If an index or supplement is numbered as part of the main work, it is not necessary to record it separately in the holdings. This information may be given in the bibliographic record. Optionally, note subfields in the holdings field 863 may be used to designate the index or supplement (cf. ANSI/NISO Z39.71-2006 (R2011) Holdings Statements for Bibliographic Items, sec. 5.5.6).

If supplements or indexes are recorded in fields 864 or 865, the holdings for the basic bibliographic unit (i.e. main work) must also be recorded in fields 853/863, provided the basic bibliographic unit is held (ANSI/NISO Z39.71: sec. 5.5.3) (see examples below).

Materials published with the main work in different formats such as folded maps, plates, CD-ROMs, etc., issued in a pocket in a book; pocket-part supplements; and errata slips do not need to be recorded in the holdings record. Also, supplements that are not permanently retained do not need to be recorded in the holdings record. This information may be given in the bibliographic record. Optionally, supplement fields in the holdings record may be used to record these items. Either way, it is important to specify the location of such dependent supplemental materials and to distinguish them from supplemental materials which are independently shelved.

The information recorded in the holdings record may vary depending on the type of material being cataloged. For example, it may be more important to record certain supplementary material in microform holdings than in print holdings.

Separately-cataloged supplements: If a library decides to create a separate bibliographic record for a supplement, a holdings record is attached to the bibliographic record for the supplement using fields for the basic bibliographic unit (i.e., 853/863), NOT the supplement fields (854/864). Note that no holdings information is required in fields 853/863 if the separately-cataloged supplement is a single volume only.

Annual and cumulative supplements: If a piece has an annual or cumulative supplement and the previous supplement is not retained, a |x or |z note can be added to the 864 field indicating that only the latest supplement is kept.

Types and titles of supplements: When identifying supplements, the type of supplement can be identified in the 854 field |o (e.g. “annual supplement”, “Sonderheft”, etc., without quotation marks). If the supplement has a title independent of the basic work, that title can be added to the 864 field |o, again without quotation marks. In most cases, distinctive titles of numbered supplements do not need to be recorded. Subfield |o need not be defined in the 854 to be used in the 864. Subfield |o may be used in both the 854 and the 864 fields of a holdings record.

The HOLLIS user interface currently displays either 854 subfield |o or 864 subfield |o. When both 854 subfield |o and 864 subfield |o are present, however, only the 864 |o is displayed. Code records correctly in anticipation of correct display generation in the future.

Example 9: CD-ROM in pocket

Recommended practice:
Holdings record 1 (CD left in pocket, not included in holdings):
LDR/06: x  [single-part item]
LDR/17: 1  [holdings level 1]
008/16: 4   [completeness: not applicable]
852 0^  |b LAW |c GEN |h HQ1240.5.M628 |i G456 2004

Optionally:
Holdings record 2 (CD left in pocket, but included in holdings):
LDR/06: v  [multipart item]
LDR/17: 4  [holdings level 4]
007         co|ug^
008/16: 1   [complete]
852 0^  |b WID |c HD |h HQ1240.5.M628 |i G456 2004
853 03  |8 1 |a (unit)
863 41  |8 1.1 |a 1 v.
854 03  |8 1 |a (unit)
864 41  |8 1.1 |a 1 CD-ROM

Optionally:
Holdings record 3 (CD and book shelved separately):
3a. (Holdings record: book)
LDR/06: x  [single-part item]
LDR/17: 1  [holdings level 1]
008/16: 4   [completeness: not applicable]
852 0^  |b KSG |c GEN |h HQ1240.5.M628 |i G456 2004

3b. (Holdings record: CD)
LDR/06: x  [single-part item]
LDR/17: 1  [holdings level 1]
007         co|ug^
008/16: 4   [completeness: not applicable]
852 0^  |b KSG |c Ref |h HQ1240.5.M628 |i G456 2004 |z CD-ROM

Note that care must be taken to ensure that patron will be able to find the CD-ROM.  If necessary, use 852 |z to designate the particular location within a collection.

Example 10: DVD with booklet

This DVD has a booklet inserted in its container.

Bibliographic record:
300 ^^ |a 1 videodisc (84 min.) : |b sound, color ; |c 4 3/4 in. + |e 1 booklet

Recommended practice:
Holdings record 1 (booklet not included in holdings):
LDR/06: x  [single-part item]
LDR/17: 1  [holdings level 1]
008/16: 4   [completeness: not applicable]
852 7^ |2 ZTOZ |b TOZ |c AV |h J.C. |i F 550

Optionally:
Holdings record 2 (booklet included in holdings):
LDR/06: v  [multipart item]
LDR/17: 4  [holdings level 4]
007         co|ug^
008/16: 1   [complete]
852 7^ |2 ZTOZ |b TOZ |c AV |h J.C. |i F 550

853 03  |8 1 |a (unit)
863 41  |8 1.1 |a 1 DVD
854 03  |8 1 |a (unit)
864 41  |8 1.1 |a 1 booklet

Example 11: Monograph with accompanying material

Bibliographic record:
245 14 |a The strategic use of learning technologies
300 ^^ |a 105 pages ; |c 23 cm + |e 1 teacher's guide (2 volumes)

Holdings record:
LDR/06: v  [multipart item]
LDR/17: 4  [holdings level 4]
008/16: 1   [complete]
853 03  |8 1 |a (unit)
863 41  |8 1.1 |a 1 v.
854 20  |8 1 |a pt.
864 40  |8 1.1 |a A-B |o Teacher's guide

Example 12: Monograph with single-part accompanying material (nonprint example)

The same guidelines for print material are also relevant for nonprint items:

Bibliographic record:
245 10  |a Adina, oder, Der Kalif von Bagdad
300 ^^  |a 1 audio disc (78 min., 25 sec.) ; |c 4 3/4 in.
500 ^^  |a Libretto in German, Italian, English and French (50 pages : portraits) in container.

Holdings record:
LDR/06: v  [multipart item]
LDR/17: 4  [holdings level 4]
008/16: 1   [complete]
853 03  |8 1 |a (unit)
863 41  |8 1.1 |a 1 audio disc
854 03  |8 1 |a (unit)
864 41  |8 1.1 |a 1 v. |o libretto
or:
864 41  |8 1.1 |a 1 libretto

Alternatively, the libretto could be omitted from the holdings since it is in the container with the disc; in that case, no 85X/86X fields would be needed.

Example 13: Monograph with multipart accompanying material without sequential designation

Holdings record:
LDR/06: v  [multipart item]
LDR/17: 4  [holdings level 4]
008/16: 1   [complete]
853 03  |8 1 |a (unit)
863 41  |8 1.1 |a 1 v.
854 03  |8 1 |a (unit)
864 41 |8 1.1 |a 22 slides

Example 14: Monograph volume with various kinds of accompanying material

Holdings record:
LDR/06: v  [multipart item]
LDR/17: 4  [holdings level 4]
008/16: 1   [complete]
853 03  |8 1 |a (unit)
863 41  |8 1.1 |a 1 v.
854 03  |8 1 |a (unit)
864 41 |8 1.1 |a 1 model |z approx. 300 pieces
864 41  |8 1.2 |a 1 audiocassette |o Teacher's guide
864 41  |8 1.3 |a 1 audio disc
854 03  |8 2 |a no.
864 40  |8 2.1 |a 1-5 |z microfiche

Example 15: Multipart set with accompanying unnumbered supplement

Holdings record:
LDR/06: v  [multipart item]
LDR/17: 4  [holdings level 4]
008/16: 1   [complete]
853 20  |8 1 |a Heft
863 40  |8 1.1 |a 1-4
854 03  |8 1 |a (unit) |o Sonderheft
864 41  |8 1.1 |a 1 v. |o Die Wahlbewerber für die Wahl

Note: The HOLLIS user interface currently displays either 854 subfield |o or 864 subfield |o. When both 854 subfield |o and 864 subfield |o are present, however, only the 864 |o is displayed. Code records correctly in anticipation of correct display generation in the future.

Example 16: Numbered index volume and material in pockets

In this example, the index volume is numbered as part of the set, and certain volumes contain supplementary material.

Holdings record:
LDR/06: v  [multipart item]
LDR/17: 4  [holdings level 4]
008/16: 1   [complete]
853 20  |8 1 |a v.
863 40  |8 1.1 |a 1-6

Optionally:
853 20  |8 1 |a v.
863 40  |8 1.1 |a 1-6 |z Vol. 6 is an index of v. 1-5.
854 03  |8 1 |a v. |b (unit)
864 41  |8 1.1 |a 1 |b 1 folded map
864 41  |8 1.2 |a 3 |b 1 folded map
864 41  |8 1.3 |a 3 |b 3 plates
864 41  |8 1.4 |a 5 |b 13 folded maps

Example 17: Multipart monograph with supplements to individual issues and indexes

Holdings record:
LDR/06: v  [multipart item]
LDR/17: 4  [holdings level 4]
008/16: 1   [complete]
853 23  |8 1 |a Bd.
863 40  |8 1.1 |a 1-50
854 03  |8 1 |a (unit)
864 41  |8 1.1 |a 1 v. |o Kartenband
854 23  |8 2 |a Bd. |b (unit)
864 41  |8 2.1 |a 7 |b Tafeln
864 41  |8 2.2 |a 8 |b Tafeln
864 41  |8 2.3 |a 8 |b Katalog & Anhang
864 41  |8 2.4 |a 40 |b Tafeln
855 ^^  |8 1 |a Bd. |o Register
865 41  |8 1.1 |a 1/25
865 41  |8 1.2 |a 26/50

Example 18: Multipart bibliographic item with replacement volumes, extra numbered volumes, unnumbered volumes, and pocket parts

Itemized line-by-line display is required when volume numbering and/or edition statement is important to the patron population. When a work has cumulative supplements, generally only the latest supplement is retained. In this example, the volumes of a multipart resource are periodically replaced by new editions and sometimes split into multiple volumes.

See also example 5.

Holdings record:
LDR/06: v  [multipart item]
LDR/17: 4  [holdings level 4]
008/16: 1   [complete]
853 23  |8 1 |a v.
863 41  |8 1.1 |a 1 |z 1995 ed.
863 41  |8 1.2 |a 1A |z 1994 ed.
863 41  |8 1.3 |a 1B |z 1993 ed.
863 41  |8 1.4 |a 2 |z 1992 ed.
863 41  |8 1.5 |a 2A |z 1991 ed.
863 41  |8 1.6 |a 2B |z 1993 ed.
863 41  |8 1.7 |a 3 |z 1993 ed.
863 41  |8 1.8 |a 3A |z 1996 ed.
863 41  |8 1.9 |a 3B |z 1996 ed.
863 41  |8 1.10 |a 4 |z 1996 ed.
863 41  |8 1.11 |a 4A |z 1996 ed.
863 41  |8 1.12 |a 5 |z 1993 ed.
863 41  |8 1.13 |a 6 |z 1996 ed.
863 41  |8 1.14 |a 6A |z 1996 ed.
863 41  |8 1.15 |a 7 |z 1995 ed.
863 41  |8 1.16 |a 7A |z 1994 ed.
863 41  |8 1.17 |a 8 |z 1995 ed.
863 41  |8 1.18 |a 8A |z 1995 ed.
863 41  |8 1.19 |a 9 |z 1995 ed.
863 41  |8 1.20 |a 9A |z 1995 ed.
863 41  |8 1.21 |a 10 |z Tables |z 1993
863 41  |8 1.22 |a 11 |z Rules of the Virginia Supreme Court |z 1996
863 41  |8 1.23 |a 12 |z Index A-I |z 1996
863 41  |8 1.24 |a 13 |z Index J-Z |z 1996
854 03  |8 1 |a (year) |o Legal ethics and unauthorized practice opinions
864 41  |8 1.1 |a 1991
864 41  |8 1.2 |a 1996
854 03  |8 2 |a (year) |o cumul. suppl.

Note: Field 854 may be recorded for the purposes of item prediction, even though no holdings are recorded in 864.

Example 19: Supplement cataloged on its own bibliographic record

When a supplement is cataloged on its own bibliographic record, the holdings are recorded as a basic bibliographic unit, i.e., in fields 853/863.

Holdings record:
LDR/06: v  [multipart item]
LDR/17: 4  [holdings level 4]
008/6: 4  [currently received]
008/16: 1  [complete]
853 23  |8 1 |a v.
863 41  |8 1.1 |a 1

Example 20: Work with cumulative supplements

When a work has cumulative supplements, generally only the latest supplement is retained. The item record serves as an indication of which item is held, rather than constantly updating the 864 field.

Holdings record:
LDR/06: v  [multipart item]
LDR/17: 4  [holdings level 4]
008/16: 1  [complete]
853 03  |8 1 |a (unit)
863 41  |8 1.1 |a 1 v.
854 00  |8 1 |a (year) |b cumul.suppl.no.

Note: Field 854 may be recorded for the purposes of item prediction, even though no holdings are recorded in 864.

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