Best Practices for NET Holdings for Locally Digitized Materials

Introduction and Background Information

Introduction 

The purpose of this wiki is to assist Harvard Library units involved in creating MARC 21 Networked Resource (NET) holdings for locally digitized materials by providing MARC field-by-field instructions, documentation, and format specific templates and examples following recommended Harvard best practices for cataloging. These recommendations are for prospective cataloging. Individual units can decide how or if to apply these best practices retrospectively. 

These best practices are based upon the Multiple Record Implementation Task Group’s (MRITG) recommendation (Jan. 29, 2020) that Harvard continue to use a single record approach for describing locally reformatted materials while we remain in a MARC-based cataloging environment. For more information on Harvard’s historical cataloging practice using the single record approach see: Technical Services Single Record Approach Vs. Multi-Record Approach.

Imaging Services documentation for NET holdings metadata best practices (historical document) has existed for local use, but needed to be updated to cover more formats and incorporate RDA. The following templates and field by field instruction outline a best practice to more accurately set holdings on the correct format in OCLC. Coding and wording in the templates represent collaboration among staff from across library units experienced with creating NET holdings and in consultation with Library Technology Services (LTS) and the Metadata Standards Working Group (MSWG). NET holdings examples are not necessarily representative of up-to-date practice. However, new Alma templates are available in the Alma MDE for units to copy and customize. 

These guidelines take into account the wide range of material reformatted on Harvard’s behalf (e.g., print, manuscript, photographic, sound, video); legacy reformatting and current reformatting performed by Imaging Services, Media Preservation Services, and outside vendors; digitization projects with external partners such as the Biodiversity Heritage Library (BHL); digitization done for preservation and that is done solely for access; and digitization of whole or parts of a work or collection.

If there are any specific special collections or sets of records that are problematic for users/staff with regard to the single record approach, units are encouraged to submit a ticket to the LTS Alma Support Center http://nrs.harvard.edu/urn-3:hul.ois:almasupport with category “Resource Management” to pursue solutions on an ad hoc basis. 

For questions or additional assistance in creating NET holdings records for locally digitized materials, please consult staff in Imaging Services [ksweeney@fas.harvard.edu]

Best Practices prepared by the NET Holdings Metadata for Locally Digitized Materials Task Group 

For more background on this work please see the NET Holdings Metadata for Locally Digitized Materials Task Group wiki and/or view the NET Holdings Metadata For Locally Digitized Materials - Overview Session video, recorded on Nov. 5, 2021.

Partially and Completely Digitized Works and Collections

Multipart Monographs, Serials, etc.

Refer to Harvard Library MARC Holdings Examples for best practices for 853/863 fields and see recommendations in the Field-by-Field Instructions below for fields 843 and 856.

Archives and Manuscript Collections 

In addition to linking directly to locally digitized material through finding aids (i.e., HOLLIS for Archival Discovery), repositories are also encouraged to use NET holdings. Alma records with NET holdings and a 856 field first indicator 4 and second indicator 1 will display with the link “Online Access” for better access for researchers. (See Online links in HOLLIS search results (Library Catalog scope) for more information.) 

Repositories can take one of several approaches when using the 856 field to link to digitized material in collections (see the 856 field below for more information):

• link directly to the digitized material using one or more 856 fields, 

• link directly to a PDS (Page Delivery Service) Document List (see Creating PDS Document List Object Batches for more information)

• link indirectly to a finding aid with links to locally digitized material using one 856 field.  

Using the third approach would require no maintenance of the holdings record as additional material in the collection is digitized over time. Repositories can choose the right approach for their collections. 

Using a NRS persistent identifier (i.e., URN) or the HOLLIS for Archival Discovery permalink (i.e., begins with ids) in the 856 subfield $u is also strongly recommended.

Registry of Digital Masters (RDM)

NET holdings created for print monographs and serials for various Harvard Library digital preservation projects and programs conform to full Digital Library Federation (DLF) specifications. In the past, a location code of RDM was used to indicate records being exported to Digital Library Federation/OCLC Registry of Digital Masters. The Registry ceased operations sometime after 2011. Harvard Library has continued to follow DLF specifications and uses the RDM code when creating NET holdings for these materials.

Digital Library Federation (DLF) specifications require the following eight fields in addition to typical bibliographic metadata:  007, 042, 506, 533, 534, 538, 583, 856.

In accordance with the decision to continue using the single record approach for locally-digitized materials, the following six fields are required for holdings records:

• 007 Physical description fixed field: Electronic resource 

• 506 Restrictions on access note 

• 538 System details note 

• 583 Action note

• 843 Reproduction note

• 856 Electronic location and access

FYI: Field 972 is no longer exported to OCLC, but it is still a reportable field in Alma Analytics Physical Items > Holding Details > Local param 06.

In addition, Alma collection code RDM in 852 $$c is used to identify a digital master.

Imaging Services adopted Digital Library Registry (dlr) specifications on 5/10/07. All NET holdings created by Imaging Services since that date follow full dlr specifications as contained in the Registry of Digital Masters. Record Creation Guidelines. Version 2. May  2007. The wording in field 506 was further revised in the NET holding per star specifications on 12/5/08. (star = Registry of Digital Masters. Standardized Terminology for Access Restriction. Rev. March 23, 2007).

Export to OCLC 

These best practices are in alignment with the criteria for publishing locally digitized holdings to OCLC. A subset of fields from the Alma holdings record are converted to equivalent bibliographic fields and reported to OCLC, e.g., the 843 field is converted to the 533 and 539 fields.  Note on the use of subfield $5 in holdings: OCLC Data Sync will apply subfield $5 MH to fields 506, 538, 583, 843 upon export. For prospective cataloging, the subfield $5 is not required for these fields in Alma. 

Notes referencing the criteria for syncing are included in the field by field guide. Staff are encouraged to consult the 2019 OCLC Data Sync Project information page on Reclamation: Alma publishing for Bibliographic Data Sync for more detailed information, including the normalization rules for creating the new bibliographic record for the digital version. 

NET Holdings Examples and Templates

Examples:

Template 1: Generic NET GEN template 

(Alma Shared template name: HVD NET GEN Books (Default)) 

Published Material: Monographs and Serials

Example 2: Single-part print monograph

Template 2: Single-part print monograph 

(Alma Shared template name: HVD NET RDM Books (Default))

Example 3: Multipart print monograph (Complete)

Template 3: Multipart print monograph (Complete) 

(Alma Shared template name: HVD NET RDM Multipart (Complete))

Example 4: Multipart print monograph (Incomplete)

Template 4: Multipart print monograph (Incomplete)

(Alma Shared template name: HVD NET RDM Multipart (Incomplete))

Example 5: Print Serial 

Template 5: Print Serial

(Alma Shared template name: HVD NET RDM Serials)

Published Materials: Print Maps

Example 6: Single-part print map monograph

Example 7: Multipart print map monograph (separate sheet images)

Template 7: Multipart print map monograph (separate sheet images)

(Alma Shared template name: HVD NET GEN Maps Multipart Separate Images)

Example 8: Multipart print map monograph (composite stitched image)