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University Libraries

Charles B. Sears Law Library SUNY Buffalo Law School

Holdings (HOL) Record


LDR fixed field:

  • Type of record
    v = Multipart
    x = Single part
    y = Serial
  • Encoding level
    1 = Single volume work
    4 = Everything else

008 fixed field:

  • Receipt or acquisition status
    2 = Completed/ceased
    4 = Currently received
    5 = Not currently received, but not complete (cancelled)
  • Method of acquisition
    d = Depository
    f = Free
    g = Gift
    p = Purchase
    u = Unknown
  • Expected acquisition end date = leave blank
  • General retention policy
    4 = Retained until replaced by microform
    5 = Retained until replacement by cumulative supplement or replacement volumes or revision
    6 = Retained for a limited period
    7 = Not retained
    8 = Permanently retained
  • Specific retention policy (used only with value "6" in General retention policy)
    First position:
    • l = Latest
    • p = Previous
    Second position:
    • Numerals 1-9
    Third position:
    • m = Month(s)
    • w = Week(s)
    • y = Year(s)
    • e = Edition(s) (use when in doubt v. yr.)
    • i = Issue(s)
    • s = Supplement(s)
    Example: When latest year only is kept, coding = l1y
  • Completeness = 0 (zero)
  • Number of copies reported = leave default value
  • Lending policy = l
  • Reproduction policy = a
  • Language: This is language used for piece designator only, not language of text.

    Example: Bd. is German abbreviation for "volume", so language coding = ger
  • Frequently used language codes:
    chi     Chinese
    cze     Czech
    eng     English
    fre     French
    ger     German
    ita     Italian
    jpn     Japanese
    pol     Polish
    rus     Russian
    spa     Spanish
  • Separate or composite copy report = leave default value
  • Date of report = leave default value

Holdings variable fields:

  • 866 = tag for textual holdings
    866 41 |a v.1-v.10
  • 867 = tag for supplements
    867 41 |a 2006
  • 868 = tag for indexes
    868 41 |a 2006
  • 852 = tag for Sublibrary, Collection code, Subfield k (if appropriate), Call number, Notes (if appropriate)

Punctuation for Holdings Statements

Symbol Name Purpose Examples
- Hyphen In enumeration and chronology data, to indicate an unbroken range of holdings. It shall be used ONLY between enumeration or chronology data of like kind (only between volume designators or issue designators for example, not a mixture of these). 1960-1989

v.1-v.15
, Comma In enumeration and chronology data, to show a break or a gap in a range of holdings.
(It is a local decision to also drop to next line after comma.)
v.1-v.2,
v.6-v.8

1982,
1985
/ Diagonal A connector between notations that form a single entity, as two different years that form a single period of coverage or a double volume number. 1989/1990
? Question Mark To show an unknown quantity in a date. To be used ONLY as the last digit in a date. It may not be added to a date to qualify it. 1950-197?
: Colon In enumeration and chronology data, to serve as a delimiter between multiple orders or levels of data, specifically a first-order designator and its related subsequent-order designators. v.1:no.1

1989:June
; Semicolon To indicate a nongap break when an item is not published.
(It is a local decision to also drop to next line after semicolon.)
v.1-v.4;
v.6
(v.5 never published)
( ) Parentheses To separate enumeration and chronology data when this information is recorded together. v.1 (1989)
= Equals Sign In enumeration data, to separate alternative numbering schemes. v.2:no.5=no.11

Content last updated: em,4/16