# Presentation: 663343

## Holdings Session 5 -Textual Holdings and Item Fields                               

- Holdings Session 5 -Textual Holdings and Item Fields

*When should textual rather than coded holdings be used?*
*How are textual holdings structured? Linked?*

**Notes:**
Holdings Session 5  -- Textual Holdings and Item Fields
Contents
A.  Textual Holdings
	1. Definitions   (Slides 2-3)
	2. Structure  (Slides  4-6)
	3.  Uses (Slides 7-14)
Exercises (Slides 18-19)

Warm Up Exercises
Informally, throw out the question (perhaps building on previous discussions):  Thinking just of the ways we display holdings information to users (local and remote), could some of the needs of separate files be met by separate displays of the same file?

## Definition

**Textual holdings**
- _Single fields which combine captions (if any) with enumeration and chronology data.  They are for display only (no other functionality is possible_).
***Depending on linking number used,  textual holdings can:***** **
- display as sole holdings
- display in combination with coded holdings
- replace display of coded holdings with same linking no.

**Notes:**
A.   Textual holdings
1. Definition	
These are single fields used for display of holdings.  Since they are textual strings, they cannot be manipulated by computer.   For union listing OCLC considers a textual holding a lower routing priority in the automatic routing algorithm.  Coded holdings are a higher routing priority.
They combine the 85X caption data with the 86X enumeration/chronology data.

Textual holdings have only the linking portion of the link and sequence number. They can be ordered by this number.  Depending on the linking number used, textual holdings can:
display as sole holdings (link no. 0)
display between coded holdings
replace display of coded holdings with same link no.

These fields are often used for retrospective holdings, particularly when they must be migrated from  non-MARC systems or uncoded fields. However, in some systems and collections, they are used for all holdings.

## Textual holdings

- Textual, or free-text, holdings, use three tags (like previous sets of tags):
- 866 (Basic bibliographic items)
- 867 (Supplements)
- 868 (Indexes)

**Notes:**

	Categories	
	Like other sets of fields in the Holdings Format, textual holdings come in threes:
	   866 for basic bibliographic items
	   867 for supplements
	   868 for indexes

## 866-868 Field structure

- 866 _ _ $8 [Linking no.] $a [Captions and enumeration/chronology] $z [Public note] $x [Non-public note]
***Linking number meaning****:*
- 0			Display as sole holdings
- [unique no.]   		Display in combination with 863-865 				holdings
- [same as 863-865]  	Display as substitute for the fields sharing
- 				   linking number.  2nd Indicators of 863-				   865 set to 2 or 3  (non-display)

**Notes:**
<Animated slide>
2.  Structure
a.  General
In contrast to 863-865 holdings fields, textual fields:
have different indicator meanings (see following screens)
have only linking numbers, without sequence numbers
their relation* to any 863-865 linking numbers determines the significance of the linking number for display
have all holdings in one subfield $a, including, in free-text form, both the captions and the enumeration-chronology

*The relationship is complex;  how it operates and results in display depends on system programming.  Testing in migration is advised.   

## Indicators of textual holdings fields

- First indicator:  *Field encoding level*
- [blank] 		No information provided
- 3	 			Holdings level 3
- 4				Holdings level 4
- 5				Holdings level 5

**Notes:**
b.  Indicators

The first indicator specifies the field encoding level.

Again,  the levels indicate the degree of specificity of the holdings. 
Level 3 specifies summary holdings at the volume level only. 
Level 4 is for detailed holdings in compressed or uncompressed form.
Level 5 is for detailed holdings with piece designations.  The latter may be in linked item fields 876-878.

Often the default “No information provided” will be suggested when items are migrated.  It would be valuable to assess the local holdings to judge whether it would be possible to assign one or more indicators during the migration.

## Indicators of textual holdings fields

- Indicators of textual holdings fields

- Second indicator:  *Type of notation*
*	*0   	Non-standard
- 	1		ANSI/NISO Z39.71 or ISO 10324
- 				(the current standard)
- 	2		ANSI Z39.42 (the 1980, superseded 			standard)
-    7 		Source specified in ‡2 (e.g. US 			Newspaper Program  with ‡2 usnp)

**Notes:**
The second indicator specifies the type of notation.

If the holdings are not in standard form, they may be following a local standard.  
If they follow the Z39.71 standard or its international equivalent, ISO 10324, they adhere to the definitions of summary and detailed holdings given in that standard. 
If they follow Z39.42, they  are probably older holdings that have never been updated according to later standards.  
Some characteristics of Z39.42 holdings:
lack captions
volume listed only if more than 50% is held
no detailed holdings
usually does not list supplements and indexes

Special standards can be noted with use of indicator 7 and a subfield 2 specifying the standard.  USNP is probably the most common usage, but it is certainly not the only possible usage.

## Textual holdings displayed alone--Dead title

- Textual holdings displayed alone--Dead title

-      866 31  $8 0 $a v.1(1899)-31(1930) 			$zSome issues missing
-      868 41  $8 0  $a v.1/25(1899/1924)

**LADIES’**
**WELFARE**
**LEAGUE.**
**JOURNAL**

- HQ
- 235
- .C44
- Index
- v.1-25
- 1899-1924

- range at
- Level 3

- standard: Z39.71

- -----------------------------------------------
*may display as input*_*:*_
**  ****v.1(1899)-31(1930)  <Some issues missing>**
** ****Indexes: v.1/25(1899/1924)****	****	**

- constant data and display details for notes as supplied by system

**Notes:**
<Animated slide>
3.  Uses of Textual Holdings Fields

a.  Display of 866-868 as sole holdings
The first example is of a holding given entirely in Textual Holdings field 866.
Since there are gaps which cannot be specifically enumerated, but some of each volume is held, the basic bibliographic units are given at Level 3. 
There is an index, enumerated at Level 4.  
Note that the link number is 0, indicating that these holdings and no others will display. 
Some display features, like those circled, will vary from system to system.

We will next do a short exercise.

## Exercise:Retrospective holdings or holdings for a former or ceased title 

- Exercise:Retrospective holdings or holdings for a former or ceased title

- Enter the Holdings for _Soviet Studies_ according to Z39.71.  Call number: D1 .S72; Location: LJM Main Collection.
- Holdings in card file: 1-10,12-30 1962/63-1972, 1974-1991 and “Cumulative Index” for volumes 1-30

## Exercise

- 852 _ _ $a         $b         $h             $i
- 866 _ _ $8        $a
- 868 _ _ $8        $a                           $z

## Exercise: Soviet Studies Answer 

- Exercise: Soviet Studies Answer

- _OPTION 1 (Separate)_
- 852 01 $a LJM   $b Main  $h D1    $i .S72
- 866 41 $8 0 $a  v.1-10,12-30(1962/1963-1972,1974-1991)
- 868 41 $8 0 $a v.1/30 $z “Cumulative Index”
- _OPTION 2 (Adjacent)_
- 866 41 $80 $a v.1(1962/1963)-10(1972),v.12(1974)-30(1991)
- 868 41 $80 $a v.1/30 $z “Cumulative Index”

**Notes:**
Please note that there is more than one option for displaying this information, and even the onscreen examples do not exhaust the possibilities.  For instance, omitting captions after hyphens and slashes is optional.  

## Textual & coded holdings in combined display

**10**

**1**

**2**

**3**

**9**

**8**

**4**

**5**

**6**

**7**

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

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

**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  **

- 853 20 $8 2 $a v. $b no. $u 4 $v r $i (year) $j (month) $w q $x01
- 866 41 $8 1 $a v.1(1990)-10(1999),
- 863 41 $8 2.1 $a 11 $b 2 $i 2000 $j 04/06
- 863 41 $8 2.2 $a 11 $b 3 $i 2000 $j 07/09

- backrun.-- Comma shows gap

- current check-in

*Possible display :*
- v.1(1990)-10(1999), v.11:no.2(2000:Apr./June) v.11:no.3(2000:July/Sept.)

**Notes:**
<Animated slide>
b.  Combined textual and coded holdings: Example 1: Backrun
Here is a picture of a journal run that we saw in Session 1, and its record.
The highlighted field is a Textual Holdings field, which is used for a back run of the serial.  
may not be worth it to try to input a pattern not needed for check-in
The current issues being checked in have a pattern and regular coded fields.
Notes on  866:
displays exactly as it is input
linking number is used without sequence number
linking number 1 places display before display from paired fields (linking number 2)
gap represented by explicit (textual) comma instead of generated by a coded subfield ($w)
The 86X is ordered by link number, but in some systems it will be by tag.

## Another case for combined display

- 853 20   $8  2  $a año  $b no. $u 12 $v r ...
- 866 41   $8  1  $a año 1:no.1(1961:enero)-6:9(1967:sept.),

-  In many systems this string could not be input as a single 863.  In 866, input comma shows gap

- Coded subfield $g for gap

- Both gaps display as commas

**EL PUEBLO**

- F1028
- .P9
- año 6
- no. 1-9
- enero-sept
- 1967

*Possible display:*
**    ****año 1:no.1(1961:enero)-6:9(1967:sept.),**
**    ****año 6:no.11(1967:nov.)****,**
**    ****año 7(1968)-**

- 863 41   $8 2.1 $a 6 $b 11 $i 1967 $j 11
-    $w g
- 863 40   $8 2.2 $a 7- $i 1968-

**EL PUEBLO**

- F1028
- .P9
- año 6
- no.11
- nov.
- 1967

**EL**

**UEBLO**

**Notes:**
<Animated slide>
c.  Combined coded and textual holdings: Example 2
Another case where textual holdings fields are commonly used:
Retrospective holdings for a serial still being checked in. 
INSTRUCTORS:  The first five volumes are not shown in the graphic. Also, the pattern is complete though the end is not shown.  (End of 853:  $i (year) $j (month) $w q $x 01.   N.b. We no longer propose $j (month/month) or (season/season), because systems may not program prediction for it.
A library might prefer the shorter display or easier work of a free-text holding, especially when working from retrospective lists.
The different linking numbers of the paired fields and the textual holdings field will allow both to display. 
There are gaps noted, but all are explicit.  Though they are input differently, their display can be programmed to be identical.
<Instructor could also note how display of months comes from both textual and coded (numeric) chronology (with the aid of the Language fixed field code)>
We will now try another exercise.

## Exercise: Current title with  retrospective holdings

- _Russian Studies _ Holdings v.31-40, 1994-2001   Library decided to give detailed holdings for the unbound current issues of v.40, 2001.
- So the library will build textual holdings for v.31-39, 1994-2000 and coded holdings (853/863) for the issues of v.40, 2001.
- We’ll give you the display first...

## Exercise (cont.)

- _Russian Studies:_  Call number: D 1 .S721
- Location LJM [library code] Main Collection [shelving]
- Holdings:  v.31-39 1994-2000
- Detailed holdings for seasonal quarterly displaying  v.40 2001 Summer, Fall, Winter
_*Resulting Display:*_
- Long Library, Main Collection    D 1 .S721
- 	v.31(1994)-39(2000)
- 	v.40:no.1(2001:summer) v.40:no.2(2001:fall) v.40:no.3(2001:winter)

## Exercise (cont.)

- 852 _ _ $a         $b           $h            $i
- 853 _ _ $8 _   $a         $b        $u      $v     $i                 $j                 $w     $x
- 866 _ _  $8 __  $a
- 863 _ _  $8 __  $a        $b       $i        $j
- 863 _ _  $8 __  $a        $b       $i        $j
- 863 _ _  $8 __  $a        $b       $i        $j

## Exercise: Russian Studies Answer

- 852 01  $aLJM $b Main Collection $h D1$i .S721
- 853 20  $8 2 $a v. $b no. $u 4 $v r $i (year)
- $j (season) $w q $x 22
- 866 41  $8 1 $a v.31(1994)-39(2000)
- 863 41 $8 2.1 $a 40  $b 1  $i 2001 $j 22
- 863 41 $8 2.2 $a 40  $b 2  $i 2001 $j 23
- 863 41 $8 2.3 $a 40  $b 3  $i 2001 $j 24

## Textual holdings replacing coded in display

- v.1 1979  (no.1-4)   Jan,Apr,Jun,Sep
- v.2 1980      “                  1990
- v.3 1981  no. 2-3             1991
- v.4 1982
- v.5 1983		        _For later holdings _
- v.6 1984		       _see check-in record_
- v.7 1985
- 1986 (no.1-4) Spr,Sum,Fall,Winter
- 1987    “
- 1988  no. 2-3
- 1989

- Global events.
- 1992                                  1993
-   no.1       2        3        4     no. 1      2       3        4
- 1994                                  1995
- no. 1        2         3       4     no. 1      2      3         4
- 1996                                  1997
- no. 1        2        3/4            no.1        2      3/4
- 1998                                  1999
- no. 1        2        3/4           no.1        2        3/4

*Global events* has two changes in captions&pattern:
- 1986 (from v. with months to year with internal seasons); 1996 (change to combined 3rd-4th issues)

**Notes:**
d.  Textual holdings as replacement for coded fields
2 changes in captions and pattern in this title from Session 4.
In order to fully understand the relationship, some time will be spent here on the coded paired fields.

## Global events:  853   Fields

**Global events:  853   Fields**
**853 20  $8 1 $a v. $b no. $u 4 $v r $i (year) $j (month) $w q $x 01 $y pm01,04,06,09 $3 1979-1985**

**853 20  $8 2 $a (year) $b no. $u 4 $v r $i (year) $j (season) $w q $x 21 $3 1986-1995**

**853 20  $8 3 $a (year) $b no. $u 4 $v r $i (year) $j (season) $w q $x 21 $y ps21,22,23/24  $3 1996-**** **

**Notes:**
<Animated slide>
<Instructor could note that from information on previous slide, we know that check-in started in 1992.  Retrospective input of earlier patterns might not be done in many libraries, but is included here for illustration>

Major change: 1986
dropped volume numbers, used only a year with internal division into numbers. 
seasons instead of months as designations
The first pattern was linking number 1. 
Because of the pattern change, a new linking number 2 is assigned.  
A subfield $3 helps a human reading the patterns understand quickly  what the field applies to.
Further change: 1996
combined third and fourth issues
new linking number 3
subfield $y composed to show combined issues.  Note:  With new codes in $y, you could also use $y ce23/4.
(c=combined chronology)

## Coded In  Color .....

***Coded In  Color .....***
**853 20  $8 1 $a v. $b no. $u 4 $v r $i (year) $j (month) $w q $x 01 $y pm01,04,06,09 $3 v.1-v.7**

**853 20  $8 2 $a(year) $bno. $u4 $vr $i(year) $j(season) $wq $x21 $3 1986-**

**863 42  $8 1.1 $a 1-2 $i 1979-1980 $w g**
**863 42  $8 1.2 $a 3 $b 2-3 $i 1981 $j 04-06 $w g**
**863 42  $8 1.3 $a 4-7 $i 1982-1985 **

**863 42  $8 2.1 $a 1986-1987 $w g**
**863 42  $8 2.2 $a 1988 $b 2-3 $i 1988 $j21-23 $w g**
**863 42  $8 2.3 $a 1989-1995**

- 8

**853 20  $8 3 $a (year) $b no. $u 4 $v r ****$i (year) $j (season) ****$w q $x 21 $y ps21,22,23/24  $3 1996- **

**863 42  $8 3.1 $a 1996-**

**Notes:**
<Animated slide>
Shown are the coded fields, tagged 863, that go with the 853 fields.
In many libraries, these might be input as individual volumes, as bound.
Paired field construction:
“one to many.”
 The placement of the field types in relation to each other, the use of sequence numbers, and other elements of this staff display may vary from system to system.
Note the indicators of the 863 fields. 
first   -     level of specificity is 4, guaranteeing the completeness of all the units stated as held
second  -    compressed and suppressed from display in favor of the free text field with the same link number.

## 863 42  $8 1.1 $a 1-2 $i 1979-1980 $w g

**863 42  $8 1.1 $a 1-2 $i 1979-1980 $w g**
**863 42  $8 1.2 $a 3 $b 2-3 $i 1981 $j 04-06**
**863 42  $8 1.3 $a 4-7 $i 1982-1985**
**863 42  $8 2.1 $a 1986-1987 $w g**
**863 42  $8 2.2 $a 1988 $b 2-3 $i 1988 $21-23 $w g**
**863 42  $8 2.3 $a 1989-1995**
**863 42  $8 3.1 $a 1996-**

**866 31  $8 1 $a v.1-7(1979-1985) $zSome issues missing**
**866 31  $8 2 $8 3 $a 1986- $zSome issues missing**
**	****	****duplicate linking no.; replaces the fields specified for display**

***Add free text fields*****...**

**Notes:**
<Animated slide>
866  textual fields shown in green,
863 fields are shown in blue. 

Textual field with linking number 1 replaces the first three 863’s
replaces them in display 
The second textual field has two linking subfields, containing values 2 and 3.
in public display, replaces both 863 sets with those linking numbers .
866 first indicator is 3 (Level of specificity 3--gaps not given in detail)
I.e., both fields  lack detail given in paired fields.

Now, using the 863 second indicator values, the online system suppresses the display of the 863 fields, and instead displays the textual holdings fields.  The next screen shows this:

## Possible displays:

**Possible displays:**
**Standard display****	****v.1-7(1979-1985)<Some issues missing>**
**	****	****	****1986-<Some issues missing>**
**------------------------------------------------------------------------------------**

***Though not apparently envisioned, the best option would be that the system **_**could **_**display the paired fields for users seeking more detail. **

**	****	****	****	****v.1(1979)-2(1980),**
**	****	****	****	****v.3:no.2****(****1981:Apr.)-3:3(1981:June),**
**	****	****	****	****v.4(1982)-7(1985)****	**
**Alternate Display *               1986-1987,**
** ****	****	****	****	****1988:no.2-1988:3,**
**  ****	****	****	****	****1989-1995**
**	****	****	****	****1996-**

**Notes:**
<Animated slide>
On this screen is a possible display.
Display from the textual fields is shown above the dashed line.
Display from the paired fields is shown below that line.  A library might want the longer display for users seeking exact (Level 4) holdings.

Really, the online system could evolve so that both of these displays were alternatives of each other.  That would be one solution to the problem that we often need different kinds of displays for different purposes!
Let’s do another exercise.

## Exercise for title: Books

- Title: _Books_ *(note: later changed to World Literature)*
- Call number: Z1007.B7
- Location:  LJM,  Literature Building
- Holdings:
-    volume 1, 1931;
-    volume 25-50, 1956-1981
-   & special supplement no.1-4, 1951-1954

**Notes:**
Instructors:  The “title change” aspect is  not discussed within the exercise; however, it would be a good example for an illustration of the idea of a combined holdings display.

## Exercise for Title:Books

- 852 _ _ $a         $b         $h          $i
- 866 _ _ $8     $a
- 867 _ _ $8     $a                    $z

## Exercise:  Books Answer

- Exercise:  Books Answer

- 852 01 $a LJM $b Literature Building  $h Z1007 $i .B7
- 866 41 $8 0 $a  v.1(1931),v.25(1956)-50(1981)
- 867 41 $8 0 $a  no.1(1956)-4(1959) $z “Special Supplement”

- _Holdings Display:_
- Long Library, Literature Building
-  Z 1007 .B7
- v.1(1931),v.25(1956)-50(1981)
- Supplement: no.1(1956)-4(1959) “Special Supplement”

**Notes:**
Note to instructors:  Changes from first version of course:
In the answer screen, we have changed the 866 and display fields to conform more to the NISO standards, including putting quotation marks around the name of the supplement (if it were in an 864, it would be in a subfield $o).  It needs repeated emphasis that in textual holdings, it’s WYSIWIG; the display will be exactly as it is input.

The $8 0 indicates that it will display as sole holdings of this title.

## Exercise for Title: World Literature 

- Exercise for Title: World Literature

- _World Literature_ call number: Z1007.B7
-    Location LJM, Literature Building
- 	Holdings: volume 51-62,no.2, 1982-1991; volume 63-74, 1994-2005 + current issues
- Quarterly (seasonal), -v.75(2006); bimonthly starting in Feb., v.76(2007)-
- Express all holdings as a closed Level 3 textual holdings statement plus current issues for the latest two volumes, v.75 no.1 through v.76:no.1  (Both patterns will be needed)

**Notes:**
Note to instructors:
This exercise has changed since the first version of the course, simplifying slightly, and closing the formerly open holding.

## World Literature Exercise

- 852 _ _        $a            $b           $h           $i
- 866 _ _ $8 _ $a             $z
- 853 _ _ $8 _ $a       $b     $u    $v   $i    $j    $w    $x
- 853 _ _$8 **_** $a       $b      $u    $v   $i    $j    $w    $x
- 863 _ _$8 ___$a      $b        $i            $j
- 863 _ _$8 ___$a      $b        $i            $j
- 863 _ _$8 ___$a      $b        $i            $j
- 863 _ _$8 ___$a      $b        $i            $j
- 863 _ _$8 ___$a      $b        $i            $j

## World Literature (Answer)

- 852 01 $a LJM $b Literature Building $h Z1007 $i .B7
- 853 20 $8 2 $a v. $b no. $u 4 $v r $i(year) $j (season) $w q $x 21
- 853 20 $8 3 $a v. $b no. $u6 $v r $i(year) $j (month) $w b $x 02
- 866 30 $8 1 $a v.51(1982)-74(2005)$z Some issues lacking
- 863 41 $8 2.1 $a 75 $b 1  $i 2006    $j 21
- 863 41 $8 2.2 $a 75 $b 2  $i 2006    $j 22
- 863 41 $8 2.3 $a 75 $b 3  $i 2006    $j 23
- 863 41 $8 2.4 $a 75 $b 4  $i 2006    $j 24
- 863 41 $8 3.1 $a 76 $b 1  $i 2007    $j 02

**Notes:**
A public display is on the next screen.  Once they have seen it, to help the class understand, you can go further with this exercise, asking them to show you how to input, and then suppress, Level 4 coded holdings for v.51-75.  Because you want to suppress them, they must have a separate 853 $8 1 even though the pattern does not change until 2007:

Holdings statement:  volume 51-62,no.2, 1982-1993; volume 63-75 1994-2005

853 20   $8 1    $a v. $b no. $u 4 $v r $i(year) $j (season) $w q $x 21
863 42   $81.1  $a 51-62 $b 1-2 $i 1982-1993 $j 21-22    [this line has an incomplete v.62, so must be given at lower levels]*
863 42   $81.2  $a 63-74 $i 1994-2005     [this line is a complete range, so fully compressed]
The 866 is already coded with subfield $8 1 so it will display instead of these holdings..

## World Literature Answer Displayed

- _Holdings display:__ _
- Long Library, Literature Building  Z1007 .B7
- Library Has:  v.51(1982)-74(2005) <Some gaps>
-   	v.75:no.1(2006:spring) v.75:no.2(2006:summer) v.75:no.3(2006:fall) v.75:no.4(2006:winter) v.76:no.1(2007:Feb.)

## Summary

_*Textual holdings are often used for retrospective holdings.*_
* **Captions and enumeration/chronology are input together.*
* **No manipulation by computer is possible.*
* **Depending on link number used, fields can *
*display between coded holdings*
*replace display of coded holdings with same        link no.*
*display as sole holdings (link no. 0)*

**Summary**