Holdings Records

Updated 07/2020

Holdings Records

• 852: Holdings location

• 866: Textual holdings - basic bibliographic unit

Each bibliographic record should have a holdings record (also known as a MFHD - Marc Format for Holdings Data) and an item record for each copy of a manifestation. 

• To create a new MFHD in Voyager, click the New Hldgs button at the center-right of the top Voyager toolbar.
  
• To view and retrieve existing holdings by location, click the Get Hldgs button at the center-right of the top Voyager toolbar.
  

852: Holdings location

Each MFHD should display the location of the item and the call number assigned to it in an 852 field, with subfield ‡b for location code and subfields ‡h and ‡i for the call number. 
If one or more copies of the manifestation in hand already exist in the library, the cataloger should add a subfield ‡t indicating the copy number. The value in subfield ‡t should be an integer (2, 3, etc.)

866: Textual holdings - basic bibliographic unit

If a bibliographic record contains specific information pertaining to a local copy, catalogers should add an 866 field in the holdings record. The first indicator should be blank, and the second indicator should be 0. The 866 field should contain a subfield ‡z naming the copy.
Subfield ‡z is a label that associates the correct holdings record with the note(s) in the bibliographic record, and should match subfield ‡3 used in the local notes.
‡z / ‡3 should read "Princeton copy 1" for the first copy, "Princeton copy 2" for the second copy, etc. Do not name the copies specific locations, i.e. "Scheide copy" or "Cotsen copy." "Princeton copy 1" should be used for copy-specific notes if cataloging the sole copy in the PUL collection. 
If adding additional copies to an existing bibliographic record, location-based copy designations (such as "RCPXG copy") should be updated in the ‡3 and 866 to "Princeton copy [x]".