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Imaging Services documentation for NET holdings metadata best practices (historical document) has existed for local use, but needed to be updated to cover more formats and incorporate RDA.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 

Paula Aloisio, Schlesinger Library
Marc McGee, Information & Technical Services, Liaison to the Metadata Standards Working Group
Violet Radnofsky, Harvard Library, Judaica Division
Christine Riggle (Co-chair), Baker Library
Katherine Sweeney (Co-chair), Imaging Services
Robin Wendler, Library Technology Services

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 various Harvard Library digital preservation projects and programs focused on the digitization of print monographs and serials must conform to full Digital Library Registry (dlr) specifications in order to export to the Digital Library Federation/OCLC Registry of Digital Masters.

Digital Library Federation (DLF) requires 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 required 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 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:

Before - 909 ## $$m net[library code] $$k [optional]
After - 909 ## $$k netwid $$m phed06

Before - 843 ## $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard Library Preservation, $$d 202X. $$f (ProjectNameHere) $$n Copy digitized: XXX Library: [call no.]. $$7 s202X^^^^maun^o
After - 843 ## $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2007. $$f (Harvard College Library pamphlet digitization program. World War I). $$n Copy digitized: Widener Library: H 801.100.7. $$7 s2007^^^^maun^o

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

New York by gas-light with here and there a streak of sunshine

LDR 01074nx###22002171n#4500
001 221958262600003941
005 20190315105812.0
007 cr|cn |||||a|p
007 cr|cn |||||a|a
008 1806071z####8###4001aa###0000000
337 ## $$a computer $$b c $$2 rdamedia
338 ## $$a online resource $$b cr $$2 rdacarrier
506 0# $$a No restrictions on access copy. $$f Unrestricted online access $$2 star $$5 MH
538 ## $$a Digital master created according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002. $$u http://purl.oclc.org/DLF/benchrepro0212
583 1# $$j Harvard University Library $$l committed to preserve $$5 MH
843 ## $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard Library Preservation, $$d 2019. $$f (Harvard College Library preservation digitization program). $$n Copy digitized: Widener Library: XP 5709. $$7 s2019####maun#s
852 8# $$b NET $$c RDM
856 41 $$u http://nrs.harvard.edu/urn-3:FHCL:38613258 $$z Provides access to page images of entire work
910 ## $$h O20190315 HU RDM || b
972 ## $$a dlr

Template 2: Single-part print monograph 

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

Example 3: Multipart print monograph (Complete)

The industries of Russia

LDR 01220nv###22002654n#4500
007 cr|cn |||||a|p
007 cr|cn |||||a|a
008 1901072z####8###1001aa###0000000
001 222284570760003941
005 20190513121415.0
337 $$a computer $$b c $$2 rdamedia
338 $$a online resource $$b cr $$2 rdacarrier
506 0 $$a No restrictions on access copy. $$f Unrestricted online access $$2 star $$5 MH
538 $$a Digital master created according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002. $$u http://purl.oclc.org/DLF/benchrepro0212
583 1# $$j Harvard University Library $$l committed to preserve $$5 MH
843       $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard Library Preservation, $$d 2018. $$f (Harvard College Library preservation digitization program). $$n Copy digitized: Widener Library: XP 5370. $$7 s2018    maun s
852 ## $$b NET $$c RDM
853 20 $$8 1 $$a v.
863 40 $$8 1.1 $$a 1-5
856 41  $$u http://nrs.harvard.edu/urn-3:FHCL:39864993 $$z Provides access to page images of entire work
910 $$h O20190107 HU RDM || v
972 $$a dlr

Template 3: Multipart print monograph (Complete) 

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

Example 4: Multipart print monograph (Incomplete)

Title: A compendium of the most approved modern travels

LDR 01203nv###22002654n#4500
001 019540790
005 20180630173234.0
007 cr|cn |||||a|p
007 cr|cn |||||a|a
008 1402265z####8###0001aaeng0000000
337 $$a computer $$b c $$2 rdamedia
338 $$a online resource $$b cr $$2 rdacarrier
506 0# $$a No restrictions on access copy. $$f Unrestricted online access $$2 star $$5 MH
538 $$a Digital master created according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002.  $$u http://purl.oclc.org/DLF/benchrepro0212
583 1# $$j Harvard University Library $$l committed to preserve $$5 MH
843 $$a Electronic reproduction. $$m v. 2-4. $$b Cambridge, Mass. : $$c Harvard Library Preservation, $$d 2016. $$f (Harvard College Library preservation digitization program). $$n Copy digitized: XXX Library: KC 12008. $$7 s2016    maun s
852 8# $$b NET $$c RDM
856 41 $$3 v. 2-4 only $$u http://nrs.harvard.edu/urn-3:FHCL:27025272 $$z Provides access to page images of digitized parts
853 30 $$8 1 $$a v.
863 40 $$8 1.1 $$a 2-4
910           $$h O20140226 HU RDM || v
972 $$a dlr

Template 4: Multipart print monograph (Incomplete)

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

Example 5: Print Serial 

Title: Der Bär

LDR 01280ny###22002534n#4500
001 222272922640003941
005 20190124154121.0
007 cr|cn |||||a|p
007 cr|cn |||||a|a
008 1808232z####8###0001aager0000000
337 $$a computer $$b c $$2 rdamedia
338 $$a online resource $$b cr $$2 rdacarrier
506 0# $$a No restrictions on access copy. $$f Unrestricted online access $$2 star $$5 MH
538 $$a Digital master created according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002. $$u http://purl.oclc.org/DLF/benchrepro0212
583 1# $$j Harvard University Library $$l committed to preserve $$5 MH
843 $$a Electronic reproduction. $$m Jahrg.1-26 (1875-1900) $$b Cambridge, Mass. : $$c Harvard Library Preservation, $$d 2019. $$f (Harvard College Library preservation digitization program). $$n Copy digitized: Widener Library: Ger 28.4.3. $$7 d18751900mauuus
852 8# $$b NET $$c RDM
856 41 $$3 Jahrg.1-26 (1875-1900) $$u http://nrs.harvard.edu/urn-3:FHCL:38033520 $$z Provides access to page images of digitized issues
853 00 $$8 1 $$a +Jahrg. $$b Nr. $$i (year) $$j (month) $$k (day)
863 40 $$8 1.1 $$a 1-26 $$i 1875-1900
910       $$h O20180823 HU RDM || s
972 $$a dlr
866 31 $$a 1. Jahrg.(1875)-26. Jahrg.(1900) $$8 1.1

Template 5: Print Serial

(Alma Shared template name: HVD NET RDM Serials)

Published Materials: Print Maps

Example 6: Single-part print map monograph

Title: Map of Kansas City: showing public park system 

LDR 00803nx###22001811n#4500
001 222112751690003941
005 20201118132944.0.0
007 cr|cn |||||a|p
007 cr|cn |||||a|a
008 0801081z####1###0001uu###0000000
337 $$a computer $$b c $$2 rdamedia
338 $$a online resource $$b cr $$2 rdacarrier
506 0# $$a No restrictions on access copy. $$f Unrestricted online access $$2 star $$5 MH
538 $$a Digital master created according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002. $$u http://purl.oclc.org/DLF/benchrepro0212
583 1# $$j Harvard University Library $$l committed to preserve $$5 MH
843 $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2007. $$f (Harvard Map Collection digital maps. Imaging the Urban Environment). $$f (Harvard Map Collection digital maps. Kansas City). $$n Copy digitized: Map Collection (Pusey Library): MAP-LC G4164.K2G52 1901 .T8. $$7 s2007    maun s
852 ## $$b NET $$c GEN
856 41 $$z Harvard Map Collection copy image $$u http://nrs.harvard.edu/urn-3:FHCL:1202589?buttons=y

Use Template 1: (Alma Shared template name: HVD_NET_GEN_Books (Default))

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

Title - Ville de Genève ... / dressé par le Service des Travaux. 

LDR 00838nv###22001691n#4500
001 222116406650003941
005 20201202145437.0
007 cr|cn |||||a|a
007 cr|cn |||||a|p
008 0812051z####1###0001uu###0000000
506 0# $$a No restrictions on access copy. $$f Unrestricted online access $$2 star $$5 MH
538 $$a Digital master created according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002. $$u http://purl.oclc.org/DLF/benchrepro0212
843 $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2008. $$f (Harvard Map Collection digital maps. Imaging the Urban Environment). $$f (Harvard Map Collection digital maps. Switzerland. Geneva). $$7 s2008 maun s
852 8# $$b NET $$c GEN
856 41 $$3 [Feuille 1] $$z Harvard Map Collection copy image $$u http://nrs.harvard.edu/urn-3:FHCL:2350805?buttons=y
856 41 $$3 Feuille 2 $$z Harvard Map Collection copy image $$u http://nrs.harvard.edu/urn-3:FHCL:2350806?buttons=y

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)

For multi-sheet maps where the component sheets can be assembled to form a single map, in some cases, Imaging Services has provided a digital version of the resource that is a single digital image where all the component map sheets have been digitally combined together to form one seamless image (stitched). In these cases, The Map Collection creates a single NET holdings record for the stitched version of the map (intended for public display). Example of a stitched image compiled from 4 source map sheets: http://nrs.harvard.edu/urn-3:FHCL:4420936?buttons=y 

Title - Plan de la ville de Berlin : levé et dessiné par ordre et privilege privatif du Roy sous la direction du Marchall Comte de Schmettau / par Hildner approuvé par l'Academie Royale de Science â Berlin; gravé sous la direction de G.F. Schmidt Graveur du Roy.

LDR nx 22 1n 4500
001 017935661
005 20111107131247.0
007 cr|cn |||||a|p
007 cr|cn |||||a|a
008 1009071z 1 0001uu 0000000
506 0# $$a No restrictions on access copy. $$f Unrestricted online access $$2 star $$5 MH
538 $$a Digital master created according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002. $$u http://purl.oclc.org/DLF/benchrepro0212
583 1# $$j Harvard Library $$l committed to preserve $$5 MH
843       $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2010. $$f (Harvard Map Collection digital maps. Germany. Berlin). $$n Stitched digital image compiled from 4 source images using image editing software. $$7 s2010^^^^maun^s
852 ## $$b NET $$c GEN
856 41 $$z Harvard Map Collection copy image, compiled from 4 original images $$u http://nrs.harvard.edu/urn-3:FHCL:4420936?buttons=y

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

(Alma Shared template name: HVD NET GEN Maps Multipart Composite Image)

Manuscripts and Archival Collections: Single items and Selections

Example 9: Manuscripts (Single items)

Title: Notes on a bill for amending and enforcing the laws for the relief, instruction and employment of the poor, [1795?]

LDR      nx 22 1n 4500
001       020053135
005       20150417104641.0
007       cr|cn |||||a|a
007       cr|cn |||||a|p
008       1504172u 8 4001aa 0000000
506 0#  $$a No restrictions on access copy. $$f Unrestricted online access $$2 star $$5 MH
538 ##  $$a Digital master created according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002. $$u http://purl.oclc.org/DLF/benchrepro0212
583 1#   $$j Harvard University Library $$l committed to preserve $$5 MH
843 ##   $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2015. $$n Copy digitized: Baker Library: [1795?] Bouyer. $$7 s2015^^^^maun^s
852 ##   $$b NET $$c GEN
856 41   $$u http://nrs.harvard.edu/urn-3:HBS.Baker.GEN:14391924 $$z Provides access to page images of entire work

Template 9: Manuscripts (Single items)

(Alma Shared template name: HVD NET GEN [no RDM required fields])

Example 10: Archival collections (selections)

Title:  Papers of Minnie Stimpson Turner, 1882-1936

LDR     00608nx 22001691n 4500
001      222481010550003941
005      20210609132149.0
007      cr||cn |||||a|p
008      1708142u####8###4001uu###0000000
506      $$a No restrictions on access copy. $$f Unrestricted online access $$2 star $$5 sch
843      $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2020.
852 8# $$b NET $$c GEN
856 41 $$3 Digitized items available through finding aid $$u https://id.lib.harvard.edu/ead/sch01676/catalog
909      $$k netsch

Template 10: HVD NET GEN Archival collections (selections)

Visual Material Examples

Example 11: (2D non-projectable graphic - Physical)

Title: Gu yan ta cun. 古硏拓存. 

LDR nx 22 1n 4500 
001 017098950 
005 20090320150938.0 
007 cr|cn |||||a|p 
007 cr|cn |||||a|a 
008 0903201z 8 4001aa 0000000 
506 0#  $$a No restrictions on access copy. $$f Unrestricted online access $$2 star $$5 MH 
583 1#  $$j Harvard University Library $$l committed to preserve $$5 MH 
843 ##  $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2009. $$f (Harvard Yenching Library Chinese rubbings digitization project). $$n Copy digitized: Harvard-Yenching Harvard Depository: TP0036. $$7 s2009^^^^maun^o 
852 ##  $$b NET $$c GEN
856 41  $$u http://nrs.harvard.edu/urn-3:FHCL:2656830 $$z Provides access to page images of entire work, also available through VIA and searchable as: olvwork366607 
909 ##  $$k nethyl $$m qkhz 

Use Template 1: (Alma Shared template name: HVD NET GEN Books (Default)) 

Example 12 (Projected medium - Physical)

Title: Salvatore Guida [motion picture] 

LDR 00367nx a22000971n 4500
001 222306038220003941 
005 20190620154955.0 
008 1906202z 8 4001uu 0000000 
852 8#  $$b NET $$c GEN $$h HFA 12053 $$x deliverable copy 
843 ##  $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard Library Media Preservation Services, $$d 2019 
856 41   $$3 video 1: $$u http://nrs.harvard.edu/urn-3:FHCL:40602457

Use Template 1: (Alma Shared template name: HVD NET GEN Books (Default))

Field-by-field instruction

Resources

Development of these best practices are based primarily on Net Holdings Templates and Local Practices developed by Harvard Library Preservation for various Harvard Library Digital Preservation projects and programs, in addition to the following resources:

• Harvard Library Metadata Best Practices 

• Local Param Fields in Analytics - Mapping Guide 

• Harvard Library MARC Holdings Examples 

• MARC21 for Holdings 

• OCLC Data Sync: Maintaining Holdings in WorldCat: September, 2022-

• Registry of Digital Masters Record Creation Guidelines 

007 (Physical Description Fixed Field – Electronic Resource)

http://www.loc.gov/marc/bibliographic/bd007c.html 

Field 007 for electronic resources is mandatory, following the single record approach for locally digitized material. 

Related Harvard documentation: Best Practice For 33x and 007 Fields in Alma 

Examples:

Preservation and access copy reproduced from original monograph or serial: 

007 cr|cn |||||a|p
007 cr|cn |||||a|a
852 $$b NET $$c RDM

Preservation and access copy reproduced from original archives and manuscript: 

007 cr|cn |||||a|p
007 cr|cn |||||a|a
852 $$b NET $$c GEN

Preservation and access copy reproduced from microform of a monograph or serial: 

007 cr|bn |||||b|p
007 cr|bn |||||b|a
852 $$b NET $$c RDM

Access copy reproduced from original (not for preservation): 

007 cr|cn |||||a|a
852 $$b NET $$c GEN

Access copy reproduced from microform (not for preservation): 

007 cr|bn |||||b|a
852 $$b NET $$c GEN

506 (Restrictions on Access Note)

http://www.loc.gov/marc/holdings/hd506.html 

Use to indicate whether access is open to the public or restrictions apply.

Use standardized terms in the subfield $f from Standardized Terminology for Access Restrictions (star). Use the language commonly in use at Harvard in the $$a for unrestricted materials in order to sync to OCLC (see Alma Publishing for Bibliographic Data Sync Reclamation and Cataloging policies and practices for Data Sync) and for restricted recommend using language that won’t become outdated.

OCLC Data Sync: Holdings with 506 field indicating access to resource is unrestricted will export to OCLC (1st indicator 0 and field's text contains 'Unrestricted' or 'unrestricted').

Related Harvard Documentation: Best practices for MARC 21 fields describing local information

1st indicator = 0 Indicates that access is open to the public 

1st indicator = 1 Indicates that restrictions apply

Examples:

506 0# $$a No restrictions on access copy. $$f Unrestricted online access $$2 star 

506 1# $$a Access restricted to authorized Harvard users. $$f Online access with authorization. $$2 star 

506 1# $$a Digital copy available by consultation with staff. $$f Restrictions unspecified $$2 star 

538 (Systems Details Note)

http://www.loc.gov/marc/holdings/hd538.html 

OCLC Data Sync: The normalization rule deletes existing subfield $5 in the 538 and adds $5 MH to the field in OCLC. The rule does not change anything in the Alma NET holdings.

Example:

538  $$a Digitized according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002. $$u http://purl.oclc.org/DLF/benchrepro0212 

583 (Action Note)

http://www.loc.gov/marc/holdings/hd583.html 

Use to record the mandatory HUL “committed to preserve” note for 852 $$b NET $$c RDM holdings and recommended for $$b NET $$c GEN holdings digitized for preservation rather than strictly for access.

Use standardized terms from one of the following sources: Preservation & digitization actions: terminology for MARC 21 Field 583 (pda) or Standard terminology for the MARC 21 Actions Note Field (stmanf). 

OCLC Data Sync: The normalization rule deletes existing subfield $5 in the 583 and adds $5 MH to the field in OCLC. The rule does not change anything in the Alma NET holdings.

Alma Analytics: Physical Items > Holding Details > Local Param 08

Examples:

583 1_ $$j Harvard University Library $$l committed to preserve $$5 MH
852 $$b NET $$c RDM

583 1_ $$a digitized $$c 20201028 $$2 pda $$5 MH
583 1_ $$3 text $$a transformed digitally $$c 20201028 $$i OCR $$2 pda $$5 MH
852 $$b NET $$c GEN

843 (Reproduction Note)

https://www.loc.gov/marc/holdings/hd843.html 

Use to describe a reproduction of an original item(s).

OCLC Data Sync: Holdings with 843 $a that begins “Electronic” meet the criteria for syncing. The 843 field is converted to fields 533 and 539 and added to the bibliographic record for the electronic reproduction.  The rule does not change anything in the Alma NET holdings. 

843 ## $$a Electronic reproduction. $$m 1852-1876, 1922:[Gaps] $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2009. $$7 d18521922mauuus 
843 ## $$a Electronic reproduction. $$m 1928-1942 $$b Cambridge, Mass. : $$c Harvard Library Preservation, $$d 2017. $$7 d19281933mauuus 
843 ## $$a Electronic reproduction. $$m 1943-1951 $$b Cambridge, Mass. : $$c Harvard Library Preservation, $$d 2018. $$7 d19431951mauuus

Related Harvard documentation: 

• MARC Holdings Examples for information on recording holdings data for single part monographs, multipart monographs, and serials.

Alma Analytics -- Physical Items > Holding Details > Local Param 10 

$$a - Type of reproduction (NR): Use “Electronic reproduction”

$$b - Place of reproduction (R) Name of the place where the reproduction was made. Subfield $b is repeatable and should be used to record the place name when more than one agency is responsible for the reproduction.

$$c - Agency responsible for reproduction (R):  Use “Harvard Library Imaging Services” for materials reproduced by Imaging Services. Subfield $c is repeatable and should be used to record other agencies responsible for the reproduction, e.g., NEDCC. The form of name should reflect the use of agency at the time of reproduction.

$$d - Date of reproduction (NR): Use for the year the reproduction was made.

$$f - Series statement of reproduction (R):  Project titles are recorded in the program/project series name in field 843 subfield $f (NET holdings record) and in field 710 (bibliographic record). (See Best Practice for MARC21 Coding of Local Collection Names at Harvard for the use of the 710 field instead of the 830 field.) The subfield $f can also be used to note access copies made on demand or over the counter.

$$m - Dates of publication and/or sequential designation of issues reproduced (R): Sequential designation and/or dates of publication of the original issues that have been reproduced.

$$n - Note about reproduction (R): Note field used to record copy specific notes. Can be used to record library name and call number of copy digitized from the original, any imperfections (e.g., damaged or missing pages), and/or source for the reproduction. 

$$7 - Fixed-length data elements of reproduction: This varies, being the same for all monograph categories (single volumes and complete and incomplete works in parts), but different for serials. Note: Past practice coded character position 14 "s" for electronic. OCLC prefers code "o" for locally digitized remote access resources. There are no current plans to change this character position retrospectively.  

Subfield $7: single volume monographs and works-in-parts

Subfield $7: serials

Examples:

Single-part monograph (digitized from original)

843 ## $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2007. $$f (Harvard College Library pamphlet digitization program. World War I). $$n Copy digitized: Widener Library: H 801.100.7. $$7 s2007^^^^maun^s

Single-part monograph (imperfect note)

843 ## $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard Library Preservation, $$d 2019. $$f (Harvard College Library preservation digitization program). $$n Copy digitized: Widener Library: Slav 1636.25. $$n Copy digitized imperfect: lacks multiple plates. Missing plates digitized from Cornell University copy. $$7 s2019^^^^maun^s

Serial (digitized from original)

843 ## $$a Electronic reproduction. $$m 1970/1971-2005/2006. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2008. $$n Copy digitized: Law School Library: Red Set KF270.H36a. $$7 d19702006mauuus

Serial (digitized from microfilm)

843 ## $$a Electronic reproduction. $$m no.1-12 (1900) $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2008. $$f (Harvard College Library pamphlet digitization program. Boer War.). $$n Electronic reproduction from microfilm master negative produced by Harvard College Library Imaging Services. $$7 d19001900mauuus

Manuscript - Single Item (digitized from original)

843 ## $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d2009. $$f (Digital Medieval Manuscripts at Houghton Library). $$n Copy digitized: Houghton Library: MS Ger 47 $$ 7s2009^^^^maun^s

Archival Collection - Selections of (digitized from original)

843 ## $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group (for Adam Matthew Digital). $$d 2008. $$7 s2008^^^^maun^s

843 ## $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard Library Imaging Services, $$d 2024. $$f (Diversifying Knowledge -- Climate Change). $$7 s2024^^^^maun^s

Sound Recording 

843 ## $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Audio Preservation Services, $$d 2008. $$n Copy digitized: Woodberry Poetry Room: PS3539.A74 A6 x 1956 $$7 s2008^^^^maun^s

Map - Single and Multiple Sheets (digitized from original by Imaging Services)

843 ## $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2007. $$f (Harvard Map Collection digital maps. Imaging the Urban Environment). $$f (Harvard Map Collection digital maps. Kansas City). $$7 s2007^^^^maun^s

Map - Single and Multiple Sheets (digitized from original by the Harvard Map Collection)

843 ## $$a Electronic reproduction. $$b Cambridge, Mass. : $$c Harvard Map Collection, $$d 2010. $$f (Harvard Map Collection digital maps. Imaging the Urban Environment). $$7 s2010^^^^maun^s

Access copy

843 ## $$a Electronic reproduction. $$b Boston, Mass. : $$c Baker Library, $$d 2020. $$n Available via the World Wide Web. $$n Copy digitized: Baker Library: [call number] $$7 s2020 miunns 

852 (Location)

https://www.loc.gov/marc/holdings/hd852.html 

OCLC Data Sync:  Holdings with collection codes GEN, IAMHL, MOML, or RDM, meet the criteria for syncing

Related Harvard documentation: 

• Alma location codes - usage information
  
  

Mandatory subfields; use all other subfields at the discretion of the unit

$b - Location: Use NET when the digitized resource is available to current Harvard users and has an actionable link in the 856. For content that is not available Harvard-wide, staff should use their local sublibrary code and collection code "NET.”

$c - Sublocation or collection: Use GEN for locally digitized material, RDM for digital masters, or other project specific sublocation or collection code.  See Alma location codes - usage information

$h - Classification part: Optional

$i - Item part: Optional

Examples:

852 ## $$b NET $$c GEN 

852 ## $$b NET $$c RDM

852 ## $$b NET $$c IAMHL

852 8# $$b NET $$c GEN $$h T_4286 SMIL

856 (Electronic Location and Access)

https://www.loc.gov/marc/holdings/hd856.html 

Use the 856 field to link directly to locally digitized material, PDS list object, or indirectly to a finding aid with links to locally digitized material. Use a NRS persistent identifier (i.e., URN) in the subfield $u whenever possible.

For finding aids, ArchivesSpace generates permalinks, which can be found in the citation field (ex. https://id.lib.harvard.edu/ead/sch01609/catalog). Older finding aids may also have a link in the NRS persistent identifier form (ex. http://nrs.harvard.edu/urn-3:RAD.SCHL:sch00009).  Either link can be used in the subfield $u.  

OCLC Data Sync: Holdings with 856 subfield $u including one of the following URL patterns, preceded by http:// or https:// meet the criteria for syncing:

• nrs.harvard.edu*

• nrs.lib.harvard.edu

• id.lib.harvard.edu*

• listview.lib.harvard.edu*

• hollisarchives.lib.harvard.edu*

856 41 $$3 Sheet 1-7 $$u http://nrs.harvard.edu/urn-3:FHCL:2175567
856 41 $$3 Sheet 8-13 $$u http://nrs.harvard.edu/urn-3:FHCL:2175582 

856 41  $$3 Letters to James Jackson [Jr.], [1827?]-1833. H MS c8.1, folders 1-9 $$u http://nrs.harvard.edu/urn-3:HMS.COUNT:1116702  $$z Provides access to page images of this portion of the collection. 
856 41  $$3 Letters to James Jackson [Sr.], 1831-1833. H MS c8.2, folders 1-16 $$u http://nrs.harvard.edu/urn-3:HMS.COUNT:1116703  $$z Provides access to page images of this portion of the collection.

Related Harvard documentation: 

• Handling of Alma holding 856 links HOLLIS search results

• Harvard Library MARC Holdings Examples

1st indicator = 4 Indicates that access to the electronic resource is through the Hypertext Transfer Protocol (HTTP).

2nd indicator = 1 Indicates that the electronic location in field 856 is an electronic version of the resource described by the record as a whole. If the data in field 856 relates to a constituent unit of the resource represented by the record, subfield $3 is used to specify the portion(s) to which the field applies, e.g., parts of a collection have been locally digitized.

Mandatory/recommended subfields; use all other subfields at the discretion of the unit

$u - Uniform Resource Identifier (Mandatory): Use a NRS persistent identifier (i.e., URN) in the subfield $u whenever possible. The URN can be for a single digitized object, multiple digitized objects, or for a finding aid with links to digitized object(s).

Single digitized object
856 41 $$z Harvard Map Collection copy image $$u http://nrs.harvard.edu/urn-3:FHCL:1202589?buttons=y

Multiple digitized objects
856 41 $$3 no.[1]-20 (1910-1927):[Gaps] $$u http://nrs.harvard.edu/urn-3:FHCL:135363 $$z Provides access to page images of digitized issues

Finding aid with links to digitized object(s)
856 41 $$3 Digitized items available through finding aid $$u http://nrs.harvard.edu/urn-3:RAD.SCHL:sch00137

$z - Public note (Recommended): Use to denote whether all or part of a work or collection has been digitized, e.g., Provides access to entire recording. 

856 41 $$u http://nrs.harvard.edu/urn-3:FHCL:1201243 $$z Provides access to page images of entire work

856 41 $$u http://nrs.harvard.edu/urn-3:FHCL.HOUGH:2553711 $$z Color digital images available of entire work

856 41 $$3 bk.1-3 $$u http://nrs.harvard.edu/urn-3:GSE.LIBR:392062 $$z Provides access to page images of digitized parts

856 41 $$u http://nrs.harvard.edu/urn-3:HBS.Baker.AC:1473974 $$z Provides access to page images of entire collection

856 41 $$3 Digitized items available through finding aid $$u http://nrs.harvard.edu/urn-3:RAD.SCHL:sch00137 $$z Provides access to page images of a portion of the collection

856 41 $$3 Edward Palmer plant lists of Florida and Bermuda algae, Mexican mosses, and fungi, 1878-1908, [n.d.]. WG 1.1. $$u http://nrs.harvard.edu/urn-3:FMUS.GRA:2450777  $$z Provides access to page images of this portion of the collection 

$3 - Materials specified (Recommended): Use to identify the specific part or parts of a work or collection made available through the link. Alternatively, use the subfield $3 to indicate that there is digitized material in a collection, e.g., “Digitized items available through finding aid.” 

When applicable the subfield $3 should match with information in field 843 subfield $m. If what has been digitized is too long or complex to be interpreted by a user, then we recommend using natural language. When only one part is digitized, consider ending the statement in field 856 subfield $3 with the word “only.” 

Finding aid

856 41 $$3 Digitized items available through finding aid $$u https://id.lib.harvard.edu/ead/sch01911/catalog

Multipart print monographs/Accompanying materials

843  $$a Electronic reproduction. $$m v.1-4 $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2009. $$f (Open Collections Program at Harvard University. Expeditions and discoveries). $$n Copy digitized: Botany Arnold (Cambridge) Library: Oversize V L30. $$7 s2009 maun s

856 41 $$3 t.1-4 $$u http://nrs.harvard.edu/urn-3:FMUS.ARN:2757213  $$z Provides access to page images of digitized parts
856 41 $$3 atlas $$u http://nrs.harvard.edu/urn-3:FMUS.ARN:2707940  $$z Provides access to page images of entire work

Missing issues

843  $$a Electronic reproduction. $$m ser.1:no.26-no.32 (1912:Mar.-1913:Sept.):[Lacks ser.1:no.27-no.31] $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2004. $$f (Open Collections Program at Harvard University. Women and work). $$n Electronic reproduction from microfilm master negative produced by Harvard College Library Imaging Services. $$7 d19121913mauuus

856 41 $$3 ser.1:no.26 and ser.1:no.32 only $$u http://nrs.harvard.edu/urn-3:FHCL:426910 $$z Provides access to page images of digitized issues

Gaps

843 $$a Electronic reproduction. $$m no.[1]-20 (1910-1927):[Gaps] $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2004. $$f (Open Collections Program at Harvard University. Women and work). $$n Electronic reproduction from microfilm master negative produced by Harvard College Library Imaging Services. $$7 d19101927mauuus

856 41 $$3 no.[1]-20 (1910-1927):[Gaps] $$u http://nrs.harvard.edu/urn-3:FHCL:135363 $$z Provides access to page images of digitized issues

“Only”

843  $$a Electronic reproduction. $$m atlas only. $$b Cambridge, Mass. : $$c Harvard College Library Digital Imaging Group, $$d 2008. $$f (Open Collections Program at Harvard University. Expeditions and discoveries). $$7 s2008 maun s

856 41 $$3 v.23 atlas only $$u http://nrs.harvard.edu/urn-3:FHCL:2223887 $$z Provides access to page images of digitized parts

909 Reporting field/subfield

The subfield $k is a combination of net + your library’s three-letter code, e.g., netsch. The subfield $m is free text and can be used at the repository’s discretion.

Related Harvard documentation:

• Harvard defined MARC fields 

Alma Analytics: Physical Items > Holding Details > Local param 02

$$k (recommended)

$$m (optional)

Examples:

909 ## $$k netbak $$m pdf

909 ## $$k netwid $$m phed06

909 ## $$k nethua $$m thesis

920 (Title-level cataloging statistics)

Related Harvard documentation:

• /wiki/spaces/ITSworkflows/pages/54821557 

972 (Authentication code) 

Alma Analytics: Physical Items > Holding Details > Local param 06

OCLC Data Sync: 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.

Example:

972 $$a dlr