Serial Holdings

SCOPE: This instruction sheet will service as a unified policy and procedure for serial holdings (MARC21 fields) and item record holdings. Additionally, full implementation of ANSI/NISO Z39.71-1999 will commence with this instruction sheet. This sheet will be limited to creation of item records issues at the present time.

DEFINITIONS: The following is a list of definitions that will be used in the instructions.

ANSI/NISO	American National Standards Institute/National Information Standards Organization
Chronology	Data element in the Extent of Holdings Area that indicates the date(s) used by the publisher on a serial unit or multipart unit.
Enumeration	Data element in the Extent of Holdings Area that indicates the sequential numeric and/or alphabetica designation used by a publisher on a multipart or serial unit.
Gap	Break or discontinuity in the holdings of the published parts of a multipart unit or serial unit. A gap may reflect a part not yet issued, a part issued by not yet received, or a part about which there is doubt about whether it has been issued.
Hierarchical enumeration	Enumeration logically divided into two or more vertical levels of organization. For example, a work may be divided into volumes and within each volume, parts: v.1:pt.1-4,v.2:pt.1-4, etc.
Holdings statements	Record of the location(s) of a specific bibliographic item and optionally, the units fo that bibliographic item held at a location. [In Maagnet, it is the Check In Record “Has” statement]
Non-gap break	Break between the recorded parts of a multipart unit or serial unit caused by unpublished parts or discontinuity in the publisher’s sequential designations.

2. The “volume” field in an item record is technically referred to as the “Enumeration” field in MARC21 holdings. Since this volume field is used as a “pseudo-holdings” for OPAC display, there are strict input standards.

a. Identify the title’s enumeration. That is, identify if there is only volumes or volumes and parts (referred to as Nos, sections, parts, etc). Then identify if there is chronological information. (Year(s), Month(s), day(s).

b. Gather the above information and begin constructing a “pattern” to follow for that serial title. (Ignore what has been done in the past summary screens since they may be wrong).

d. Enumeration will use the term volume, number, part, section, etc, following what the publisher has used. Check the cover of the first serial bound. When in doubt, ask Catalog Librarian for guidance.

e. Chronology is usually the year. Only when a year has been split in half or more will the months be used.

I19095648 Last updated: 09-04-01 Created: 09-04-01 Revision: 1

01 COPY #: 1 07 DUE DATE: - - 13 ODUE DAT: - - 19 LOANRULE: 0

02 OLINK: 0 08 PATRON#: 0 14 IUSE3: 0 20 STATUS: o

03 SUPPRESS: 09 LPATRON: 0 15 RECAL DA: - - 21 INTL USE : 0

04 I TYPE: 10 10 LCHKIN: - - 16 TOT CHKOUT: 0 22 COPY USE: 0

05 PRICE: $0.00 11 # RENEWALS: 0 17 TOT RENEW: 0 23 IMESSAGE:

06 OUT DATE: - - 12 # OVERDUE: 0 18 LOCATION: ser 24 OPACMSG: -

25 VOLUME v.61-62(1999-2000)

26 BARCODE 31217009373757

27 NOTE av:JAT1:09-04-2001

Examine line 25 carefully. Punctuation in item record volume/enumeration fields. As in the example above, notice the parenthesis (round brackets). This is the punctuation used to separates enumeration from chronology.

Notice line 25. The chronology is in the brackets, but there is now a colon (“:”) contained therein. The colon separates two orders or levels of hierarchical bibliographical units. Also, notice that the months are abbreviated. It is always kept to the first three letter, as shown above, without any periods (full stops).

Examine line 25. Notice there are NO brackets used. This is because the numbering matter is chronological. In addition, there is another item with “1999" and it is the Author Index. So, the chronological labeling is separated further down one level–hence the colon and then the character strong “Subj.Indx”.

Using the above logic, apply accordingly to other chronological holdings where the only information is year and then month(s), or week(s), or other types of date(s).

Punctuation. The following are the most important punctuation to be imparted on the staff, but the full table from ANSI/NISO Z39.71-1999 (hereafter referred to as Z39.71) is reproduced in part II.

Colon : Separates two orders or levels of hierarchical bibliographic units. Blanks are not used before or after the colon.

Comma , Indicates a gap inm a range of holdings. Blanks are not used before or after the comma. Used mainly for Holding statements.

Equal Sign = Separates alternative numbering schemes. Used mainly for Holding statements

Forward slash / Indicates combined numbering, combined chronology or a non-calendar year chronology data.

Parentheses ( ) Separates enumeration and chronology when the data are recorded together.

Created 29 May 2002
Last modified 23 June 2004.
Questions or comments: email Jeffrey Trimble

Table 3.1: Puncuation Used in the Extent of Holdings Area
Name	Symbol	Purpose	Example
Angle brackets	< >	Encloses the Specific Extent Note. The opening angle bracket is always preceded by a blank; the closing angle bracket is always followed by a blank.	<Water-damaged>
Blank		Indicates separation of data elements within an area.	v.1-9 10 <Tables>
Colon	:	Separates two orders or levels of hierarchical bibliographical units. Blanks are not used before or after the colon.	v.1:pt.1 v.1:no.1:pt.1
Comma	,	Indicates a gap in a range of holdings. Blanks are not used beofre or after the comma	v.1,v.3
Equal sign	=	Separates alternative numbering schemes. Blanks are not used before or after the equal sign	v.2:no.5=fasc.15
Forward slash (Diagonal)	/	Indicates combined numbering, combined chronology or non-calendar year chronology data. Blanks are not used before or after the diagonal.	v.1/2 1969/1970
Hyphen	-	Indicates an unbroken range of holings or open holdings. Blanks are not used before or after the hyphen	v.1-3 v.1
Parentheses	( )	Separates enumeration and chronology when the data are recorded together. Parentheses are neither preceded nor followed by a blank.	v.1(1983)
Plus sign	+	Separates a basic bibliographic unit from a subsequent one or from a secondary bibliographic unit. Blanks are used before and after a plus sign.	1 v. + 1 disk
Question mark	?	Indicates unknown digit(s) of a date when either the decade and/or year are not known. A blank is not used before the question mark; a closing question mark is followed by a blank.	1950-197? 18??
Quotation marks	“ ”	Encloses the Name of Unit. The opening quotation mark is always preceded by a blank; the closing quotation mark is always followed by a blank.	“Index”
Semicolon	;	Indicates a non-gap break. Blanks are not used before or after the semicolon	v.1-4;v.6
Square brackets	[ ]	Encloses supplied enumeration or chronology. The opening square bracket is always preceded by a blank; the closing square bracket is always followed by a blank.	[1981/1982]
Note: The backwards slash (\) was used to separate itemized data elements in Z39.57-1989. It is now obsolete