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  • British phycological journal. Phycology = Wierkunde
  • We have a choice: general holding or detailed local holding. Both can be done from OCLC, but from different starting points.
  • WHY detailed holdings? Missing, withdrawn, Move to the basement…or any other location, move back to original location…
  • Ideal situation: Catalogue = holding on shelf = reflected in OCLC detailed holding
  • Step 1: Create a list with Title, call no., and Specific Holdings
  • Held by P4A/LHR – no other holdings
  • Start with Leader field…it looks like mathematics formula: ny a3n!
  • 007 field = physical description of journal
  • 008 various data elements, policy and language
  • Opened 008 field: method of acquisition, retention policy, lending policy, etc.
  • 852 field: information about location and numbering: vol.no. year ?
  • Take not of Cannot change instructions
  • Opened 852 field
  • Each field opens up a new little window, with more fields which must be completed. You actually start wishing that they disappear in stead of appear!
  • 853 field – captions, patterns
  • 1 st level enumeration, 1 st level chronology, frequency, etc.
  • 853 continues… frequency,
  • Completed Local holding record: TaxTalk. Holdings MKY 1(2008)-
  • e.g.State holdings : p4A, 988 other holdings. Also Default holding, Region holdings
  • VOLUME …ISSUE very confusing; journals are associated with volumes + issues as numbering devices.
  • Change holdings of one location to another location, cancel print copy to online
  • You really feel small compared to the mountain of work that awaits you…
  • NB NB Correct info on catalog,
  • Thanks to my dear colleague and friend, I conclude with this lovely picture!

Ferguson oclc Ferguson oclc Presentation Transcript

  • OCLC - detailed serial holdings Gaelic workshop 9 Sept. 2010 Lita Ferguson
  • Holdings on SACat
    • Journal Title: British phycological journal
    • (2860) CSIR Information Services   Call No: @ IL Status: N
    • (2834) Univ of Pretoria - Education Library   Call No: 580 BRITISH Numbering:
    • 8-25, 1973-1990
    • (2840) Univ of Pretoria - Merensky Library   Call No: 580 BRITISH Numbering:
    • 26-27, 1991-1992
  • OCLC Detailed local holdings maintenance
    • Libraries have a choice to add holdings:
    • institutional symbol only: UP = P4A
    • detailed local holdings: 1(1950)-10(1960)
    • Institutional holdings can be changed: click “action”, holdings… choose correct option:
    • Produce or update holdings (add or change)
    • Delete holdings (journal withdrawn)
  • Old copies are in the basement…I think?
  • Why detailed local holdings ?
    • Objective : to maintain accurate, current
    • holdings information
    • Reasons : to support inter-library loans, and
    • manage collection development
    • Local detailed holdings records (LHR’s) can be added through two interfaces:
    • Connexion browser http://connexion.oclc.org )
    • Connexion client (Tools—Launch Local Holdings ………………………………………………Maintenance)
  • Create a list with holdings
    • Artist .
    • EDU Vol.118,no.1(2003)-
    • MKY Vol.8,no.1(934)-v.52,no.2(Oct.1956)
    • Childhood education .
    • EDU Vol.11(1934)
    • Design and technology
    • EDU Vol.10,no.1(spring 2005)-
    • Exceptional children .
    • EDU Vol.37(1970)- Missing: v.40(1973)
  • Edit/create new detailed local holding record on OCLC.
    • Retrieve the bibliographic record for specific title and edit existing local holdings, or create a new local holding record.
    • Minimum of following fields must be present and completed for a detailed local holdings record to pass validation:
    • Leader
    • 007 - Physical Description
    • 008 - Fixed-length Data Elements
    • 852 - Location
  • Create detailed local holding record
    • Find own record on Millennium (bibl. record with holdings)
    • Search title on OCLC; verify ISSN, make note of OCLC no.
    • Click on Tools > Launch local holdings maintenance
    • OCLC record appears with holdings of different libraries…
  • Tax Talk: MKY (2006)- Held LHR OCLC holdings: 1
  •  
  • Add detailed local holding
    • Click Action > Create local holdings
    • Template of local holdings record appears (same OCLC record)
    • Complete each field by clicking on the +
    • + Leader: type > y = serial
    • Encoding level > 3 = level 3
    • Item information > n = no item info
    • Click “apply” to confirm the info.
  •  
  • + 007 - Physical description field
    • Print copy: Category of resource: t = text
    • Specific material description: a = regular print
    • E-journal: more fields open up
    • Category of resource: c = Electronic res .
    • Specific material description
    • r = remote
    • o = optical disc (CD/DVD)
    • u = unspecified
    • Click “apply” to confirm the info.
  •  
  • + 008 - Fixed-length data elements
    • Receipt or acquisition: 2 = Received and complete or ceased
    • Method of acquisition: p = Purchase
    • General retention policy: 8 = Permanently
    • Completeness: 1 = Complete
    • Lending policy: b = Will not lend
    • Reproduction policy: a = Will reproduce
    • Language > drop down > English
    • Click “ apply ” to confirm the info.
  •  
  • + 852 - Location
    • 1st indicator: Shelving scheme
    • 1 = LC classification
    • 2 = Dewey Decimal Classification
    • 4 = Shelving control number
    • 5 = Title
    • 8 = Other shelving scheme
    • 2nd indicator: Shelving order
    • 1 = primary enumeration
    • 2 = alternative enumeration
  • + 852 - Location (cont)
    • Location :$a (system supplied, cannot change ) = Institution symbol, e.g. P4A
    • Sub-location $b (system supplied, can be change) = P4AA
    • To add fields: “Action” > add below, then: “choose a subfield”
    • Cancel adding new subfield ( red letters! )
  •  
  • + 852 - Location (cont)
    • Spesific Location: $a = Main
    • Shelving location: $c = Reference
    • Shelving form of title: $l = NATURE
    • Classification part : $h = 500 NATURE
    • When 852 indicator 1 is equal to 5, then 852 $l must be present
    • When 852 indicator 1 is equal to 1, then 852 $h must be present  
  • + 852 - Location (cont)
    • To add a field, click “Actions” dropdown: add single field below.
    • Then choose specific subfield code, e.g. “$ c” or “$ h”
    • If mistake was made…
    • Cancel adding new subfield, choose again
    • Click “apply” to confirm the info.
  • + 853 - Captions and patterns, basic bibliographic unit
    • 1st indicator: Compress/ expand 3 = unknown
    • 2nd indicator: Caption evaluation 3 = unverified, all levels not present
    • Linking field: $8 = 1 (system supplied , do not change )
  •  
  • + 853 – Captions, patterns…(cont)
    • Select additional fields :
    • 1st level enumeration: $a e.g. = v. (for volume)
    • 1st level chronology : $i e.g. = (year)
    • Frequency: $w > e.g. annual, monthly, quarterly
    • (choose from drop down)
    • Break indicator: gap break/non-gap break ?
    • To add fields : “Action” > add below, then:
    • “ choose a subfield”
    • Cancel adding new subfield ( red letters! )
    • Click “apply” to confirm the info.
  • + 863 Enumeration,Chronology, and basic bibliographic unit
    • 1st indicator: field encoding level, 3 = holdings level 3
    • 2nd indicator: form of holdings, blank = no information provided
    • Linking field: $8 = 1.1 (system supplied, do not change)
  • + 863 Enumeration and Chronology, basic bibliographic unit
    • Select additional fields that correspond with 853:
    • 1st level enumeration: $a = 1-10
    • (library has vol. 1-10)
    • 1st level chronology : $i = 1990-2000 (year holdings of v.1-10)
    • Click “ apply ” to confirm the info.
  • Add local holdings
    • Action: add record
    • Do you want to continue? Yes
    • Confirmed (green) : record added…or
    • Add failed due to the following validation errors
    • Correct fields as specified, try to add again until confirmed
    • View local holdings…
  •  
  • Adding local holdings… can cast a dark cloud over your life
  • OCLC institutional holdings
  • OCLC detailed local holdings
  • Irony of journal titles
    • Title: ONLINE is print subs.
    • Title: PRINT is online subs !
    • Journal title: BOOKS … Vol.1(1987)-v.6(1992)
    • Journal title: VOLUME … MKY Vol.6(2005)-
    • Journal title: ISSUE … MKY Issue1(971)-
  • Difficult situations
    • Titles with print and electronic format
    • Titles with just one volume/no…add ?
    • Journals at more than one branch
    • Gap in collections
    • Collections moved to other location…& then moved back !?
    • Title changes… 2 entries, 2 holdings
  • Can you ever finish holdings?
  • Conclusion
    • Correct info on own catalogue
    • Time consuming
    • Expertise needed
    • Holding may change any day:
    • Add new title on OCLC
    • Change title to E-format
    • Cancel title, due to budget limits
  • Any questions? Any questions?
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  • OCLC building ?
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  •