Holding Statements: Formatting and Examples

Generally, transcribe holdings information as it appears on the item, using a form that is consistent across pieces. It may be helpful to consult the bibliographic 505 (contents note) for monographic holdings or the 362 and 588 (dates of publication and description based on/latest issue consulted notes) for serial holdings.

We "compress" our holdings, that is, we "record a range of holdings in terms of the enumeration and/or chronology of only the first and last parts held."

Use specified punctuation (this comes from the ANSI/NISO Z39.71 standard)

Use specified abbreviations for captions.

If viewing examples of MARC formatted holdings, the Voyager MFHD to FOLIO Holdings table may be helpful.

Examples

Accompanying/Supplemental material

*Do we need to list or link to the preferred terms here?

(note difference between former practice: "1 v." and new practice "text")

Alternative enumeration (includes multipart items in classed together series)

(note also the non-gap break indicated by the semicolon)

Chronology

Enclose in parentheses when enumeration is also present.

Compressed statements

Volumes 1 & 2 are complete; we have received part 1 of volume 3. When volume 3 is complete, the statement will read: v.1-3 (2009-2021) (assuming all of v.3 was published in 2021).

The record excerpted below is a good example of long and complex holdings in general.

Incomplete serial volumes

*is this section still needed?

Language and script (including diacritics and special characters)

Record information in the language in which it appears on the piece. For languages in non-roman scripts, romanize text according to the ALA/LC romanization tables but use Western-style arabic numberals for non-roman numbers. If the language of the enumeration/chronology varies from piece to piece, use the language that was used in the bibliographic record (362/588 or 505).

It is best practice to retain diacritics or special characters if they appear on the piece, but FOLIO holdings make this challenging. You may copy and past from the instance data, or simply enter the text without the diacritics.

Letters in enumeration

When the same letters appear as the first part of a statement of enumeration on each piece, it is necessary to decide whether these letters are part of the caption or part of the enumeration proper. When there is a definite other caption, treat the letters as part of the enumeration proper.

If there is not a definite other caption, but there is a space or punctuation mark between the letter(s) and the number(s), treat the letter(s) as caption.

Otherwise, treat the letter(s) as part of the enumeration. Generally, if letter(s) appear at the end of an enumeration, treat the number-letter combinations as a single level of enumeration.

Line breaks (multiple holdings statements)

Generally put as many monographic statement in one field as will fit, while starting each new serial statement in a new field.

If intelligibility is compromised, use additional holdings statement fields. Begin a new field at a logical break.

Multi-part monographs

For incomplete multi-part monograph holdings, record the range of years for those held.

Do not record years for complete multi-vol holdings unless they are given with (or constitute) the enumeration.

For example, the bibliographic MARC record associated with this holdings statement has a 300 field reading "19 volumes." There's also accompanying material.

This resource is complete in 2 volumes; the years constitute the enumeration.

Named portions

When some pieces have enumeration and/or chronology and some do not, give the name of the unenumerated pieces in quotation marks.

(Note that other holdings for this same instance are represented differently.)

No enumeration or chronology

Note: see also Accompanying/Supplemental material

For single-piece items and complete multipart items not wholly enumerated at the top level which do not need specific notes or chronology, transcribe the number of pieces followed by the appropriate material designation for each physical form. (Note exception for single volumes, where "text" is preferred over "1 v.")

For multi-part items that are incomplete or which need specific notes or chronology, where the names form an inherently complete set, use the names in place of enumeration.

For multipart items not enumerated that are either incomplete or have parts which need specific notes or chronology, list each piece or set of pieces separately by name and, if enumerated at the second level, give the enumeration, otherwise give the number of pieces and include a material designation in a Holdings statement public note.

Numbering peculiarities, including skipped or duplicated enumeration or chronology & missing enumeration or chronology

Do not show miscellaneous numbering peculiarities, including missing enumeration or chronology, whether they appear at the beginning, middle, or end of a run.

Record duplicate enumeration just once and explain the irregularity in a note on the bibliographic record.

Order of information

Record information in a logical order, generally in increasing numerical or alphabetical order by enumeration and/or chronology. When there is neither enumeration or chronology, use any other inherent/logical order.

When both enumeration and chronology exist for an item, all enumeration precedes all chronology within each statement.

If an item is organized hierarchically (e.g., composed of volumes, parts, etc.), record enumeration and chronology from highest to lowest level, separating levels with colons.

Ordinal numbers

Enumeration with ordinal numbers should be transcribed as such.

template for example tables:

FOLIO screenshots

Definitions

*what terms are used above that need defining?

Enumeration and Chronology

Caption

MARC References and Examples (documentation on which these guidelines and examples are based)