Summary
This document covers coding best practices for fields and subfields in Holdings records.
MARC field definitions and uses
Required fields for all holdings records
- LDR - Leader
- 005 - Date and Time of Latest Transaction
- 008 - Fixed-Length Data Elements
- 852 - Location
Additional required fields for multipart and serial holdings records (* if applicable)
- 853 - Captions and Pattern-Basic Bibliographic Unit (only for currently received titles)
- *854 - Captions and Pattern-Supplementary material (only for currently received titles)
- *855 - Captions and Pattern-Indexes (only for currently received titles)
- *866 - Textual Holdings-Basic Bibliographic Unit
- *867 - Textual Holdings-Supplementary Material
- *868 - Textual Holdings-Indexes
Additional fields in migrated records
For fields in migrated records, jump to Used in migrated records below.
MARC fields currently in local holdings records
| ELEMENT | LABEL & NOTES | USE |
|---|---|---|
| LDR | Leader Jump to LDR details below |
Required: All |
| 005 | Date and time of latest transaction Alma generated. Migrated holdings don’t have this field, but if you save a record in Alma that does not have this field, Alma will create one. |
Required: All |
| 008 | Fixed-length data elements Jump to 008 details below |
Required: All |
| 506 | Restrictions on Access Note Copy-specific information in Alma (forthcoming) |
Optional: All |
| 541 | Immediate Source of Acquisition Note Copy-specific information in Alma (forthcoming) |
Optional: All |
| 561 | Ownership and Custodial History Copy-specific information in Alma (forthcoming) |
Required: WEST and other Shared Print holdings. WEST Disclosure Policy (PDF, 735KB) |
| 563 | Binding Information Copy-specific information in Alma (forthcoming) |
Optional: All |
| 583 | Action Note | Required: WEST and other Shared Print holdings. WEST Disclosure Policy (PDF, 735KB) |
| 590 | Other copy-specific notes Copy-specific information in Alma (forthcoming) |
Optional: All |
| 852 | Location [MARC Holdings 852] Indicators For LC classification, use: 0# For local call numbers, use: 8# For NLM classification, use: 2# For SuDoc classification, use: 3# Migrated records use 01, but may be miscoded and need correction. |
Required: All WARNING: NEVER enter multiple 852 fields in a single Holdings record. While the field is repeatable in MARC, multiple 852 fields break the display in UC Library Search. |
| 852 $b | Sublocation or collection 3- or 4-letter Library code |
Required: All |
| 852 $c | Shelving location Location code |
Required: All |
| 852 $h | Classification part | Required: LC call numbers Required: Non-LC call numbers |
| 852 $i | Item part | Required: LC call numbers |
| 852 $j | Shelving control number This field was incorrectly used during migration for all call numbers tagged 099 in Millennium holdings records. Per MARC standards, it may only be used if the 852 first indicator is 4. |
BANC & NRLF have run cleanup projects to convert such records to use $h and first indicator 8 when not using LC classification. There is likely still much cleanup to be done, notably at EAL. If you come across this field in use in a record you’re working on, change it to $h and correct the first indicator if needed. |
| 852 $k | Call number prefix | Required if location uses prefixes to identify sizes (e.g., t for tinies) and/or shelving location (e.g., f for folios) or for collections interfiled with other materials (e.g., tm for the EAL Tibeto-Mongolian collection or k for the Kofoids at BIOS) |
| 852 $x | Nonpublic note Notes intended only for library staff |
Optional: all Note that this subfield is repeatable, but Alma Analytics will only capture the first $x in the Non Public Note attribute. From an Analytics perspective, it may be best to write all nonpublic notes in the 852 in a single $x subfield. |
| 852 $z | Public note Notes pertaining to the location of the item(s) intended to display in UC Library Search |
Optional: all Note that this subfield is repeatable, but Alma Analytics will only capture the first $z in the Public Note attribute. From an Analytics perspective, it may be best to write all nonpublic notes in the 852 in a single $z subfield. |
| 853 | Captions and Pattern-Basic Bibliographic Unit Serials - Prediction Pattern Guide |
Required: Currently received serials with a frequency more than annual, in order to generate predicted Items |
| 854 | Captions and Pattern-Supplementary Material Serials - Prediction Pattern Guide |
Required: if applicable, for currently received serials |
| 855 | Captions and Pattern-Indexes Serials - Prediction Pattern Guide |
Required: if applicable, for currently received serials |
| 866 | Textual Holdings-Basic Bibliographic Unit Procedure for multivolume monograph (MVM) cataloging UC Berkeley guidelines for recording holding statements in Alma holdings records (forthcoming) |
Required: if applicable, for multipart and serial records |
| 867 | Textual Holdings-Supplementary Material UC Berkeley guidelines for recording holding statements in Alma holdings records (forthcoming) |
Required: if applicable, for multipart and serial records |
| 868 | Textual Holdings-Indexes UC Berkeley guidelines for recording holding statements in Alma holdings records (forthcoming) |
Required: if applicable, for multipart and serial records |
Used in migrated records
| MARC TAG | DESCRIPTION | EXPLANATION |
|---|---|---|
| 001 | Control number | We believe this field was generated by Ex Libris in order to migrate holdings from Millennium to Alma. Example: h1510789-01ucs_ber? It has no apparent local meaning to us and, pending confirmation with Ex-Libris, could be removed. |
| 002 | Millennium name = Gladis No. | Innopac check in number. e.g., .c2347660 |
| 004 | Control Number for Related Bibliographic Record | Millennium bib number, formatted like this: UCB-b123456789-01ucs_ber [no spaces]. |
| 035 | System Control Number | Millennium holdings/check-in number, formatted like this: (CUY)c14433965-01ucs_ber [no spaces] |
| 843 | MARC definition = Reproduction Note; Used to migrate Millennium Identity field in $e | Millennium holdings "Identity" fields migrated to 843$e (probably should be used for cleanup and removed, since that’s not the proper use for an 843 field) |
| 901 | Bib Utility No. (001) | OCLC # from bib (at time of migration) |
| 952 | Migrated Holdings Record & Check-in Card data | Contains many elements from Millennium Holdings record and check-in card in this field, each in their own $x field with labels. Full details are covered in Millennium-to-Alma field mapping. These migrated fields are very difficult to read and soon after migration we discovered that editing them, if they were very long, caused problems with formatting and loss of data. This field is repeatable. Post-migration holdings notes/updates may be recorded in a newly added 952 field (subfield x) until a better solution for new notes has been found (actively under discussion). |
| 990 | Note re: copy specific information from Millennium bib | Applies to one instance of location-call#, but mapped to all migrated holdings records; inappropriately mapped cases to be cleaned up |
| 991 | local_authority_field | Contains Millennium Holdings Mark for Deletion field [only if holdings was withdrawn(w) or active(-)]. APriCoT has approved removing the field from all records. |
| 992 | local_authority_field | Contains Millennium Bib Code 3 [only if bib was suppressed(n), withdrawn(w), or active(-)]. APriCoT has approved removing the field from all records. |
Other MARC holdings fields
This table lists the many defined MARC holdings fields not in use at Berkeley.
LDR / 008 bytes
LDR
All leader/LDR elements not defined as below should be coded as #.
| ELEMENT | VALUE |
|---|---|
| Leader/05 (Record status) | n - New |
| Leader/06 (Type of record) | x - Single-part item holdings (no 86X) v - Multipart item holdings (86x required, if record is processed by a cataloger; shelf-ready records omit 86x) y - Serial item holdings (86x required) |
| Leader/09 (Character coding scheme) | a - UCS/Unicode |
| Leader/10 (Indicator count) | 2 |
| Leader/11 (Subfield code count) | 2 |
| Leader/17 (Encoding level) | u - Unknown |
| Leader/18 (Item information in record) | n - No item information |
| Leader/20 (Length-of-field length) | 4 |
| Leader/21 (Starting-character-position length) | 5 |
| Leader/22 (Implementation-defined length) | 0 |
| Leader/23 (Undefined) | 0 |
008
All 008 elements not explicitly defined below should be coded as #.
| ELEMENT | VALUE |
|---|---|
| 008/06 (Receipt, acquisition, or access status) | 0 - unknown |
| 008/07 (Method of acquisition) | u - Unknown |
| 008/12 (General retention policy) | 0 - unknown |
| 008/16 (Completeness) | 4 - Not applicable |
| 008/17-19 (Number of copies reported) | 001 |
| 008/20 (Lending policy) | u - Unknown |
| 008/21 (Reproduction policy) | u - Unknown |
| 008/25 (Separate or composite copy report) | 0 - Separate copy report |
| 008/26-31 (Date of report) | 000000 |
Examples of holdings for various formats
Current Standards
Monograph
| MARC CODE | INDICATOR 1 | INDICATOR 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00145nx##a2200061un#4500 | ||
| 005 | 20231214074049.0 | ||
| 008 | 2312130u####0###4001uu###0000000 | ||
| 852 | 0 | $$b BIOS $$c bi $$h QK149 $$i .R5549 2023 |
Multi-volume monograph (MVM)
| MARC CODE | INDICATOR 1 | INDICATOR 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00180nv##a2200073un#4500 | ||
| 005 | 20231214084132.0 | ||
| 008 | 2211140u####0###4001uu###0000000 | ||
| 852 | 0 | $$b EAL $$c ea $$h JQ1063.A979 $$i W837 2021 | |
| 866 | 0 | $$a v.1-v.2 (2021) |
Serial
| MARC CODE | INDICATOR 1 | INDICATOR 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00269ny##a2200085un#4500 | ||
| 005 | 20231214092926.0 | ||
| 008 | 2204110u####0###4001uu###0000000 | ||
| 852 | 0 | $$b MAIN $$c ma $$h PL4378 $$i .A383 $$z Unbound issues in South/Southeast Asia Library | |
| 853 | 0 | 0 | $$a no. $$u 6 $$v c $$i (year) $$j (month) $$w b $$8 0 |
| 866 | 0 | $$a no.46(2021)- |
Collection level records
| MARC CODE | INDICATOR 1 | INDICATOR 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00225nv##a2200085un#4500 | ||
| 005 | 20240221095014.0 | ||
| 008 | 1011220u####0###4001uueng0000000 | ||
| 852 | 0 | $$b BANC $$c tb94 $$k pf $$h Z286.P35 $$i H37 2005 | |
| 866 | 0 | $$a box 1 | |
| 561 | 1 | $$a From the collection of Lynn Munroe. |
Host bibliographic records
Please consult the full documentation on creating host bibliographic records for examples.
Migrated records
Note that migrated records are typically not compliant with all of the current standards (shown above). Migrated records may be upgraded to current standards as encountered. Batch upgrades may someday be performed as well. Please do not use these examples as a guide for creating new holdings records. Refer to the current standards above.
Monograph
Note: Because it was the standard practice to suppress the holdings record in Millennium for Berkeley print MVMs, those holdings were not migrated to Alma. Ex Libris created bare-bones holdings records as displayed below for regular monographs and for print MVMs at the time of migration.
| MARC CODE | INDICATOR 1 | INDICATOR 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00208cx##a22000973n#4500 | ||
| 001 | h17502567-01ucs_ber | ||
| 004 | UCB-b24980136x-01ucs_ber | ||
| 852 | 0 | $$b MAIN $$c ma $$h BD236 $$i .C68 2019 |
Multi-volume monograph (MVM) at NRLF
Note: NRLF and BANC were able to migrate their print MVM holdings records, as well as various libraries with multi-part map sets.
| MARC CODE | INDICATOR 1 | INDICATOR 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00287ny##a22001453n#4500 | ||
| 001 | h1349445-01ucs_ber | ||
| 004 | UCB-b100111816-01ucs_ber | ||
| 005 | 20210601125245 | ||
| 008 | 1005125u####0###0001uueng0210616 | ||
| 035 | $$a (CUY)c24352469-01ucs_ber | ||
| 852 | 0 | 1 | $$b NRLF $$c nbev $$h N31 $$i .E482 |
| 866 | 0 | $$a v.1-15 | |
| 901 | $$a 13812489 | ||
| 952 | $$x Label Type: n $$x Acq Type: z $$x Copies: 1 $$x Claimon: - - $$x Rloc: z $$x Vendor: none $$x Pcount: 0 $$x Revisions: 7 | ||
| 991 | $$a - | ||
| 992 | $$a - |
Serial
| MARC CODE | INDICATOR 1 | INDICATOR 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 02963ny##a22001933n#4500 | ||
| 001 | h555472-01ucs_ber | ||
| 002 | .c1009667 | ||
| 004 | UCB-b119821539-01ucs_ber | ||
| 005 | 20231215091423.0 | ||
| 008 | 8802124u####0###0001uueng0210616 | ||
| 035 | $$a (CUY)c14100964-01ucs_ber | ||
| 852 | 0 | 1 | $$b BIOS $$c bi $$h RC648.A1 $$i D5 $$x 6 MONTH CLAIM LIMIT! Check-in suppls at end of vol. $$x Includes supplements $$x Account num from packaging: 520734302 or 520697319 $$x Per MS can discard supplemental material that isn't an official supplement 20211217 biab $$x 20181105 Margins reviewed. bijc $$z Unbound issues on display |
| 853 | 0 | 3 | $$a v. $$b no. $$u 12 $$v r $$i (year) $$j (month) $$w m $$x 01 $$8 1 |
| 866 | 0 | $$a 1(1952)-41:9(Sept 1992), 42(1993)-58(2009), 63:1(Jan 2014)-63:8(Aug 2014), 63:10(Oct 2014)-64:5(May 2015), 64:9(Sept 2015)-64:12(Dec 2015), 65:2(Feb 2016)-69:10(Oct 2020), 69:12(Dec 2020)-v.70(2021), 71:3(Mar 2022), 71:5(May 2022)-71:7(July 2022), 71:9(Sept 2022)- | |
| 901 | $$a 1566563 | ||
| 952 | 0 | 1 | $$x Label Type: a $$x Acq Type: s $$x Copies: 1 $$x Claimon: 05-21-2020 $$x Rloc: 1 $$x Vendor: ebsco $$x Frequency: m $$x Pcount: 8224 $$x Revisions: 697 $$x Message: Claim skipped issues! We don't have e-access to the current year. 06/28/17 bijc $$x UPI: *bv *sna $$x Bind Info: B BIND$BROWN$V. $$x Bind Info: Do not bind until all issues in bundle are available online (6 month delay). ES approved dropping Rush and doing this instead. 08/6/19 bijc $$x Bind Info: Bind supplements separately $$x Bind Title: DIABETES $$x Label Note: DISPLAY $$x Misc Internal Note: 20200207 v.17:suppl.1(1968), 18:suppl.1(1969), 39:suppl.1(1990), 41:10(Oct 1992)-41:12(Dec 1992), 59(2010)-62(2013) pulled for NRLF biab $$x Checkin Info: C C 0 1 0 1 1 n $$x Checkin Info: 1 v. no. 12 r (year) (month) m $$x Checkin Info: 1 n n S 0 45 4 6 0 2 64 0 $$x Checkin Info: 1 m v. no. (year) (month) (day) 12 r $$x Checkin Info: 1 S 2 0 64 45 12 1 n n 0 0 $$x Checkin Info: 1.1 64 1 2015 01 07-27-2015 $$x Checkin Info: 1.1 B 2015 01 06 1 1 1 $$x Checkin Info: 1.2 64 2 2015 02 07-27-2015 $$x Checkin Info: 1.2 B 2015 02 06 1 1 1 $$x Checkin Info: 1.3 64 3 2015 03 09-03-2015 $$x Checkin Info: 1.3 B 2015 08 17 1 1 1 $$x Checkin Info: 1.4 64 4 2015 04 09-03-2015 $$x Checkin Info: 1.4 B 2015 07 14 1 1 1 $$x Checkin Info: 1.5 64 5 2015 05 01-28-2016 $$x Checkin Info: 1.5 B 2015 07 14 1 1 1 $$x Checkin Info: 1.6 64 6 2015 06 drop action, no response to claims, SK doesn't want to spend any more time claiming. 10/08/15 bijc clmd2 online 09/15/15 bijm clmd online 08/07/15 bijc $$x Checkin Info: 1.6 U 2 0 0 $$x Checkin Info: 1.7 64 7 2015 07 drop action, no response to claims, SK doesn't want to spend any more time claiming. 10/08/15 bijc clmd2 online 09/15/15 bijm clmd online 08/07/15 bijc $$x Checkin Info: 1.7 U 2 0 0 $$x Checkin Info: 1.8 64 8 2015 08 SK doesn't want to spend any more time claiming. 10/08/15 bijc $$x Checkin Info: 1.8 U 0 0 0 $$x Checkin Info: 1.9 64 9 2015 09 01-28-2016 $$x Checkin Info: 1.9 B 2015 09 02 1 1 1 $$x Checkin Info: 1.10 64 10 2015 10 01-28-2016 $$x Checkin Inf |
| 991 | $$a - | ||
| 992 | $$a - |
Collection level record
| MARC CODE | INDICATOR 1 | INDICATOR 2 | FIELD CONTENT |
|---|---|---|---|
| LDR | 00468ny##a22001573n#4500 | ||
| 001 | h14705861-01ucs_ber | ||
| 004 | UCB-b203964214-01ucs_ber | ||
| 005 | 20240212093435.0 | ||
| 008 | 1309045u####0###0001uufre0210616 | ||
| 035 | $$a (CUY)c24771892-01ucs_ber | ||
| 852 | 0 | 1 | $$b NRLF $$c nbtbr $$h DC141.5 $$i .K3 |
| 866 | 0 | $$a box 1-14, volume 1-2 | |
| 901 | $$a 815411963 | ||
| 952 | 0 | 1 | $$x Label Type: n $$x Acq Type: z $$x Copies: 1 $$x Claimon: - - $$x Rloc: z $$x Vendor: none $$x Pcount: 0 $$x Revisions: 5 |
| 991 | $$a - | ||
| 992 | $$a - |
Host bibliographic records
Please consult the full documentation on creating host bibliographic records for examples.
By jcripe on 05-06-2024