How to create a holdings record for single-part resources

Owned by Luiz Mendes
Nov 20, 2018
2 min read

Background

Procedures for creating holdings records for single-part items. Libraries have the option to accept default values in Alma for the Leader and Fixed-Field data elements. For best practices for encoding holdings records for monographs and serials, consult MARC Holdings Records: Best Practices Recommendations & Procedures.

There are two methods for creating holdings records: using the Metadata Editor or using a holdings template.

Step-by-step guide

To create a holdings record using the Metadata Editor:

  1. Open bibliographic record in the Metadata Editor
  2. Select File > New > MARC 21 Holdings. Or, use CTRL+Alt+H or click the add holdings icon .
  3. MD Editor opens in split panes and MARC 21 default holdings template opens in the right pane.
  4. Accept default values for the LEADER (LDR)
  5. Accept default values for Fixed-Field (008)
  6. Add physical description field (007), as appropriate. Use Add Field (or, F8).
  7. Select appropriate material type. Click Save. Use CTRL+F to expand field and continue to encode additional elements, as appropriate.
  8. Encode 852 first indicator for shelving scheme.

    0 - Library of Congress classification
    1 - Dewey Decimal classification
    3 - Superintendent of Documents classification
    4 - Shelving control number

    Note: Using Alt+U to add call number from bibliographic record will encode the appropriate indicator for shelving scheme. Or, first indicator for shelving scheme will be encoded based on library location.

  9. Input library location in 852 $$b.
  10. Input shelving location in 852 $$c.
  11. To use call number from bibliographic record, Save record. (This automatically populates call number).  Or, input class number in 852 $$h and Cutter and date in $$i. Input shelving control number in $$j. > Save record. Note: Input SuDoc numbers in $$h.


To create a holdings record using a Holdings Template:

  1. Select the Templates bar on left pane.
  2. Expand MARC21 Holdings to view list and choose the appropriate holdings template to use.
  3. Choose template and select New.
  4. MD Editor opens in split panes and MARC 21 default holdings template opens in the right pane.
  5. Enter holdings data, as needed.
  6. Save record.

Related Resources

Creating Holdings Record with the MD Editor (Ex Libris)

MARC 21 Format for Holdings Data