Summary
This document covers coding best practices for fields and subfields in holdings records.
Contents
- MARC field definitions and uses
- Holdings templates
- MARC fields in current holdings records
- MARC fields in migrated holdings records
- Other MARC holdings fields (not in use at Berkeley)
- LDR / 008 fields (code details)
MARC field definitions and uses
Required fields for all holdings records
- LDR - Leader
- 005 - Date and Time of Latest Transaction
- 008 - Fixed-Length Data Elements
- 852 - Location
Additional required fields for multipart and serial holdings records (if applicable)
- 853 - Captions and Pattern-Basic Bibliographic Unit (only for currently received titles)
- 854 - Captions and Pattern-Supplementary material (only for currently received titles)
- 855 - Captions and Pattern-Indexes (only for currently received titles)
- 866 - Textual Holdings-Basic Bibliographic Unit
- 867 - Textual Holdings-Supplementary Material
- 868 - Textual Holdings-Indexes
Holdings templates
When creating a new holdings record in Alma, use one of the following holdings templates to ensure the LDR and 008 fields are properly coded.
UCB Single-part (default)
| MARC CODE | IND 1 | IND 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | #####nx##a22#####un#4500 | ||
| 008 | ######0u####0###4001uu###0000000 | ||
| 852 | 0 | $$b $$c $$h $$i |
UCB Multipart
| MARC CODE | IND 1 | IND 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | #####nv##a22#####un#4500 | ||
| 008 | ######0u####0###4001uu###0000000 | ||
| 852 | 0 | $$b $$c $$h $$i | |
| 866 | 0 | $$a |
UCB Serial
| MARC CODE | IND 1 | IND 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | #####ny##a22#####un#4500 | ||
| 008 | ######0u####0###4001uu###0000000 | ||
| 852 | 0 | $$b $$c $$h $$i | |
| 866 | 0 | $$a |
MARC fields in current holdings records
| ELEMENT | LABEL | USE & NOTES |
|---|---|---|
| LDR | Leader | Required: All See LDR details below |
| 005 | Date and time of latest transaction | Required: All Alma generated. Migrated holdings don’t have this field, but if you save a record in Alma that does not have this field, Alma will create one. |
| 008 | Fixed-length data elements | Required: All See 008 details below |
| 506 | Restrictions on Access Note | Optional: All Copy-specific information in Alma (forthcoming) |
| 541 | Immediate Source of Acquisition Note | Optional: All Copy-specific information in Alma (forthcoming) |
| 561 | Ownership and Custodial History | Required: WEST and other Shared Print holdings. WEST Disclosure Policy (PDF, 735KB) Copy-specific information in Alma (forthcoming) |
| 563 | Binding Information | Optional: All Copy-specific information in Alma (forthcoming) |
| 583 | Action Note | Required: WEST and other Shared Print holdings. WEST Disclosure Policy (PDF, 735KB) |
| 590 | Other copy-specific notes | Optional: All Copy-specific information in Alma (forthcoming) |
| 852 | Location | Required: All WARNING: NEVER enter multiple 852 fields in a single holdings record. While the field is repeatable in MARC, multiple 852 fields break the display in UC Library Search. Indicators For LC classification, use: 0# For local call numbers, use: 8# For NLM classification, use: 2# For SuDoc classification, use: 3# Migrated records use 01, but may be miscoded and need correction. MARC Holdings 852 |
| 852 $b | Sublocation or collection | Required: All 3- or 4-letter Library code (see Complete list of location codes) |
| 852 $c | Shelving location | Required: All Location code (see Complete list of location codes) |
| 852 $h | Classification part | Required: LC call numbers Required: Non-LC call numbers |
| 852 $i | Item part | Required: LC call numbers |
| 852 $j | Shelving control number | Use only if the 852 first indicator is 4. This field was incorrectly used during migration for all call numbers tagged 099 in Millennium holdings records. If you come across this subfield in a record you’re working on, change it to $h and correct the first indicator if needed. |
| 852 $k | Call number prefix | Required if location uses prefixes to identify sizes (e.g., t for tinies) and/or shelving location (e.g., f for folios) or for collections interfiled with other materials (e.g., tm for the EAL Tibeto-Mongolian collection or k for the Kofoids at BIOS) |
| 852 $x | Nonpublic note | Optional: all Notes intended only for library staff. |
| 852 $z | Public note | Optional: all Notes pertaining to the location of the item(s) intended to display in UC Library Search. |
| 853 | Captions and Pattern-Basic Bibliographic Unit | Required: Currently received serials with a frequency more than annual, in order to generate predicted items Serials - Prediction Pattern Guide |
| 854 | Captions and Pattern-Supplementary Material | Required: if applicable, for currently received serials Serials - Prediction Pattern Guide |
| 855 | Captions and Pattern-Indexes | Required: if applicable, for currently received serials Serials - Prediction Pattern Guide |
| 866 | Textual Holdings-Basic Bibliographic Unit | Required: for locally cataloged multipart and serial records Procedure for multivolume monograph (MVM) cataloging UC Berkeley guidelines for recording holding statements in Alma holdings records (forthcoming) |
| 867 | Textual Holdings-Supplementary Material | Required: if applicable, for multipart and serial records UC Berkeley guidelines for recording holding statements in Alma holdings records (forthcoming) |
| 868 | Textual Holdings-Indexes | Required: if applicable, for multipart and serial records UC Berkeley guidelines for recording holding statements in Alma holdings records (forthcoming) |
Examples of current holdings standards for various formats
Monograph
| MARC CODE | IND 1 | IND 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00145nx##a2200061un#4500 | ||
| 005 | 20231214074049.0 | ||
| 008 | 2312130u####0###4001uu###0000000 | ||
| 852 | 0 | $$b BIOS $$c bi $$h QK149 $$i .R5549 2023 |
Multivolume monograph (MVM)
| MARC CODE | IND 1 | IND 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00180nv##a2200073un#4500 | ||
| 005 | 20231214084132.0 | ||
| 008 | 2211140u####0###4001uu###0000000 | ||
| 852 | 0 | $$b EAL $$c ea $$h JQ1063.A979 $$i W837 2021 | |
| 866 | 0 | $$a v.1-v.2 (2021) |
Serial
| MARC CODE | IND 1 | IND 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00269ny##a2200085un#4500 | ||
| 005 | 20231214092926.0 | ||
| 008 | 2204110u####0###4001uu###0000000 | ||
| 852 | 0 | $$b MAIN $$c ma $$h PL4378 $$i .A383 $$z Unbound issues in South/Southeast Asia Library | |
| 853 | 0 | 0 | $$a no. $$u 6 $$v c $$i (year) $$j (month) $$w b $$8 0 |
| 866 | 0 | $$a no.46(2021)- |
Collection level record
| MARC CODE | IND 1 | IND 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00225nv##a2200085un#4500 | ||
| 005 | 20240221095014.0 | ||
| 008 | 1011220u####0###4001uueng0000000 | ||
| 852 | 0 | $$b BANC $$c tb94 $$k pf $$h Z286.P35 $$i H37 2005 | |
| 866 | 0 | $$a box 1 | |
| 561 | 1 | $$a From the collection of Lynn Munroe. |
Host bibliographic records
Consult Creating host bibliographic records for bound-withs in Alma for examples.
MARC fields in migrated holdings records
| MARC TAG | DESCRIPTION | EXPLANATION |
|---|---|---|
| 001 | Control number | Millennium holdings record number (that we couldn't see in Millennium). Example: h1510789-01ucs_ber |
| 002 | Millennium name = Gladis No. | Innopac check in number. Example: .c2347660 |
| 004 | Control Number for Related Bibliographic Record | Millennium bib number. Example: UCB-b123456789-01ucs_ber |
| 035 | System Control Number | Millennium holdings/check-in number. Example: (CUY)c14433965-01ucs_ber |
| 843 $e | Millennium identity | Millennium holdings "Identity" field. Example: Print Note: Migrated usage differs from the usage defined in MARC Holdings Format |
| 901 | Bib Utility No. (001) | OCLC # from bib (at time of migration) |
| 952 | Migrated holdings record & check-in card data | Contains many elements from Millennium holdings record and check-in card in this field, each in their own $x subfield with labels. Full details are covered in Millennium-to-Alma field mapping. Holdings fields without MARC coding in Millennium. These migrated fields are very difficult to read and soon after migration we discovered that editing them, if they were very long, caused problems with formatting and loss of data. This field is repeatable. Post-migration holdings notes/updates may be recorded in a newly added 952 field (subfield x). |
| 990 | Note re: copy specific information from Millennium bib | Applies to one instance of location-call#, but mapped to all migrated holdings records attached to the bib record; inappropriately mapped cases can be cleaned up. |
| 991 | local_authority_field | Contains Millennium Holdings Mark for Deletion field [only if holdings was withdrawn(w) or active(-)]. APriCoT has approved removing the field from all records. |
| 992 | local_authority_field | Contains Millennium Bib Code 3 [only if bib was suppressed(n), withdrawn(w), or active(-)]. APriCoT has approved removing the field from all records. |
Examples of migrated holdings for various formats
Note that migrated records are typically not compliant with all of the current standards (shown above). Migrated records may be upgraded to current standards as encountered. Do not use these examples as a guide for creating new holdings records.
Monograph
Note: Because it was the standard practice to suppress the holdings record in Millennium for Berkeley print MVMs, those holdings were not migrated to Alma. Ex Libris created bare-bones holdings records as displayed below for regular monographs and for print MVMs at the time of migration.
| MARC CODE | IND 1 | IND 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00208cx##a22000973n#4500 | ||
| 001 | h17502567-01ucs_ber | ||
| 004 | UCB-b24980136x-01ucs_ber | ||
| 852 | 0 | $$b MAIN $$c ma $$h BD236 $$i .C68 2019 |
Multivolume monograph (MVM) at NRLF
Note: NRLF and BANC were able to migrate their print MVM holdings records, as well as various libraries with multipart map sets.
| MARC CODE | IND 1 | IND 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00287ny##a22001453n#4500 | ||
| 001 | h1349445-01ucs_ber | ||
| 004 | UCB-b100111816-01ucs_ber | ||
| 005 | 20210601125245 | ||
| 008 | 1005125u####0###0001uueng0210616 | ||
| 035 | $$a (CUY)c24352469-01ucs_ber | ||
| 852 | 0 | 1 | $$b NRLF $$c nbev $$h N31 $$i .E482 |
| 866 | 0 | $$a v.1-15 | |
| 901 | $$a 13812489 | ||
| 952 | $$x Label Type: n $$x Acq Type: z $$x Copies: 1 $$x Claimon: - - $$x Rloc: z $$x Vendor: none $$x Pcount: 0 $$x Revisions: 7 | ||
| 991 | $$a - | ||
| 992 | $$a - |
Serial
| MARC CODE | IND 1 | IND 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 02963ny##a22001933n#4500 | ||
| 001 | h555472-01ucs_ber | ||
| 002 | .c1009667 | ||
| 004 | UCB-b119821539-01ucs_ber | ||
| 005 | 20231215091423.0 | ||
| 008 | 8802124u####0###0001uueng0210616 | ||
| 035 | $$a (CUY)c14100964-01ucs_ber | ||
| 852 | 0 | 1 | $$b BIOS $$c bi $$h RC648.A1 $$i D5 $$x 6 MONTH CLAIM LIMIT! Check-in suppls at end of vol. $$x Includes supplements $$x Account num from packaging: 520734302 or 520697319 $$x Per MS can discard supplemental material that isn't an official supplement 20211217 biab $$x 20181105 Margins reviewed. bijc $$z Unbound issues on display |
| 853 | 0 | 3 | $$a v. $$b no. $$u 12 $$v r $$i (year) $$j (month) $$w m $$x 01 $$8 1 |
| 866 | 0 | $$a 1(1952)-41:9(Sept 1992), 42(1993)-58(2009), 63:1(Jan 2014)-63:8(Aug 2014), 63:10(Oct 2014)-64:5(May 2015), 64:9(Sept 2015)-64:12(Dec 2015), 65:2(Feb 2016)-69:10(Oct 2020), 69:12(Dec 2020)-v.70(2021), 71:3(Mar 2022), 71:5(May 2022)-71:7(July 2022), 71:9(Sept 2022)- | |
| 901 | $$a 1566563 | ||
| 952 | 0 | 1 | $$x Label Type: a $$x Acq Type: s $$x Copies: 1 $$x Claimon: 05-21-2020 $$x Rloc: 1 $$x Vendor: ebsco $$x Frequency: m $$x Pcount: 8224 $$x Revisions: 697 $$x Message: Claim skipped issues! We don't have e-access to the current year. 06/28/17 bijc $$x UPI: *bv *sna $$x Bind Info: B BIND$BROWN$V. $$x Bind Info: Do not bind until all issues in bundle are available online (6 month delay). ES approved dropping Rush and doing this instead. 08/6/19 bijc $$x Bind Info: Bind supplements separately $$x Bind Title: DIABETES $$x Label Note: DISPLAY $$x Misc Internal Note: 20200207 v.17:suppl.1(1968), 18:suppl.1(1969), 39:suppl.1(1990), 41:10(Oct 1992)-41:12(Dec 1992), 59(2010)-62(2013) pulled for NRLF biab $$x Checkin Info: C C 0 1 0 1 1 n $$x Checkin Info: 1 v. no. 12 r (year) (month) m $$x Checkin Info: 1 n n S 0 45 4 6 0 2 64 0 $$x Checkin Info: 1 m v. no. (year) (month) (day) 12 r $$x Checkin Info: 1 S 2 0 64 45 12 1 n n 0 0 $$x Checkin Info: 1.1 64 1 2015 01 07-27-2015 $$x Checkin Info: 1.1 B 2015 01 06 1 1 1 $$x Checkin Info: 1.2 64 2 2015 02 07-27-2015 $$x Checkin Info: 1.2 B 2015 02 06 1 1 1 $$x Checkin Info: 1.3 64 3 2015 03 09-03-2015 $$x Checkin Info: 1.3 B 2015 08 17 1 1 1 $$x Checkin Info: 1.4 64 4 2015 04 09-03-2015 $$x Checkin Info: 1.4 B 2015 07 14 1 1 1 $$x Checkin Info: 1.5 64 5 2015 05 01-28-2016 $$x Checkin Info: 1.5 B 2015 07 14 1 1 1 $$x Checkin Info: 1.6 64 6 2015 06 drop action, no response to claims, SK doesn't want to spend any more time claiming. 10/08/15 bijc clmd2 online 09/15/15 bijm clmd online 08/07/15 bijc $$x Checkin Info: 1.6 U 2 0 0 $$x Checkin Info: 1.7 64 7 2015 07 drop action, no response to claims, SK doesn't want to spend any more time claiming. 10/08/15 bijc clmd2 online 09/15/15 bijm clmd online 08/07/15 bijc $$x Checkin Info: 1.7 U 2 0 0 $$x Checkin Info: 1.8 64 8 2015 08 SK doesn't want to spend any more time claiming. 10/08/15 bijc $$x Checkin Info: 1.8 U 0 0 0 $$x Checkin Info: 1.9 64 9 2015 09 01-28-2016 $$x Checkin Info: 1.9 B 2015 09 02 1 1 1 $$x Checkin Info: 1.10 64 10 2015 10 01-28-2016 $$x Checkin Inf |
| 991 | $$a - | ||
| 992 | $$a - |
Collection level record
| MARC CODE | IND 1 | IND 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00468ny##a22001573n#4500 | ||
| 001 | h14705861-01ucs_ber | ||
| 004 | UCB-b203964214-01ucs_ber | ||
| 005 | 20240212093435.0 | ||
| 008 | 1309045u####0###0001uufre0210616 | ||
| 035 | $$a (CUY)c24771892-01ucs_ber | ||
| 852 | 0 | 1 | $$b NRLF $$c nbtbr $$h DC141.5 $$i .K3 |
| 866 | 0 | $$a box 1-14, volume 1-2 | |
| 901 | $$a 815411963 | ||
| 952 | 0 | 1 | $$x Label Type: n $$x Acq Type: z $$x Copies: 1 $$x Claimon: - - $$x Rloc: z $$x Vendor: none $$x Pcount: 0 $$x Revisions: 5 |
| 991 | $$a - | ||
| 992 | $$a - |
Host bibliographic records
Consult Creating host bibliographic records for bound-withs in Alma for examples.
Other MARC holdings fields
MARC holdings fields not used at Berkeley
LDR / 008 fields
LDR
All Leader (LDR) elements not defined below should be coded as #.
| ELEMENT | VALUE |
|---|---|
| LDR/05 (Record status) | n - New |
| LDR/06 (Type of record) | x - Single-part item holdings (no 86X) v - Multipart item holdings (86x required, if record is processed by a cataloger; shelf-ready records omit 86x) y - Serial item holdings (86x required) |
| LDR/09 (Character coding scheme) | a - UCS/Unicode |
| LDR/10 (Indicator count) | 2 |
| LDR/11 (Subfield code count) | 2 |
| LDR/17 (Encoding level) | u - Unknown |
| LDR/18 (Item information in record) | n - No item information |
| LDR/20 (Length-of-field length) | 4 |
| LDR/21 (Starting-character-position length) | 5 |
| LDR/22 (Implementation-defined length) | 0 |
| LDR/23 (Undefined) | 0 |
008
All 008 elements not defined below should be coded as #.
| ELEMENT | VALUE |
|---|---|
| 008/06 (Receipt, acquisition, or access status) | 0 - unknown |
| 008/07 (Method of acquisition) | u - Unknown |
| 008/12 (General retention policy) | 0 - unknown |
| 008/16 (Completeness) | 4 - Not applicable |
| 008/17-19 (Number of copies reported) | 001 |
| 008/20 (Lending policy) | u - Unknown |
| 008/21 (Reproduction policy) | u - Unknown |
| 008/25 (Separate or composite copy report) | 0 - Separate copy report |
| 008/26-31 (Date of report) | 000000 |
By jcripe on 09-24-2024