MFHD Policies for CMT

MFHD Policies (excerpt from MFHD Policies and Procedures):

2.4. Use 852 first indicator 0 for LC classification numbers, NJ18, and SML special folio call numbers.

2.5. Use 852 first indicator 8 for non-LC call numbers, except SuDOC call numbers.

2.8. Use 852 second indicator 0 for single part monographs; use 852 second indicator 1 for serials and multiparts.

2.9. Use 852 first and second indicator BLANK for suppressed copies. (NOTIS class code Z). Enter also ‡k Suppressed. If a call number had been assigned, retain the call number (retaining the call number will allow the dialog box to display ‡k Suppressed if there are multiple locations. If no call number was assigned because the 852 was created in error, enter ‡k Suppressed ‡h CIE (CIE=Created in error; the ‡h will guarantee that the Suppressed text will display when there are multiple locations. Suppressed 852s representing NOTIS Z’d location statements will have a conversion program supplied ‡h without the CIE text; the ‡h in those cases may not be visible).

2.10. Enter subfields in the following order: ‡b ‡k ‡t ‡h ‡i ‡m ‡x ‡z.

2.11. Use ‡b for location code.

2.12. Use ‡k for authorized text notes like Folio (use ONLY authorized notes.)

2.13. Use ‡t for copy number, if copy number is recorded. Staff should consult with local supervisor re policy.

2.14. Use ‡h before the call number.

2.15. Use ‡i before the last cutter number. For non-LC call numbers use ‡i to define the FIRST line break.

2.16. For YUL locations using LC classification, oversize, the call number must be followed by ‡m Oversize. (The oversize + will remain in the original position before the last cutter for non-LC call numbers.

2.17. Use ‡m Oversize after ‡i for titles defined as oversize for a given location if the call number uses LC classification. (Do not use with oversize non-LC call numbers.)

2.18. Use ‡x for staff notes (these do not display in the OPAC). Only Cataloging & Acquisitions staff are authorized to enter staff notes in ‡x.

2.19. Use ‡z for OPAC notes. “Exploding note codes” should NOT be used in Voyager; consult the exploding note chart and copy the appropriate text into 852 ‡z. Only Cataloging & Acquisitions staff are authorized to enter staff notes in ‡z.

2.20. If you see ‡2 localyale as the last subfield in 852 when 852 first indicator 7 is used (7=non-LC classification locally defined) delete ‡2 localyale and change first indicator 7 to 8 (8=non-LC classification locally defined)

2.22. If call number is keyed in manually, use F9 to enter delimiters. DO NOT USE SHIFT REVERSE SLASH to enter the delimiter symbol (this was how the delimiter was entered in NOTIS). Entering the old NOTIS delimiter symbol will affect call number indexing adversely.

2.23. F2 function key will display the indicator value or delimiter options available; clicking will paste the value or function at the cursor position.

2.24. Use space (NOT semicolon) to define line breaks. EXCEPTION: The period indicating a line break in 050, 090, or 852 fields should be retained when copied into 852; do not replace the period with a space.

2.25. Orbis2 location codes are NOT the same as Orbis1 location codes. If you need to change location, be sure to consult the Holdings Locations menu. (Position the cursor in 852 ‡b before the current holdings location code and from the menu Edit->Show holdings locations or ctrl-l).

2.26. If a location is changed; the location must also be changed on all associated item records.

2.29. A separate MFHD record must be used for each copy; each MFHD record will have a different ID number; the ID number will not be the same as the bibliographic ID number.

2.30. System Tab: If the bib record is suppressed, the MFHD record is automatically suppressed.

2.31. System Tab: YUL policy. We will use local program to handle exporting; staff should not enable the OK to Export Tab. Also, staff should not enter fields 927/928 used to flag for export or authority processing on NOTIS. There will be separate staff training on exporting.

2.32. Fields 852, 866, 867, 868 are all part of the same MFHD record and are entered and displayed in the same window as the 852.

2.33. Field 866 with 1st & 2nd indicators BLANK BLANK is converted from the NOTIS OPR receipt lines. Receipt 866s appear before the volume holdings 866s. Index and supplement receipts are converted to 866 (not 867 or 868); there will usually be some text indication that the receipt is an index or supplement.

2.34. Fields 866/867/868 for volume holdings (as opposed to receipts) have first indicator 4, second indicator 1. Caution: Leaving out indicators will block display of holdings in Web Voyage.

2.35. Fields 866/867/868 for both receipts and volume holdings must have linkage field ‡8 0 entered before subfield delimiters a, x, or z. Caution: Leaving out linkage field will block display of holdings in Web Voyage.