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University Library, University of Illinois at Urbana-Champaign

Cataloging Services: Holdings Records (MFHDs)

Acquisitions & Cataloging Services

Local Policies for Serial Holdings Notes

Policies compiled by: CAPT Cataloging and Metadata Group, January 2019

Serials Notes: General Policy

Serials notes are typically contained in the MFHD 852 field, subfield z (public) or x (internal). Summary of holdings notes are contained in the 866, subfield z. Notes in MFHD records should reflect the holdings on that record only and not refer to other holdings or formats, unless a volume is bound with items on another holdings record. The policies in this document differ from past practices so discontinued notes will still appear in the catalog. Use this document as a guideline rather than examples from legacy records. 

Library no longer receives new volumes 

Any title where we are no longer receiving new print volumes whether it is because it has ceased as a serial or the order was cancelled by the Library.

Example bibs: 1892844

Tag

Subfield

Text

Example

852 $z Library no longer receives new volumes. 852 1# $b mtx-nc $h 510.5 $i MATSC $t 1 $x Marked by v. $z Library no longer receives new volumes

Gift or exchange cancelled on records where there is no PO 

For records where no PO exists but the title was actively received as a gift. For internal use. 

Gift notes should appear in the 541 field in the MARC record. Use the same standard as the copy-specific notes guidelines. Include the subfield 3 if the gift is only specific volumes. 

Tag Subfield Text Example
541 0# $c, $a, $d $cGift; $aCancelled by [selector] $d[YEAR] 541 0# $cGift $aCancelled by John Smith $d2019
541 0# $c, $a, $d $cExchange; $aCancelled by [selector] $d [YEAR] 541 0# $cExchange $aCancelled by John Smith $d2019

Missing volume/issue mid-run 

For summary of holdings statements in the 866 we try to convey what we have specifically without using the subfield z: "Some issues missing." However, when there are a large number of gaps (>3) this note is used instead of describing each gap in the holdings. The note remains, but only for holdings with greater than 3 missing issues. 

Summary statements in the 866, subfield a should follow the ANSI/NISO Z39.71-2006 (R2011) Holdings Statements for Bibliographic Items. 

Tag Subfield Text Example
866 40 $z Some issues missing 866  40$81$a1983-2003$zSome issues missing

Back issues not retained 

This note is used for when we do not retain back issues for various reasons, e.g., microfilm, other access methods, etc. 

Tag Subfield Text Example
852 $z Older issues not retained 852  1\$bcmur-nc$h655.5173$iW93$t3$xMarked by yr.$zOlder issues not retained

Bound with  

This is mostly used with retroactive cataloging where two or more titles are bound together in the same item

Tag Subfield Text Example
852 $z [volume] bound with earlier/later title 852  1\$bstos$h371.4205$iME1$t1$xMarked by v.$zVol. 17:2(1984)-v.18(1986) bound with earlier title

Spine marking 

This note is created for actively received serials so newly received issues can be marked in the correct format. This note should be sentence case, without parentheses.

Tag Subfield Text Example
852 $x Marked by [no. or v. or year]

852  1\$biasser-nc$h972.005$iESF$t1$xMarked by no. 

Preservation action 

Determined by the preservation unit 

Analyzed, partially analyzed, mono class seps 

Determined by cataloging unit. Contact serials cataloging.

Bound with other titles 

In situations where unrelated titles are bound together. Excluding title changes or other 7XX situations. Use the 852 and 863 subfield zs.

Bib: 1820900

Tags Subfield Text Example

852

 

863

$z

 

$z

Bound with [title] [volume] 

Bound with other titles

852 8 $b stos $h 792.05 $i PLAB $t 1 $z 1947 bound with: Metropolitan Opera House season 1946/1947; The Wedding Ring Presents For Better... for Worse; The Program Magazine of the New York City Center vol. 5, no. 14 (December 7, 1947) 

863 40 $8 1.5020 $a 1947 $t 1 $z Bound with other titles 

Discontinued Notes

Use this document for local serials notes policies. The policies in this document differ from past practices so discontinued notes will still appear in the catalog. Use this document as a guideline rather than examples from legacy records. 

If you are unsure whether to add a note, please contact serials cataloging.

 

Note type 

Continue using note yes/no 

Back issues not retained 

yes 

Back issues shelved in a different location 

no 

Bound withs 

yes 

Cataloging treatment, analyzed, partially analyzed, cat as separates, classed together 

yes 

 Copy _ has  no
 For earlier volumes/for later volumes  no

Format change  

no 

Format changes from publisher 

no 

Location transfer for all or part of copy 

no 

Loose leaf updating resource 

yes 

Missing vol/issue mid-run 

yes 

New series, enumeration restarted, change in publication frequency 

no 

No standing order, standing order, gifts 

no 

Preservation action 

yes 

Publication ceased 

yes 

Publication suspended temporarily 

no 

Shelved by title, shelving practice for unbound issues 

no 

Spine marking 

yes 

Subscription cancelled by selector, gift/exchange terminated 

yes 

Title change, title split, mergers, absorption 

no 

Vendor changes 

no 

Vendor stops carrying the title, change in vendor 

no