Table of Contents | Reference Level | Instruction Level

EDITING A COPY HOLDINGS RECORD

Example Level

Example of a Blank Copy Holdings Record:

LTCU DONE AHA1234
NOTIS COPY HOLDINGS LBB0
CU BOOK LC 486002840 ISBN 0262231255
Watkin, David, 1941-
German architecture and the classical ideal / David Watkin, Tilman Mellinghoff. -- 1st MIT Press ed. -- Cambridge, Mass. : MIT Press, 1987.
STATUS a DT 09/10/88 AD none
NOTES
001 0A CN |d 09/10/88
NOTES
002 0A CN |d 09/10/88
NOTES
003 0A CN |d 09/10/88
NOTES
004 0A CN |d 09/10/88
NOTES
005 0A CN |d 09/10/88
NOTES
006 0A CN |d 09/10/88 NOTES
007 0A CN |d 09/10/88
NOTES

On the blank copy holdings screen, the system prompts "LTCU DONE" on the command line. As will be seen below, "same" can be typed over "DONE" on the command line.

The record ID assigned to the bibliographic record and the copy holdings record displays to the right on the command line.

"LBB0", which appears following "NOTIS COPY HOLDINGS" on the blank copy holdings screen, is the line number that the terminal is using to connect to the mainframe and the NOTIS system. If there are any problems with the terminal or the line, record this line number to report to Systems Office staff.

"CU", on the next line, is the institution ID for the LTCU file. "BOOK" is the display of the format of the bibliographic record. "LC" contains a display of the Library of Congress control number from the bibliographic 010 field. "ISBN" contains a display of the ISBN from the bibliographic record 020 field.

Bibliographic information is displayed in the copy holdings record, but cannot be changed on the copy holdings record.

The main entry, title, edition statement, imprint, and series note fields are displayed from the bibliographic record. Check the display of the bibliographic title at the top of the copy holdings screen to be sure there are no large gaps. If there are gaps, edit the bibliographic record to remove the blanks at the end of the lines within the field. Redisplay the copy holdings screen and continue with the copy holdings editing process.

Up to 7 blank copy holdings statements (numbered 001 through 007) display on the blank copy holdings screen. The number of copy holdings statements that display depends on the length of the bibliographic information at the top of the copy holdings screen.

Title-level notes (NOTES)/Examples

NOTES |a c:abc
NOTES: 550

Example of revisions:

NOTES |a r:def;c:abc
NOTES |a 300r; c:abc

Replacing original revisers' initials:

NOTES |a r2def;c:ab
NOTES |a 300r2;c:abc

Searching information:

NOTES |a N/xx uris AAB1234 1982 ed.
NOTES |a 01/o 02/x

Record deletion information:

NOTES |a Recd to be del. See AAB2637, bt 8/30/88
NOTES |a w557 |a Dup deleted, see aac2734

Multi-part microforms/Example If a microfilm is complete on 3 reels, the copy status code should be "3" and the classification type code should be "T". For example:

001 3T CN |a olin,micr |b Film;123

Basic Call number examples

Non-CTS-style call numbers:

001 1L CN |a mann |b TX3556.A986 |c R7
002 1L CN |a law |b KB556.A95 |c R7

CTS-style call numbers:

003 1L CN |a olin, ove1 |k + |b PS;3556;.A986 |c R7
004 1L CN |a uris |b PS;3556;.A96 |c R7

Location/sublocation code (|a)/Example

Typing:

001 0A CN uris

Results in the following:

001 0A CN |a uris

Added copy/Example

001 0A CN uris,ref
002 0A CN uris,ref/2

Oversize symbol (|k)/Example

001 1L CN |a olin,ove1 |k + |b KF;25;.3 |c .A2

See the Oversize chart for guidelines.

Call number (|b and |c)/Examples

001 1I CN |a olin |c ogrm

Non-CTS-style call number:

001 1L CN |a law|bKB630.B42|cP3

CTS-style call number:

001 1L CN |a mus |b M;1503;.S74 |c D32;1988

Non-CTS libraries will use a semicolon before the decimal of the first cutter only if the "b" subfield contains more than 12 characters. For example:

1L CN |a law |b DS384.462;.A7392 |c B9

If the "c" subfield contains more than 12 characters, insert semicolons as necessary. For example:

1L CN |a math |b QA;1298;.B65 |c M65;user's;guide

A skeletal call number with one cutter is typed with three spaces between the class number and the |c subfield. Note that one of the spaces is "eaten" by the delimiter-subfield code pair. For example:

1L CN |a law |b KQB |c .H67

A skeletal call number with two cutters is typed with two spaces between the class number and the decimal before the first cutter. For example:

1L CN |a law |b KQB .H67 |c C6

A call number consisting of only a class number and a date is typed with two spaces before the |c subfield. For example:

1L CN |a olin |b BS;1123 |c 1925

The proper location for microforms for Olin, is "olin,micr" and the proper call number is "|b Film;". All other locations with approved "micr" sublocs, should be used when appropriate. The name of the loc is not repeated in the "b" subfield:

|a ech,micr |b Film;[number]

"Oversize" is included as part of the location, whenever a sublocation has been defined (e.g., "olin,ove1", "jgsm,over", "olin,rov2", etc.). Also type the plusses or other oversize indication in a |k subfield in the copy holdings statement. The |k subfield is typed between the location and the call number. For example:

1L CN |a olin,ove2 |k ++ |b PS;3556;.A13 |c R3


1L CN |a fine,ove1 |k # |b NA;680 |c .J55

On the item in hand, write the location and oversize symbol above the call number. For example:

 
Olin				    
++					     
PS					    
3556				 
A13					 
R3

 
Fine
#					     
 NA
680
J55

Call number stripped of diacritics:

001 1L CN |a olin |b DX;1495 |c .G97;ser.1;fasc.4

Long call numbers/Examples

Multi-volume works:

001 2L CN |a olin |b AS;286;.O6 |c V35;no.38,;etc.

and the related MHLD:

866:41:|80 |a v.1=no.38
866:41:|80 |a v.2=no.56
866:41:|80 |a v.3=no.57
866:41:|80 |a v.4:pt.1=no.62
866:41:|80 |a v.4:pt.2=no.65
866:41:|80 |a v.5=no.72

Here is an example of a card reference:

AS286.O6 [bibliographic data .......]
V35 no.38;etc.

Guide card under no. 56 and following numbers:

 
					OLIN
					AS
					286		      see		OLIN
					O6				             AS
					V35				           286
					no.56			           O6
									                 V35
									                 no.38,etc.

Here is an example of an online guide record:

CU BOOK
United States
STATUS e DT 11/11/93 AD none
NOTES
001 1L CN |a jgsm |b HD;3616;U44;000;to;U47;jgsm;guidecard;u.s.a. d11/30/93


CU- ALM8589 FMT B RT a BL m DT 11/11/93 R/DT 11/18/93 STAT nn E/L 5 DCF a D/S S
SRC d PLACE ??? LANG eng MOD T/AUD REPRO D/CODE s DT/1 ???? DT/2
CONT ILLUS GOVT BIOG FEST 0 CONF 0 FICT 0 INDX 0
245:10: : |a United States
500/1: : |a (JGSM)
500/2: : |a Do not use HD;3616;U44-U47 for the United States. Use U5-U54
500/3: : |a .5 Periodicals
500/4: : |a .52 History
500/5: : |a .53 Public policy
500/6: : |a .54 Local, A-Z

NAC Classification

Enter existing NAC call numbers as follows:

001 IT CN |a fine |b NAC;1435;.1;C23;T685

Modifying an Existing Copy Holdings Statement/Examples

As loaded into NOTIS:

NOTES |a um=repr 1982

As changed:

NOTES |a repr 1982

Fixing RLIN load problems:

RLIN holdings screen:

LOC law LCAL K525|b.U58

COP 1 MDES pt.1
CST C
COP 1 MDES pt.2
CST L
COP 1 MDES suppl.
CST W

Loaded into NOTIS as:

Copy holdings record:

001 3L CN |a law |b K525 |c.U58
NOTES |a um=pt.2 lost |a um=suppl.wd

MARC holdings record:

866:41: |8 0 |a pt.1; pt.2; suppl.

Change the copy holdings record to:

001 3L CN |a law |b K525 |c .U58
NOTES |a pt.2 lost |a suppl. wd

Change the MARC holdings record to:

866:41: |8 0 |a pt.1

Transfers

Original copy holdings statement:

001 2L CN |a olin |b H;687;.5;.U5 |c H43 |d 03/03/33
NOTES
ITEM RECORDS 7
BN-001-001

Change copy holdings statement for the transferred item:

001 2L CN |a mann |b HV687.5.U5 |c H43 |d10/04/88
NOTES |a Trans from olin
ITEM RECORDS 7
BN-001-001

By using the same copy holdings statement, any linked item records and order/pay/receipt records will remain linked to the new location, and do not require deletion, cancellation, or relinking.

Items ordered and/or received on NOTIS may have a two- or three-digit number in the NOTES field of the copy holdings record. This is the statistics code for CTS staff.

Do not delete "gift", "exch", "reg", "dep", or similar information from the copy-level NOTES field of the copy holdings record.

Do not delete statistical codes from this area unless the date in the |d subfield is from a month previous to the current month.

Remove any indication of parts received in a multipart item when a MARC holdings record and/or item records are created. For example:

NOTES |a v.2 (11/1/88)

Deleting a Copy Holdings Statement Without Linked Item Records, MARC Holdings Records or Order/Pay/Receipt Records:

A copy holdings statement incorrectly added to the wrong copy holdings record can be deleted from the copy holdings record if no item record, MARC holdings record or order/pay/receipt record has been attached to the copy holdings statement. See Section V.A.7 if a copy holdings statement to be deleted has a MARC holdings record or an order/pay/receipt record attached.

To delete a copy holdings statement, use the following sequence:

1. Type same over "DONE" or "MORE" on the command line.
2. Press TAB to place the cursor on the copy status code of the copy holdings statement to be deleted.
3. Press ERASE-EOF to erase the copy status code and the classification type code. Note that it is not necessary to delete the location, call number, or copy-level notes; the system automatically deletes the entire copy holdings statement when the copy status code and the classification type code are erased. Do not use the `xxx' loc, unless the online loc was never correct and there are MARC holdings records or order/pay/receipt records attached. Then use "xxx" for the location code, and see Section 7h below.
4. Press ENTER with same on the command line to proofread the deletion. The system replaces the copy holdings statement with an "empty" copy holdings statement containing only copy status code "0" and classification type code "A".
5. Press ENTER with done on the command line to update the copy holdings record in the data base.

Deleting a Copy Holdings Statement with Item Records, MARC Holdings Records, or Order/Pay/Receipt Records Attached:

A copy holdings statement cannot be physically deleted from the copy holdings record if item records, MARC holdings records, or order/pay/receipt records have been attached to the copy holdings statement. See Section V.A.6 if a copy holdings statement to be deleted does not have an item record, a MARC holdings record, or an order/pay/receipt record attached.

1. Display the copy holdings record.
2. If required, delete or relink any linked item records from the copy holdings statement. See Section VI.D for information on deleting an item record; see Section VI.C for information on relinking an item record.
3. If required, delete any linked MARC holdings records from the copy holdings statement. See Section VII.D for information on deleting a MARC holdings record.
4. Display the copy holdings record and type same over "DONE" or "MORE" on the command line.
5. Press TAB to place the cursor on the copy status code of the copy holdings statement to be deleted.
6. For single-piece titles, type over the copy status code with "0"; for multi-piece titles, type 2. For both, type over the classification type code with "Z".
7. For copies with MARC holdings records or order/pay/receipt records, press ERASE-EOF to erase the call number (if any) from the statement.
8. Leave the location code as it appears, unless the location never represented reality and yet there are order/pay/receipt records and/or MARC holdings records attached. In that case, use "xxx" for the location code. An `xxx' loc is the only way to block a copy statement on a cataloged record from output to RLIN via the Tape Out Program (T.O.P). NOTIS copy holdings statements that contain legitimate location codes write over the HOL screen in RLIN, so that the RLIN HOL screen reflects all the NOTIS copy holdings statements except the `xxx' ones. Uncataloged copy statements on cataloged records (cat stat "h") are sent out just as are cataloged statements.
9. Press TAB to place the cursor on the copy statement date (|d subfield) and change the date to today's date.
10. If there are copy-level notes with the copy holdings statement, press TAB to place the cursor on the first character of the copy-level notes field and press ERASE-EOF.
11. Type the following note in the copy-level notes field: "Incorrect copy stmt. removed; [date]"
12. Press ENTER with same on the command line to proofread the correction.
13. Press ENTER with done on the command line to update the copy holdings record in the data base.

If you are removing an incorrect copy location from the first statement of a cataloged record, use the 0Z code but leave the incorrect location code in the subfield a. This information will upload and blank out the holdings on RLIN. This is especially important when it is the location in the first statement that is incorrect and needs to be deleted. If an `xxx' location were to occur in the first NOTIS copy holdings statement, the record would not be output to RLIN at all. This means that when we have `xxx'-ed a first copy statement in NOTIS, the RLIN record is out of sync with the NOTIS record. In order to keep NOTIS and RLIN in sync, we will have to leave location codes untouched in erroneous first copy statements.

Whenever staff encounters an `xxx' statement in "copy one" of a NOTIS record, they can do an RLIN search to determine what the NOTIS location code would have been, reinsert it, and let the record go out via T.O.P. Or they can fix the record manually in RLIN. In some cases, these problems can be avoided by re-using an incorrect first statement. An "xxx" loc in the first copy statement can be avoided and the statement re-used if 1) there is no MARC holdings record attached OR 2) an existing MARC holdings record can be re-used AND 3) there is no order/pay/receipt record.

For records that were cataloged or reconned in RLIN, the 035 of the NOTIS record must match the 001 of the RLIN record. For records cataloged or reconned in NOTIS, the NOTIS id number will be enough for the record to match against the correct RLIN counterpart.

For copies being withdrawn, as opposed to erroneous copy statements, please follow the withdrawals procedure.

DELETING A COPY HOLDINGS RECORD

NOTE: Because the copy holdings record is so closely linked to the bibliographic record, a copy holdings record cannot be deleted without also deleting the bibliographic record. See Deleting a Bibliographic Record for information on deleting a bibliographic record and the linked copy holdings record. Table of Contents | Reference Level | Instruction Level

Rev. 12/12/95 dih