There are two conditions in which a holdings record, and hence a holdings statement are required:
1. Multi-volume “sets”, such as a work in multiple physical volumes
2. A title that has a main work and one or more supplements or accompanying material that will be
barcoded and can circulate separately.
→ An example of the first would be an encyclopedia. It is in 10 separate volumes and we have them all.
Because the description says 10 v., 10 items are related to the title, and holdings must account for the
10 volumes.
→ An example of the second would be a DVD with a printed guide. Because the description says 1
videodisc + 1 guide (and we have both), two items are related to the title, and holdings must account
for the two units.
→ An additional example of the second is a student book and a teacher guide.
A. Inputting holdings statements
- In the first example, the holdings statement (in 866) would be: v.1-10, the default caption is v., but others are possible and correct, such as pt. Use the caption as it appears on the piece.
- In the second example, the holdings statement would be: 1 DVD + 1 guide
Note: There IS a space between a number and the unit
- This example shows that common usage, such as DVD, is correct in holdings statements.
The student book/teacher guide would be: 1 v. + 1 teacher guide
Punctuation guidelines in holdings records are as follows:
1. For an unbroken range of holdings, use a hyphen [-]
Example: v.1-13 + index (http://libcat.clemson.edu/record=b2096491)
Also illustrates an additional item that is not numbered like the rest of the set
2. For a break or gap in a range of holdings, use a comma [,]
Example: v.4-5, 7 (http://libcat.clemson.edu/record=b1701051)
Do NOT introduce spaces after periods, or before or after hyphens, but space after commas. Add a
space before and after [+]
B. Editing holdings statements
There are occasions when you have to introduce new information into an already existing holdings record
Common situations
Situation 1: Adding holdings to an unbroken range with the next consecutive item
Original holdings: v.1-2 You are adding v.3
Revised holdings: v.1-3
Situation 2: Adding holdings to an unbroken range with a non-consecutive item
Original holdings: v.1-2 You are adding v.4
Revised holdings: v.1-2, 4
Situation 3: Adding holdings to a broken range of holdings, with a consecutive item
Original holdings: v.4-5, 7 You are adding v.8
Revised holdings: v.4-5, 7-8
Situation 4: Adding holdings to a broken range of holdings, with a non-consecutive item