Summary Holdings

 

These must exist:

 

  1. Bibliographic record  
  2. An order record is not required for Summary holdings to work, but if a library is using Aleph Acquisitions, create an order.
  3. Holding record  
  4. Subscription record
  5. Prediction pattern
  6. Item(s)

 

Summary Holdings details:

 

  1. Bibliographic record
    1. it should be a serials or a record for another format with 006 for serial added
    2. LKR must use same format of numbering to work. Consider value of LKR higher than Summary holdings; may need 866.
  2. Order record
    1. create order for serial or standing order with subscription coverage dates
  3. Holding record
    1. a holding record must exist for each Collection
    2. each must contain 853/4/5 pair(s)
    3. $9 must link to the correct Subscription record Sequence no.
    4. each Location in the Holdings screen shows a Summary for each Collection
  4. Subscription record
    1. each Collection with a holding record must have a subscription record
    2. enter coverage dates
    3. include order number; the same order number is used if the order is for a title that first goes to one Collection and then moves to another Collection
    4. Copy ID must be entered and be different for each Collection; blank or 00 do not work
    5. link subscription to correct holdings record
  5. Prediction pattern
    1. simple vol. holdings may work with just 2 lines: 853 $8 1 and 85X $8 1
    2. complex holdings require a full set of prediction fields 
    3. prediction patterns must exist for current and dead titles *(exception-see 7.g)
    4. 853/85X should be in the correct format, but the actual vol. and year doesn’t affect the Summary holdings display
  6. Items
    1. tab2 material type must be ISSUE for predicted issues
    2. tab2 85X Type/linking number must be 3 then 1 or whatever corresponds to the appropriate 85X field in the HOL; if frequency changes so there is a 853/X pair with $8 2, then the 85x Type/linking number would be 3 then 2
    3. the first item and currently predicted items must have the Type/linking number; at least, first and last item must have it for dead titles
    4. tab2 Copy must match the Copy ID in the subscription record; if we own multiple copies of an issue in one Collection, they will all be the same copy number
    5. tab4 Subscription No. should be linked to the correct subscription record, especially on the first item
    6. tab5 Serials levels must exist and be consistently applied.  Example: if some have $i and some don’t, it won’t work. tab2 Description follows NISO standards
    7. Aleph appears to assume numbering in the order of v. no. pt. whereas NISO, CONSER, and library policy is the use what numbering appears on the pieces. This can cause some Summary holdings to not be created; use 866.
    8. Processing statuses and non-receipt affect creation of the Summary display; NA and NP are programmed by Aleph to prevent Summary display
    9. When moving an item from one Collection to another, re-link the HOL and change the Copy number to match the Subscription record Copy ID
    10. If you don’t want to start with the first items you own in your Summary holdings, item tab2 85X Type/linking number would be blank then 0. Once you pick an item to enter values in, that becomes the starting point of your Summary holdings
    11. If occasional items have gone missing, use SU which will not display the barcode to the user in the OPAC. Do not delete the item.  SU and WD are designed for the occasional missing or lost issue in a range, not for materials intentionally withdrawn, e.g. paper is withdrawn when replaced by microfiche. If the summary doesn't work right because a number of issues in a row are missing, an item can be created for the range and then set to SU or WD.
  7. 866
    1. if the material type is for something other than print, the predicted pieces are ISSUE but once checked in, the material type should be changed to the correct format; use 866
    2. if the numbering is not v. no. pt. and Summary holdings do not generate correctly, use 866
    3. summary holdings show the broad span; if you need to show large gaps, use 866
    4. if numbering style changes, use 866 for former style. Example: 1993-1997; v.6(1998)-
    5. Web OPAC is not currently displaying supplements correctly. Remedy has been submitted.
    6. If holdings don’t work or the title is dead, enter an 866 field in the Holding record.

                                                               i.      For current titles, add 866 using NISO standards. It will display before the currently predicted pieces in the Summary holdings.

1.       If the 866 is being used to display a static span with current issues, enter with closing semi-colon for example: v. 1-20(1950-1970); [current predicted issues display next]

2.       If the 866 is being used to display a continuing span with current issues, enter with closing text: -current issues: Example: v. 1(1950)-current issues: [current predicted issues display next]

                                                             ii.      If the title is dead, then the 853/X fields should be removed and the 866 should describe the full run using NISO standards.

    1. If the title was dead when it migrated to Aleph and there are no Subscription, Orders, Prediction patterns, use 866 ONLY.