Local Holdings Maintenance

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Local Holdings Maintenance

• Connexion Editing Techniques
• December 11, 2007
• Presentation adapted from Collette Mak _at_

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Local Holdings Maintenance

• Create, edit, delete
• Guided and keyboard
• 008 bytes 20 and 21
• Constant Data
• Deriving LHRs
• Deleting LHRs
• Resources
• Alternatives

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About this presentation

• Screen shots were created before Institutional
  Records were incorporated into WorldCat
• Examples are from Indiana

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Creating a record

• Guided entry

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Action Create Local Holdings
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Standard numbers Frequency (quarterly) Still
publishing Status of this LHR is new
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Expandable fields have .
Required fields have
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Publication Pattern Data System suppliedno
edits possible.
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Summary free text Create oncecarries to
all your local holdings records.

• Note differences from old system
• Create once
• NOT automatically adjusted as you edit your LHRs
• if your holdings change you must also edit
  summary.

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Leader guided entry only Click on to expand
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Level One symbol level Level Two symbol plus
additional such as policy or call number Level
Three summary holdings (vol. 1- 1970-vol. 14
1984) Level Four detailed holdings (vol. 1 no.
3 1970- vol. 14 no. 12 1984)
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Holdings Statements Level 2Example

• 008 bytes 20 and 21 ILL policy information

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Example, level 3 holdings statement from INCat.
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Item information Default is no
information Use only if you have data in 876-878
or it will be caught when you validate.
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Click on apply to finish the section and close
the expanded box.
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007 guided entry only Click on to expand
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Many libraries put their electronic resources on
the paper version.
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Specific material description changes based on
category of resource.
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MUCH of 007 can be ignored.
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Click on apply to complete 007 and close the
expanded box.
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008 guided entry only Click on to expand
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Just like in the rest of Connexion fields link to
Bib Formats.
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008 Many fields are MFHD but not required.
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Retention may be a good sub field to add.
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008 bytes 20 and 21 Defaults are Unknown and
Unknown. Best to leave them until/unless your
resource sharing people tell you otherwise.
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If an item is non-circ to ALL libraries under ALL
circumstances code as will not lend. Any ILL
requests for this item will be automatically
declined.
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852 Most can be ignored. If you need to set
the fourth character, this is where you change
it.
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Adding sub fields, e.g. notes or copy numbers

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Add your sub field. Dont forget to apply.
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853--captions
Captions Volume v. Number no.
Put captions in parentheses affects FirstSearch
display
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Tip get the captions from the publication data
field.
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Links to specific LHD. In most cases youll
just have one.
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863the actual holdings
System supplied the linking
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This is used in validationif you select holdings
level 4 you must have 2nd level enumeration and
chronology.
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Be cautious with text stringsthey wont be used
for machine processing.
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Validate the record
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No mistakes!
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Final step, add the record!
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Done!
Creating an LHR sets holdings.
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LHR Summary available in FirstSearch WorldCat
next day.
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Clicking on the link brings up the detail.
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Editing a record
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We forgot to put in the summary
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Edit menu. Edit Record.
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Make your changes then Actionreplace record
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Done!
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How much do I have to do?

• Suggested minimum for non-serials
• Loan and reproduction in consultation with your
  resource sharing department
• Suggested minimum for serials
• Summary
• Level 3
• Separate record for electronic version
• Reproduction in consultation with your resource
  sharing department

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Search results now show LHwe have a local
holdings record. Click on LH goes to LHR. Click
on number goes to bib record.
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Editing/creating
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From bib record Action menu Edit Local Holdings
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Key in changes and replace record
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Create menu LH Constant Data
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• Constant Data

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Suggested usechange lending and reproduction
policy (008 bytes 20 and 21).
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Constant Data will overwrite any data in your
local holdings record.
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Delete text from leader and 007
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Delete fields 852, 853, 863.
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Edit 008, protect fields other than lending
and reproduction.
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Choose Protected from each drop-down menu.
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Action menu Save Constant Data Record
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No loan yes copy
Give it a meaningful name
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Done! When applied the ONLY thing this CD record
will do is change the lending and reproduction
policy.
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Apply CD by name or from list
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no loan yes copy
Click on name to apply
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Before
After
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Constant Data Tips

• Create CD record for your most common captions
  (protect and delete other fields)
• Derive CD records
• Copy and paste from pattern
• Create template loan/reproduction CD records and
  work with your resource
• sharing staff

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Just like deriving from bib record.
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Deriving a record
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Edit menu Derive new record
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This was our record for the electronic version.
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Change 007 for print.
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Action menu Add record
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FirstSearch WorldCat display
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Click on summary to see detail
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Choose Group Local Holdings
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Deriving a record(someone elses)
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Adds group search box
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GR retrieves LHR for group. Line number retrieves
bib record.
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Select record thats close.
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Retrieves all the LHR for that record and
institution. Select the record thats closest to
what you need.
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Edit menu Derive New Record.
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Make your edits.
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Dont forget to check lending and reproduction
policies! Actionadd record
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Action Menu Delete Record
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Deleting a record
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Confirmation
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Done!
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Deleting the last of your LHR prompts you to
remove your symbol from the bib record.
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• Searching summary
• Any held by any library
• Institutional Holdings specific symbol
• My Local Holdingsshow my LHR
• Group holdingsshow only
• bib records held by at
• least one member of this
• GAC or GAC/UL
• Group local holdingsshow
• only bib records where at least
• one member of the group
• has LHR

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Resources you can use

• MARC 21 Holdings Format (concise)
• http//www.loc.gov/marc/holdings/
• Bib Formats
• http//www.oclc.org/bibformats/
• MARC 21 Primer and MARC tag cheat sheet
• http//www.oclc.org/support/documentation/localhol
  dings/default.htm
• ILL stats to help choose a starting spot of
  titles
• http//www.stats.oclc.org/cusp/nav

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Alternatives

• Batch loading
• OCLC number is the ONLY match point
• No OCLC charges
• ILLIAD display disappointing summary statement

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THANK YOU !!!!

• Collette Mak
• Collette_at_incolsa.net