lending file but is routed to the lending file of the next library in the lending string.

## Language 		(008/22-24) 

_**Language**_** ****	****	**(008/22-24)

- 	Can translate numeric chronology or ordinal numeration into the desired language for display
- 		**01**=Jan.   _*or *_  equivalent in other languages
- 		**21=**spring _*or*_  equivalent in other languages
*Example:**   **	**	*
***Lang=eng ******	*****1991:01/03 = 1991:Jan./Mar.**
***Lang=fre******	******	*****1991:01/03 = 1991:janv./mars**

**Notes:**
The Language code will usually be the same as in the bibliographic record--but must match language of captions.

Function is to translate the month or season expressed in numeric form to the proper name according to the coded language , e.g., 01 translates to Jan., janv., enero, etc. (These patterns will be examined further in a later session).

## Separate or composite copy report   008/25

- _Separate or composite copy report_   008/25

**0****	**	Separate copy report
- 		*each copy has a separate holdings record*
**1****	****	**Composite copy report
- 		*the holdings record is a consolidation of **	**	**information about more than one copy*

**Notes:**
A composite copy report is ordinarily an institution-wide report of holdings, perhaps to a union list.

Most local reports are separate copy reports, but if a single holdings record reports multiple copies of the same serial title (or a substantial portion of it), the value 1 should be coded.

## Holdings fixed fields for single-part item

_**Type**_**  ****	****  ****	****    ****	****    = **x
_**Encoding level**_**  ****	****    = **1 or 2
_**Receipt or **__**	**__**	**_**    =****	**2 (complete)
_**acquisition status**_
_**General retention**_**     = **8 (permanently retained)
_**policy**_
_**Lend, Repr, Copies**_**: **** ****	**according to library’s policy 					and holdings
***Most other codes not applied***

**Notes:**
Fixed fields for single-part item

We will examine briefly how these codes would apply to a single-part item, multipart item, and serial.  The easiest way to compare the possibilities is to follow along in the Handbook  (Appendix 2).
This is a single-part item, otherwise known as a monograph. (Type-=x).  These would be typical codes for a monograph.

## Holdings fixed fields for multipart item

**Codes used: **if not being checked in,
- could use same codes as single-part item, plus** **_**Completeness**_
- If being checked in**, **_**Receipt or acquisition status, Acquisition  method**_**,** and** **_**Intent to cancel date**_** **become relevant

** ****PART****    PART    PART**
**     ****I              II           III**
**Begin-    Middle     End**
**  ****ning**

_**Type**_** = ****v**

**Notes:**
Fixed field for multipart item

This is a monographic set (type = v). 

This record could use many of the fixed field codes.  
A set would probably be treated like a single-part item, with minimal coding (perhaps just the codes mentioned in the previous slide plus the Completeness code) if it were acquired complete.

If a check-in record is set up for a finite, but ongoing, monographic multipart item, many of the serial codes become relevant, including Receipt or acquisition status, Acquisition method, and Cancel.

## Holdings fixed fields for serials

_**Type**__**:**_** ****y**
_**Encoding level**_**: accuracy, detail of report**
_**Receipt or acquisition status**_**:**
**2**** (ceased), ****3**** (on order),**** 4**** (currently received), ****5**** (cancelled or not receiving)**
_**Acquisition method**_**: mnemonic codes**

**Notes:**
Fixed fields for serials

The complete range of codes can be used for a serial.   The type code is y. 
According to the specificity and detail of the holdings report, the library would code its Encoding level as 1-4, or m for mixed levels.
The Receipt or Acquisition status code tells whether a serial is currently received, ceased, cancelled, or on order / not yet received.. 
The Method of acquisition code tells how the serial is acquired..

*(Note tags begin with 5 or 8. Other local notes can be placed in subfields of location field (copy level) or piece holdings field (piece level)*
- 538   _System requirements_
- 541	  _Immediate source of acquisition_
- 561	   _Ownership and custodial history_
- 583    _**Action note**_
- [Used to report processing, reference, and preservation actions in regard to material; 19 possible subfields]

- Notes  (copy or title level)

**Notes:**
Holdings record notes
Note tags in a holdings record begin with either a 5 or an 8.
Tagged note fields have specific purposes.
 other local notes at the copy level may be placed in note subfields of the location field (852) 
 notes at the piece level can go into the piece holdings fields (863-865) or textual holdings fields.
<Optionally, the instructor may mention that some bibliographic fields have equivalents in the holdings format with the same or different tags; 538; 541; 561;  533/843 (Reproduction Note); 540/845 (Terms Governing Use and Reproduction)>.

Some important note fields here and on the next screen:
583    Action note -- to record preservation, processing, and reference actions concerning an item.  
 Many possible subfields (21 in all counting control subfields)
 Examples of actions: correspondence about material, repair, transfer, microfilming, boxing or binding, disposal.

## Notes (copy/title level) cont’d

- 842		_Textual physical form designator_
- 			textual form of 007
- 843		_Reproduction note_
- 			**like** **5**33; used when bib. record describes original
- 844		_Name of unit_
- 			title of unit--, e.g., Cases
- 845		_Terms governing use & reproduction _		_note_
- 			like 540; special copying, etc., restrictions

**Notes:**
842-845  
Eye-visible information relating to codes for physical description.  (007 and 008)

## 856--Electronic location and access

- Used as a hotlink to many resources
- Repeatable in both the bibliographic and holdings format when there are multiple access methods
- Though it often appears elsewhere, 856 is fundamentally holdings data!

**Notes:**
Location and Access Fields

Electronic (856)
Contains access information for locating electronic resources
Used most often today directly as hotlink; repeatable for multiple means of access to equivalent information
Many systems (and utilities) have chosen the bibliographic  record for placement
Primary relationship of this field is to holdings, hence terms “location” and “access” 

## 856--Electronic location and access

- By collocating electronic description and access, holdings placement of 856:
- reduces confusion among formats in records
- facilitates easy modification of dynamic information
- aids use of  “single-record option” in electronic resource cataloging

**Notes:**
Location and Access Fields

Electronic (856) cont.
With the emergence of ERM systems, 856 is appearing more in holdings records rather than in bibliographic records.

Placing 856 in the holdings record helps to:
 increase clarity by reducing confusion among descriptive data 
 facilitate record editing when access information changes 
aid use of the single record option for electronic resource cataloging
Allow for specific holdings to be linked to 856:  for example, an 856 link to archival holdings may be different from the 856 link to current holdings

## 856--Electronic location and access

- By collocating electronic description and access, holdings placement of 856:
- Allows for specific holdings to be linked to 856
- Updates electronic holdings data automatically and in a timely manner
- Presents different coverage data by various providers in a clear single listing in the OPAC

**Notes:**
Location and Access Fields

## Holdings location field (852)

- 852 _ _  $a [Code of organization from MARC code list] $b [Code for sublocation or collection] $c shelving location $h Call no. (classification part) $i Call. no. (item part)   $j--m [Call no. prefixes, suffixes, etc.] $z Public note $x Non-public note

**INDEX TO**
**CANADIAN**
**DOCUMENTS**

- Ref
- Z1373
- .I5
- 1995

- Index Table

- Chief
- data
- elements

- indicators

**Notes:**
Location and Access Fields

Non-electronic (852)
For a single-part item such as a monograph, the 852 field will be the only holdings field.
 For serials at level 3 or 4, the 852 carries only location and call number (and sometimes notes), while information on the holdings of the various parts is given in specific piece holdings fields.
$a is an identifying code for the location as listed in MARC Code Lists for Organizations, or the name of the holding library,  etc: often this is a non-displaying, system supplied default. OCLC may require their own library code when inputting the record through Connexion, or when exporting to the union list; such a change could be effected through a translation table. 
$b and $c  further specify where an item is shelved.  In the OCLC environment $b contains the holdings library code.
$h and $i give the classification and work numbers and letters of the call number.
$j through $m give the prefixes, suffixes, and shelving numbers and titles of the item.
$x and $z are for notes composed by the library.  They communicate information to staff or to the public about the resource at the copy level, or, if the report is a composite report, about all copies. 

## Holdings location field (852)

- 852 0 1 $b 132000  $c Index Table $h Z1373 $i .I5  $k Ref $z See Intl.Docs.Div. for documents
- 		[+piece holdings in 853/863]

**INDEX TO**
**CANADIAN**
**DOCUMENTS**

- Ref
- Z1373
- .I5
- 1995

- Index Table

- Example

**Notes:**
Location and Access Fields

 This is an example of an 852 field coded in an ILS.  Note that there is no $a, and $b is a code that the library has developed that gives the location within the library for the item.

## Holdings location field (852)

- Index to Canadian documents.
-    Location: Main Reference Room, Index Table
-    Call no:  Ref Z1373 .I5
-    Note:  See Intl.Docs.Div. for documents
-  		[+piece holdings]

**INDEX TO**
**CANADIAN**
**DOCUMENTS**

- Ref
- Z1373
- .I5
- 1995

- Index Table

- Possible
- display

**Notes:**
Location and Access Fields 

This is how the data coded in the 852 field on the previous slide might display in the OPAC to the patrons.  The somewhat cryptic code 132000 has been translated on display to “Main Reference Room, Index Table”.

- 852 field indicators

- Indicators:
- 1 - _**Shelving scheme**__._  Values 0 (LC), 1 (DDC), 2 (NLM), 3 (Supt of Docs), 5 (By title), 6 (Classed separately) 7 (Source specified in $2)
-    8 (Other)
- 2 - _**Shelving order**__. _
-    ordinarily 1 (by primary enumeration)
- 	0 classed separately
- 	2 shelved by secondary enumeration

**Notes:**
Indicators of the 852 field

Specify the classification and shelving of a title.
First – what classification system is being used, if any
Second  – whether the series is shelved by its own volume number or by a secondary scheme.
 For example, that of a broader series whose numbering scheme is also present.

## An example of a complete MFHD record for a monograph

- An example of a complete MFHD record for a monograph

**Notes:**
Note that a MFHD record for non-serials does not have to be lengthy.  In fact, it needs only the fields we have covered in this session.

This record happens to come from the OCLC union list environment, but it could just as easily come from a local system or another union list.

Also note that the 852 $a is the OCLC library code, and the 852 $b is the OCLC holding library code.

- An example of a complete MFHD record for a CD

**Notes:**
This is another example of a MFHD record for a non-serial format.

## Session 2- Summary

*Codes in fixed and control fields are used to aid in local or remote retrieval, and in union listing. *
*Other codes aid in local management tasks.*
*The Type code (Leader 06) is coded for either single-part, multi-part, or serial item.*

## Session 2- Summary

*Many codes can be used to generate notes. Notes can be public or staff notes, at the piece level or the copy level, determined by their placement and tagging.*
*The 852 field is the first holdings field proper.  It carries the location and call number, if any, plus notes.*
*856 fields are also holdings fields!*

## Example 1

_**JKL bibliography.**_
- Type: y    EncL: 2     AqSt: 4     AcqM: p    Canc:     GenR:6
- SpcR:l2y   Comp:0    Cops:001   Lang:eng   Lend: b  Repr: a
- Sep/Comp:0
- 852 01  $b 45678 $kRef $h Z7401 $i .J54 $z Request at desk $x Superseded eds. to Storage
***Might display to public as:***
- JKL bibliography.
-      Loc: Science Library Ref    Call no.:  Z7401 .J54    Notes: Currently received. Latest 2 years retained.  Request at desk

**Notes:**
Example 1.

Here is an example of a limited-retention serial (General Retention=6).
Above, you see how it might display to staff; and below, to the public. For staff, Leader and 008 are combined in a labeled display.  Some systems display them separately; in some you must execute a command to see the individual labels.
The first indicator of the 852 field is for the classification scheme.  The second indicator shows whether it is shelved by primary or secondary enumeration or some other shelving order.

For users, some information comes from codes, other information is input as text. 

<The instructor may point out the general structure of the example, particularly 852 location, call number and prefix.  However, some of this may also be discussed in relation to the exercise at the end of the session which is based on the two examples here and on the next screen.>

## Example 2

_**Review of XYZ.**_
- Type: y    EncL: 4    AqSt: 5     AcqM: g    Canc: 000901     GenR:4  SpcR:   Comp:0    Cops:001   Lang:eng   Lend: b  Repr: b     Sep/Comp:0
- 852 51  $b 45000 $c Periodicals Shelves $l XYZ review    $x Do not order if no longer received as gift
***Might display to public as:***
- Review of XYZ.
- 	Main Library Periodicals Shelves.  Shelved by title.  Shelving title: XYZ review. Library order cancelled: 09/01/00. *Note:* Retained until replaced by microform.

**Notes:**
Example 2.
This serial, which had been received in print as a gift, has now been  cancelled, and the library system vendor has provided a public display of that information by working intensively with fixed field codes and control subfields.   

## Exercises

- Example 1.  In the record for _JKL bibliography,_
- 1. Where do the following notes come from?
- a. Currently received   b. Last two years retained  *(Note:  b. involves *_*2 codes)*_
- 2. Identify each subfield in the 852. Why is the last subfield not displayed on the public screen?
- Example 2.  In the record for _Review of XYZ,_
- 3. Where do the following notes come from?
-    a. Shelved by title  b. Retained until replaced by microform
- 4.  If we now need to classify this title in Dewey, a.what data must we _change_? b. Where must we _add_ subfields, and what will they be?

## Answers to Exercises

- 1a.  Receipt/acquisition status code
- 1b.  General and special retention codes
- 2.  $b=location; $k=call no. prefix; $h call number, classification part; $i work no. $z public note  $x non-public note   (reason)
- 3a. 852, 1st indicator.
- 3b. General retention code.
- 4a.  852, 1st indicator, from 5 to 1; remove 852 $l.
- 4b.  852 $h and $i will follow 852 $c.

**Notes:**
Answers to Exercises