Editing Holdings Records

This procedure applies to monographs, serials and journals, in all formats. However, deleting holdings records is needed most often for serials and journals.

How do you access the holdings record?

Your starting point can be in the Serials tab in the Acquisitions/Serials module or the Item tab in the Cataloging module. There are three easy ways to access the holdings record:

1. If you have not opened the record for the title you are working on yet, do a search in the Search tab in the Cataloging module. Once you have found your record and it shows in the lower pane, choose the Cataloging button in the lower right hand corner. This will "push" the record directly into the Cataloging module. The Cataloging module will automatically bring up the bibliographic record of the title, to access the or one of the holdings records for this title, highlight and double click on the HOL record in the navigation tree on the left side, below the navigation pane.

2. If you already opened the record in acquisitions/serials or cataloging, go into the navigation pane and click on the Overview radio button.

In the navigation tree that displays in the navigation pane, highlight one of the existing holdings records, then click on the cataloging button located on the right side of the right pane.

3. If you have accessed the record already in the Acquisition/Serials or Cataloging module, choose the Item List in the navigation pane. It doesn't really matter which item of the list is highlighted in the upper pane. In the lower pane, go to tab 6 HOL links. Highlight one of the links to an existing holdings record and choose Edit.

The holdings record will be opened in the Cataloging module.

4. If the text in the holdings record is black, you can edit it. If it is gray, you can't. Contact Kim Maxwell (Associate Head, ALS) or Christine Moulen (Library Systems Manager) about your permissions.

5. Make the necessary changes (see table Who can edit what) and save to the server by clicking on the icon in the top right hand corner.

Who can edit what

Please note that Public Notes that are still located in the 866 $a should be moved to $z. To do this:
- Place the cursor at the end of 866 $a field or directly on the a.
- Go to the toolbar, click on "Edit", then choose "New Subfield" (or F7).
- Type over the a that is automatically supplied and make it a z.
- Copy and past the note from field $a into field $z (excluding the word "Note:").
- Make sure to delete the note from field $a (including the word "Note:").
- Save to the server.

created 09/27/05 epm

edited 10/20/05 jjjenkin

MIT Libraries: Local Processing Procedures and Documentation
Comments to: Processing Committee -- proc-com@mit.edu