Cataloging Practices Manual [CPM-570]


Holdings Procedures

See also Added Copy Processing Decision Chart for Materials in the Same Format.

  1. If CLIO has a matching record for book in hand (1XX to 4XX match) and at least one holdings of that record has a call number and the book in hand is not a duplicate, create a new MFHD for the book in hand. If cataloging multiple copies of single volume monographs or complete sets of multivolume works, create a separate MFHD for each copy.

    If bibliographic record has OTF or OTFR in the 965 field, do not use the record for any processing.

    If CLIO has more than one record for the same work and the duplicate record is not an error (e.g. the duplicate record resulted from batch loading of records with either location docs, hsl, nyspi, orth, or uts or any of their sublocations) consult CPM-571 to help decide which record to use to process the book in hand.

  2. When processing added copies, examine the summary holdings or hierarchy.
    If all copies are Suppressed, unsuppress the record at the title level by unchecking the Suppress from OPAC box in the bib record SYSTEM Tab.

  3. Ask yourself the following questions:

    1. Is a call number on another copy usable?

      • If the item is for a location which uses LC classification, check for an LC call number on a previously cataloged copy. As a general rule use the LC call number found for the previously cataloged copy. In case of doubt (e.g. replacing member record call number with LC assigned call number) consult a supervisor. Be sure that the 852 first indicator is set as 0 not 8. Some locations use classification numbers that look like LC call numbers and these are coded with classification type 8, i.e., other classification scheme.

        If there are no previously cataloged copies, check the bib record for the presence of a usable LC call number in 050 or 090. If the record does not have a usable 050 or 090, assign an LC call number or route for call number assignment.

      • If the item is for location that does not use LC classification (e.g. some RBX collections), check for a cataloged copy in that classification. If not found, assign appropriate non-LC call number. If processing an added copy for the same location and the copy in CLIO has a non-LC call number, and your location currently uses LC classification, do NOT use the call number in CLIO for the added copy. Use an LC call number to process the copy in hand.

      • If the call number for the cataloged copy is followed by a volume number, the book in hand may be an analytic of a continuation or serial and may need also to be added to a set or serial record. Either route item in hand to appropriate staff or consult a supervisor.

      • Unusable call numbers in $h include On Order, In-Process, NOTIS CLIO ID's, Pre-Cat "call numbers" begining with a year and month, e.g., 3JUL. , and the phrase "No call number assigned". It may be necessary to search for cataloging copy.

    2. Is the only cataloged copy an HSL (Health Sciences Library), NYS (Psychiatric Institute Library) or Orthopaedic Surgery book?

      • If so, check the Bib record for the presence of Library of Congress subject headings- LCSH (6XX second indicator 0).

      • If record has only Medical Subject Headings- MeSH (6XX second indicator 2), search OCLC for copy for a another library's version of your record with 6XX second indicator 0 and merge with the HSL record. (6XX second indicator 2 will remain in the record after it is merged)

    3. Is the only cataloged copy a DOCS (Document Service) book?

      • If so, search OCLC to import record with LC call number in 050 or 090 and merge with the DOCS record.
    4. Is the only cataloged copy a UTS (Burke library) location (or uts followed by various sublocations)?

      • If so, check bibliographic record history. If the date is a May 2004 load it means the record has been tape loaded into CLIO and may NOT be standard. If determined to be standard, add new holdings for copy in hand. If not standard, search OCLC for standard record and overlay as needed. If date on the history is June 2004 or later, record was processed by Butler Technical Services staff and can be used as any other record.

    Return to CPM Table of Contents

    Last updated: 07/19/11 ink