MFHDs 8XX FIELDS (FOR WEEDING PROJECT STAFF)
7/16/12spg, rev. 5/31/14
Project ended May 31, 2014
Adapted from MFHDs 8XX FIELDS guidelines.
See also guidelines for EQUIVALENT TERMS: ITEMTYPE, GMD, 300 FIELD, AND CALL NUMBER.
I. General
While a bib record describes a work as published, a MFHD describes what we own. MFHD stands for MARC
Format for Holdings Data and is structured as follows:
014 Linkage number (bib record number generated during conversion). If you happen to delete an 014 it's not a
problem as we don't need the info anymore.
852
Ind1 = Class scheme
0 (LC)
3 (SuDocs)
7 (Music local call numbers--all whole numbers)
8 (Other-all decimals, includes Cutter)
Ind2 = blank (no information provided)
|b Location code (Ctrl-L to select from list)
If you change the location in a MFHD, change the Permanent Location in the attached
items as well. When MFHD and item record differ, it’s the item record location that
appears on the spine label and in a weird “Shelved as” message in the OPAC.
|h Call number classification portion
|i Call number item portion (i.e. the Cutter)
Converted records have the entire call number in |h. This doesn’t affect anything.
|t Copy number (if needed for unbarcoded Spec. Coll. materials)
|x Nonpublic note
|z Public note
|2 Source of Classification (used for the Music classification: |2 music)
866
Ind1 = 4 (default)
Ind2 = 1 (default)
|8 0 (default)
|a Textual holdings, e.g. v.1-6
|x Nonpublic note
|z Public note
867 Supplement--same as for 866
868 Index--same as for 866
A MFHD represents one copy of a work, with two principal exceptions: a) accompanying material barcoded
separately, and 2) multi-part works with parts in different locations. This is because a MFHD can carry only one
location and one call number.
In each MFHD, location and call number appear in an 852 field. Monographic call numbers include the pub year;
if published over multiple years, the year of the first volume is used. Serial call numbers exclude the pub year.
Under the Leader button, monographic records have Bibliographic Level “m” and serials Bibliographic Level “s.”
Where a publication has multiple physical parts that are barcoded separately and therefore have separate item
records, one or more 86X fields are likely needed. This is typically the case for multi-part monographs and
serials:
MFHDs 8XX fields (for Weeding Project staff) -- p. 2
866
867
868
Holdings
Supplements
Indexes
An 866 must be present in order to add an 867 or 868.
While print supplements and indexes are usually recorded along with the main volumes using fields 867 and 868,
this is not normally the case for other formats. A MFHD can accommodate only one call number. A sound
cassette that accompanies a volume will have a different location and also a different call number because
“cassette” is added to the end of the volume call number. Accompanying maps may be on the shelf with the
volume or separated; in either case the last line of the call number would be “map.”
Historical note: For awhile we used the Supplement field to record accompanying material in the same location as the main item:
866 v.1-3
867 map [would now have its own MFHD with “map” is added to the call number]
However, there is no need to change old records.
Multi-part monographs: Include 86X field(s) for monographs with multiple physical parts of the same type
of media, i.e. 2 or more volumes, 2 or more videocassettes, etc. Otherwise, do not include 86X fields,
relying on the bib record (and most likely multiple MFHDs) to explain what comprises our holdings.
Serials: These require at least one 86X field.
Historical note: In the past we did not necessarily supply an 866 when only one volume was published since it could be
deduced from the 362 publication history field. For consistency we now routinely supply the 866. However, there is no
need to change old records.
Holdings are recorded in terms of enumeration (numbering) or chronology (date) or both. These are summary
holdings, such as bound volumes, as opposed to unbound current issues received in Serials.
Holdings are recorded as issued by the publisher and as they appear on the item. A cataloger would supply
numbering only if publisher data were lacking or confusing.
MFHD and item enum/chron data are formatted differently:
Multi-part monographs: Publication information appears in the bib record is in 260 |c (pub year), 300 field
(extent of item), and 505 (contents note). While there are exceptions, volume numbering usually appears
by itself:
300 2 v.
505 v.1. Topics -- v.2. Culture.
866 v.1-2
Item record #1: Enum v.1
Item record #2: Enum v.2
If we had bound them together: Enum v.1-2
Serials: Publication information appears in the 362 field (publication history). Individual parts are
recorded in MFHD 86X’s and item record enum/chrons:
362 Vol. 1, no. 1 (Jan. 2000)-v. 2, no. 12 (Dec. 2001)
866 v.1 (2000)-v.2 (2001)
Item record #1: Enum v.1 Chron 2000
Item record #2: Enum v.2 Chron 2001
If we had bound them together: Enum v.1-2
Chron 2000/01
Spacing and punctuation are important. There is no space between caption and volume number (no.1) unless
the caption has no period (no 1, in French). There is one space between volume number and chronology, and
chronology is enclosed in parentheses.
MFHDs 8XX fields (for Weeding Project staff) -- p. 3
There are times when we do not record holdings as issued by the publisher. The most common are when we:

Break a single published unit into separate components, as often happens with DVDs

Provide our own numbering in order to distinguish unnumbered units

Use different captions or patterns due to past practices, and now it would be too much work to relabel the
volumes and/or too confusing to users to begin a new caption/pattern.
Use publisher-supplied captions in the 86X. For a German publication it might be “Bd.” or “Heft.” But certain older
records utilize “v.” and other English captions exclusively, and the volumes are marked accordingly.
If the publisher has not supplied a caption, record volumes as v.1, etc. Record nonbook media as no.1 etc.,
unless the publisher has supplied a meaningful caption, e.g. v., pt., sec. Do not use a caption that simply denotes
format, e.g. disc. Exception: microfilm is traditionally recorded as reel 1 etc. if the publisher has not supplied
another caption. (Scores & Recordings does its own thing, e.g. it uses disc 1 rather than no.1.)
Holdings are described in a positive sense in that we record what we have rather than what we lack. But on
occasion they might be so complex as to become almost incomprehensible. Or you may not have had time to
determine what we have and what we don’t. In these cases it is better to record the beginning and end of what
we have followed by a “Lacks” or “Incomplete” note, e.g.:
866
no.12 (1921:June)-no.3645 (1948:Sept./Oct.) |z Lacks no. …
866
1888-1935 |z Incomplete
If an item has status Missing, do not edit the MFHD to reflect the missing item. Edit the MFHD only when the item
is officially declared lost and the item record is given status Withdrawn.
Holdings are always described from the highest or most significant publisher unit, down to the lowest or least
significant publisher unit, e.g.: series:volume:number.
When both enumeration and chronology appear they should be parallel, i.e. they represent the same entity
exactly:
v.1 (1996)
v.1:no.3 (1996:Mar.)
But they are not necessarily parallel on either side of a hyphen:
v.1 (2006)-v.2:no.9 (2007:Sept.)
Do not generally record subunits of enumeration or chronology (e.g. number, month, day)--use them mainly in the
case of partial volumes. The simpler, the better, as far as the public is concerned.
When creating MFHDs that mention earlier and later holdings, use the terms "earlier" and "later" for publications
issued annually or less frequently; use the term "current" for publications issued more frequently than annually:
Earlier volumes in Olin Reference
Later volumes in Olin stacks
Current issues in Science Current Periodicals
Earlier volumes in Science Periodical stacks
Use “latest” when referring to retention: Library keeps latest 3 months only
MFHDs 8XX fields (for Weeding Project staff) -- p. 4
II. Examples
In the following examples, MFHD holdings statements do not necessarily appear in full (the field tag may be lacking, 86X
fields may lack |8, etc.); it is understood that all the standard fields and subfields must appear.
1. Record enumeration and/or chronology according to what appears on the piece and in accordance with the general guidelines above. A
hyphen implies inclusive holdings; use only one hyphen in 86X |a except for alternative numbering (see example below). Leave no spaces
except between enumeration and chronology or when a term lacks ending punctuation:
Correct:
v.1 (1968)-v.10 (1977)
v.1:no.3 (2005:Mar.)-v.1:no.7 (2005:July)
2000/2001-2002/2003
2007:Jan./Mar.-2007:July/Sept.
Incorrect:
v.1-10 (1968-1977) or v.1-10 (1968/1977)
v.1:no.3-7 (2005:Mar.-July) or v.1:no.3-7 (2005:Mar./July)
2000-2003
2007:Jan./Mar.-July/Sept.
2. Enumeration and chronology should parallel one another:
v.3:no.6 (1968:June)
not
v.3:no.6 (1968)
But holdings on either side of a hyphen are not necessarily parallel:
v.1 (1990)-v.3:no.5 (1992:May)
[v.3 is a partial volume]
3. Generally, do not record subunits of enumeration or chronology (e.g. number, month, day) except where we do not have a contiguous run,
or a publication begins with a partial volume:
Library has contiguous run: v.1 (1981)-v.7 (1987)
Library lacks v.3:
v.1 (1981)-v.2 (1982)
v.4 (1984)-v.7 (1987)
Library lacks v.3, no.1:
v.1 (1981)-v.2 (1982)
v.3:no.2 (1983:Feb.)-v.7 (1987)
Publication begins with partial volume: v.5:no.2-v.38
If a publication ends with a partial volume, don’t record the partial information, relying on the 362 to explain. After all, we have all of what was
published. This publication had 12 issues a year:
362
866
Vol. 1, no. 1-v. 10, no. 6.
v.1-10
but if there is a title change that picks up with v.10, no.7, do include the partial volume in the MFHD for the earlier title to provide better
continuity:
866
v.1-v.10:no.6
4. Separate levels (units of publication) with colons. A very detailed example of holdings might include series:volume:number (year:month)
although there is usually no need to distinguish holdings so precisely. Examples:
v.1 (1986)-v.2:no.6 (1987:June)
ser.1:v.1-ser.2:v.1
new ser.:v.1 (1960)-new ser.:v.2 (1966)*
1996:Feb.1-1999:July 20
*Note that under the previous standard an unnumbered series designation was not considered a level, just a caption, so the colon was left off
and the caption not repeated for holdings after the hyphen: new ser.v.8 (1987)-v.20 (1998)
We should now include the colon and repeat “new ser.” after the hyphen. Normally, you would revise if you happen to be working on the
record, but for the Weeding Project this is not necessary.
5. When subunits of enumeration or chronology intervene, repeat the caption for the sake of clarity:
Correct:
v.2 (1979)-v.5 (1982)
Incorrect:
v.2 (1979)-5 (1982)
6. Record alphabetic portions of holdings in the vernacular. Those without periods must be followed by a space:
Captions -- v. Nr. Bd. vyp. ser. new ser.
MFHDs 8XX fields (for Weeding Project staff) -- p. 5
Months -- Jan. June Sept. ianv. mars out.
Seasons -- winter hiver summer fall autumn
7. Captions. For print volumes use a publisher-supplied caption. The only terms capitalized are Suppl. and Index due to longstanding
practice. When no caption is supplied, supply “v.”:
362
866
1 (1966)v.1 (1966)-v.10 (1975)
In the old days it was common to supply “no.” for serials when there was no publisher caption, so you may see some of those. Also, “v.” and
other English captions for foreign publications, which mostly likely must be continued.
For other media: Use a publisher-supplied caption unless it simply restates the format. If it simply restates the format, or there is no publisher
caption, use “no.”:
pt.1-2
sec.5
but
no.1-2
not disc 1-2
An exception is microfilms, which traditionally have caption “reel:”
reel 1-10
Scores & Recordings and Special Collections may follow different caption practices.
8. Always use Arabic numbers.
9. Use non-numerics according to the publisher: pt.A v.38B no.3a P-3088
10. Text-only enumeration/chronology goes in |a. It is not considered a note:
866 |a Eastern region
866 |a Eastern and Western regions
866 |a Current issues only
For supplements and indexes bound with main volumes, by the publisher or by the library, see the sections on Supplements, Indexes, and
Notes, below.
11. Use equal signs to record alternative numbering if prominent on the piece (also called parallel numbering):
v.1 (1994)-v.9 (1999)=pt.1-108
no.43-50=v.15:no.1 (2000:Feb.)-v.17:no.2 (2003:Mar.)
12. Indicate years in full:
1981-1986
not
1981-86
1981/1982
not
1981/82
v.15 (1977/1978)
not
v.15 (1977/78)
13. If chronology is given along with enumeration, the chronology goes in parentheses:
v.66 (1956)-v.80 (1970)
no.36 (1968:Mar.)
1st ed. (1918)-12th ed. (1982)
Chronology alone (no enumeration) has no parentheses:
1988
1956-1957
1966:July-Dec.
1853:Feb.15
14. When enumeration is the "first-order designator" (i.e. the primary sequential division), it precedes any chronology:
v.1 (1988)
MFHDs 8XX fields (for Weeding Project staff) -- p. 6
When chronology is the first-order designator, it precedes any enumeration:
1983:v.1 [used mostly for partial holdings]
15. Only one volume -- record the one volume:
Bd.1 (1986)
v.1:no.3 (1988:summer)
1986:Jan.
16. Multiple volumes in one physical volume as issued by the publisher -- use a slash to separate volumes and any chronology:
v.15/16
sec.1/2-3/4
v.1/2 (1981)-v.3/4 (1983)
no.110/112 (1968/1970)
pt.C/D (1966:Mar./Apr.)
17. Multiple years in one physical volume as issued by the publisher when no enumeration is given -- use a slash to separate chronology:
1952/1953
1982/1983-1986/1987
1984:Sept./Dec.-1985:Sept./Dec.
1977:Jan./1978:Jan.
18. Gaps in our holdings -- start a new holdings statement:
v.1 (1984)-v.2 (1985)
v.4 (1987)-v.5 (1988)
[we lack v.3]
Volume 3 can be filled in later if we acquire it:
v.1 (1984)-v.5 (1988)
19. Non-gap breaks (e.g. change of series or issues not published) -- start a new 86X:
v.1 (1961)-v.10 (1970)
new ser.:v.1 (1971)-new ser.:v.10 (1980)
ser.3:v.1 (1981)-ser.3:v.7 (1987)
[the complete run of this publication covers 1961-1987]
►►If you a see “BOUND WITH” or “Bound in” note, ask a cataloger to handle the withdrawal.
MFHD notes about various locations are unnecessary unless the situation is confusing to the user or falls into one of the categories below.
If we have both paper and microform versions there is a separate bib record for each. However, the same 852 |z’s and |x’s and 866’s appear
under each. Hence the need for the “update” notes:
852 |b o |z Current issues in Current Periodicals Reading Room, kept until microfilm received |x update ABC1234
at same time
866 |a v.101 (1976)-v.107 (1982) |z in Olin stacks
866 |a v.108 (1983)-v.114 (1989) |z on microfilm in Microforms Center
852 |b omfilm |z Current issues in Current Periodicals Reading Room, kept until microfilm received |x update
ABC4321at same time
866 |a v.101 (1976)-v.107 (1982) |z in Olin stacks
866 |a v.108 (1983)-v.114 (1989) |z on microfilm in Microforms Center
If we have both paper and online version--common for journals--there is a separate MFHD for each format. The MFHD for the online version
has no 86X fields as coverage is indicated in 856 |z:
852
866
866
868
|b o |z Current paper format issues in Current Periodicals Reading Room
|a v.1 (1950)-v.42:no.2 (1991:Feb.)
|a v.43 (1992)-v.49 (1998)
|a v.1/15 (1950/1964)
852 |b online |h QL671 |i .ELECTRONIC JOURNAL
►►If you are withdrawing all of a print title that has a MFHD for an online version, ask a cataloger to handle the withdrawal and create a new
record for the online version.
MFHDs 8XX fields (for Weeding Project staff) -- p. 7
Supplements (867 field)
In the OPAC, information from the 867 fields is labeled Supplements.
b) Supplements not cataloged separately are recorded in the MFHD along with the main volumes. Supplements with numbering schemes
independent of the main volumes should use that numbering. Supplements with numbering dependent upon the main volumes should use the
same hierarchical designations as for the main volumes.
867
867
867
867
867
867
v.1 (1956)-v.13 (1962)
1966-1972
v.6 (1960)
[supplement to a single volume]
v.9:suppl.2 (1959)
[numbered supplement]
v.3:suppl.1 (1987:Mar.)
[ditto]
Buyers' guide 1977-1988
See more about supplements in the "Notes" section, below.
Indexes (868 field)
In the OPAC, information from the 868 fields is labeled Indexes.
b) Indexes not cataloged separately are recorded in the MFHD for the main volumes. Indexes with numbering schemes independent of the
main volumes should use that numbering. Indexes with numbering dependent upon the main volumes should use the same hierarchical
designations as for the main volumes.
Cumulative indexes usually require a slash:
868 v.1/10 (1961/1970)
868 Author index 1980/1985
Individual indexes:
868 v.1 (1966)-v.10 (1975)
868 Annual index 1975-1985
868 Monthly index 1984:June-1988:Jan.
See more about indexes in the Notes section below.
Notes
The MFHD can accommodate three kinds of notes::
a) Public notes pertaining to all or most 86X’s in a MFHD go into 852 |z. The |z follows |b, |h, and |i. It is repeatable. The OPAC label =
Notes.
b) Public notes pertaining to a some of the 86X’s in a MFHD go into a |z in the corresponding 86X field. The |z is repeatable, however use
multiple |z’s only if the notes convey very different concepts--a future library system may allow them to appear on separate lines. The |z
appears after |a; it may appear before or after a |x (nonpublic note). No OPAC label displays aside from that for the entire field
c) Nonpublic notes go in |x and don’t display in the OPAC. They may appear in any field, following the same pattern as |z. The |x is
repeatable.
As a rule, do not use abbreviations or library jargon in local notes which display to the public. Make simple, uncomplicated notes. Maintain
consistency when using the same note or same type of note throughout many records.
Begin notes with capital letters to distinguish them from prior data. Use “Vol.” rather than “V.” which looks funny. An exception occurs when
|a and |z together make a readable sentence:
866 |a v.101 (1976)-v.107 (1982) |z in Olin stacks
866 |a v.6 |z misnumbered v.5
Do not use a final mark of punctuation for a single note. For multiple notes in the same subfield, use separating punctuation as necessary.
Put the notes in separate |z’s if they are not closely related to one another as this may improve display in the future.
866 |a no.1-20 |z No.6 (1986:Sept.) misnumbered no.5; no.8 (1987:Sept.) misnumbered no.7
MFHDs 8XX fields (for Weeding Project staff) -- p. 8
a) Public notes pertaining to all or most 86X’s in a MFHD
Notes pertaining to all or most 86X’s are put into one or more |z's in the 852 field:
852 … |z Indexes bound with main volumes
852 … |z Paper format subscription cancelled and replaced with ONLINE access subscription
852 … |z Shelved along west wall, alphabetically by state-city-title.
For serials, if holdings are in several formats or locations, the notes in one MFHD refer to holdings in the other MFHDs, except in the
case of online resources. Examples:
Library keeps latest 2 years only
Later editions in Science Reference
Current issues in Current Periodicals Room, kept until microfilm received
Current issues in Serials Office (request at Periodicals Service Desk)
Art Library keeps current issues only
Cat tog vs. cat/class sep situations. When a cat tog situation later changed to a cat sep, notes like the following may appear:
852 |z BEGINNING WITH v.31, VOLUMES IN THIS SERIES ARE CATALOGED SEPARATELY UNDER THEIR RESPECTIVE
AUTHORS/TITLES, BUT SHELVED UNDER THE SAME CALL NUMBER: H31.A4
852 |z BEGINNING WITH v.31, VOLUMES IN THIS SERIES ARE CATALOGED AND CLASSIFIED SEPARATELY UNDER
THEIR RESPECTIVE AUTHORS/TITLES
The opposite situation could conceivably occur, in which case the notes would look like this:
852 |z EARLIER VOLUMES IN THIS SERIES ARE CATALOGED SEPARATELY UNDER THEIR RESPECTIVE
AUTHORS/TITLES, BUT SHELVED UNDER THE SAME CALL NUMBER: AB123.C4
852 |z EARLIER VOLUMES IN THIS SERIES ARE CATALOGED AND CLASSIFIED SEPARATELY UNDER THEIR
RESPECTIVE AUTHORS/TITLES
For nonbooks use ITEMS rather than VOLUMES.
b) Public notes pertaining to some 86X’s in a MFHD
Notes describing only some 86X’s should be added as one or more |z's in the particular 86X field:
866 |a v.1 (1981)-v.5 (1985) |z Vol. 4 lacks p.100-187 [lower-case “v.” is confusing in the OPAC, and V.4 looks funny]
866 |a no.9 (1986:Sept.) |z misnumbered no.8 on cover
866 |a 1969-1971
866 |a v.4-11 |z Volume numbering began in 1972
866 |a v.32 |z Shelved under: BF173.F85 L37 1970
Incomplete holdings. When you haven't the time to research complex holdings, add the note "Incomplete" to however detailed a
holdings statement you've managed to devise as a temporary measure, e.g.:
866 |a v.3 (1956)-v.114 (1978) |z Incomplete
c) Nonpublic notes
Nonpublic notes are entered in the same manner as z’s, except that jargon is probably the norm:
852 … |z Indexes bound with main volumes |x update WUo123435678 at same time
866 |a v.1 (1953)-v.46 (2000) |x v.30 index missing?
In NOTIS we could not add |x’s to 866/867/868, so we put them all in 852. We correct these but it’s not necessary for the Weeding
Project.