Skip to Main Content

RDS@UF: Creating Holdings Records

Resource Description Services department procedures and policies

Created November 2023 by Hank Young

Creating Holdings Records

Bibliographic records created for use in the Shared Collection must conform to the Cataloging Guidelines (pdf). Please review bibliographic (aka BIB) records for compliance with these guidelines.

Once the correct BIB record has been found, create a Holding record  (HOL) by searching the item in Alma, usually by OCLC number.  Then click on the  button to open up the Metadata Editor (MDE) to the bib record.  Next, click on the “Add inventory” drop-down and choose Books (Default)

which should open up a second editing-pane which looks like this:

Enter the library and subcollection codes either manually, or by clicking the ellipses and choosing the library and subcollection from the drop down menus.  Upon saving the holding record, the call number should automatically populate the HOL, but check to make sure it is the appropriate call number for this item.

If the item is part of a multi-part monograph or serial, then change the LDR position 6 (Type of record) to y for a serial, or v for multi-part monographs, and Encoding level (position 17) to 4.  Then add the 853/863, 854/864, and/or 855/865 fields as needed to show your holdings.  When these are complete, save the record and then run “Enhance the record” “MARC21 Holding Expand Textual Holdings” to create the equivalent 866 fields needed for the Primo VE display.

University of Florida Home Page

This page uses Google Analytics - (Google Privacy Policy)

Creative Commons License
This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Unported License.