Retention coding in Items and Holdings

If an item has been identified for permanent retention through an agreement with other institutions, the item and holding must be coded per the instructions below. A list of agreements is maintained by a standing committee: /wiki/spaces/librarymeetings/pages/40240423

Items

Item field	Instructions
Committed to Retain	Choose Yes if the item should be permanently retained A Yes value will prevent an item from being withdrawn An icon (trash can with red slash) will display when doing a Physical Items search if the Yes value is present
Retention Reason	This is a controlled vocabulary of retention agreements. Only 1 value can be selected. If multiple retention agreements apply to an item, they must all be represented in this single field. For this reason, combination values are included, e.g. HathiTrust / ReCAP If the combination you need is not present in the list, contact LTS to have it added This field should ALWAYS be populated if you have chosen Yes in the Committed to Retain field.
Retention Note	No best practice exists for this field. Staff may populate it if they choose, or leave it blank. If your unit has established a best practice for this field, please let LTS know so we can refer to it here

Holdings

Fixed field 008

In 008/12, value should be 8 (permanent retention)

583 action note

If at least ONE item with a retention committed exists on a holding, the holding must include a 583 retention note.
For the exact syntax of the note, please visit /wiki/spaces/librarymeetings/pages/40240423, a list maintained by HL standing committees.
If multiple agreements apply, there should be a separate 583 field for each agreement
You do not need to specify which item(s) the agreement applies to.
(Question for leadership - if only some volumes of a serial or multi-volume work have been committed, should we indicate in the 583 that coverage may not be complete?)