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University Library, University of Illinois at Urbana-Champaign

Cataloging Services: Holding Records

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

If you have a monograph with accompanying materials, please follow the procedure bellow:

  1. Go to List of Holdings, click Add New Holdings
  2. With the mouse cursor on LDR field, click Edit > Open Form Editor (Ctrl+F) to open the LDR and change the Type of Record (6) to (v) Multipart item holdings

            

  1. Click Edit > Add Field. Enter "853," The first and second indicator should be 2 and 3. The subfield $$8 should be and subfield $$a should be (unit) 

          

  1. If accompanying materials are separated from the main piece, create an individual item record for each piece that is housed separately. 

                  

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)

  • 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"

Labels

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

  1. Place the curser in the text of the 852 field of holdings
  2. Copy the call number 
  3. In the label template document in Word, hit Ctrl+v or right click and click Paste.
    • Note: labels for volumes should have added line for the volume number, e.g., v.1, v.2, etc.
  4. 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.
  5. Format the call number in the label template: 
    • For a Dewey number:
    • For an LC number:
  6. Hit Tab to open a new label
  7. After creating needed labels, add 1 more label with your initials and then print to the assigned Zebra printer