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

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

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
text [was: 1 v.]			6061823
Holdings statement for supplements	Holdings statement for supplements public note	Holdings statement for supplements staff note
"Exhibits"	<1 CD-ROM>

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
text			15324470
Holdings statement for supplements	Holdings statement for supplements public note	Holdings statement for supplements staff note
1 DVD	<in pocket of text>

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
3 videodiscs			15599557
Holdings statement for supplements	Holdings statement for supplements public note	Holdings statement for supplements staff note
1 booklet

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
v.1-3			1898642
Holdings statement for supplements	Holdings statement for supplements public note	Holdings statement for supplements staff note
8 photographs and 1 plate inserted.

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
text [was 1 v.]			2449626
Holdings statement for supplements	Holdings statement for supplements public note	Holdings statement for supplements staff note
1 disk	<3 1/2 in.>
1 manual	<1 v.>

Alternative enumeration

Holdings HRID 7983736

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
1-3=v.25-27			7983736

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

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
v.1=34;			318827
v.2=56

Holdings statement	Holdings statement public note	Holdings HRID
ano IV-IX = no.49-108 (2003-2007)		3934906
ano X:no.109-115,118-120 (2008:Jan.-July,Oct.-Dec.)
ano XI-XXIV = no.121-276 (2009-2022)
Holdings note (public)	ano X, no. 116-117 not recd.

Chronology

Enclose in parentheses when enumeration is also present.

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
t.45-107 (1901-1971)			1909585
v.2 (1994)			2784630
1997,1999-2000			3719859

Compressed statements

Holdings HRID 7329957

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)

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
v. 1-2 (2009-2012); v.3:pt.1 (2021)			7329957
v.1; v.2:pt.1-3; v.3:pt.1-2; v.4-24; v.28-30			596112

This record is a good example of long and complex holdings in general (only an excerpt is shown here)

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
v.365-391 (2002/2003-2009)			151719
v.392:no.638-8646,8648-8649 (2009:July 4-Aug./Sept.29/4,12-Sept./Oct. 26/2)
v.393:no.8650-8655,8658-8662 (2009)

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
v.19-20 (1952/1953-1953/1954),			3148747
v.27-28 (1956/57-1957/58)

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).

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID

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.

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
1.-68.arg. (1931-1998/1999)			370840

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.

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID

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.

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID

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.

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID

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.

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID

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

Multipart items in classed together series

Multi-part monographs

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

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
1-11; 13 (1966-1998)			187301
Bd.1-4; Bd.5:T.1-4; Bd.6-8; Bd.9:T.1-4; Bd.10-19; Bd.20:T.1-2;Bd.21:T.1-2; Bd.22-Bd.24 (1971-2022)			1076558

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.

Holdings statement	Holdings statement public note	Holdings statement staff note	Holdings HRID
Bd.1-19			3213696
Holdings statement for supplements	Holdings statement for supplements public note	Holdings statement for supplements staff note
1 CD-ROM	<in pocket of Bd.18>