Sarah :

Hi -- New York University (NYU) Libraries is also in the midst of a large-scale update of our Serials Summary Holdings statements. For many years, we have relied on Summary Holdings Statements in our Serial Bib records in order to display holdings statements for Library Users.

With more recent advances in our OPAC display mechanisms, NYU is now in the process of mapping these Bibliographic Summary Holdings statements into Holdings records.
Because NYU maintains an OPAC displaying several separate libraries, as well as  consortia partner libraries, this has become quite a complex project.

Formerly, our Serial Bib Summary Holdings Statements included a range of title-specific and location-specific notes, in addition to holdings information. When we made the decision to move our Summary Holdings Statements into the individual Holdings records, NYU wanted to create a logical mapping of where different types of notes belong.
I am pasting below a portion of NYU's Serials & E-Resources Unit documentation in blue addressing where to record certain types of notes within our Holdings & Item records.
(NOTE: For what it's worth, NYU made the decision to record the type of Retention Decision notes that you asked about in your message in 866 subfield $z).


Notes of Practice –Public Display  Notes regarding Holdings


Public Notes describing Serial Holdings generally fall into three categories: 1) Item level notes describing a particular volume or item; 2) General notes describing a Library’s treatment or processing of some or all serial holdings (i.e., Analysis & Classification treatment, OffSite, etc.); or 3) Specific notes describing a Library’s holdings or temporary shelving arrangements (Scattered Holdings, Latest issues shelved in Current Periodicals, etc.)


1.      Item Level Notes – Recorded in Aleph Item record OPAC Note.


            Notes describing the particular item or volume in hand. For example:


                        Library’s copy lacks issue no. 5.


                        Library’s copy signed by Walt Whitman.


                        Library’s copy is a reprint volume ([Name & Date of reprint publisher])


2.      852 subfield $z


Notes describing a Library’s treatment policy or shelving practices. For example:


            Library’s holdings are Fully Analyzed and Classified Together.


            Some volumes held OffSite – check Item holdings for location information


Some of library’s copies are reprint volumes.


3.      866 subfield $z


Notes applying broadly to a specific library’s holdings. For example:


            Library lacks scattered issues.


            Library lacks numerous issues.


Library's copy of the "Photography" issues of this title are shelved at: TR1 .W67.

(i.e., At a different Library of Congress Classification Number)


Latest year only (Latest two years only, etc.)


Latest year only; earlier volumes held Offsite


For notes that apply to the Holdings of a specific Library, include notes for public display in 866 subfield $z.

(If the note is for internal library use and not for public display, use 866 subfield $x.)

In practice, when moving Bibliographic 866 statements to Holdings records, almost all Notes that appear in Bib 866 subfield $i need to be moved to Holdings 852 subfield $z or 866 subfield $z.



I hope this is helpful. Please don't hesitate to contact me if you have additional questions or if this is not clear.

On Fri, Feb 20, 2015 at 11:00 AM, Sarah Glasser <> wrote:

Hello all,


I am embarking on a large project to bring up to date my Library’s Local Holdings Records (LHR).  I have noticed that the existing LHR with a retention schedule (current year, latest edition, current 3 years, etc.) have the holdings text in the 852 field, subfield z.  I did find some OCLC documentation that states to use subfield z for general holdings notes, but is this preferable to using 866 for holdings statements such as “current year”? 






Sarah (Sally) Glasser

Serials/Electronic Resources Librarian

022B Axinn Library

123 Hofstra University

Hempstead, NY  11549




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Everett Allgood
Principal Serials Cataloger & Authorities Librarian
New York University Libraries
212 998 2488

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