Cataloging: Add/Edit MFHD & Item

Cataloging in Voyager: Add/Edit MFHD & Item Records

Select from these links:

• Monographs or Single-part titles
• Serials or Multi-part titles
• Online resources
• Item Record
• Location Codes
• First Indicator (I1)

Click on the "Get Hldgs" button.

1. If one MFHD has already been created, it will open.
   
   
2. If there are multiple MFHDs, a window will open from which you can choose the correct one to edit.
   
   
3. If there is no MFHD attached, a window will open; click on the "New" button to create a new Holding record.

The system should automatically add information to the Leader, 008 field, and the 852 field. Edit the 852 field to include the correct first indicator (I1), the location code (if different from default), and call number. A list of location codes and applicable first indicators is at the end of this document.

1. If you need to add a local note, for a public note, add a subfield "z" at the end of the call number. For a Staff only note, add a subfield "x."
   
   
2. Additional instructions for Special Collections materials and other special formats can be found elsewhere.

Click on Save to DB. Click on OK.

To add an additional copy of an existing item, with the MFHD open, click on Record>> Make a copy.

1. Add a subfield "t" then the number of the copy, e.g. $t 2.
   
   
2. Save to DB.

SUMMARY HOLDINGS

A. Click on the "Get Hldgs" button.

1. If one MFHD has already been created, it will open.
2. If there are multiple MFHDs, a window will open from which you can choose the correct one to edit.
3. If there is no MFHD attached, a window will open; click on the "New" button to create a new Holding record.

B. If this is a new MFHD or an ACQ record being updated, click on the "Leader" button.

1. For a serial, change "Type of Record" to "y : Serial item holdings."
2. For a multi-part title, change "Type of Record" to "v : Multipart item holdings."
3. Click on OK.

C. Edit the 852 field to include the correct first indicator (I1), the location code (if different from default), and call number. A list of location codes and applicable first indicators is at the end of this document.

1. If you need to add a local note, for a public note, add a subfield "z" at the end of the call number. For a Staff only note, add a subfield "x."
2. Additional instructions for Special Collections materials and other special formats can be found elsewhere.

D. Summary holdings are preferred, however detailed holdings may be used if coded correctly. See below for instructions.

E. The summary holdings will be entered in the 866 field and follow this general format:

• 866 31 $8 0 $a v.1 (1980)-v.10 (1989): The only space will be between the numbering and the parentheses around the year.
  
  
• 866 31 $8 0 $a no.2 (1909)-no.8 (1915),no.10 (1917)-present: Use a comma to show a gap in what we hold. For titles for which we still receive issues, put "-present" at the end.
  
  
• 866 31 $8 0 $a v.10 (1830)-v.99 (1929): If the number of volumes or issues missing is significant, put the first and last volumes and dates held in the 866 and add the "Some issues lacking" note to the 852 field.
  
  
• Detailed instructions for summary holdings, with additional examples can be found on the shared drive: G:\Cataloging Department\Clean-up Reports\866 Conversion Project\866 INSTRUCTIONS.docx
  
  
• Click on Save to DB. Click on OK.

DETAILED HOLDINGS RECORDS:

For detailed holdings, there are two fields to add.

First, the 853 is a coded field that shows what enumeration is used and in what format it is to be displayed. Examples 2 and 4 are the most commonly used.

• 853 23 $8 1$a [1st level enumeration] $b [2nd level enumeration] $i [1st level of chronology]
  
  
• 853 23 $8 1 $a v. $i (year)
  
  
• 853 23 $8 1 $a v. $b no. $i (year)
  
  
• If only the year is used, enter in subfield a: 853 23 $8 1 $a (year)

Second, the 863 field(s) lists each individual volume and whatever combination of enumeration and/or chronology is used, regardless of how it is bound. The subfield 8 in this field is a sequence number that tells the online catalog in what order to display each 863 field. The format is "1.####," starting with 5000 and increasing in increments of 2. This allows for numbers to be added before and in between the existing.

• 863 40 $8 1.5000 $a 2 $i 2000
• 863 40 $8 1.5002 $a 3 $i 2001
• 863 40 $8 1.5004 $a 4 $i 2002
  
  
• 863 40 $8 1.5000 $a 1992
• 863 40 $8 1.5002 $a 1993
• 863 40 $8 1.5004 $a 1994

Example:

Examples of incorrect coding:

Multiple issues that do not constitute an entire volume or multiple volumes may not be combined in the same 863. The two lines noted above are incorrect.

Multiple years may not be combined in the same 863 field, unless they are in the same volume or issue and then should have a slash between them, e.g. 1969/1970.

A. Click on the"Get Hldgs" button.

1. If one MFHD has already been created, it will open.
2. If there are multiple MFHDs, a window will open from which you can choose the correct one to edit.
3. If there is no MFHD attached, a window will open; click on the "New" button to create a new Holding record.

B. In the top portion of the MFHD, click on the "007" button.

C. Click once on "Electronic resource," then click on "New."

D. To change each entry, click once in the white are for the field, then click on the down arrow to select the following options. For 5-10, use "Unknown" unless another option is obvious or easily discoverable.

1. Specific Material Designation = r : remote
2. Color = c : Multicolored
3. Dimension = n : Not applicable
4. Sound on Medium = [Select appropriate option, usually _ : No sound (silent)]
5. Image Bit Depth = --- : Unknown
6. File Format = [Select appropriate option]
7. Quality Assurance Target(s) = [Select appropriate option]
8. Antedecent/Source = [Select appropriate option]
9. Level of Compression = [Select appropriate option]
10. Reformatting Quality = [Select appropriate option]

E. Click on "Apply," then click on "Close."

F. Click on the "Leader" button. Click once in the white area next to "Encoding Level." Click on the down arrow and select "1 : Holdings Level 1."

G. Edit the 852 field as follows.

1. First indicator (I1) is blank.
2. Subfield "b," location code: For GovDocs, use "wwk." For free online resources, use "ww2."
3. See Beth if neither of these applies.

H. Add an 856 field.

1. First indicator (I1) = 4 : HTTP
2. Second indicator (I2) = 0 : Resource
3. Add a subfield "u" for the website URL.
4. If necessary, add a subfield "z" for a public note.

A. Click on the "New Items" button.

B. The cursor is automatically in the barcode box. Scan the barcode.

C. Verify that the PermLoc field matches the Location field. Change if necessary.

D. Verify that the Item Type is correct. Change if necessary. A list of location codes and item types is at the end of this document.

E. Click on Save to DB. Click on OK.

For a full list of location codes, with the cursor in the 852 $b field of the MFHD, hit CTRL+l (small letter ell).