Holdings and Item Records for Internet Resources
Guidelines for Library of Congress Catalogers
The following approach is to be used for internet-only resources to
take advantage of holdings and item record functions that can help
us account for non-physical material selected for LC collections.
Examples: BeOnline and American Memory Web sites.
The techniques may also be useful for situations in which a print
and electronic version are covered by the same bibliographic record
and LC either lacks the print version, or, needs to maintain a subscription
or licensing agreement for the electronic resource through an Acquisitions
module Purchase Order and holdings record. Example: JSTOR.
- Bibliographic Records
856 Electronic Location and Access
Supply a general access URI that would be appropriate
on a record distributed via CDS (i.e., do not use a URI that is
applicable only to LC).
- Holdings Records
852 First Indicator
Assure that the first indicator contains "8" (Other
852 $b Location
Use the appropriate custodial or reference assignment
(location) for the subject matter. If the resource was selected
for cataloging by a reading room, select that reading room's "r-xxxx"
code as the location in the holdings records. For any other resource,
assign the custodial location appropriate to the class number
(e.g., class K to c-LL, class M to c-Music, certain G glasses
to c-G&M, others to c-GenColl).
852 $h Call Number
Use stock phrase: Electronic Resource
852$z Public Note
A public note is generally used only in these situations:
- Reading room staff authorized to update holdings records
may assign a stock phrase such as: (Consult _______________
Reading Room reference service for help) to holdings records
that contain an 852$b for their reading room if they desire.
- When LC has subscribed/licensed access to an electronic
resource that may be accessed only at the Library (generally
controlled via IP address restrictions), add a phrase such
as: (Access is restricted to use at the Library of Congress)
In some cases it may be necessary to be more specific (e.g.,
if access is only allowed from a specific LC reading room).
- Item Records
Use location name: s-Online regardless of 852$b holdings
Use: Computer File
Used at the discretion of Acquisitions (no other known
uses at present)
Sample OPAC display:
Sample Holdings Record
Associated Records Display
Future Considerations : Putting 856 field in the
This document does not cover the pros and cons of putting Electronic
Location and Access information (Field 856) into Holdings Records.
In Feb. 1999, the ILS Holdings Record Group compiled several reasons
for LC to keep 856 data only in bibliographic records for a while
Summary: The appropriate place for many 856 fields is in
Holdings Records. The field's electronic resource location information
is similar to such typical holdings information as physical location
and call number. In some cases, an 856 field points to an electronic
version of a print resource. A separate holdings record could clarify
that both print and electronic versions are available, and may be
necessary in cases where LC must supply a URI that is "local" to
LC and should not be distributed in a national-level record.
Until Voyager system functionality improves, however, 856 fields
can only be exported from Bib Records to OCLC and other CDS customers,
or, bulk imported. The inability to sequence Holdings in the OPAC
and Cataloging modules creates confusion/duplication between Bib
Record 856 fields (legacy data) and Holdings Records 856 fields.
Holdings records lack online indexes for 856 field data; reporting
capability is still limited. Keeping the 856 field data in Bibliographic
Records means that we avoid the problems that come with maintaining
the same data in two records.