CRL-LHR-Examples

Taken from email from Amy Wood @ CRL, 1/2/2018 in response to a question regarding holdings formats:

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See also the OCLC website page https://www.oclc.org/en/services/shared-print-management/metadata-guidelines.html for LHR formats. 

Just for quick reference, below are two examples of stripped down minimal LHRs with the essential fields. Subfield names are not official.  Official ones are in the OCLC documentation.  Only difference between the two is where you choose to put the holdings.  See note below examples.

Leader and Directory

001—Local System Control Number

007—Physical Description Fixed Field

008—Fixed-Length Data Elements

583—‡3 holdings ‡a committed to retain ‡c date of action (YYYYMMDD) ‡d action interval (or when the commitment ends) [no preferred format] ‡f program [EAST] ‡j oclc code ‡5 MARC organization code ‡2 pda

852—‡a Location‡b Sublocation or collection

or

Leader and Directory

001—Local System Control Number

007—Physical Description Fixed Field

008—Fixed-Length Data Elements

583—‡a committed to retain ‡c date of action (YYYYMMDD) ‡d action interval (or when the commitment ends) [no preferred format] ‡f program [EAST] ‡j oclc code ‡5MARC organization code ‡2 pda

852—‡a Location‡b Sublocation or collection

85x-86x  or 866-868

The 583 ‡3 holdings is only required if the holdings, to which the action applies, is different from those listed in 85x-86x  or 866-868.  This should never happen with the committed to retain.  It could happen if you added a second, completeness reviewed, or third, condition reviewed, 583.  It is allowable to be committed to retaining a larger portion than you have validated through a physical review.  This could make sense for the type of condition review sampling EAST does.  In that case, you may also have different dates of action in each 583 ‡c

Attached to this page is a document with a few samples.    The samples include a number of extra fields that are considered desirable, and some that are probably just automatically generated by the export from the local catalog.  PAPR does not use those fields.

Looking at an example CRL Allocation report, Holdings tab.  The column  Holdings & Gaps includes:

It would be fine to include those in PAPR in either the 583 subfield 3 or the field 866 subfield a.  In general, I think it is better to have a label like v. before the volumes and parentheses around the dates, but I think you will see in the examples attached, many do not have that.  When LHRs are exported from the catalogs, they don’t include the labels.

Note all three versions of this holdings statement are acceptable, while CRL prefers the first:

v.1-v.24 (1978-2003)

1-24 1978-2003

1(1978)-24(2003)

We recommend using guidelines outlined in ANSI/NISO Z39.71-2006 (R2011), Holdings Statements for Bibliographic Items

http://groups.niso.org/apps/group_public/download.php/18121/Z39.71-2006_%28R2011%29.pdf