Feb. 2001 holdings 852 field for multipart items and serials a. Marc 21 format




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Feb. 2001

HOLDINGS 852 FIELD FOR MULTIPART ITEMS AND SERIALS
A. MARC 21 FORMAT

B. CALL NUMBER & LOCATION IN HOLDINGS RECORD (852 FIELD)
A. MARC 21 FORMAT FOR MULTIPART ITEMS & SERIALS.
Multipart item: choose values with qualifier (mono); Serial: choose values with qualifier (serial).
LEADER

record status n or c new or corrected

type of record v or y multipart item or serial

encoding level 4 level 4
008 EDITABLE FIXED FIELDS

receipt or acquisition status 2 completed

4 curently received

5 not currently received

0 unknown

| (fill char.) data not supplied
method of acquisition (mono) | (fill char.) data not supplied

method of acquisition (serial) p purchase

g gift

d deposit

e exchange

f free

| (fill char.) data not supplied
intent to cancel (mono) 4 blanks

intent to cancel (serial) 4 blanks cancellation date

or [yymm]


general retention policy (mono) 8 permanently retained

general retention policy (serial) 8 permanently retained

4 retain until replaced by microform

5 retain until replaced by cumulation,

replacement vol., or revision

6 retained for limited period (use with specific retention policy)

7 not retained
specific retention policy (mono) 3 blanks

specific retention policy (serial) 3 blanks

l (latest) or p (previous) / 1 to 9 / m (months) or y (years) or e (editions) or i (issues)
completeness 1 complete

2 incomplete

3 scattered
lending policy u

reproduction policy u

language of captions MARC 3 letter code for language
852 FIELD LOCATION FIELD

852 1st ind Shelving scheme

Determines in which call number index the call number will file.



blank No information provided

* Call no. does not file in any call no. index; e.g., Journal



0 LC classification

2 NLM classification

7 Source specified in subfield 2

* McGill uses for CODOC and Cutter $$2 cacodoc



or $$2 cutter

8 Other scheme

* McGill uses for some textual call nos.;e.g., Colgate


852 2nd ind 0 For single item * No 866, etc.

1 For multipart item or serial * Need 866, etc.
SUB-LIBRARY AND COLLECTION (LOCATION)

852 $$b Sub-Library

852 $$c Collection

Always input Sub-Library and Collection in capital letters; e.g., $$b BLDR $$c MAIN

See ALEPH Sub-Library and Collection Codes for the list of locations.
CALL NUMBER

852 $$k Call number prefix; e.g., folio or elf

852 $$h Classification part of the call number

* All types of McGill call numbers have information in subfield h.



852 $$i Item part of the call number

* Distinguishes one item from any other item assigned the same classification.

* Only McGill LC and NLM call numbers use subfield i.
NOTES

852 $$x Nonpublic or staff note; e.g., od=

852 $$z Public note; e.g., Housed in the Polish Institute Library
866 FIELD TEXTUAL HOLDINGS STATEMENT

866 1st ind Field encoding level

4 Detailed holdings (Holdings level 4)

* Current McGill practice



[3 Summary holdings (Holdings level 3)]

* Do not use; valid but obsolete McGill practice


866 2nd ind Type of notation

1 ANSI/NISO standard

* Current McGill practice



[0 Non-standard]

* Do not use; valid but obsolete McGill practice


TEXTUAL STRING & NOTES

866 $$a Textual string

866 $$x Non-public note

866 $$z Public note
867 FIELD TEXTUAL HOLDINGS -- SUPPLEMENTARY MATERIAL

868 FIELD TEXTUAL HOLDINGS -- INDEXES
B. CALL NUMBER & LOCATION IN HOLDINGS RECORD (852 FIELD)
See CALL NUMBERS documents listed on Cataloguing Home Page for most information about call numbers and locations.
852 HOLDINGS NOTES (852 $$l, $$x, $$z)

Use 852 $$l, $$x and $$z for notes that apply to the whole copy. These notes focus on information about sub-library, collection, call number, physical location, etc. They can include copy-specific information which helps identify a particular copy.

Use 866 $$x and $$z for notes that apply to particular volumes or parts of a multipart item or a serial. See "Specific extent notes" .
1) SHELVING FORM OF TITLE ( 852 $$l)

Use 852 $$l notes to record the shelving title of a serial when a sub-library does not use classification numbers and shelves the serial by a title which is different from the 245 in the BIB record.



Example.

245 00 $$a Canadian outlook. Executive summary.

852 1 $$b HRMG $$c MAIN $$h Journal $$l Conference Board of Canada
2) NONPUBLIC OR STAFF NOTES ( 852 $$x)

852 $$x notes communicate information to staff that is not useful to the public; e.g., od=[system number of order record]



Example.

852 01 $$b MCL $$c MAIN $$h PQ1929 $$i A1 1999 $$x od=1681997


3) PUBLIC NOTES ($$z)

852 $$z notes communicate information useful to everyone, staff and public. These free form notes must be consistent, short and clear. To maintain consistently, use the following text strings when appropriate.

For multipart items AND serials:

Archival copy in PALS system

Maps catalogued separately

For library holdings, see index map in the Geographic Information Centre

Housed in Presbyterian College

Housed in the Polish Institute Library

For serials only:

Earlier issues catalogued as monographs

Later issues catalogued as monographs

Latest edition only

Latest issue of each title kept

LATEST IN REFERENCE CALENDAR ROOM


Latest volume at Circulation Desk

Latest volume in Government Documents Reserve

Latest in Government Documents Vertical File

LATEST IN HUMANITIES & SOCIAL SCIENCES REFERENCE

Latest volume in reference

Two latest volumes in reference

Three latest volumes in reference

LATEST 5 YEARS IN HUMANITIES & SOCIAL SCIENCES REFERENCE

Five latest volumes in reference

Current issues in Periodicals until microform copy received

Current issues in Reference until microform copy received
Multipart item examples.

852 01 … $$z Vol.7 bound with v.4

866 41 $$a v.1-15
852 01 … $$z Vols. 1 and 3 bound together

866 41 $$a v.1,

866 41 $$a v.3
Use judgement when choosing whether to use 852 $$z and compressed holdings or detailed itemized 866s.
852 01 … $$z Vol.3 has suppl. in 2 v. OR 866 41 $$a v.1-3

866 41 $$a v.1-4 866 41 $$a v.3:suppl.1-2

866 41 $$a v.4
852 01 … $$z Each vol. has 3 pts. OR 866 41 $$a v.1:pt.1-3

866 41 $$a v.1-4 866 41 $$a v.2:pt.1-3

866 41 $$a v.3:pt.1-3

866 41 $$a v.4:pt.1-3


Serial examples.
852 01 ... $$z v.3 (1990) issued with v.1 (1988)
If microfilm and paper in same location:

852 01 ... $$z v.1 (1970)-v.3 (1972) on microfilm



866 41 $$a v.1 (1970)-v.15 (1984)
852 01 ... $$z The Index to Parliamentary debates Rajya Sabha official report for the 7th session, 1954, vol.7 is bound with the 6th session, 1954, vol. 6 of the Index to Parliamentary debates Council of State official report. [from record 1459745]
Written by: Christine Oliver and Barbara Finlay

Last revised: Feb. 2001





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