Cataloging: Creating Local Holdings in OCLC for the Maine Shared Collections Collaborative (MSCC)

Purpose: To record the detailed holdings of a title in OCLC WorldCat that has committed to retain (CTR) status as part of the Maine Shared Collections Collaborative by a participating library.

“LHR” or “Local Holdings Record” is a record added to OCLC that indicates the holdings at a specific library.  These records are used by interlibrary loan departments to determine which libraries to choose when requesting material.

 Connect to OCLC Connexion

  1. File list (usually a spreadsheet) forwarded by Sharon
  2. Open a web browser
  3. Go to
  4. Login with the authorization and password of the library you are creating Local Holdings for (You must allow pop-ups)

 Verify Holdings on URSUS/MaineCat/Minerva

  1. Search for the OCLC number in Sierra/MaineCat/Minerva
  2. Verify you have the correct bib record
  3. Copy the OCLC number and paste it into the command line search field. Be sure to preface the number with “no:” (for example: no:899949341)
  4. Hit the search button

Verify holdings in OCLC

Creating the Local Holdings Record

  1. After the record opens, click the Action menu
  2. Choose “Create Local Holdings”
  3. In the “Functions” menus to the right of the 853, 863 and 866 fields, choose “Delete Field
  4. “Click on the Edit menu and Choose “Apply CD from list” IF you have created a CD [Note: “CD” stands for “Constant Data”], Otherwise continue with #5
  5. Change the “Encoding Level” portion of the “Leader field” to “u-unknown”

Add holdings for local holdings


  1. Add field: 583 1_ $5 UMF $a committed to retain $c 20130701 $d June 30, 2028 $f Maine SC $u  [Note: the library code in $5 should be changed accordingly]
  2. Add field: 014 0_ 13327628 $b (DONE)  [Note: the OCLC# should be changed accordingly]
  3. Add field: 561 1_ UMF  [Note: the library code should be changed accordingly]

Adding local holdings part 2

  1. Under the Action menu select “Add Record”
  2. Click on OK
  3. You should get a green “Record added” message; if you get red error messages, fix the errors and try again
  4. You can verify your work by searching by the “Accession Number” in WorldCat. The holdings listing will look something like: UNIV OF MAINE SHARED PRINT COLLECTION


  1. Notify Sharon that the LHRs have been completed for a given library set (usually sent as spreadsheet)
  2. Sharon will notify Matthew Revitt (MSCC Coordinator) and the contact for a given library
  3. Maineinfonet will also be contacted so a correspoding 583 notes can be added to the item record in URSUS or MaineCat.


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