Local Holdings Maintenance: The Basics

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Local Holdings Maintenance The Basics
2
Agenda

• Defining Local Holdings
• Accessing Connexion
• Searching in Connexion
• Understanding an LHR
• Deriving LHRs
• Creating New LHRs
• Performing Final Actions
• Resources

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Objectives

• Learn the concept of Local Holdings Maintenance
• Understand the structure of a Local Holdings
  Record
• Successfully interpret Local Holdings Record
  information
• Create institution-specific Local Holdings Records

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What Are Local Holdings?

• Creating Local Holdings is a means by which
  libraries describe their changing collections.
  The service allows institutions to create,
  maintain, and display online their summary-level
  holdings.

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Why Create Local Holdings?

• Provides copy-specific data of the library's
  serials
• Supports collection development by making all
  aspects of the collection known
• Provides finding tools for the library's local
  patrons, staff and remote users
• Supports consortial activities, including but not
  limited to interlibrary loan and cooperative
  collection development and acquisition

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How Do I Access This?

• Connexion browser
• http//connexion.oclc.org
• Cataloging Authorization and Password
• Union Listing authorizations have been converted
  to cataloging authorizations to allow access to
  Connexion
• Dont know your authorization? Call the SOLINET
  Member Services Help Desk

7
Searching in Connexion Browser

• Command Line
• Derived searching
• Keyword/Numeric
• Language
• Source
• Years
• Format
• Microform
• Internet

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LHM Searching Elements

• Show Local Holdings limiter
• Holdings dropdown
• Any
• Institution Holdings
• My Local Holdings
• Group Holdings
• Group Local Holdings

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Display Holdings Options
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Holdings Dropdown Options

• Any no limits on what records show in search
  results
• Institution Holdings will only show
  bibliographic records in the search results where
  your library owns the item
• My Local Holdings will only show records in the
  search results where your librarys local
  holdings are attached
• Group Holdings will show bibliographic records
  in the search results where at least one member
  of a group (that youve chosen to search) owns
  the item
• Group Local Holdings will show bibliographic
  records in the search results where at least one
  member of a group (that youve chosen to search)
  has attached local holdings

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Connexion Searching Exercise
Just remember do NOT use browser navigation!
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What makes up a Local Holdings record?
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Understanding Local Holdings

• Two interlocking Standards
• Display standard (Z39.71)
• Communications standard (MFHD)

MFHD
Z39.71
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Data Areas

• Item Identification Area
• Location Data Area
• Date of Report Area
• General Holdings Area
• Extent of Holdings Area
• Holdings Note Area

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The Nine Principles

1. Levels of Specificity
2. Identification of Data Elements
3. Optional Data Area or Element
4. Pieces Held
5. Number of Locations and Copies
6. Form
7. Cataloging System
8. Relationship of Holdings Statement to
   Bibliographic Item
9. Formats

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Reading Local Holdings Records
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LHR Elements

• Header (Item Identification Area)
• Summary
• Leader
• Variable Fields
• 007
• 008
• 852
• 853
• 863

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Header

• OCLC Number
• ISSN
• Frequency
• Dates

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Summary

• Free text field that allows you to summarize your
  local holdings

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Leader

• Record Status 05
• Type of Record 06
• Encoding Level 17
• Item information in record 18

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Leader - Expanded
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007 Physical Description Fixed Field

• Map
• Electronic Resource
• Globe
• Tactile Material
• Projected Graphic
• Microform
• Nonprojected Graphic

• Motion Picture
• Kit
• Notated Music
• Remote-sensing Image
• Sound Recording
• Text
• Videorecording
• Unspecified

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007 - Expanded
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008 Fixed Length Data Elements

• Receipt or Acquisition Status 06
• Method of Acquisition 07
• General Retention Policy 12
• Completeness 16
• Lending Policy 20
• Reproduction Policy 21
• Language 22-24

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008 - Expanded
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852 - Location

• Indicator 1 Shelving Scheme
• Indicator 2 Shelving Order
• a - Location
• b Sublocation or Collection
• h Classification Part
• i Item Part
• t Copy Number

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852 - Expanded
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853 Captions Patterns

• Indicator 1 Compressibility and Expandability
• Indicator 2 Caption Evaluation
• 8 Field Link Number
• a First Level of Enumeration
• i First Level of Chronology

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853 - Expanded
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863 Enumeration Chronology

• Indicator 1 Field Encoding Level
• Indicator 2 Form of Holdings
• 8 Field Link and Sequence Number
• a First Level of Enumeration
• i - First Level of Chronology

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863 - Expanded
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Linking and Sequence Numbers Example
853  33  8 1 a v. i (year) 863  3_  8 1.1 a
59-61 i 1952-1953 w g 863  3_  8 1.2 a 63-65
i 1954-1955 w g 863  3_  8 1.3 a 68-110 i
1956-1977 w g 863  3_  8 1.4 a 115 i 1980 w
g 863  3_  8 1.5 a 118 i 1981 w g 863  3_  8
1.6 a 121 i 1983 w g 863  3_  8 1.7 a 125-
i 1985-
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866 Textual Holdings

• Indicator 1 Field Encoding Level
• Indicator 2 Type of Notation
• a Textual Holdings
• x Nonpublic Note
• z Public Note
• 2 Source of Notation
• 8 Field Link Number

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866 - Expanded
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Translation and Data Entry Exercise
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Creating LHRs!
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LHR creating in Connexion is guided. Much of the
work has been removed!
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Editing LHRs

• Editing is also guided
• Click on Function dropdown menu on right or
• In an expanded field, Action dropdown menu on
  right

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Derive an LHR

• From one of your existing LHRs
• Search for the bibliographic record matching your
  item
• Display your existing LHR
• Click on the Edit dropdown menu
• Click Derive New Record
• Edit fields
• Click on Action dropdown menu
• Select Replace Record

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Derive an LHR

• From another institutions LHR
• Search for the bibliographic record matching your
  item
• Display the other institutions LHR
• Click on the Edit dropdown menu
• Click Derive New Record
• Edit fields
• Click on Action dropdown menu
• Select Add Record

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Creating an LHR

• Search for the bibliographic record matching your
  item
• Click on Action dropdown menu
• Select Create Local Holdings
• Edit Fields
• Click on Action dropdown menu
• Select Add Record

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LH Constant Data

• What is Constant Data?
• Set up LH CD to streamline your work
• You can create your own or derive a CD from
  another institutions LHR
• Create LH Constant Data
• Fill out as little or as much as you want/need
• Save (give it a meaningful name) and a possible
  Status
• Apply it to a record

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Applying LH Constant Data

• Apply it to a LHR you are working on
• EditgtApply CD by Name (or)
• EditgtApply CD from List

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Taking Final Actions

• Reformatting
• Click on the Edit dropdown menu
• Click Reformat Record
• Validating
• Click on the Edit dropdown menu
• Click Validate Record
• Correct errors
• Repeat until complete validation occurs
• Adding
• Click on Action dropdown menu
• Select Add Record

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Punctuation

• lt gt
• ,
• /
• -

• ( )
• ?

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Local Holdings Creation Exercise
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Resources

• MARC 21 Format for Holdings Data Primer
• http//www.oclc.org/support/documentation/localhol
  dings/primer/holdingsprimer.pdf
• OCLC-MARC Local Holdings Format Tag Chart
• http//www.oclc.org/support/documentation/localhol
  dings/tagchart/holdingstagchart.pdf
• Connexion Browser Documentation
• http//www.oclc.org/support/documentation/connexio
  n/browser/
• ANSI/NISO Z39.71
• http//www.niso.org/standards/resources/Z39-71.pdf

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Thank You for Attending!

• Questions?
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