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Guidelines for Recording Holdings: MARC Fixed Fields

Rec_Type | Enc_Lvl | Entrd | Acq_Stat | Acq_Meth | Can_Date | Gen_Retn | Sp_Retn | Complete | Copies | Lending | Repr | Lang | Composit | Updated

 

Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Rec_Type = Record Type By default, the record type in newly created records is y. You must change it for non-serial item holdings.    
v = Multipart item holdings      
y = Serial item holdings      
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Enc_Lvl = Encoding Level      
3 = Holdings level 3      
4 = Holdings level 4      
m = Mixed levels Use when basic holdings are recorded at level 3 and indexes and/or supplements are at level 4; also use in cases of recon holdings at level 3 and current holdings at level 4    
z = Other level Use for limited retention titles and Louisiana Newspaper Project titles. Records converted from NOTIS with 899 fields will have an encoding level of z. This encoding level should be changed to the appropriate value when the 899 fields are changed to 866/867/868 fields.    
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Entrd = Date Entered on File   Date of Report Area Mandatory
yymmdd = Six numeric characters specifying the date the holdings report was first entered System-supplied; do not edit    
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Acq_Stat = Receipt or Acquisition Status   Acquisition Status Designator Mandatory
0 = Information not available; or retention is limited      
2 = Received and complete; or ceased All parts have been published and received or the publication is no longer issued. In the past, we used 5 for ceased publications. Use 2 for ceased in new records and modify older records    
4 = Currently received Newly published pieces routinely being received    
5 = Not currently received Newly published pieces are not being received. This is not the same as "received and complete or ceased."    
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Acq_Meth = Method of Acquisition      
d = Deposit      
e = Exchange      
f = Free Received without cost, directly from the publisher, vendor, or distributor    
g = Gift Someone gives us the publication; he/she is not the publisher, vendor, or distributor    
p = Purchase Includes receipts on memberships and subscription packages (comeswith)    
u = Unknown      
z = Other method of acquisition      
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Can_Date = Intent to Cancel Date      
#### (four blanks) = No intent to cancel; or not applicable (Default)      
yymm = Date cancellation is to take effect; or the date of the last expected part      
uuuu = Intent to cancel, with effective date unknown      
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Gen_Retn = General Retention Policy   Retention Designator Mandatory
0 = Information not available      
2 = Retained except as replaced by updates      
4 = Retained until replaced by microform or other preservation format      
5 = Retained until replaced by cumulation, replacement volume, or revision      
6 = Limited retention      
8 = Permanent retention      
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Sp_Retn = Specific Retention Policy Use only if Gen_Retn is 6    
1st position:      
l = Latest      
p = Previous      
2nd position:      
1 - 9 = Number of units retained      
3rd position:      
m = Month(s)      
w = Week(s)      
y = Year(s)      
e = Edition(s)      
i = Issue(s)      
s = Supplements(s)      
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Complete = Completeness   Completeness Designator Mandatory
0 = Information not available; or retention is limited      
1 = Complete (95%-100% held) Apply percentages to serial holdings only. For non-serial holdings, use 1 if we own all published pieces.    
2 = Incomplete (50%-94% held) Apply percentages to serial holdings only. For non-serial holdings, use 2 if we do not own all published pieces.    
3 = Very incomplete or scattered (less than 50% held) Apply percentages to serial holdings only. Do not use 3 for non-serial holdings.    
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Copies = Number of Copies      
001 = One copy of the bibliographic item reported Number of copies will always be 001; we do not record multiple copies within a single holdings record    
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Lending = External Lending Policy      
a = Will lend Use for all materials that circulate outside of the Libraries' buildings; also, use for positive microfilm for which Special Collections owns the master negative    
b = Will not lend Use for all materials that do not circulate outside of the Libraries' buildings    
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Repr = Reproduction Policy      
a = Will reproduce Use for all Special Collections materials and print serials in other areas    
b = Will not reproduce Use for materials other than print serials or particular materials that will not be reproduced    
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Lang = Language      
Three-character MARC code indicating the language of coded data in the 863-865 fields Use in holdings records that contain 863-865 fields; input the MARC language code for the language of the item; the same language codes are used for bibliographic and holdings records; eng is the Unicorn default for new MARC holdings records    
### (three blanks) = No coded chronological or ordinal numbers Use in holdings records that do not contain 863-865 fields    
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Composit = Separate or Composite Copy Report      
0 = Separate copy report      
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Fixed Field Notes Z39.71 Data Element Z39.71 Requirement
Updated = Date of Report      
yymmdd = Six numeric characters specifying the currency of the holdings information System-supplied when changes are made to holdings information; do not edit this field    
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