OCLC Local Holdings helps you maintain accurate, current holdings information. This information supports interlibrary loan by providing your library's holdings for materials in any format, including serials. By making all aspects of the collection known, it also supports collection development.
Maintaining Local Holdings Records (LHR) provides information about your item-specific holdings as well as lending and reproduction policies. This allows other institutions to target resource sharing requests to institutions that can fill them.
Action | Procedure |
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Log on |
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Start local holdings maintenance | Click the Cataloging tabor press <Alt><C>. The Search WorldCat screen appears. |
Go to the Search WorldCat screen from any screen |
On the Cataloging tab, click Search or select WorldCat from the Search Options list. Or Press <Ctrl><Shift><W> or <Alt><C>. |
Log off | Click Logoff (top right) or press <Alt><L>. |
Searching WorldCat
For instructions on WorldCat searching, see the OCLC Connexion: Searching WorldCat Quick Reference.
Using Connexion browser
For more information on editing and other activities, see the Connexion Browser Cataloging Quick Reference.
You can retrieve the bibliographic record for the title you want and then edit existing local holdings records or create new LHRs.
Or, use holdings search limits to retrieve only bibliographic records linked to the holdings information you need. The holdings limits are:
Use Display Local Holdings to view LHRs created by another library or by libraries in a group, a state, or a region.
Results screen | Local holdings indicator |
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Brief or truncated list |
LH link appears next to the item number for records with your local holdings attached. Click the link to view an LHR or your institution summary. GR link appears next to the item number for records with group local holdings. Click the link to view a group summary, an institution summary, or an LHR. |
Bibliographic record | If your institution has local holdings records for the item, the text Holdings in [inst symbol]/Local [symbol] holdings appears at the top of the record. To view your local holdings, on the Action list click Edit Local Holdings. |
Navigation tool | How to use |
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Buttons. Search Results, Bib Record, Group Summary, Inst Summary | Top/bottom of screen. Click to move to search results, bibliographic record, group summary, or institution summary. |
Jump bars & boxes. View List, View Record, View Group, View Inst | Top/bottom of screen. Use arrow buttons to view next/previous screen, record, institution, or LHR. Type item number in box and press <Enter> to view a specific record, institution, or LHR. |
Search Options list. Cataloging tab, below the Search button |
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You need a Full-level Connexion authorization to create, edit, replace, or delete an LHR.
A holdings agent (when logged in using an Agent authorization) can create, edit, replace, and delete LHRs for a client institution.
At a minimum, the following fields must be present and complete for a local holdings record to pass validation:
In edit mode, required LHR fields are marked with an asterisk (*). Asterisks appear to the left of the plus sign (+) buttons used to expand fields.
You cannot edit these fields directly. Expand the field and then select from lists of valid values.
Action | Procedure |
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Expand field | Click the Plus (+) button at the left. |
Collapse field and cancel changes | Click Cancel. |
Collapse field and apply changes | Click Apply. Content in the main text box reflects changes made using guided entry. |
Select value for an element | Click the down-arrow button to open the list. Then click the value you want. |
View MFHD help |
Do one of the following:
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If you are familiar with the MARC holdings format, you can edit LHR fields (except the Leader, 007, and 008) directly, without expanding the field. Or expand the field and use lists and text boxes to define indicator values and subfield content.
Action | Procedure |
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Enter or edit content directly | In the text box for the field, define indicators and enter or edit appropriate subfields. |
Expand field | Click the Plus (+) button at the left. |
Collapse field and cancel changes | Click Cancel. |
Collapse field and apply changes | Click Apply. Content in the main text box reflects changes made using guided entry. |
Select indicator value or subfield value | Click the down-arrow button to open the list of values for the indicator or subfield. Then click the value you want. |
View MFHD help |
Do one of the following:
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Add a subfield (expanded field) |
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Delete a subfield (expanded field) | In the Action list for the subfield to delete, click Delete. |
Move a subfield (expanded field) | In the Action list for the subfield you want to move, select the position. Options depend on the current position of the subfield. |
Action | Procedure |
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Show Command Shortcuts box | Press <Alt><K>. |
Hide Command Shortcuts; show Edit, Action, View lists | Press <Alt><J>. |
Use the Edit, Action, and View lists to take these actions, or use the keystroke for the action.
Action | Procedure |
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Cancel Changes (Discard all changes made since you began editing the record. Do not continue editing.) |
Existing LHR. The record appears as retrieved, in display mode. |
Unedit Record (existing LHR only) Reverse changes; continue editing |
On the Edit list, click Unedit Record or press <Alt><K> and then <Z>. The record appears as retrieved, in edit mode. |
Complete editing and preserve changes |
Take a final action on the local holdings record.
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Reformat Record | On the Edit list, click Reformat Record or press <Alt><K> and then <R>. Arranges fields in tag number order and removes empty fields. |
Validate Record |
On the Edit list, click Validate Record or press <Alt><K> and then <V>.
Tip: Read all error messages before making corrections. |
Use Create Local Holdings from an LHR, a bibliographic record, or an institution or group summary.
Constant data (CD) is information you add when creating or editing a local holdings record. LH CD records are stored in an online file shared by users at your library. Use LH constant data to:
Action | Procedure |
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Create LH CD from a workform |
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Derive LH CD from an LHR or an LH CD record |
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Command | Procedure |
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Apply CD By Name |
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Apply CD From List |
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Apply Default CD (Not available unless you have set an LH CD record as default LH CD.) |
On the Edit list, click Apply Default CD or press <Alt><K> and then <C>. The system merges your default LH CD record with the record you are editing. |
By default, the Summary, Leader, 007, and 008 in LH constant data overwrite corresponding fields in an LHR. Although you cannot delete these required fields from the LH CD, you can choose not to apply them, or to apply specific codes only.
Action | Procedure |
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Do not apply Summary, Leader, 007, or 008 from LH CD | In the Functions list for the CD field, click Delete Text to remove all text from the field. The empty field remains in the CD record, but is not applied to an LHR. |
Select specific elements to apply from Leader, 007, or 008. (Avoid applying other elements.) |
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Do not apply other CD fields | In the Functions list for the CD field, click Delete Field to remove the field from the CD record. |
Local holdings can be used to supply system-suggested lender strings as part of the custom holdings process via WorldCat Resource Sharing. WCRS chooses lenders from a custom holdings display -- when the request is created -- based on volume and year data from the local holdings record.
Lending and reproduction policy data in local holdings records (field 008, bytes 20 and 21) can be used to deflect WorldCat Resource Sharing requests for items you cannot loan and/or copy. Deflection occurs after the request is placed.
Record element | Rule, description, and guideline |
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Summary | Rule. Must be present. Description. Describes institution-level (overall) holdings for the item. Summary is entered when the institution's first LHR is linked to a bibliographic record or system-supplied for holdings records loaded via data sync collections. The same Summary appears in all your institution's LHRs linked to the same bibliographic record. Guideline. When you edit or add an LHR, update the Summary as necessary to reflect changes in the institution's total holdings for the item, across all copies. For new LHRs, the system may supply a default Summary, "Local holdings available." Replace the default text with a description of your institution's overall holdings. |
Leader Always requires editing in an LHR workform |
Rule. Must be present. Description. Coded information on the basic properties of the LHR and information used in processing. Guideline. Verify Type of Record (Leader/06) and Encoding Level (Leader/17). The value for Encoding Level indicates the level of detail provided for the holdings data in the record. Both Type and Encoding Level may affect which other fields are required for validation and/or what values are valid in certain fields. LHR workform: set Encoding Level. In a new LHR created using a workform, Encoding Level (Leader/17) is set to a fill character|. You must select a valid code. or the record will fail validation. |
007 | Rule. Must be present. Description. Physical description coded field. Purpose and format are identical to those of the 007 field in bibliographic records. Guideline. System supplies default values from a bibliographic record. 007 rarely needs editing when updating an LHR. For a new LHR or LH constant data record, edit as needed. Verify the Category of Resource (007/00). The Category of Resource determines the other 007 elements to be specified and may determine options for coded holdings in 853/863 fields. |
008 | Rule. Must be present. Description. Coded information on acquisition, retention, completeness, lending policy, and reproduction policy. Guideline. Check and update the values for Lending Policy (008/20) and Reproduction Policy (008/21) to reflect current policies. The WorldCat Resource Sharing service can use these codes to deflect ILL requests. |
852 | Rule. Must be present. System supplies your institution symbol in $a and holding library code (Sublocation) in $b. Description. Location and sublocation. Guideline. Check the holding library code in $b and edit as needed. If appropriate, add subfields to provide details on the item. Use $z for general holdings notes. |
853/854/855 | Rule. When present, must be paired with and linked to corresponding 863/864/865 field. Description. Captions and publication patterns, for basic bibliographic units (853), supplements (854), and indexes (855). Guideline. Enter and update details on publication: enumeration levels, chronology, frequency, numbering schemes, etc. Verify coding of linking subfield $8 to ensure linking to the correct 863, 864, or 865 field. |
863/864/865 | Rule. When present, must be paired with and linked to corresponding 853/854/855 field. Description. Enumeration and chronology, for basic bibliographic units (863), supplements (864), and indexes (865). Guideline. Enter and update details on your holdings for the item, including beginning-ending dates and breaks in coverage. Subfields for enumeration, chronology, etc. correspond to subfields for the matching captions in linked 85x field. Verify coding of linking subfield $8 to ensure linking to the correct 853, 854, or 855 field. |
866/867/868 | Rule. (Optional) May be included to supplement coded information on captions, patterns, enumeration, and chronology in 853-855 and 863-865. (Substituting free-text holdings data in 866/867/868 for coded holdings in 85x/86x fields is not recommended, but is permitted if necessary.) Description. Free-text holdings information for basic bibliographic units (866), supplements (867), and indexes (868). Guideline. Enter and update holdings information and notes. If the free-text data in 866/867/868 fields is related to coded data fields (85x/86x) in the LHR, verify that the correct linking and sequence numbers are present in subfield $8. |
Action | Procedure |
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Move cursor to the 007 field | Press <Alt></> (slash). |
Move to the top or bottom of the record screen |
Do one of the following:
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Show or hide the Functions list | Press <Alt><Y>. |
Go to the Active Records screen | Press <Ctrl><Shift><9>. |
Change text | In the text box for the field, use standard editing keys (<Insert>, <Backspace>, <Delete>, arrow keys) to move the insertion point and remove or add characters. |
Delete text | In the Functions list, click Delete Text. Text is deleted; tag and indicators remain. Empty fields removed. The empty field is removed if you reformat the record or take a final action. |
Undo last text change | To reverse the most recent text change, use the standard Windows undo keystroke: <Ctrl><Z>. |
Add a field or multiple fields |
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Delete field | In the Functions list, click Delete Field. |
Copy field |
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Move field (cut and paste) |
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Enter subfield delimiter | Type a single dollar sign ($). Press <Shift><4> to create the $. Connexion shows the dollar sign as a subfield delimiter (‡) in display mode. |
Dollar sign as currency symbol | To enter a& dollar sign as a currency symbol (not to represent a subfield delimiter): Type two dollar signs ($$). Do not type a space between the 2 dollar signs. |