Rules for Item Records1
Bibliographic records for loose periodicals must have a holdings record and at least one item record. If a library never binds a loose periodical, it does not have to have an item record for each issue. There must, however, be at least one item record to represent the circulation policy for the issues
Bibliographic records for intangible items such as e-resources must have a holdings record, but do not have to have item records.
Bibliographic records for microfiche and microfilm collections must have a holdings record but do not have to have an item record for each piece. There must, however, be at least one item record to represent the circulation policy for the pieces in the collection.
If a library wishes to use dummy barcodes in some of its item records, it should use a system that prevents duplicate or ambiguous barcodes in the shared database. Since Manoa has thousands of migrated item records beginning with numbers or letters, it was recommended that other sites begin their dummy barcodes with their 3-letter SysAdmin symbol, (e.g. OCH, HUH, KCK). Manoa will avoid using dummy barcodes with the 3-letter symbols, as well as dummy barcodes starting with numbers that other sites' real barcodes start with.
1. See SCCC Minutes, 9/17/01, Section 2, "Bibliographic records without holdings records (Bibs no mfhds)."
Rules for Holdings Notes
Public notes (subfield z in the 866 and 852 tags) will be in upper and lower case, enclosed in angle brackets.
<Example of public notes for University of Hawaii> 2
Generally, notes that apply to the title as a whole go in 852 subfield z. Notes that apply to a particular part of the library's holdings, (but not the title as a whole), go in subfield z of the 866 tag that describes those holdings.3
The SCCC agreed to strongly encourage all members to use separate holdings records for different formats. 4
2. UHM MFHD Committee. Systemwide Policies for Holdings Records, rev. 7/25/01. Section 10, "Public and staff notes."
3. UHM MFHD Committee. Systemwide Policies for Holdings Records, rev. 7/25/01. Section 10, "Public and staff notes."
4. SCCC Minutes, 9/17/01, Section 3, "Multiple formats on a single record."
Serial Holdings Template
The set of locally-defined templates distributed to each site includes a holdings template pre-configured for use with serial holdings data. The fixed fields are set as Alice Permenter recommended in her holdings data workshop. If you can afford to dedicate a workstation to your periodicals holdings project, consider pointing the holdings template preference in your cataloging options to the template SER_HOLD.TEM
MFHD Call Number As a Retrieval Point
Some libraries use the mfhd call number as a retrieval point so that a patron can generate a browse list of serials by doing a call number browse search. Other libraries always put the same generic phrase in the mfhd call number of their periodical records. It would be a good idea if libraries took care not to choose a retrieval point that duplicates that of another library, or interferes with another libraryís browse list.