Yale University Library Cataloging Documentation
The MARC Format for Holdings (Mfhd) Record
General Information
Creating Templates
Creating and Editing Mfhd Records
Saving Mfhd Records
Multiple Call Numbers for a Single Collection
Deleting a Mfhd Record
The following instructions address creation and editing of MARC Format for Holdings records (or mfhd, pronounced "muffhead"). For detailed definitions of mfhd tags, indicators, and subfields, see MARC 21 Concise Format for Holdings Data or full documentation on Catalogers Desktop.
A mfhd record contains location and call number information, and is linked to a bibliographic record. A system-generated record ID number is displayed in the title bar, followed by the record ID of the associated bibliographic record. The upper portion of mfhd record consists of three tabs:
MARC tab: Fixed fields. (system supplied; do not edit)
System tab: Contains "Suppress from OPAC" check box. Do not suppress a mfhd when its associated bibliographic record is displayed, as this will cause a “Status unknown” error message to display in the OPAC. Do not use "OK to export" checkbox. Use ExportQ for exporting bibliographic records. Mfhd records currently are not exported.
Bib Title(s) tab: Record ID and title of associated bibliographic record(s). (System supplied)
History tab: Record of date and operator ID for creation and all subsequent saves. (System supplied)
The mfhd record is visible only in the cataloging module, but call number and location information derived from the mfhd are displayed in the OPAC. To search a mfhd record in the cataloging module:
Click Record>Retrieve by Record ID>Holding>[enter record ID].
When a bibliographic record is active in the cataloging module, an associated mfhd record may be displayed by either of the following procedures (A record is active when its title bar is highlighted in blue):
Click the Get Holdings icon.
Click the Hierarchy icon, expand if necessary, highlight the mfhd record, and click Retrieve.
New mfhd records are created by use of templates. For instructions on creating new templates and editing templates, see Creating Templates in the section on the Bibliographic Record.
To open a blank template for creation of a new mfhd, click on the New Hldgs icon, with the associated bibliographic record in the active window (a record is active when its title bar is highlighted in blue). This will bring up the default template specified in Preferences. Multiple templates may be stored on the hard drive or a networked drive, and the default may be changed by clicking Options>Preferences>Folders/Files, and entering a path in the Hldg box. If no path is specified in Preferences, clicking the New Hldgs icon will open a generic Voyager-supplied template. See http://www.library.yale.edu/~kspicher/MCC/yale%20manuscript%20bib.tem for sample bibliographic and mfhd templates, which may be customized to conform to local practice.
Creating and Editing Mfhd Records
A mfhd record is required for each call number associated with a bibliographic record.
The Leader contains a system-supplied record type x (single part item). Do not change fixed field defaults in the leader, 007, or 008.
Edit the variable fields using editing techniques described in the section on the Bibliographic Record. Complete the variable fields according to the following instructions:
Linkage Number (014)
Do not delete or edit. 014 fields contain linking or migration information, such as the Notis key for an associated bibliographic record migrated from Notis (Yale's former library management system). This field does not appear in records created in Voyager.
Indicators
1st (Shelving Scheme) must be set to 8, for Other Scheme . This indicator value will cause the call number to be
indexed with local, non-LC, call numbers.
2nd (Shelving Order) must be set to 0, for Not By Enumeration,
meaning that the item is not a serial.
Required Subfields
|b Sublocation or Collection. Determined by the default set in Preferences
(General-Holdings/Item Default Location). This subfield may also be set in a
template, and may be edited either manually or by a menu accessed by putting
the cursor in the 852 field and pressing control l (i.e. lower case L). All
locations in Voyager are coded as a single string without punctuation.
|h Classification Part. Contains the non-unique part of the call number.
|i Item Part. Contains the unique part of the call number. Enter a space, with no punctuation between multiple parts within |i.
Examples:
852 80 |b beingen |h GEN MSS |i 452
852 80 |b beinycal |h YCAL MSS FILE |i 132
852 80 |b beinwa |h WA MSS |i S-2440 R514
Other Subfields (use as appropriate)
|x Nonpublic Note. Use for local processing notes for library staff use, such
as notes regarding deletion of an existing access point or transfer from another
Yale library, or to identify a recon record.
Examples:
|x To be completed with additional name tracings once curator supplies them; bein, ms 3/94.
|x Before recon title was.... ; bein, ms 10/98.
|x Before recon call number was... ; bein, ms 1/03.
|x Recon collection, processing has been completed and Orbis record has been updated; bein, ms 4/99. [This is for recon collections that were reconned and then later recataloged. See note under Encoding Level.]
|x Transferred from muddzeta; former call number was ... ; bein, ms 3/04.
|z Public Note. Use for notes to be displayed in the OPAC.
|k Call Number Prefix. Use rarely for a call number qualifier to be displayed in the OPAC. Contents are not indexed and cannot be globally edited. Before using this subfield, consult the Chief Catalog Librarian.
Saving Mfhd Records
After completing the 852 field, save the record to Voyager by clicking the Save
to DB icon. Do not click the Save icon, as this will save the record only to
the workstation hard drive. A message will appear confirming the save; click
OK.
Multiple Mfhd Records
Multiple mfhd records may be attached to the same bibliographic record. Multiple mfhds may be used to record on- and off-site locations for parts of a single collection, or to record multiple call numbers for a single collection. Use of multiple mfhds ensures that all locations and call numbers are searchable. Each mfhd will have a unique Record
ID. To view all mfhds attached to a bibliographic record, bring the bibliographic
record to the active window and click either the Get Holdings icon or the Hierarchy icon.
Deleting a Mfhd Record
If a mfhd record is entered accidentally and should not be in the database,
notify a staff member who has a catalog librarian profile password, which allows
deletion of records.
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