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Acquisitions Department > Monograph Receiving > Procedures Index

Monograph Receiving Unit Guidelines

MARC Holdings

When to Create Marc Holdings

The Monograph Receiving Department creates MARC holdings for the following:

A monographic item with accompanying material, supplements, or indexes that are separate units but that do not require a separate record.
A multipart item -- with or without accompanying material
An integrating resource (e.g., an updating loose-leaf)

Do not create MARC holdings for a single-part item that has no secondary bibliographic units. (Secondary bibliographic units are supplements, indexes, or accompanying material).

How to Create Marc Holdings in Symphony

Click on the MARC holdings tab in either the Add Title wizard or the Modify Title wizard.
In the Add Holdings for Library field use the pull down arrow to choose the desired library
Click on Add Holdings
Enter your MARC Holdings information following the guidelines for entering Monographic holdings data below
Click on Save and Close
Click on Close

Guidelines for Entering Monographic Holdings Data

Fixed fields:

Accept the default values from Symphony

Variable Fields:

Tag	Description	Indicators used in SUL records	Subfields used in SUL records	Examples
852	Location Information	1st: <blank> 2nd: <blank>	\|a Location (supplied by Symphony) \|c Shelving location \|t Copy number \|z Public notes	852 \|aCSt\|cINTERNET 852 \|aCSt\|cSSRC\|t1 852 \|aCSt\|cSSRC\|t1\|zIndividual vols. of this title also cataloged separately
866	Textual holdings statement	1st: 4 2nd: 1	\|8 Linking number Value is always "1" \|a Textual holdings data	866 41 \|81\|av.1-3
867	Supplementary Material	1st: 4 2nd: 1	\|8 Linking number Value is always "6" \|a Textual holdings data	867 41 \|86\|a"Supplementary papers"
868	Indexes	1st: 4 2nd: 1	\|8 Linking number Value is always "8" \|a Textual holdings data	868 41 \|88\|a"Gesamtregister"

Punctuation in Monographic MARC Holdings Statements

Symbol	Name	Description	Examples
< >	Angle Brackets	Gives the number of physical pieces of an item when this differes from the number of volumes. Also used for "snakes" (subseries classed with main series) to show main series numbering. Precede the first angle bracket with a space.	v.1-4 <on 4 microfiches> "Snake" n.F.:Heft 1(1945)-n.F.:Heft 10(1960) <Bd.3, 5-6,9,13,16,18-20,25 in series>
	one blank space	Separates different data elements in an area. Used before: angle brackets, plus signs, and quotation marks. Used after: plus signs and quotation marks.	v.1 <on 3 microfilm reels> 1 v. + "Teacher's guide" 2 v. + 1 portfolio "Statistical supplement" 2 CD-ROMs
:	Colon	Separates two levels of numbering or chronology	v.1:pt.3 new ser.:v.1
,	Comma	Indicates a gap in holdings	12,15,20 Bd.3-4,Bd.7
=	Equal sign	Separates alternative numbering schemes.	v.2:no.5=fasc.15
-	Hyphen	Indicates a range of holdings without gaps.	v.1-3 1980-1989
/	Forward slash	Indicates combined numbering	v.1/2 2002/2003
+	Plus sign	Sparates two basic bibliogrphic units that are issued together. Also separates a basic bibliographic unit from a secondary bibliographic unit.	1 v. + 1 CD-ROM "Teachers guide" 1 v. + 1 sound cassette 1 v. + 1 portfolio
" "	Quotation marks	Encloses the name of a unit.	"Index" "User's guide" "Gesamtregister" 1 CD-ROM + "User's guide"
;	Semicolon	Indicates a non-gap break in holdings. Non-gap breaks occur when volumes are published out of numerical or chronological order, or when the publisher changes the system of numbering.	v.1-4;v.6 Heft 1-3;n.F.:Heft 1-7

Input Conventions:

Do not input diacritics in a MARC holdings statement.
Abbreviate captions and names of months following the AACR2 lists of Approved abbreviations, and names of months.
For numbered items, captions always precede the numbering.
Always give years as four digits

Accompanying Material

Accompanying material are defined as: a discrete bibliographic unit that complements the basic bibliographic unit. Examples are a map in a pocket inside a book, a pamphlet accompanying a sound disc, and a CD-ROM in a pocket inside a book.

Accompanying material are entered on the same line (866 tag) after the basic unit, preceded by a space, plus sign, space.

Some common examples of accompanying material are:

1 v. + 1 CD-ROM ("CD-ROM" may be used for either a 4 3/4" or 3" computer compact disc)
1 v. + 2 CD-ROMs
1 v. + 1 sound disc (a sound disc is an audio compact disc)
1 v. + 1 videodisc (a videodisc is a video DVD)
1 v. + 1 DVD-ROM (a DVD-ROM is a DVD with computer programs and data)
1 v. + 1 computer disk (a computer disk is a floppy diskette)
1 v. + 1 videocassette
1 v. + 1 map (the map is folded and inserted in a pocket inside the book)
1 v. + 2 maps (the maps are color)
1 v. + 2 sheets (the sheets are loose sngle sheets inserted inside the book)
1 v. + 1 booklet
1 v. + 1 chart
1 v. + 3 plans
1 v. + 14 cards
1 v. + 1 sound cassette
1 v. + 2 microfiches (the microfiches are inserted inside the book; the book is the main work)
1 v. + 1 legend sheet
1 CD-ROM + 1 hardware key code
1 computer disk + 1 installation key

Supplements

A supplement is defined as: a secondary publication which is closely connected by the publisher to the basic bibliographic unit and which is not cataloged on its own separate bibliographic record.

Supplements are entered on a separate line (867 tag)

Some common examples of supplements are:

Printed microform guides
Example:
37 reels
"Guide" 3 v.
A supplementary booklet or volume with its own title
Example:
1 v.
"Statistical supplement"

Multipart Items

A multipart unit is a bibliographic item that is composed of a number of separate physical units that are complete or intended to be complete in a finite number of parts. For example, a multivolume monograph or a map set.

Some common examples of multipart items are:

A multivolume monograph (also called: terminal set)
Examples:
v.1-5
Bd.1-2
2 v.
A multipart monograph with accompanying material
Example:
v.1 v.2 + 1 map v.3-4 v.5 + 1 map

A microform collection
Examples
2 reels
30 microfiches

Examples of Monographic MARC Holdings Records:

Example 1:
Work issued in 2 pieces, designated "volume 1" and "volume 2"

Location: 852 |cSTACKS|t1
Library has: 866 41 |81|av.1-2

Example 2:
Main work issued in 5 unnumbered volumes, accompanied by 25 loose plates and a 2-volume index designated "volume 1" and "volume 2"

Location: 852 |cSTACKS|t1
Library has: 866 41 |81|a5 v. + 25 plates
Index: 868 41 |88|av.1-2

Example 3:
Main work is a CD-ROM, accompanied by a single-volume piece with the title "User guide"

Location: 852 |cMEDIA-MTXT|t1
Library has: 866 41 |81|a1 CD-ROM + "User guide"

Example 4:
Main work issued in 4 numbered volumes, accompanied by 50 loose maps issued in portfolio, and a supplement volume with the title "Statistical appendix"

Example 5:
Main work issued in 5 numbered volumes. Vol. 2 and vol. 5 have folded maps inserted.

Location: 852 |cSTACKS|t1
Library has: 866 41 |81|av.1 v.2 + 1 map v.3-4 v.5 + 1 map

Example 6:
Main work issued in 5 unnumbered volumes. 2nd and 5th vol. have folded maps inserted.

Location: 852 |cSTACKS|t1
Library has: 866 41 |81|a5 v. + 2 maps

Example 7:
Main work issued in 5 numbered volumes. Vol. 4 was issued in 3 numbered parts and is complete.

Location: 852 |cSTACKS|t1
Library has: 866 41 |81|av.1-5

Example 8:
Main work issued in 5 numbered volumes. Vol. 4 issued in numbered parts and is not complete. Library owns parts 1-3 of vol. 4.

Location: 852 |cSTACKS|t1
Library has: 866 41 |81|av.1-4:pt.3,v.5

Call Segments

Record the enumeration of the piece in |z of the call number. Use the same caption that was recorded in the MHLD. If no caption was used, supply the default caption of v.

Examples:

Piece marked Band 1
- 866 41 |88|aBd.1
- DG453 .B87 1998|zBD.1
- Spacing the same as for MHLD (e.g., Bd.1, Heft 1)
Piece marked Band 4/1
- 866 41 |81|aBd.4:1
- D765 .J87 1985|zBd.4:1
Piece marked: Volume first
- 866 41 |81|av.1^st
- SD876 .C876 1976|zv.1st
Pieces marked: Vol. A-K and Vol. L-Z
- 866 41 |81|av.A-K. v.L-Z.
- JK615 .S75 1994|zv.A-K
- JK615 .S75 1994|zv.L-Z

Some example of German captions NOT included in AACR2 abbreviations:

Teilband = TeilBd.
Halbband - Halbbd.

Follow the guidelines outlined in the Use of Subfield z in the Call Number Field in Symphony procedure

Miscellaneous

Be sure that the number of pieces is updated in the Call Number/Item screen when you receive an item with accompanying material or multiple parts.

**Information for this document was taken from the Catalog Department's Marc Holdings documentation. For complete MARC holdings information go to the Catalog Department's MARC holdings web site.

Last modified: April 12, 2007