last updated Tue Jun-15-2004  16:09
 
 
Holdings statements for items that have accompanying materials
 
If you are recording holdings for the basic bibliographic unit plus accompanying material, the accompanying material should be described in the bib record, either in a note or in the 300 field. However, not all "extra" materials described in the bib record will have holdings statements. Do not make holdings statements for single sheet tip-ins, errata, CD, videocasette or DVD container inserts, labels or minor materials.
 
NOTE:  This section applies to accompanying materials other than indexes or supplements.  (Cf. section 9.)
 
a)  Describe in a holdings statement all components held by the library, starting with the main component, (i.e. basic bibliographic unit), if owned.  Separate components by a plus sign "+".
 
b)  Select distinguishing terms that best fit the material from this list, in singular or plural form, as appropriate.   Use “text” as the default term for a single print material accompanying AV titles; if the AV title has multiple accompanying materials, choose distinguishing terms.   Use “disk” for computer floppy disks.  Use “CD” for audio compact discs; use “disc” for phonodisc (LPs, 45rpm) or laser discs.  Use “tape” for audio cassette tapes.
 
Text
Guide
Manual
Appendix
Wkbk.
Glossary
Student bk.
Teacher's manual
Forms
Amendments
Errata
Notes
Exam
 
Libretto
Score
Part
Violin part [Clarinet part, etc.]
 
Poster
Chart
Card
Map
Atlas
Illus.
 
Disk
 
Disc
CD-ROM [CD-ROMs]
Videocassette
CD  [CDs]
DVD  [DVDs]
Tape
 
Model
Game
Globe
Slide
Object
Music
 
If none of the terms seem appropriate, use judgment and devise another.
 
c)  Enter holdings for basic unit and accompanying material in a single 866 tag.  But if the resulting statement is too unwieldy (holdings statements do not line wrap in PAC version 99.1), libraries have the option of using a separate 866 tag for each component.
 
Examples: 
 
866 41 ‡8 0 ‡a 1 v. + 1 disc
 
866 41 ‡8 0 ‡a 1 score + 1 piano conductor part + 2 first violin parts + 2 second violin parts + 1 viola part + 1 cello part
 
or, alternatively:
866 41 ‡8 0 ‡a 1 score
866 41 ‡8 0 ‡a + 1 piano conductor part
866 41 ‡8 0 ‡a + 2 first violin parts
866 41 ‡8 0 ‡a + 2 second violin parts
866 41 ‡8 0 ‡a + 1 viola part
866 41 ‡8 0 ‡a + 1 cello part
 
866 41 ‡8 0 ‡a 1 v. + 1 CD ‡z <In pocket>
[ITEM record shows 2 in pieces box at bottom]
 
866 41 ‡8 0 ‡a 1 v. + 1 CD-ROM ‡z <In pocket>
[ITEM record shows 2 in pieces box at bottom]
 
866 41 ‡8 0 ‡a 2 CDs+ 1 text ‡z <In slipcase>
[ITEM record shows 3 in pieces box at bottom]
 
866 41 ‡8 0 ‡a 1 v. + 6 folded maps ‡z <In pocket>
[ITEM record shows 7 in pieces box at bottom]
 
 
d)     A public note in the 866 tag describing the physical location of the accompanying material is recommended, but not required.
[NOTE: do not put a ‡z <In pocket>" note for multiple score parts in pocket, it's too messy]
 
 
e)     If all of the pieces (main unit and accompanying material) share a single barcode and item record, you are required to enter the total number of pieces in the Pieces: field of the item record.  [NOTE: In circulation, this results in a pop-up window warning staff at time of check-in or check-out that this is a multi-part item and telling them how many pieces to look for.]
 
It is also recommended that information describing the pieces be included in the Item Enumeration field or in an Item Note.  Circulation staff do not see the 300 tag in the bib record or the 86X tags in the holdings record when using the Circulation module.
 
f)     If the pieces have separate barcodes and item records, but circulate as a group, make sure they all have the same item type in the item record so that they will all circulate for the same period of time.
 
 
 
LEADER of the MFHD
 
If there is only one barcode associated with a given MFHD, code the Type of record as an "x", regardless of number of discrete pieces attached to that barcode. For instance, if the piece in hand is a CD with a booklet, code the Type of record as an "x". However, if there are multiple discrete volumes attached to a given  MFHD, [i.e. a 10 volume encyclopedia], code the Type of record as "v". Code the Encoding level as 1 for single volume, single part monographs. Code the Encoding level as 4 if you are using an 866 tag (Detailed holdings - preferred default for monographs) Encoding level 3 is rarely (if ever) used for monographic holdings statements.
 
 
Special situation:  If accompanying material  accompanies more than one bib record, do not show the relationship to the catalog user with the "bound with" procedure.    See  Bound withs