VIII. The holdings record

Note that a separate holdings record must be made for each separate housing/location as indicated by the 852 |c. For instance, a collection that includes 15 boxes sent to HD and 2 pf boxes shelved at Houghton will have two holdings records, one coded 852 |c HD and one coded 852 |c PF. In this case, the "dominant" holdings record (the one for the bulk of the collection) should include all fields; the "secondary" holdings record(s) can be minimal, omitting the 541, 506, and 561.

008   

06     Receipt or acquisition status = 2   
07     Method of acquisition:     
                d(eposit)      
                g(ift)      
                p(urchase)      
                u(nknown)      
                [Bequest:  Determine the status of the original source, purchased/gift, and code accordingly; use "u" if can't be determined]    
12     General retention policy  = 8 (permanently retained)   
16     Completeness  = 4 (not applicable)   
17-19        Number of copies reported  = [blank]   
25     Separate or composite copy report = 0 (zero)

LDR  

05     record status:      n (ew)      c (orrected)  
06     type of record = u (nknown)   17     encoding level = 1

cataloging status (Houghton)

H08   |a     p [= preliminary]   
      |b     t [Aleph will supply a time/date stamp]
 

reporting field (Houghton) 

H09   |k     A14^^^mw ["A" for accessioned, current acquisitions year + 3 carets + accessioner's initials; 

H09   |k     A14C14mw [if cataloging immediately into a catchall]

conditions governing access (4.1)

Use for both restricted and unrestricted:
506 0_ |a Open for research.
506 1_ |a Restricted; fragile; consult curatorial staff.

location (2.1): See full list of current collection codes

852  |b HOU       |c HD [or] GEN [or] B [or] PF        |hYYYYM-xxx [for Houghton Early, Early Modern, and Modern]
852  |b THE       |c HD | GEN | B | PF        |h YYYYMT-xxx [for Theatre Collection] 
852  |b HOU       |c HD | GEN | B | PF        |h YYYYMH-xxx [for P&GA]
852  |b HOU       |c GEN | B | PF        |h [catchall call number, e.g. Autograph File: C, MS Am 1507] 

immediate source of acquisition (Houghton)

541      
|c     = Gift | Purchase | Deposit | Unknown source;   
|a     = name; [donor or seller] 
|b     = address; [may be email if only contact info. available]   
|d     = YYYY month DD; [date of physical receipt, not invoice]   
|e     = [accession number];    
|h     = $DDDD.CC ([complete name of fund]).    
|5     = hou