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Creating new holdings records

If there is not a NET holding attached to the bibliographic record or if the NET holding is not for the copy that has been digitized, create a new holding by following these instructions.

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• Save holdings record
• For suppressed holdings, select Tools > Set Management Tags > Suppress from Discovery
• Release bibliographic and holdings records

Adding to existing holdings records

If there is a NET holding attached to the bibliographic record and it contains links to images from the same call number, add the new link to the existing holdings record following these instructions.(instructions to be added)

• Search Physical Titles “MMS ID” or “Local field 900: Aleph number” (with leading zeros for nine digits total)
• Edit Record
• View Inventory (Ctrl + I)
• Edit the matching NET holding from the inventory list
• Update the 843 $d and $7
  • Add the most recent digitization year (first and last year should be represented on the record, no more) to the 843 $d (e.g., change $d 2010. to $d 2010, 2018. and change $d 2010, 2017. to $d 2010, 2018)
  • Change $7 byte 1 from s (single) to m (multiple) and add most recent digitization year to bytes 6-9 (e.g., change $$7 s2010####maun#s to $$7 m20102018maun#s and change $$7 m20102017maun#s to $$7 m20102018maun#s)
• Add an 856 for the new DRS link
  • Follow the instructions for the 856 field under creating new holdings records and the examples in the templates below
• Correct fields that may have been incorrectly coded in Aleph or that do not meet Alma requirements
  • Change 583 $$a Harvard University Library to $$j Harvard University Library
  • Remove comma from 843 $7 and replace carats ("^" with pound signs "#") (e.g., change $$7 m2010,2018maun^s to $$7 m20102018maun#s)
  • Change 856 40 to 856 41
• Save holdings record
  
• Release bibliographic and holdings records

Templates

Source: Houghton's Alma templates are based on earlier Aleph templates, updated with guidance from the Use of NET sublibrary in Aleph best practice document and the Harvard Library Preservation NET Holdings Templates and Local Practices document.

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Maintenance: At the start of each new calendar year, the year should be updated in the 843 $d and $7 and 908 $b.

Template selection

NOPDS or PDS: For images that will display via the Image Delivery Service (IDS), use the NOPDS templates. For images displayed through the Page Delivery Service (PDS), use the PDS templates.

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SUPPRESSED: Select one of the suppressed templates for any images that will be suppressed from public view.

List of templates

LDR   #####nx##a22#####1n#4500
008   ######2z####8###4001aa###0000000
007   cr|cn#|||||a|p
007   cr|cn#|||||a|a
337   $$a computer $$b c $$2 rdamedia
338   $$a online resource $$b cr $$2 rdacarrier
5060  $$a No restrictions on access copy. $$f Unrestricted online access $$2 star $$5 MH
5831  $$a Harvard University Library $$l committed to preserve $$5 MH
843   $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2018. $$n Copy digitized: Houghton Library: [CALL NUMBER]. $$7 s2018####maun#s
852   $$b NET $$c GEN
85641 $$3 [IDENTIFY PAGE IMAGE HERE] $$u http://nrs.harvard.edu/urn-3:FHCL.HOUGH:xxx?buttons=y $$z Color digital image available
908   $$a c $$b 2018mmdd##
909   $$k nethou
972   $$a dlr

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