The holdings record contains sub-library and collection codes, the call number, the publication pattern, summary holdings, and other data specific to the holding that could be used to generate reports. Each holdings record is assigned a holdings record number. This number is different from the system number of the bibliographic record since there can be more than one holdings record attached to a bibliographic record.

To create your HOL Link from the Subscription Form click on Tab 4. Make sure you write down the Seq. number from the highlighted bar before you click.

This is what you will see after you click Tab 4:

Now click Create New from the buttons on the left:

Notice the red check mark under Linked. This means that this new HOLdings record will be linked to the bibliographic record. It is also now linked to the order and subscription information.

Now click Edit:

The LDR (Leader) and 008 fields need to be edited. To do this, highlight the field to be edited and click on Edit, then Open Form:

You can use the bar on the right side of the lower screen to get definitions for all of the values to fill in the boxes.

In the example below I have changed the Type of record to ‘y’ for Serial, and the Encoding level to ‘3’ for Level 3 holdings, since that is the format I will use to describe my holdings.

Click OK to close the form.

Open the form to edit the 008 field by highlighting 008, clicking Edit and then Open Form.

You can use the bar on the right side of the lower screen to get the choices to fill in the boxes. In the above example I have indicated that this title is purchased, retained permanently, 100% complete, will not be lent, is in English, is currently being received, is the only copy purchased, and may be reproduced. The two most important boxes to fill in for management purposes are Method of acquisition (07) and Receipt or acquisition status (06).

Click OK to close the form.

Now you need to add the OWN field. This field identifies the "owner" of the holdings record. The code for this field consists of an USMAI institution’s two-letter prefix plus "HOL." For example, the OWN code for Salisbury University is "SUHOL." When this code is entered into a holdings record, no other institution can edit the holdings record.

To add the OWN field position the cursor at the end of the LDR. Press F6. Type OWN, tab beyond $a, and type your code (in this case SUHOL).

You can save all of these changes by clicking on the server icon (it has a red arrow) found in the same line as the System No. and title near the top of the screen.

You will see this little box; click "Continue"

The next thing to look at is the 852 field. This field contains the sub–library and collection codes and the call number field. In the above example, the sub–library is SU–SU and the collection code is PER. These codes were pulled in from the subscription form. Call number information would be entered into $h and $i. SU does not put call numbers on its journals, so the information in $h above needs to be deleted. Highlighting the unwanted information and saving to the server will delete it.

The unwanted information will also have to be deleted from your subscription form as well. Highlight it, press the Delete key on your keyboard, and click Update on the right side of your screen.

Now you are ready to add the 853/853X fields to your HOL record.

The 853/853X fields are where the caption and pattern data reside. This is the information that the system uses to create your item list, so you can check in your individual items. It also works in conjunction with the claim interval information you entered into your subscription form to tell the system which items to list on your Claim Report. You do not have to develop this information from scratch. You can Expand From Template to find basic caption and pattern information.

Click on Edit
Click on Expand from Template
Select the pattern that closely matches your publication
Click Open

This information must now be edited. In the above example the 853 field contains the caption information for a regular monthly publication. It is O.K. You must, however, add $8 subfield. Do this by positioning you cursor at the last tag in the field (after the ‘m’) and pressing the F7 key on your computer. A small ‘a’ will appear. Change the ‘a’ to ‘8’ and type 99 into the $8 subfield you have just created.

Now edit 853X by replacing the information in subfields a,b,i,j,3 with the information from the journal you are setting up. The year/month/day string in $3 is the issue date of the first issue that will be created for check-in.

The example below shows that I have volume 15, no. 1, which was published on January 1, 2008.

There are two more pieces of information to add to 853X before you are ready to generate your pattern.

1. Add $8 99 (just as you did to the 853 field)
2. Add $9 2 (this is the sequence number from the subscription form which you created for this title)

While you are at it, you can delete the information in the 590 field.

To make sure your pattern is O.K.

Highlight 853X
Click on Edit
Click on Preview Publication Schedule

Now you must add your Summary Holdings. The Summary Holdings reside in the 866 30 field. To add this field to your HOL record, position you cursor at the end of the last tag and press the F6 key on your keyboard.

Type 866 30, tab over $a, and type in your Summary Holdings. This is what your patrons will see in the OPAC. If you have any additional information to add, you can create $z (press F7, change ‘a’ to ‘z’) and add it there.

Save to the server! Close your HOL record by clicking the small blue x in the right hand corner. Click the red x to close the Cataloging module.

Now you can generate your pattern. Return to your subscription form and click on Open All. Your pattern will open in Check In.

After you click Open All you will notice a red line running back and forth between the two little computer icons on the lower left of your screen. This indicates that your pattern is being processed.

To review, remember that there are three steps to setting up a new title:

1. Create an order record
2. Create a subscription form
3. Create a HOL record

Depending on the workflow in your library, let your cataloger know that you have added a serial title to Aleph so that they can export the information to OCLC.

(Much of this material is taken from Jeanne Baker’s 2002 HOLDINGSRECORD cheat [http://www.itd.umd.edu/LIMS3/SRQ/Cheats/HOLDINGSRECORD.htm])

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