Attaching a Holdings Record to Closed Serial Titles

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Purpose: To record in URSUS the completed holdings of a serial title no longer received by Fogler Library.

The phrase "Holdings Record" refers to a Checkin record that has no card attached.  These records can be created from scratch or by removing the card from an existing checkin record. 

Open the Millennium Serials module

If there is already a current check-in record

1. Call up the record which usually defaults to the card display
2. Click on the correct checkin record
3. Select the card tab
4. Select all the checkin boxes by highlighting (drag cursor across boxes; color will change)
5. Press the <Delete> key
6. When asked "Are you sure you want to delete the selected boxes?" click Yes
7. Click on the Record tab
8. Save
9. If the record has MARC formatted holdings (853 and 863 fields displayed) then simply close or update volume numbering.
10. If not in MARC format, proceed to the "Adding and Updating Holdings" section below

If there is no check-in record attached

1. Call up the record
2. Click on the Summary
3. Choose Checkin from the Summary dropdown menu
4. Click "Attach New Checkin" button
5. Enter the location (Usually obper)
6. Click Next
7. Click Next again until you reach the "Create Card" dialog box
8. Click Cancel
9. Save
10. Proceed to the "Adding and Updating Holdings" section below

Adding and updating holdings

1. Click on the "Holdings" tab
2. Click on "Add New Range" button
3. If the "Create Caption" dialog box appears, select the appropriate options for Enumeration and Chronology and click OK
4. Enter the volume/number(year) in the "From" and "To" fields
5. In the "Note" field enter the location in all caps (see examples below)
6. Click "Apply Changes"
7. If there are gaps in the holdings or holdings in multiple locations you will have to repeat this process for each distinct holdings range (For more information on creating holdings statements see: MARC format for Closed Serials)
8. If there were already ranges of holdings listed in an 850 field or in a non-MARC "h" field, add these ranges using steps 2-6 above and then delete the 850 and/or "h" fields
    
   • Example 1 Multiple holding locations (OMIC): (b16741262)
     Title           American journal of orthopsychiatry
     Location    ORO Microforms
     Lib. Has    1 (1930)- 11 (1941) MICROFORMS;
                     40 (1970)- 52 (1982) MICROFILM;
                     12 (1949)- 39 (1969) STORAGE (AVAILABLE ONLINE)
                     49 (1979)- 75 (2005) STORAGE (AVAILABLE ONLINE)
     
   • Example 2 Multiple holding locations (OBPER): (b1674696)
     Title          The Astronomical journal
     Location    ORO Per Stacks
     Lib. Has    1 (1849)- 22 (1902) ANNEX;
                     28 (1914)- 44 (1935) ANNEX;
                     45 (1935)- 114 (1997) PER. STACKS;
                     115 (1998)- 138 (2009) STORAGE (AVAILABLE ONLINE)
     
   • Example 3 Bangor Last Copy Center (OLCC): (b16737684)
     Title           Accounts of chemical research
     Location    Orono Storage
     Lib. Has    1 (1968)- 3 (1970) STORAGE (AVAILABLE ONLINE)
                     9 (1976)- 37 (2004) STORAGE (AVAILABLE ONLINE)
     
9. Save
10. Click on the "View" menu
11. Select "Public Display"
12. Make sure the holdings are correct and display properly

Note: If there is no "holdings" type checkin record already attached, check the bibliographic record for an 850 field.  This applies to holdings created prior to 2000.  Add this range to the record being created and delete the 850 field from the bib record. 

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Created by: Library Staff | Revised: 02/11/2013