Holdings in multiple formats - pt.2 Single record
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.