Table of Contents | Reference Level | Example Level
After a bibliographic record has been added to the data base, the system automatically creates a blank copy holdings record, and displays the prompt to edit the created copy holdings record.
A bibliographic record cannot exist in the LTCU file without a linked copy holdings record. Thus, an operator does not "create" a copy holdings record, he/she only edits an existing copy holdings record in one or more of the following ways:
Example of a Blank Copy Holdings Record
Sequence for Editing a Copy Holdings Record:
Adding or Editing Title-Level Information
Press TAB to place the cursor on the catalog status (STATUS) field. Type the appropriate catalog status code.
The catalog status code "a" automatically displays in the STATUS field on the blank copy holdings record screen. If the item represented by the bibliographic record is on order or in process, leave the code "a" in the STATUS field. If the item is being cataloged, type "h" over the "a" in the STATUS field. Note that RLIN acquisitions records loaded into NOTIS have the catalog status code set to "h," although the cataloging has not been completed.
If a catalog status code was typed, the cursor automatically moved to the catalog status date (DT) field. If no catalog status code was typed (i.e., the existing STATUS code was retained), press TAB to place the cursor on the DT field.
The catalog status date is automatically provided in the DT field on the blank copy holdings record screen. Change the date in the DT field to today's date if the code in the STATUS field is being changed (e.g., from "a" to "h", or from "h" to "x").
Press TAB to place the cursor on the action date (AD) field. If instructed to type an action date in the AD field, type the date in the format mm/dd/yy (month/day/year). See the appropriate Processing Center procedures for more information. For example:
If not instructed to type an action date in the AD field, do not add a date in the AD field. The AD field will continue to display "none".
Press TAB to place the cursor on the title-level notes field (NOTES). Title-level notes are used for information relevant to all copies and locations.
The cataloger's initials or statistical code should generally be the first note. For an explanation of CTS statistical codes, see CTS Procedure #26.
When ordering a replacement shelflist card, insert the reviser's initials or code before the cataloger's initials or code within the same |a subfield. Type a semicolon between the reviser's initials or code and the cataloger's initials or code. Revisers precede their initials with an "r" or type their statistical code followed by an "r."
If a reviser's initials or code are already in the title-level notes field, replace the existing reviser's initials or code with the new reviser's initials or code. Change "r:" to "r2" (no colon). Examples
The above information for ordering replacement shelflist cards should be followed by those Processing Centers wishing to indicate replacement card orders. If a Processing Center does not need this information, only the cataloger initials should be retained in the title-level notes field.
In some Processing Centers, searching information for the use of the cataloger is typed in the title-level notes field and should be retained until the item is cataloged. The cataloger removes the searching information.Examples
Record deletion information is typed in the title-level notes field to warn staff that the record should not be used. Note that actual record deletion awaits a NOTIS batch deletion program. Examples
Adding a New Copy Holdings Statement
Press TAB to place the cursor on the copy status code of the first empty copy holdings statement. The copy status code indicates whether the item is a single piece or multi-piece work, and whether the item (or all pieces for a multi-piece work) has been received. For a serial bibliographic record, the default copy status code "2" automatically displays; for a non-serial bibliographic record, the default copy status code "0" automatically displays. Change the copy status code, if necessary, by typing the appropriate number over the "0" or the "2".
If the item is a multi-piece work (categories 2 and 3) a MARC holdings record needs to be created in addition to the copy holdings record.
Note: The Task Force on Cornell Implementation of the USMARC Holdings Format has decided that copy status codes "0" and "l" indicate that no MARC holdings record would be made, unless the piece requires an 852 |z note; copy status codes "2" and "3" indicate that a MARC holdings record needs to be created. For example, a single-volume with an accompanying map would have copy status code "3".
If a copy status code was typed, the cursor automatically moved to the classification type code. If the default copy status code is retained, move the cursor one position to the right to place the cursor on the classification type code. The classification type code indicates the type of call number in the call number portion of the copy holdings statement (e.g., Library of Congress or Dewey), or that the item has not been received or is in process. In a blank copy holdings record, the default classification type code "A" automatically displays. Change the classification type code, if necessary, by typing the appropriate uppercase letter over the "A". The classification type codes determines the specific call number index applied and whether a message is displayed in the Online Public Access Catalog (OPAC).
Multi-part microforms Multi-part microforms should be treated like printed works when determining copy status code and classification type. Example
Codes for variant call numbers
Before release 4.5 of NOTIS, two locations with the same classification type (e.g. Library of Congress) but different call numbers and/or oversize symbols had to use an alternate classification type code "M" for the second location in order to print shelflist cards with the correct call numbers. Now, the improved program gets the call number from the proper copy holdings statement rather than from the first one with the value of "L". So the two locations described previously can now each code their classification type "L" and receive correct shelflist cards.
Also, CTS will be inserting semicolons between every element of the call number that is not prefaced by subfield "c" in order to take advantage of their automated spine labeler. Examples below for material cataloged in CTS will use semicolons. Examples
Examples of the previous practice can be found throughout the manual and will remain in the NOTIS data base unless a Processing Center needs to create a new label.
If the classification type code was typed, the cursor automatically moved to the location/call number (CN) field. If the default classification type code is retained, press TAB to move the cursor to the location/call number (CN) field.
Location/sublocation code (|a)
Type a location code and sublocation code, if any, following CN in the copy holdings statement. Type the location code and sublocation code in lowercase letters; type a comma (no space) between the location code and sublocation code. The |a subfield delimiter and code do not need to be typed; the system will automatically supply an |a subfield delimiter and code. Example
Added copy
If the item is a copy 2 or later copy, following the location/sublocation code type a slash (/) and the copy number. No copy number is typed for copy 1. Example
Input the circulating location of a thesis as the first copy control statement number. Thus the circulating copy displays first on the online catalog screen. In most cases, the archival copy will display on a second screen.
If the item is being cataloged, and the item is oversized, type the oversize symbol (+, ++, FLAT, etc.) in a |k subfield following the location/sublocation code and copy number. The |k subfield, when present, precedes the |b and |c subfields in the copy holdings statement. Example
See the Oversize chart for your unit for specific guidelines.
Designations such as "Online," "CD-ROM," and other similar terms used to signify to users that call numbers do not necessarily imply stack locations are also input in |k.
Subfield k always preceeds the call number.
If the item is on order or in process, the storage code, if any, is typed in a |c subfield.
If the item is being cataloged, the call number is typed in the |b and |c subfields in the CN field in the copy holdings statement. Examples
Do not type diacritics or special characters in the call number in the copy holdings statement. There appear to be problems with printing diacritics, accents, and alternate characters in the call numbers on cards. Call numbers are printed from the copy holdings record, which does not handle these characters as well as the bibliographic record does.
There are certain cases in which the full call number would extend beyond the single line allotted in the location/call number field in the copy holdings statement. Most of the cases are multi-volume works within classed-together series. Use the following procedure for long call numbers:
On the copy holdings record, use "etc." following the first series number in the multi-volume work.
On the MARC holdings record, relate the bibliographic volume number with the series number used in the call number.
If not shelflisting online, file a shelflist card at the first number in the multi-volume set and make a guidecard for each non-successive number in the set. If shelflisting online, make a guide record for each non-successive number. Examples
The NAC classification is no longer assigned to new material.
NAC call numbers tape-loaded as "L" (Library of Congress) type call numbers. Since NAC is not truly an LC class schedule, the NAC class type and call numbers should be revised to match the example above if the copy holdings record is being updated for some other reason.
Pressing TAB places the cursor on the copy statement date (|d subfield) at the end of the first line of the copy holdings statement. The date is automatically supplied for a new copy holdings statement. This date should be changed to the current date whenever any change is made to the copy control statement.
Consult Local notes in NOTIS for detailed information on Cornell practice in recording local notes in either the copy holdings or the MARC holdings records.
In addition to the information provided by the notes outlined in that document, a variety of codes appear in the copy-level notes field. When changes are made to a copy holdings statement, existing codes are only deleted if the |d date associated with the earlier code falls into a previous month. Otherwise the earlier code is retained.
If additional copy holdings statements are needed, type more over "DONE" on the command line and press ENTER. The system displays up to 7 more blank copy holdings statements.
If the copy holdings data extends over more than one screen, type back over "MORE" or "DONE" on the command line and press ENTER to display the first screen of the copy holdings record.
Modifying an Existing Copy Holdings Statement
Press TAB to place the cursor on the field in the copy holdings statement needing correction. Make the correction, using one of the following procedures:
Changes to the copy status code and classification type code are made by typing over the existing character with the correct character. Do not use INSERT or DELETE in these fields.
Changes to the location/call number and copy-level note fields are made by typing over the existing character(s) with the correct character(s), inserting characters within the field, or deleting characters from the field. Note, however, that the field length for each of these fields is the displayed portion on the copy holdings screen. These fields cannot be continued onto a second line. Therefore, be careful when inserting characters to be sure that data is not lost off the end of the field.
After the item has been cataloged, whenever there is a change to any data in a copy holdings statement, always change the copy statement date (|d subfield) to today's date. This will alert others that the copy holdings statement was last updated on this date. Do not change the date in the id subfield while the item is in-process, because the date is used for backlog control.
In records loaded from RLIN, delete "um=" preceding any copy-level note that should not display in the online catalog. Example
When records were loaded from RLIN into NOTIS, some notes may have been placed at the wrong level or attached to several copies. When editing the copy holding records, also edit the notes if necessary. For example, RLIN copy status (CST) of lost and withdrawn became a copy level note with "um=" and any MDES value attached. MDES may have also been used to create the volume holdings record (at the time it was created it was a volume holdings record--now it would be a MARC holdings record). Example
Transfers
When transferring an item from one location to another, change the location code on the copy holdings statement rather than add a new statement. 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. For detailed instructions, see Procedure for Withdrawal, Reinstatement, Transfer
Table of Contents | Reference Level | Example Level
Rev. 11/5/97 dih