K-State Libraries - Technical Services - Monographs

Holdings Records for Monographs

Basic Principles and Conventions
Creating MFHD (Holdings) Records
Creating Item Records
Examples

Introduction

Purpose

To outline the standards that K-State Libraries use to document the parts of a multi-part non-serial bibliographic item that the Libraries own. These holdings are recorded in the MFHD (MARC Format for Holdings) record and itemized in each individual item record.

Performed by: All catalogers.

Note:The following standards conform to the American National Standard for Information Sciences--Holdings Statements for Non-Serial Items (Z39.57-18X). Summary holdings statements for monographs will follow level 3. Individual item designation will follow level 4. A copy of this standard is located in the Technical Services Reference Collection.

Basic principles and conventions

Holdings will be maintained in the Voyager MFHD record. Most holdings will be recorded at the summary level (level 3). At this time, the only monograph items recorded at the itemized level (level 4) will be scores.
Individual volume (or item) designation will be input in the Enum. field of the Voyager item record.
Holdings will be listed for multi-part items only.
1. A monograph complete in a single volume will not have holdings recorded in the MHFD. Two bibliographic volumes published in one physical volume will be listed in the MFHD record.
2. A single monograph with accompanying materials, multi-media items and multi-part scores will have holdings listed in the MFHD.
3. Missing parts of a multi-part item will not be listed.
All numeric information will be recorded as Arabic numbers.
Example: v. VII becomes v.7
Alphabetic data, upper and lower case, will be recorded as it appears on the item (romanized, if necessary).
Examples: 23a, no.36B, v.B
Captions associated with volume information will be recorded using the same terms and language as on the item, but will be abbreviated (see Abbreviations Used in Holdings Records for list of abbreviations). If captions are not present on the item, the item will be described in terms of its numeric/alphabetic designations only.
Examples:
volume 5 becomes v.5
tome 7 becomes t.7
IV-2 becomes 4:2
Captions will be separated from the enumeration by a period if the caption is abbreviated or by a space if the caption is not abbreviated.
Examples:
v.5
Bd.1
Heft 2
Index 1
Captions should not be repeated in a MFHD tag unless other information or different hierarchies intervene.
Examples:
v.1-27, not v.1-v.27
but v.1:pt.3-v.4

Punctuation to be used in the MFHD and item records:

Punctuation	Meaning
- (hyphen)	Indicates an unbroken range
: (colon)	Separates different levels of data
(space)	Separates data elements within the same data area. Usually used to separate a non-abbreviated caption from enumeration.
/ (diagonal)	Indicates combined numbering (when two or more parts are published in a single volume)
( ) (parentheses)	Separates enumeration from chronology (dates). Used rarely for monographs.
= (equals)	Separates alternative numbering schemes (when additional numbering has been assigned to parts, usually designed to provide a continuously numbered sequence in addition to the primary numbering scheme of volumes and parts, etc. This does not include monographic series numbering).
[ ] (brackets)	Indicates supplied or corrected numbering
, (comma)	Used to show gaps in the libraries' holdings only if the gaps are so numerous that separate lines would be prohibitive. A line break will usually be used to indicate a gap.
; (semicolon)	Indicates a non-gap break (when an item has not been published)

Creating MFHD (Holdings) Records

Notes: This document only covers the body of the MFHD record. For information on the 007 and 008 fields of the MFHD record, see Coding the MARC Holdings 007 and Editing the MARC Holdings 008 Field.

In the following examples, indicators in the 866, 867, and 868 field are not included.

Holdings will be recorded as a range of holdings being broken only be a gap. This range is compressed, or consolidated, at the highest level of enumeration, first order designator (primary or first subdivision possible). A subsequent-order designator (secondary, etc., subdivision) will be recorded only to avoid ambiguity, usually when a gap occurs. All enumeration is recorded from the highest hierarchical level to the lowest, with a colon to separate each level.
Examples
v.1, v.2, v.3, v.4
record as: 866 31 |8 0 |a v.1-4
no.1:pt.A, no.1:pt.B, no.2:pt.A, no.2:pt.B
record as: 866 31 |8 0 |a no.1-2
not no.1:pt.A-no.2:pt.B
not no.1-2:pt.A-B

Bd.1:t.1
record as:866 31 |8 0 |a Bd.1:t.1
not Bd.1
Missing volumes will not be recorded. A gap is determined to exist if any bibliographic unit is missing at any level (first or second order designators). A gap in holdings will be indicated by a line break. If gaps are so numerous that separate lines would be difficult for OPAC display, commas may be used to indicate gaps.
Examples
6 volume set. KSU is missing volume 5.
record as:
866 31 |8 0 |a v.1-4
866 31 |8 0 |a v.6
20 volume set. KSU is missing volumes 3,5,7,10,13,15,19
record as:
866 31 |8 0 |a v.1-2,4,6,8-9,11-12,14,16-18,20
(One line is used because gaps are so numerous that separate lines would be difficult for OPAC display)

2 volume, 4 part set. KSU is missing v.2:pt.1
record as:
866 31 |8 0 |a v.1
866 31 |8 0 |a v.2:pt.2
Combined numbering on an item will be recorded with a diagonal slash separating the numbers. This is done for items published with combined numbering. K-State Libraries will only use the combined numbering slash for two volumes published in one. More than two volumes published in one will receive the hyphen.
Examples
2 volumes published in 1
record as:
866 31 |8 0 |a v.1/2
3 volumes published in 1
record as:
866 31 |8 0 |a v.1-3 (not v.1/2/3)

4 volumes published in 2
record as:
866 31 |8 0 |a v.1-4 (compressed)
Alternative numbering schemes will be recorded following the primary enumeration and an equal sign. An alternative numbering scheme is usually provided to provide a continuously numbered sequence in addition to the hierarchical designations.
Example
v.1:pt.1-2, v.2:pt.1-2 are also numbered fasc.1-4
record as:
866 31 |8 0 |a v.1:pt.1=fasc.1
866 31 |8 0 |a v.1:pt.2=fasc.2
866 31 |8 0 |a v.2:pt.1=fasc.3
866 31 |8 0 |a v.2:pt.2=fasc.4
OR
866 31 |8 0 |a v.1-2=fasc.1-4
Multipart items lacking enumeration will be recorded in terms of the extent of the unit, consisting of an arabic numeral indicating the sum of the number of units followed by the name of the unit, a term indicating the class of materials (i.e., specific material designation).
Examples
866 71 |8 0 |a 1 videocassette
866 71 |8 0 |a 1 guide
866 71 |8 0 |a 6 slides
866 71 |8 0 |a 48 playing cards
866 71 |8 0 |a 1 deck of cards
866 71 |8 0 |a 179 sheets
866 71 |8 0 |a 63 fabric swatches

If the pieces have distinctive part names, the part names may be used as a substitute for enumeration.
Example
A 2 volume set lacks numbering, but has distinctive part numes "Aachen to Kodesh" and "Koeberle to Zwischen."
866 31 |8 0 a 2 v.
OR
866 31 |8 0 |a Aachen to Kodesh
866 31 |8 0 |a Koeberle to Zwischen
Indexes and supplements will be listed in the MHFD record following the appropriate tags.
1. Indexes and supplements which have numbering schemes associated with particular volumes of the parent title are listed using that numbering.
  Example
  A 10 volume set has 2 indexes. One is the index to v.1-5, the other is the index to v.6-10.
  record as:
  866 31 |8 0 |a v.1-10
  868 31 |8 0 |a v.1-10 (indexes are recorded in an 868 field)
2. Indexes and supplements which have no associated numbering schemes are listed with their own numbering schemes.
  Example
  A 20 volume set has 3 supplements with their own numbering.
  record as:
  866 31 |8 0 |a v.1-20
  867 31 |8 0 |a v.1-3 (supplements are recorded in an 867 field)
3. If an index or supplement has both associated numbering and independent numbering schemes, prefer the associated numbering scheme.
Multi-media items, including items with accompanying materials, will always have holdings record in the MFHD record. Itemization of the individual parts will also be shown in the physical description (field 300) of the bibliographic record.
1. KSU holdings match the 300 field.
  Example
  300 |a 1 videocassette (26 min.) : |b sd., col. ; |c 1/2 in. + |e 2 booklets.
  record as:
  866 71 |8 0 |a 1 videocassette
  866 71 |8 0 |a 1 teacher's manual
  866 71 |8 0 |a 1 student's workbook
2. K-State Libraries holdings differ from those shown in the physical description.
  Example
  300 |a 133 p. : |b ill. ; |c 24 cm. + |e 3 maps.
  record as:
  866 71 |8 0 |a 1 v.
  866 71 |8 0 |a 2 maps
3. Holdings are going to different locations. Each location will have a separate MFHD record which reflects the pieces in that location.
  Example
  300 |a 50 microfiches : |b ill. ; + |e 1 guide.
  The microfiches will go to mic, while the guide will go to mic ref
  1st holdings record (for mic location):
  866 61 |8 0 |a 50 microfiches
  2nd holdings record (for mic ref location):
  866 71 |8 0 |a 1 guide

Creating Item Records

Note: See Item Types for Locations for more information on selecting the appropriate item type when creating an item record.

Each individual volume of a multi-volume/part title will have a linked item record created. The Enumeration field of the item record will have the individual volume designation for that particular piece.
Data will be record at the most specific levels of bibliographic units, including the first-order designators and all subsequent-order designators.
Examples
Enum.: v.1:no.1:pt.2
Enum.: Bd.3
Enum.: Index
Enum.: v.20:suppl.1
Enum.: v.1/2
Multipart items lacking enumeration will be record in the item record by the name of the unit followed by the extent of the unit specific to that one item.
Examples
Enum.: slide 1
Enum.: map 2
Enum.: fiche 18
Multi-media items, including items with accompanying materials, will have item records as follows:
1. The entire bibliographic item is in a single container and is going to one location.
  1. The container (box, binder, book with pockets, etc.) receives one barcode, even though the contents were itemized in the MHFD.
  2. The item record will not have anything in the Enumeration field.
  3. The Pieces field in the item record will include the number of pieces in the container. The container will not be counted as a piece, unless it is a book.
    Examples
    - A box with 3 compact discs and one program note has a pieces count of 4
    - A binder with 25 slides and one chart in pocket has a pieces count of 26
    - A book with 2 maps in a pocket has a pieces count of 3 (one book plus two maps)
  4. The item record will have a Circulation Review to alert the Circulation staff to count the pieces upon return of the item.
  5. The item Note field should have a concise note about the accompanying material if the Circulation staff needs to look through the item to find the accompanying material.
    Example
    A book with 2 maps in a pocket would get a note 2 maps in pocket
2. The bibliographic item is not housed in a single container.
  1. Each pieces receives a barcode.
  2. The item record for the main piece does not usually have anything in the Enumeration field. Each item record for the accompanying materials will have a specific designation recorded in the Enumeration field.
    
    Example
    A video with accompanying script and text book.
    For the main piece:
    Enum.: (none)
    For the accompanying pieces:
    Enum.: script
    Enum.: textbook
  3. The Pieces and the Circulation Review are not used unless the individual item is made up of more than one piece.
3. Multi-part scores in a single container will have only one barcode on the item, even though the parts were itemized in the MFHD record.
  1. The item record will not have anything in the Enumeration field.
  2. The Pieces field will have the number of the physical pieces in the container. The container is not counted.
  3. The status is set to Circulation Review.

Examples

Four volume set. KSU owns all.
MFHD
866 31 |8 0 |a v.1-4

Items
Enum.: v.1
Enum.: v.2
Enum.: v.3
Enum.: v.4
Three volume set. KSU owns vols. 1 and 3.
MFHD
866 31 |8 0 |a v.1
866 31 |8 0 |a v.3

Items
Enum.: v.1
Enum.: v.3
Six part set (A-C, pt.1-2). KSU owns all.
MFHD
866 31 |8 0 |a A-C
Items
Enum.: A:pt.1
Enum.: A:pt.2
Enum.: B:pt.1
Enum.: B:pt.2
Enum.: C:pt.1
Enum.: C:pt.2
Six part set (A-C, pt.1-2) KSU lacks B pt. 2 and C pt.2
MFHD
866 31 |8 0 |a A-B:pt.1
866 31 |8 0 |a C:pt.1

Items
Enum.: A:pt.1
Enum.: A:pt.2
Enum.: B:pt.1
Enum.: C:pt.1
Four volumes published in 2 physical volumes. KSU owns all.
MFHD
866 31 |8 0 |a v.1-4
Items
Enum.: v.1/2
Enum.: v.3/4
Set of 2 unnumbered microfiche. KSU owns all.
MFHD
866 61 |8 0 |a 2 microfiches

Items
Enum.: fiche 1
Enum.: fiche 2
Seven volume set and one supplement for entire set. Supplement has numbering for parent title. KSU owns vols. 1-4, 6-7 and supplememt.
MFHD
866 31 |8 0 |a v.1-4
866 31 |8 0 |a v.6-7
867 31 |8 0 |a v.1-7

Items
Enum.: v.1
Enum.: v.2
Enum.: v.3
Enum.: v.4
Enum.: v.6
Enum.: v.7
Enum.: v.1-7:suppl.
Five volume set and two volume supplement (Supplements 1-2).
MFHD
866 31 |8 0 |a v.1-5
867 31 |8 0 |a 1-2

Items
Enum.: v.1
Enum.: v.2
Enum.: v.3
Enum.: v.4
Enum.: v.5
Enum.: suppl.1
Enum.: suppl.2
Volume with 1 accompanying map in pocket. KSU owns all.
MFHD
866 71 |8 0 |a 1 v.
866 71 |8 0 |a 1 map

Items
Enum.: (none)
Pieces: 2
Status: Circulation Review
Note: map in pocket
Volume with 4 accompanying microfiches in pocket. KSU lacks one fiche.
MFHD
866 71 |8 0 |a 1 v.
866 71 |8 0 |a 3 microfiches

Item
Enum.: (none)
Pieces: 4
Status: Circulation Review
Note: 3 fiche in pocket
One kit with 2 cassettes, 2 filmstrips, and 2 workbooks in one box. KSU owns all.
MFHD
866 71 |8 0 |a 2 cassettes
866 71 |8 0 |a 2 filmstrips
866 71 |8 0 |a 2 workbooks

Items
Enum.: (none)
Pieces: 6 (box is not counted)
Status: Circulation Review
Note: (No note is necessary. Contents are obvious in box).
One box with three compact discs. KSU lacks disc 1.
MFHD
866 71 |8 0 |a 2 compact discs

Items
Enum.: (none)
Pieces: 2
Status: Circulation Review
Note: (none is necessary)
Four part set (Teil I, Abteilung 1-2; Teil II, Abteilung 1-2). KSU owns all.
MFHD
866 31 |8 0 |a T.1-2

Items
Enum.: T.1:Abt.1
Enum.: T.1:Abt.2
Enum.: T.2:Abt.1
Enum.: T.2:Abt.2
Four volume set in eight parts with numbers and letters, no captions. KSU is missing 2B.
MFHD
866 31 |8 0 |a 1-2:A
866 31 |8 0 |a 3:A-4

Items
Enum.: 1:A
Enum.: 1:B
Enum.: 2:A
Enum.: 3:A
Enum.: 3:B
Enum.: 4:A
Enum.: 4:B
Two volume set, marked A-I, J-Index. KSU owns all.
MFHD
866 31 |8 0 |a 2 v.
OR
866 31 |8 0 |a A-I
866 31 |8 0 |a J-Index (do not use 868 when index is not alone)

Items
Enum.: A-I
Enum.: J-Index