MULS Blog

Q:  Our library has holdings in multiple formats for a single publication.  How should we represent these holdings in our LHRs in OCLC?

 A.  It is possible (though not strictly according to standards) to represent your holdings in OCLC with a set of Local Holdings Records attached to a single bibliographic record.  Even though all the holdings end up together on the one bib record, it is still important to use separate LHRs for each collection and format.  This will naturally lead to more complexity in creating the Summary field for your library, though not necessarily to a more complex Summary holdings statement.

 For an example of this kind of holdings, see the TQI Local Holdings Records of  Nature.  (ISSN 0028-0836 / OCLC #1586310). 

When you look at this institution, you see a summary screen indicating multiple Local Holdings Records, each of which specifies a holding in a single format.  This allows us to code the physical description code (007) and collection and shelving information (both of which are in the 852) to be specified for each part of the holding without making any one of the LHRs overly complex.  Note that in the example, we have added a public note (863 $z) to the holdings, so that the different formats can be distinguished even in the summary display.

Among the most important codes to pay attention to are the lending and reproduction policy codes (elements 20 and 21 of the 008 field).  This is because OCLC's ILL deflection system looks at these codes and can override the general policy for an item based on the codes in the LHR.  When deflection looks at the OCLC Policies Directory to see whether an item may be loaned or reproduced, it checks the format of the bibliographic record to see which policies apply.  If you attach electronic holdings to a print record, the ILL deflection system will treat them as print holdings.  So, if you need to restrict borrowing based on format, you'll need to make sure the Lending and Reproduction policy codes are correctly coded in each LHR.

Note that while the collection of all the individual holdings could be complex, in this case, the net result is a fairly simple, open holding that starts in 1896 and continues into the present.  The note in the LHR Summary field indicates there are multiple formats, but doesn't specify which format corresponds to which years.  In another situation, you might want to be more specific.  The most important thing is to be specific in each LHR and to be consistent throughout your records.

Posted by linto001 at 10:52 AM | Permalink | Comments (0)

Q:  Our library has holdings in multiple formats for a single publication.  How should we represent these holdings in our LHRs in OCLC?

A:  According to the current cataloging standards, each holding should be attached to a bibliographic record that describes its physical format as well as its publication information and history.  This means that, to adhere to the standards, we should have each Local Holding Record attached to the bibliographic record that corresponds to the physical format of the holdings: print holdings on a print bib record, microfilm holdings on a microfilm record, etc. 

This standard is something that we at MINITEX have tried to encourage staff of MULS participating libraries to follow, so many MULS libraries already have holdings that fit this standard.  For an example of this kind of holdings, see the TQI Local Holdings Records on the print and electronic versions of  The Christian Science Monitor.  (ISSN 0882-7729 / OCLC #10969332 and OCLC #35351012)

The advantage of this method of reporting, of course, is that the bibliographic record carries all of the descriptive elements so searchers know about the format of the issues your library holds, or that describe differences between the original publication and a reproduction or alternate format.  Each holding can be updated independently, and OCLC ILL deflection system recognizes the holding format from the format code in the bib record, so it can apply the correct policies to any ILL request.

The major problem with this separate record reporting method is that we need to let folks know that your library has holdings attached to more than one record.  We supplement this information by including a cross reference note in the LHR that directs users to the other records and  holdings in other formats.  To make these notes as useful as possible in as many environments as possible, we've decided to identify these additional records by both ISSN and OCLC number.  So, for example, the holdings on the microfilm record would refer the reader to the print record and read something like:

"For hardcopy see ISSN 0041-2136 / OCLC #23154681."

We'd want to include the cross reference notes in both the LHR summary field and in the public note field ($z) of the 863.  And, if we had holdings only in a non-print format that reproduced a print publication (e.g. we hold only microfilm of a print publication), we'd put a LHR on the print record that referred searchers to our microfilm holdings.

Posted by linto001 at 3:31 PM | Permalink | Comments (0)

** IMPORTANT NOTE **

Recently we wrote about our archived webinar sessions :

Archived versions of the webinar handouts and recordings of the webinar sessions are also available.  [snip]  You can use the archived sessions and handouts to review training that you received in the past, or take in the training and watch demonstrations from a webinar session, whenever you have the time.  Click here to visit the MINITEX Archived Training sessions.  (Emphasis added.)

NOTE:  MINITEX webinar sessions are conducted and recorded using Microsoft Live Meeting service.  While you can access the Live Meeting website using any browser, their service is optimized to work with Internet Explorer.  With a non_Explorer browser, you can watch a version of the recorded session, but there have been reports of problems viewing the parts of the webinar where we do demonstrations in OCLC.  A black or gray box appears on the recording that blocks a portion of the display whenever the presenter uses shared applications, making it difficult to see the editing which is being demonstrated.

By contrast, if you connect to Live Meeting through an Internet Explorer browser, you get the option of watching the webinar online through the Live Meeting service or downloading the session to play back using Windows Media Player.  In either case, when using Explorer to view or download the recorded session, there have been no problems seeing the shared screens.

Naturally, we encourage everyone to use Internet Explorer to connect to Live Meeting. 

Posted by linto001 at 11:58 AM | Permalink | Comments (0)