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University Library, University of Illinois at Urbana-Champaign

Cataloging Services: Holdings Records (MFHDs)

Acquisitions & Cataloging Services

Complex Forms of MFHDs

If a book is accompanied by a compact disc of some sort, such as a CDROM, a CD, or a DVD (in rarer cases a casette tape), follow these procedures:

  1. In the MFHD, click Leader in the MARC tab
  2. Next to Type of Record choose v: Multipart item holdings
  3. Click OK to return to the MFHD
  4. Follow instructions for either a single volume with accompanying material or multiple volumes with accompanying material
  5. Create item records for each separate physical piece
  6. For additional processing of accompanying CDs, CDROMs, and DVDs, see the Media Housing workflow.

Single Volume with Accompanying Material

For a single volume work with accompanying material (e.g., a CD-ROM), the MFHD will have an 852 field with added 853 and 863 fields:

852 1_ ‡b library ‡k prefix ‡h class no. ‡i Cutter ‡t cop. no.
853 23 ‡8 1 ‡a (unit)
863 40 ‡8 1.10 ‡a text
863 40 ‡8 1.20 ‡a CDROM [or DVD or other item]

  • 852 field -- indicates location (library + call number) and copy number
  • 853 field -- establishes caption & pattern used in the 863 fields
    • ‡8 -- use 1
    • ‡a -- first level of enumeration; use (unit)
      • ‡a (unit) means you will be designating different types of "unit" in the 863 fields that follow
  • 863 field -- one 863 field for each unit (i.e., one for the text and one for the CD-ROM or other accompanying material)
    • ‡8 -- establishes display sequence
    • ‡a -- insert the type of unit for each piece using terms in the "Accompanying material (863) and item enum" column of the Suffix terminology table

E.g., a book with an accompanying CD-ROM in ACES has the MFHD:

Items

Item records should be created for each physical piece. For each item, use the appropriate term in the "Accompanying material (863) and item enum" column of the Suffix terminology table. An example of the hierarchy of a text with accompanying CD-ROM is below:

Labels

After saving the holdings record, create a label that will be applied to the book before being shelved:                       

  1. Place the curser in the text of the 852 field
  2. Hit Ctrl+F6 to copy the call number to the clipboard
  3. In the label template document in Word, hit Ctrl+v or right click and click Paste
  4. Format the call number in the label template: 
    • For a Dewey number:
    • For an LC number:
  5. Hit Tab to open a new label
  6. After creating needed labels, add 1 more label with your initials and then print to the assigned Zebra printer

Multiple Volumes with Accompanying Material

For a multi-volume work with accompanying material (e.g., a CD-ROM), the MFHD has elements of both a multi-volume MFHD and an accompanying material MFHD, and so will have an 853 for each material type (the example below is color-coded to show corresponding fields):

852 1_ ‡b library ‡k prefix ‡h class no. ‡i Cutter ‡t cop. no.
853 23 ‡8 1 ‡a v.
853 23 ‡8 2 ‡a (unit)
863 40 ‡8 1.10 ‡a 1
863 40 ‡8 1.20 ‡a 2
863 40 ‡8 2.10 ‡a CDROM

  • 852 field -- indicates location (library + call number) and copy number
  • 853 field  -- establishes caption & pattern for first material type, in this case, the individual volumes
    • ‡8 -- use "1"
    • ‡a -- first level of enumeration; use "v."
  • 853 field -- establishes caption & pattern for second material type, in this case, the CD-ROM
    • ‡8 -- use "2"
  • 863 field -- one 863 field for each volume
    • ‡8 -- begin with "1...." to correspond with the 853 field with ‡8 1
    • ‡a -- should include volume number only
  • 863 field -- for the accompanying material units
    • ‡8 -- begin with "2...." to correspond with the 853 field with ‡8 2
    • ‡a -- use the term for the accompanying material according to the suffix terminology table

Labels

When creating labels for pieces:

  1. Labels for volumes should have added line for the volume number, e.g., v.1, v.2, etc.
     
  2. The accompanying material should have an added line indicating material type
    • Use appropriate term from the "Spine label" column of the suffix terminology table
    • Note: for discs (CDs, DVDs, CDROMs, etc.) create 2 labels for the accompanying material in accordance with the media housing workflow.