The Holdings Screen

The Holdings Screen contains information about the physical items that the Libraries own. This information inclues the item's call number, and it's barcode number. This page will show you the coding and comands you'll need to know to set the holdings, enter a call number, create an item record and scan in a barcode, link an item record, as well as create MARC holdings for multi-volume items.

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The Copy Holdings screen

Catalog status code
Copy status code
Classification type code
Entering a Call number
Notes in the Copy Holdings screen
Creating a linked item record
Entering the barcode
Entering the number of pieces
Notes in the item record
Catalog and Circulation Reviews
Deleting a linked item record
Linking an item record
MARC holdings for Multipart items
The MARC holdings screen
The Fixed Field Codes
Entering the holdings

The Copy Holdings Screen

Here is a Copy Holdings screen:

 LTBM DONE                                                     ACG2996
                                             NOTIS COPY HOLDINGS       BL31
 BM MUS
Devienne, Francois, 1759-1803.
  [, flute]
  Six sonatas for flute (oboe or saxophone) Edited and revised by Albert J.
Andraud. -- San Antonio, Tex., Southern Music Co. 
(SMC, B 408)
 STATUS a  DT 02/13/92 AD none
 NOTES
 001 1A CN |a                           |d 02/13/92
     NOTES
     ITEM RECORDS     1
 002 0A CN                                                        |d 05/13/97
     NOTES
 003 0A CN                                                        |d 05/13/97
     NOTES
 004 0A CN                                                        |d 05/13/97
     NOTES
 005 0A CN                                                        |d 05/13/97
     NOTES
 006 0A CN                                                        |d 05/13/97
     NOTES
A short description of the bibliographic item. Just enough to identify what you are looking at.
The Catalog Status Code
a = in process, cataloging copy found (DEFAULT)
b = in process, no cataloging copy found
c = not to be cataloged
d = classed separately (generates LUIS message)
e = manually cataloged
f = temporarily cataloged, cataloging copy found
g = temporarily cataloged, cataloging copy not found
h = cataloging completed (subjects index only when status code is h)
x = not held, not in process
a is the default, h is the code you will use in virtually all of your work.

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Notes field.

This line contains several important components. 001 is the item number line.
The 1A that follows the item number is actually made up of two separate codes. The 1 is the Copy Status code:

0 = single volume, incomplete (item not yet received)
1 = single volume, complete (item recieved)
2 = multi-volume incomplete (not all item received)
3 = multi-volume complete (all items received>
The A is the Classification Type:
A= Undetermined, item not received (DEFAULT)
B = National Library of Medicine (NLM)
C = Alternate NLM
D = Dewey
E = Alternate Dewey
F = 3rd Dewey
I = In process
L = Library of Congress (LC)
M = Alternate LC
N = 3rd LC
O = Alternate other class scheme, unique call number
R = Alternate SuDocs
S = SuDocs
T = Other class scheme, unique call number
U = Non-unique call number or textual phrase substitute
X = No call number (no |b subfield)
Y = Accession type number
Z = None (withdrawn or not held)
A is the default. L is used for books and scores. T is used for Bloomington sound recordings, and for Frontlog items.

The call number is entered on line following CN |a

NOTES specific to that copy of the item.

ITEM RECORD indicates that there is an item record attached to this holdings statement.

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Entering a Call Number

The call number is entered on line For LC call numbers the process is as follows:

Set Catalog Status Code to h
Set appropriate Copy Status
Set Classification Type to L
Enter the Location code for your item in the a subfield: CN |a
Enter the class number in |b If you have a double cutter number, the first cutter number will also go in |b. Example:
 001 1L CN |a mus |b ML423.B68 |c 
C66
Subfield c ( |c ) would contain your cutter number in a single cutter call number:
 001 1L CN |a mus |b M23 |c .S13
or any other elements of the call number (such as edition dates, opus numbers, or thematic index numbers). Each of these elements go in their own separate subfield |c Examples:
001 1L CN |a mus |b M23.S2863 |c E8 |c 1979

001 1L CN |a mus,rare |b M23 |c .S37 |c op. 23

001 1L CN |a mus |b M244 |c .B118 |c BWV 564

001 1L CN |a mus |b M244 |c .B118 |c BWV 1017 |c 1980
The process is similar for Bloomington sound recordings classified with the De Lerma system:
Set Catalog Status Code to h
Set appropriate Copy Status
Set Classification Type to T
Enter the Location code for your item in subfield a: CN |a
Enter the class number in |b. Examples:
 001 1T CN |a mus,disc |b LP-S |c .M5832 |c G5.2e-1
001 1T CN |a mus,cd |b CD |c .B7629 |c Ge
001 3T CN |a mus,iutp |b TP-S |c .T244 |c 89-3-1

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Notes in the Copy Holdings screen

When cataloging compact discs for Bloomington make the following note as apporpriate:

 001 1T CN |a mus,cd |b CD |c .B7629 |c Ge  
     NOTES |a Includes 1 insert
     ITEM RECORDS     1
The other note frequently made in the copy holdings screen is the Universal Message. These notes display in the public catalog. They are most commonly used with collected work sets to refer the user to the main record for the set. Here's an example:
 001 1L CN |a mus,m2m3 |b M3 |c .M939K |c I/1 |c Abt. 1 |c v. 5  
     NOTES |a um=FOR CIRCULATION STATUS, TYPE: K=AAB1281
Here's that call number in the public view:
 LOCATION:              CALL NUMBER                STATUS:
 Blgtn MUSIC LIBRARY    M3 .M939K I/1 Abt. 1 v. 5
   M2-M3
 FOR CIRCULATION STATUS, TYPE: K=AAB1281

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Creating an item record

An item record contains the barcode, and charge information for a book, score, etc. Item records must be created. This section will teach you how to create the item record, enter the barcode, set the piece numbering, add notes in the item record, and add and remove Catalog and Circulation reviews.

Here is a record without an item record:

STATUS h DT 01/20/92 AD none
NOTES
001 1I CN |a mus,tech         
    NOTES |a als
002 0A CN                     
    NOTES
To create an item record for the first copy type CITM 1 from the home position. You must specify the proper copy number. At that point you will see this screen:
 LTBM DONE                                                   ACE5673-001-0001
                                          CREATE ITEM RECORD             BL31
 BM MUS
Devienne, Francois, 1759-1803.
  [, flutes, op. 82]
  Six duets : for two flutes, op. 82 / Franz Devienne. -- Melville, N.Y. :
Belwin Mills, <19-->
 =>001  STATUS: 1I  LOCN: Blgtn MUSIC LIBRARY Tech Services        COPY:
CALL:                                                              ITEMS: 0
 LINKED ITEM SUBRECORD
ENUM/CHRON:
MIDSPINE:
DEPT LOCATN:
TEMP LOCATN:
ITEM ID:
LOAN CODE:   norm (normal loan)                        PIECES:      1
REVIEW: _ CIRCULATION _ CATALOG  ACTION:    none
STATUS:      A (active)     OVERDUE NOTICES:    0      CREATED:     05/15/97
SUB STATUS:  A (active)     AVAIL NOTICES:      0      UPDATED:     none
CHARGES:         0          RECALLS & HOLDS:    0      LAST USE:    none
BROWSES:         0          VALUE:           0.00
NOTE:
To enter the barcode tab to line and scan the barcode in. If you are typing the barcode in, type it in with no spaces. Example:
ITEM ID:     30000047000975
If you have an item that consists of only one piece, the default in will not need to be changed. To change the piece count, just tab to the number and enter the appropriate number of pieces.

There are also times when you enter notes in the item record. For example Bloomington and Kokomo CD's add the "Includes 1 insert" note in line .

To add a Catalog or Circulation review to a record, tab to line and type an x on the appropriate line. To remove the review flag, simply position your cursor on the x hit the space bar and update the record.

After you have filled in all the appropriate fields, press Enter to update the record. Your copy holding display will look like this:

STATUS h DT 01/20/92 AD none
NOTES
001 1I CN |a mus,tech         
    NOTES |a als
    ITEM RECORDS     1
002 0A CN   
    NOTES

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To delete a linked item record tab to the STATUS line and change the code from A to D. Here's a "before and after" example:

STATUS:      A (active)
STATUS: D (active)
then you would update the record, thus deleting the item record.

There is one additional step in this process. If you look at the copy holdings for the record, you will notice that you still have an item record listed. To get rid of that you need to type summ - [ line number here] and update the record. Now that line is gone from your copy display.

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Linking an item record

Linking item records to copy holdings can be necessary in a couple of cases. One common reason to link are unlinked item records. These Unlinked item records were created to circulate materials that did not have bibliographic records. When appropriate bibliographic records are loaded, one must link the unliked item record to that bibliographic record so that charge information is kept for the item.

To link an item you need to have the bibliographic record and the barcode for the item record you are going to link. Here's the procedure:

Call up the bibliographic record.
In the home command position type keep [ line number] Enter The screen will look like this:
 LTBM FIND
 LINK INFORMATION KEPT
From the screen above, enter the search term it [ link item barcode] Enter
Check the information on the screen, if it matches the bibliographic record, type link and press Enter until the record has been linked

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MARC holdings for Multipart items

The MARC holdings show what volumes the library owns of multipart items. This section will show you how to create MARC holdings records, set the fixed fields and enter the actual holdings. Here's an example to walk you through the process.

Say you have a copy of Simandl's New method for string bass in two volumes. You have created item records for each volume, now you need to show patrons that we own both volumes. From the home command position type: chld (create holdings record). You'll see the following screen:

 LTBM DONE                                                     ADR4213-002
                                               NOTIS MARC HOLDINGS       BL31
 BM MUS
Simandl, Franz.
  [ Methode des Kontrabass-Spiels. English]
New method for string bass / Simandl ; newly revised and edited by Stuart
Sankey. -- New York : International Music Co., [-
 = 002  STATUS: 1L  LOCN: Blgtn MUSIC LIBRARY -- Open Stacks       COPY:
CALL: |b MT322 |c .S59                                             ITEMS: 0
 BM- ADR4213 FMT H DT 05/15/97 R/DT none     STAT n RT y E/L ?
 R/STAT ? MTHD ? DT/CAN      G/RTN ? S/RTN     CMPLT ? LEND ? REPOL ? LAN ???
Notice the upper right hand corner of the screen. It tells you that you are working with the MARC holdings.
You'll tab three times to change the fixed field. For the MARC holding record all you need to do is set the E/L to z

Then you'll tab 9 times to move your cursor past the fixed fields. At this point you are ready to enter the holdings information. This information is entered in an 899 field. Here's what it should look like:

 LTBM DONE                                                     ADR4213-002
                                              NOTIS MARC HOLDINGS       BL31
 BM MUS
Simandl, Franz.
  [ Methode des Kontrabass-Spiels. English]
  New method for string bass / Simandl ; newly revised and edited by Stuart
Sankey. -- New York : International Music Co., [-
 = 002  STATUS: 1L  LOCN: Blgtn MUSIC LIBRARY -- Open Stacks       COPY:
CALL: |b MT322 |c .S59                                             ITEMS: 0
 BM- ADR4213 FMT H DT 05/15/97 R/DT none     STAT n RT y E/L z
 R/STAT ? MTHD ? DT/CAN      G/RTN ? S/RTN     CMPLT ? LEND ? REPOL ? LAN ???
 899::v. 1-2
Press Enter to update the record, and you've created the MARC holdings. Here's how they display in the Public view:
 LOCATION:              CALL NUMBER                STATUS:
 Blgtn MUSIC LIBRARY    MT322 .S59                 Enter HOL 1 for holdings
   -- Open Stacks
and after the user types HOL 1 they'll see:
LOCATION:       Blgtn MUSIC LIBRARY -- Open Stacks
CALL NUMBER     MT322 .S59
STATUS:

LIBRARY HAS:    v. 1-2
To recap:
From Copy holding screen type: chld [ line number]
Tab three times to E/L and type z
Tab nine times to the end of the fixed field
Enter the volume information in an 899 field. The field should look like this: 899:: [ information]
Press Enter to update the record.
To look at the holdings type dhld

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