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Table of Contents
INTRODUCTION
Output from the Description field displays to users in HOLLIS, as well as to staff in Alma.
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The data (numeric, alphabetic, and/or symbolic) is formatted according to ANSI/NISO Holdings Statements for Bibliographic Items.
The standards for recording enumeration and chronology in the bibliographic record are different from standards associated with holdings and items. .
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A list of supplementary terms exists here: https://wiki.harvard.edu/confluence/display/LibraryBestPractice/Holdings+records?showComments=true&preview=/209191910/209197294/caption_abbreviations_supplementing_AACR2%20copy.pdf).
No captions
In cases where no captions exist on the piece/in the holdings record, no captions will be used on item records.
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(Please note that compressed statements that similarly combine incomplete volumes are not allowed in 85X/86X pairs in holdings records. For more information, see Example 33 in the Holdings Examples: https://wikiharvardwiki.harvardatlassian.edunet/confluencewiki/x/ICeVDQyBR_Aw.)
LEVELS OF CHRONOLOGY
Maintaining correspondence between levels of enumeration/chronology
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Abbreviate months using standard abbreviations found here: Month abbreviations in various languages
1989:Jan.
1987:juil.
1993:mid-Sept.
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Notes about misnumbered parts can be recorded in holdings records (see Holdings Examples, example 36, Error in numbering). Errors in numbering can optionally also be described in the Description field. When a part is clearly misnumbered, optionally record the incorrect number followed by the correct number given in brackets after “i.e.”:
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Do not assume misnumbering unless you have the previous and following parts to compare to.
ADDITIONAL DESCRIPTIONS
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Supplements
Use the Description field to indicate the presence of supplements or to indicate when the entire item consists of a supplement:
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Stand-alone supplement to volume(s)
v.5:suppl.
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Formats and special issues
The Description field can also contain data to identify a work or a section of a work identified by a non-numeric designator, or to describe additional physical contents of the item (such as when volumes are specific to format or content, e.g. text; plates/illustrations; answers; media, maps; posters):
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v.5 (1990) + special issues
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Indexes
Use the plus sign to record information about indexes that were originally physically separate, but are now bound or housed with other parts. The indexes may cover all of the item, some of the item, or more than the item:
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