last updated Tue Jun-15-2004  17:36
Holdings statements for serials
a)  Permanently retained serials
When a title is ongoing, and there is no known gap in holdings, libraries may use either open or closed summary holdings statements, at either Level 3 or Level 4.  (The Manoa⁄Law group is opting for open statements and prefers Level 4 summary holdings statements whenever possible.)
When a title is no longer received, libraries should use closed holdings statements.  If there are known gaps in holdings, they should be indicated following the Z39.71 standard.  (Manoa prefers using multiple 866s to indicate gaps.)
When a title is ongoing, but there are known gaps in holdings, libraries may use all closed statements or closed statements to describe the gaps, with a final open statement.
When holdings for a title are so scattered that use of closed statements to describe the gaps would result in more than the maximum allowed number of 866 tags, (approx. 20), libraries may substitute a single closed statement accompanied by a public note (866 subfield z) with the text  <Incomplete holdings>.  This approach is only to be used as a last resort.
b)  Limited Retention Serials
When a library only keeps so many years, editions, months, etc. of a serial, that retention policy should be stated in a public note (852 subfield z). 
Libraries have the option of also including an 866 tag with a summary holdings statement.  (Manoa will follow this option.)
Examples:
852 01 ‡b loc ‡h class# ‡i call# ‡z <Library keeps current and previous years only>
866 41 ‡8 0 ‡a v.57:no.1(2000:Jan.)-
852 01 ‡b loc ‡h class# ‡i call# ‡z <Library keeps latest edition only>
866 41 ‡8 0 ‡a 55th ed. (2001)
852 01 ‡b loc ‡h class# ‡i call# ‡z <Current issues in HAWN newspaper stacks>
866 31 ‡8 0 ‡a v. 1(1990⁄1991)-
852 01 ‡b loc ‡h class# ‡i call# ‡z <Library retains current issues until replaced by microfilm>
866 41 ‡8 0 ‡a 1999-
c)   Newspapers with limited retention
Retains 6 months or less – No bound volumes – No microform
Leader⁄17 (Encoding level) = 1
008⁄12 (General retention policy) = 6
008⁄13-15 (Specific retention policy) = [Complete as appropriate]
008⁄16 (Completeness) = 2
852 8    Subfield h NEWSPAPER STACKS  subfield z  e.g. <Library keeps latest 6 months only>
[Do not use]
Retains current and previous year or longer than 6 months – No bound volumes – No microform
Leader⁄17 (Encoding level) = 3, 4, or m
008⁄12 (General retention policy) = 6
008⁄13-15 (Specific retention policy) = [Complete as appropriate]
008⁄16 (Completeness) = 2
852 8    ‡h NEWSPAPER STACKS ‡z e.g. <Library keeps current and previous year only>
e.g. 2000:Jan.1- ‡x <Update holdings>
Retains current issues until replaced by microfilm
Mfhd for paper issues:
Leader⁄17 (Encoding level) = 3, 4, or m
008⁄12 (General retention policy) = 4
008⁄16 (Completeness) = 1 or 2
852 8    ‡h NEWSPAPER STACKS ‡z  e.g. <Library retains current issues until replaced by microfilm>
e.g. 2001:Jan. 1-
Mfhd for microfilm:
852 8   e.g. ‡h MICROFILM ---  ‡z <Current issues in Main Newspaper Stacks>  Add 007 and 843.  [need more details or refer to section below on Microform Serials]
   
d)   Current Vol Reference
Clean-up of bib record:  Move “Current Volume Reference” and similar types of notes from the 590 field in the bib record to the mfhd.
Mfhd:  Create two mfhds, one for the reference volume and the other for the de-refed volumes.  For the de-refed mfhd, add a public note in ‡z in field 852, e.g., <Current volume in Reference>, <Current volume in Reference kept at CIS Desk>.  If the current volume is kept in a special location within Reference, add a public note in ‡z in field 852 of the reference mfhd, e.g. <Kept at CIS Desk>.  If there are multiple public notes, put them in a single ‡z note.  If there is any non-public note, add it in ‡x after the ‡z note. 
e)   Microform Serials  [This section to be completed later]
Besides completing the Leader and fixed field 008, also input the 007.
f)   Analytics--Fully analyzed series⁄MPI
Umbrella record:  Record analysis decision in the series authority record in field 644, 645, 646.  If editing an older record, remove local note (590  UHM: Analyzed in full) when series treatment decision is recorded in the SAR.
Umbrella record mfhd:  Add series treatment in 852 ‡z, e.g., <Analyzed in full>, <Analyzed in part>.  Optionally, add <Not analyzed> in ‡x.  In ‡x add <Do not link to this record>.
Add 866 with summary holdings.  For an actively received series, the 866 will have an open holdings statement with a hyphen.
Item record:  None. 
g)   Analytics--Partially analyzed series⁄MPI
Umbrella record:  Record partial anals. decision in the series authority record in field 644, 645, 646.  If editing an older record, remove local note (590  UHM: Analyzed in part) when series treatment decision is recorded in the SAR.
Umbrella record mfhd:  Add series treatment in 852 ‡x, e.g., <Partial Anals.>  Add 866 with inclusive summary holdings for both analyzed and unanalyzed pieces.
Item record: Create an item record for each unanalyzed piece.
h)   Analytics--Analyzed subseries⁄MPI
Umbrella records:  Make a bib record for main series and a separate bib record for each subseries.
Subseries bib. record:  The call number in the bib record for the subseries consists of the base call no. of the umbrella record main series plus the numeric designation of the first number of the subseries.  (Inconsistencies in subseries call number are common resulting from migration.)
Local Manoa policy:  Include every number from the main series in the 490 ‡v of the subseries.  E.g.:
490 1    ‡a Title of series ; ‡v no. 5, 8, 15-16
The 830 field will not bring out the specific numbering. Serials will have a checkin note to update the 490 as issues are received.  The 490 field ‡v serves as the summary holdings statement for the subseries.
Subseries mfhd:  Do not make a general subseries mfhd with a call no. with “etc.”  Instead create a separate mfhd for each vol.⁄no. of t he main series which is also part of the subseries.  (See variations in section below on Types of subseries.)   The creator of the individual mfhd for each number needs to edit the call number to delete the "no. xx, etc." in the 852 and replace it with the actual vol. numbering of the issue in the main series.
Types of subseries:
  1. Subseries is a serial⁄MPI with same main series number on all issues
    Example 1: no. 10 of main series, but v. 1, v. 2, and v. 3 of subseries.
    Example 2: v. 5 of main series, but 1997, 1998, 1999 of subseries.
For each example, make one mfhd with 3 item records.  The call number in the bib record for the subseries consists of the base call no. of the umbrella record main series plus the main series number.  Distinguish item records with subseries specific numbering in enumeration.  This can result in strange but correct call no. labels, as for the first example:  base call no. + no. 10 + v. 1.  There will be other variations.
  • Subseries is a serial⁄MPI with non-contiguous numbering from main series 
  • The call number in the bib record for the subseries consists of the base call no. of the umbrella record main series plus the first number of the subseries, followed by  the abbreviation "etc."   E.g.:   DU620 .E55 no.5, etc.
    Update the series 490 field subfield v for each vol. added.  Make a separate mfhd for each number of the subseries, using main series number in call no.  Do not enter subseries numbering in the mfhds; do not create a summary holdings statement for the subseries.
    Each mfhd has one item record, without enumeration for subseries specific numbering.  However, if an issue in a subseries is itself a multi-part item, it could have item records with the part numbers in the enumeration.   E.g.:  mfhd call no. is DU620 .E55 no.15, and 2 item records for pt.1 and pt. 2.
  • Subseries is a serial⁄MPI with continguous numbering from main series E.g., no. 4, no. 5, no. 6 of main series, but v. 1, v. 2, and v. 3 of subseries. The call number in the bib record for the subseries consists of the base call no. of the umbrella record main series plus the first number of the subseries, followed by  the abbreviation "etc."   E.g.:   DU620 .E55 no.5, etc.   Make a separate mfhd for each item with an item record.  Handle similarly as above.
  • Other types
  • Refer to supervisor.