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MARC Tagging for Holding Screens

by Cecilia Schmitz

This document consists of a list of MARC tags that are being used by the Cataloging Department as well as policies specific to each tag.

Policies (Holding Screen as a Whole)

If the only holding screen is suppressed, the bib record also needs to be suppressed, else it will display with a “no holdings available” message on the OPAC.

A project manager may create templates for special projects as long as they conform to these principles.

Public notes:
Always end in a full stop to keep them from “running together” when there is more than one such note.

Leader/008

Print Serials and Monographs 

There doesn’t seem to be any “standard” use for the fixed fields except the F8 macro is used for serials and the F9 macro is used for monographs.

Electronic Resources

Leader

06 (Type of Record)
      Use “y” for serials.

008
Byte 06: (Receipt or Acquisition Status)
Use for serials.
            4        Currently received  (If the holdings statement in the 866 ends in “-“)
            5        Not currently received (If the 866 field doesn’t end in “-“)
Byte 07: (Method of Acquisition)
Use for serials.
            c     Cooperative or consortial purchase
            d     Deposit
            f      Free
            n      Non-library purchase (used for Alabama Virtual Library e-serials)
            p     Purchase

541 (Honor Book Program Note)

541
            First subfield:
                  Blank
            Second subfield:
                  Blank
            Interior of field:
                  a   name of honoree
                  b   name of donor
                  n    note

561   (Faculty Recognition Program Note)

561
First subfield:
                 Blank
            Second subfield:
                 Blank
            Interior of field:
                 a   name of  faculty member

583 (General Note)

Print Monographs and Serials

583
            First subfield:
                  Blank
            Second subfield:
                  Blank       
            Interior of field:
                   a   in house information
                   c   date
                   k   name of donor
                   x    private note

Policies regarding the 583 field:

This field can be used for the same in house information as the 948 field on the bib record but as one cannot now do a combined search of both the bib record and the holdings screen, one should use the 583 or the 948 consistently.

This field is used for donor information specifically for gift materials.

Electronic Resources

583
            First subfield:
                  Blank
            Second subfield:
                  Blank       
            Interior of field:
       f    QEJ?    Where ? could be: K (package); P (paid); F (free); FC (free with
                        current subscription)
       j    package name (use full name and avoid abbreviations) 
                   9   automation method (use IT&OR or SerialsSolutions)
                   x    PSWD meaning the resource is password-protected
 Policies regarding the 583 field:
Our e-journal a-z list depends upon this field.
IT&OR in subfield 9 means that the data was not machine-derived or supplied by an outside vender.

Examples:
583 _ _ $f QEJK $j JSTOR Arts & Sciences I Collection $9 IT&OR
583 _ _ $f QEJK $j Expanded Academic ASAP $9SerialsSolutions

845 (User ID/Password Protection)

845
            First subfield:
                  Blank
            Second subfield:
                  Blank       
            Interior of field:
                  a   explanatory note if a password requires one 
                  b   user ID
                  c    password

852 (Location/Call Number)

852
First subfield:
Blank   No call number used or a library specific call number or accession     
0               Library of Congress call number
8               No call number used or a library specific call number or accession
            Second subfield:
Blank  866 is not present
0                    866 is not present
1                    866 is present
           Interior of field:
                  b          location code
                  c          oversize
      h          call number, must match first subfield*
                  k          type of material ie microfilm
                  t           copy number
                  x          private note
                  z           public note
*for madd,peri or madd,news use “microfilm;” for electronic-resources use “online”

Policies regarding the 852 filed:
Oversized books:
For main:          #b main,over #c oversize is used for 43 cm or more
For LADC:      #b arch,over  #c oversize is used for 31 cm to less than 43
#b arch,port  #c portfolio is used for 43 cm or over
For VetMed:    #b vetm,over #c oversize is used for 31 cm or more
For the Alabama collection:  #b spec,ala #c oversize is used for 43 cm or more
For the Juvenile collection:  #b main,over #c oversize is used for 43 cm or more
Item records:
If the location code is changed on the holding screen, the location code on the item record needs to also be changed as this is not done automatically.
Suppressed records:
Change the location code in #b to “suppressed” and place the old location code at the end of the 852 field in a #x.
Public notes:
Always end in a full stop to keep them from “running together” when there is more than one such note.

856 (Electronic Location and Access)

856
            First subfield:
4        HTTP
            Second subfield:
0        Resource
            Interior of field:
                   u    URL
                   x     Private note
                   z     Public note

866 (Holdings Field)

866
First subfield:
3    does not conform specifically to holdings format
4    exactly conforms to holdings format
            Second subfield:
0        Non-standard
            Interior of field:
a     holdings
x     private note
z     public note
Policies regarding the 866 field:
Embargo notes:
Embargo notes are listed in a separate 866 field, the last one on the record in a #z with no other information in that 866 field.

867 (Holdings for Supplements)

867
First subfield:
3    does not conform specifically to holdings format
4    exactly conforms to holdings format
            Second subfield:
1        Non-standard
            Interior of field:
a     holdings
x     private note
z     public note

868 (Holdings for Indexes)

868
First subfield:
3    does not conform specifically to holdings format
4    exactly conforms to holdings format
            Second subfield:
2        Non-standard
            Interior of field:
a     holdings
x     private note
z     public note

899 (Current Issues)

The 899 field is obsolete.  It was where our last migration from NOTIS to Voyager placed any current serial issues which were unbound at that time.  Because some special collections serials are very irregular, there are still some current issues displaying from this field.

9XX Fields

These fields are used for the most part in holding records for indexes and databases.  They are used to build and populate the electronic Indexes and Databases (I&D) lists.

924 (Title Information)

924
           First subfield:
          Blank
     Second subfield:
          Blank
           Interior of field:
5    field begins with 5 to match the 245 bib title field
a    title information (ignore cataloging capitalization rules)
Examples:
924 _ _ ‡5 ‡a Academic Search Premier
924 _ _ ‡5 ‡a Aerospace & High Technology Database

952 (Summary Note)

952
           First subfield:
          Blank
     Second subfield:
          Blank
           Interior of field:
0        field begins with this which matches 520 bib field for summary notes
a    descriptive summary of resource using complete sentences
Example:
952 _ _ ‡0 ‡a Accessible Archives contain the rich, comprehensive material found         in leading historic periodicals and books, with eyewitness accounts of historical     events, vivid descriptions of daily life, editorial observations, commerce as seen     through advertisements and genealogical records.

965 (Subject Note)

965
           First subfield:
          Blank
     Second subfield:
          Blank
           Interior of field:
0    field begins with this which matches 650 bib field for subject headings
a    precedes each subject heading
Policies regarding the 965 field:
To rank each database within each subject category a 3-digit number is placed before the category.
Examples:
for the resource Academic Search Premier:
            965 _ _ ‡0  ‡a 150General Interest ‡a 400Agriculture ‡a 100Anthropology ‡a  125Architecture ‡a 150Art ‡a 150Business ‡a 115Communication and Journalism       ‡a 250 Communication Disorders ‡a 325Education ‡a 175Geography ‡a 225Geology ‡a 100Government ‡a 528History ‡a 275Medicine ‡a 125Music  etc.
On the website this produces:
Anthropology              
                                    Academic Search Premier
                                    Expanded Academic ASAP
                                    America: History and Life
                                    Historical Abstracts

Architecture
                                    Avery Index to Architectural Periodicals
                                    Academic Search Premier
                                    Expanded Academic ASAP
                                    LexisNexis Academic

977 (Library Generated Information)

[Obsolete]

977*
           First subfield:
          Blank
     Second subfield:
          Blank
           Interior of field:
3    field begins with this which matches 773 bib field for these notes
a    precedes each note
*This used to correspond to the information found in the 710 02 which is still used for monographic materials and microforms.

990 (Access Method/Number of Users/Full Text)

990
           First subfield:
          Blank
     Second subfield:
          Blank
           Interior of field:
a    access method (use ID; Library; Public; VPN; CD; Password)
b    number of simultaneous users (use unlimited or the number)
c     full-text
Policies regarding the 990 field:
Access method:
ID means users can access the resource from any location as long as they have a valid Auburn ID.  Library means that the user must be in on of the library buildings on campus to access the resource.  Public means that it is a free resource available to anyone, anywhere.  VPN means that a VPN client needs to be installed on the computer to access the resource.  CD means that the resource is on a CD at the RBD Reference Desk.  Password means that it is a password-protected resource.

995 (Additional Information/Doesn’t Display on the OPAC)

995
           First subfield:
          0
     Second subfield:
          0
           Interior of field:
                odd numbered letters (ie a, c, e…)  used for mnemonic words or phrases
                even numbered letters (ie b, d, f..) used for the information
Policies regarding the 995 field:
The interior letters work as pairs.  They are broken down as follows:
‡a BibID: ‡b [bib id]
‡c Title: ‡d [title]
‡e ARLType: ‡g [Ref /Journals/etc.]
‡g Acquisition: ‡h [AU/some consortium/free/etc.]
i Notes: ‡j [notes]
‡k Cancellation Policy: ‡l [date by which we must notify vendor of cancellation]
‡m Archive Policy: ‡n [will they allow archiving/do they archive]
‡o Confidentiality: ‡p [confidentiality policy regarding user behavior]
‡q Sub Ended: ‡r [date we cancelled the subscription]
Some of the right-hand subfields will remain empty.

997 (Additional Information/Displays on the OPAC)

997
           First subfield:
          Blank
     Second subfield:
          Blank
           Interior of field:
                odd numbered letters (ie a, c, e…)  used for mnemonic words or phrases
                even numbered letters (ie b, d, f..) used for the information
Policies regarding the 997 field:
The interior letters work as pairs.  They are broken down as follows:
‡a Sub Began: ‡b [date subscription began]
‡c Access Restrictions: ‡d [unusual access restrictions note]
‡e NumberOfUsers: ‡f [number/unlimited]
‡g Off-campus Access: ‡h [Allowed/Not Allowed]
i Interlibrary Loan: ‡j [Allowed/Not Allowed]
‡k Electronic Reserves: ‡l [Allowed/Not Allowed]
‡m Course Packs: ‡n [Allowed/Not Allowed]
‡o Distance Ed: ‡p [Allowed/Not Allowed]
‡q Effects on Print Sub: ‡r [print sub notes]
‡s Classroom Logins: ‡t [Allowed/Not Allowed]

Some of the right-hand subfields will remain empty.