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Policies and Procedures
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OSCAR Database Management

Document: LibHas Reference Tool

Date: 3/25/04

Replaces:

• LIB HAS Procedure, General Guidelines, Revised 9/99 ;
  
• Samples of approved Lib Has: statements, 8/1/96;
  
• Cheryl Obong’s WordPerfect document “LibHas Procedures”, 12/03.

Effective: Immediately

Created by: ASA, co, ldi, jlm

See also:

• OSUL Policy for LIB HAS Summary Holdings Statements, 8/98 Revision
• And OhioLINK policies:
  • Recommendations for LIB HAS Summary Holdings Statement standards, from OhioLINK Policy Handbook, 4/97 (Some of its "Option A" examples were used in this document.)
  • Library Has Policies and Philosophies, from the OhioLINK Policy Manual, 9/28/93

About "LibHas Reference Tool":

This reference tool does not present new procedures, but rather it summarizes from existing LibHas documents all of the relevant information currently needed to edit or build LibHas statements. The six source documents are listed in the header above, under "Replaces" and "See also". This tool also includes added explanations and examples contributed by ASA staff members.

The three documents listed in the header under "See also" include additional information about the history of, and the policies and philosophies behind, LibHas statements, which is not included in this reference tool.

When building LibHas statents, it should no longer be necessary to refer to any of the source documents that are listed in the above header under "Replaces". However, for step-by-step instructions for editing or attaching a checkin record in OSCAR, one should refer to LibHas Statements: Summary of Procedures.

GUIDELINES AND EXAMPLES:

Summary Display of Holdings:
Checkin records are always first with the most current at the top of the list in copy number order. Example:

B11425568                 BIBLIOGRAPHIC Information
CALL #       DS901 .K78
TITLE        Korea journal
IMPRINT      Seoul, Korean National Commission for UNESCO

                        Summary of Attached Records
CHECKIN 01 > LOC: eas; COPY=C.1; CHECK?IN=Card: Status is current, 52 boxes, 9
CHECKIN 02 > LOC: eas; COPY=C.1; CHECK?IN=Card: Status is filled, 55 boxes, 90
CHECKIN 03 > LOC: mai; COPY=c.1; ID=LibHas
ORDER   04 > LOC: eas; STATUS: c; COPY=C.1
ITEM    05 > COPY #: 1; LOCATION: mais; VOLUME=V36; YEAR=1996
ITEM    06 > COPY #: 1; LOCATION: mais; VOLUME=V35; YEAR=1995
ITEM    07 > COPY #: 1; LOCATION: mais; VOLUME=V34NO1?3; YEAR=1994
ITEM    08 > COPY #: 1; LOCATION: mais; VOLUME=V34NO4; YEAR=1994
ITEM    09 > COPY #: 1; LOCATION: mais; VOLUME=V33; YEAR=1993
ITEM    10 > COPY #: 1; LOCATION: mais; VOLUME=V32; YEAR=1992

Item records should be in order with the most current item first for each copy number. If some of the items are not in order, we do not have to put them in order. The order of the item records is the location’s responsibility. However, it may be less confusing to put all of the item records in order in a complicated or lengthy summary list. If you do put them in order, DO NOT use the “Sort by VOLUME” feature in OSCAR. If you accidentally type the “v” command, which will sort the list by volume, then press the escape key, and in the resulting list of choices, choose “E > EXIT without updating record”, so that the changes will not be made permanent. (In this case, if there were other changes you had made which you did want to keep, you would have to go back into the record and make those changes again.)

The LibHas statement is only meant to summarize OSUL’s holdings. The OSCAR Item records serve as the authority for individual holdings and locations details.

CALL NUMBER SOURCE:
Use the same call number as in the current checkin record. If there is no current checkin record, then use the call number in the bibliographic record, without delimiters:

• Do not use spaces.
• Capitalize all letters.
• Do not use period unless it’s part of a number:
        Example:
            DS345.8A8      not:      DS345.8.A8

ID FIELD:

• If you are adding a checkin record in order to create a LibHas statement:
  • Add to it an ID field that says: LibHas.
  • If the title is in non-paper format, such as microfilm or microfiche, add a second ID field that says: FILM (or FICHE, etc.)

• If you are editing a checkin record that has a card attached, do not add an ID field of LibHas. (Note: Checkin records that have cards attached should be edited only by authorized personnel.)

THE LIBHAS STATEMENT:

We make LibHas statements only for OSUL titles. We do not make LibHas statements for:
HEA, CHI, LAW or the regional campus libraries (ARD, ATI, LIM, MAN, MAR, NWK). They create their own LibHas statements.

The LibHas statement summarizes holdings at the three-letter location code level. It displays both in OSCAR and OhioLINK central.

A checkin record can have only one LibHas statement in it. Therefore, if two or more LibHas statements are needed, each statement will have to be in a separate checkin record.

If a location has more than one item record, then it should have a checkin record with a LibHas statement and, if there is no card attached, an ID field of "LibHas". (If the location has more than one copy, see “Multiple Copies” section below.)

In all instances, if a checkin record that needs editing has a checkin card attached, the record should be edited only by authorized personnel.

ISSUES STILL BEING RECEIVED:
If all issues are kept in one location, and are currently being received in that location, there should already exist an open-ended LibHas statement (i.e., one that indicates the beginning volume followed by a dash to indicate that more issues will be received) on the most current checkin record for the copy being received. If such a LibHas statement does not already exist on that record, the record (because it has a checkin card attached) should be edited only by authorized personnel.

     Example - All issues are received and kept in one location:
          RA790A1C56 (EHS Current Periodicals)
          LibHas statement:  v.1(1965)-

If current issues are received in one location, and bound issues for that copy number are sent to another location, the checkin record for the location receiving the current issues should already have a “current issues only” LibHas statement, and the record for the location holding the bound issues should have an open-ended statement. [If the checkin record for the location receiving the current issues does not already have a “current issues only” LibHas statement, the record (which has a checkin card attached) should be edited only by authorized personnel.]

     Example - Current issues are received in PRR, older issues are bound and sent to MAIN:
          Z1219.P9 (PRR-Periodicals Room)
          LibHas statement:  current issues only.

          Z1219.P9 (MAIN - Main Library)
          LibHas statement:  v.24(1893)-

     NOTE ABOUT STX HOLDINGS: If a block of much older items has been sent to STX (Library Depository) for storage, then STX would require a closed LibHas statement (even though issues are still being received in the current location), since bound issues of this title are not being sent to STX on an ongoing basis.

     Example -
          Current issues are received in HIS (History Reading Room):
               LibHas statement:  current issues only.

          older issues of the same copy are bound and sent to MAI (Main Library stacks):
               LibHas statement:  v.14(1980)-

          and much older bound issues of the same copy have been sent to STX for storage:
             LibHas statement:  v.1(1965)-v.13(1979)

     Rarely, bound issues are sent directly to STX from a "current issues" location, without going to an intermediary location. If that appears to be the case for the record you are reviewing, check with your supervisor to see if an open LibHas statement would be appropriate.

ISSUES NO LONGER BEING RECEIVED:
If the title is not currently being received and no card is attached to the checkin record, add a closed LibHas statement (i.e., one that indicates both beginning and ending volumes, showing beginning volume first).

Example:
     Z1219.P9 (OSU Book Depository)
     LibHas statement:  v.4(1873)-v.23(1892)

If there is not an existing checkin record (for the correct location and copy number), then add a checkin record for your LibHas statement. Use the three-letter loc code unless otherwise indicated by the collection manager (The collection manager’s decision usually would be noted in the checkin record. Four-letter or five-letter location codes may be used if requested by the collection manager.)

MULTIPLE COPIES:
If a location has more than one copy number, do not make a separate LibHas note for each of its multiple copies. Instead:

1. If there already exists a LibHas statement on a separate inactive checkin record (one with no card attached) -
         • summarize the location's holdings for all of its copies in that one LibHas statement,
         • delete the copy number field from that checkin record,
         • insert (if not there already) an ID field of "LibHas" (I, then I again),
         • insert an internal note (I, then Z) that says "LibHas for all copies".
   Then, if additional checkin records had previously been built for LibHas statements for that same location, authorized personnel should delete those extra checkin records. Be very careful to delete only inactive checkin records built specifically for LibHas statements. These records should have no cards attached, and no note fields that would be lost.

   Example:
      Two records, each with an existing LibHas statement for the same location, showing holdings for different copies:

           ZZ4321A98 (c.1 SEL-Science & Engineering Lib)
           LibHas statement:  v.1(1936)-v.20(1956) (Incomplete holdings)

           ZZ4321A98 (c.2 SEL-Science & Engineering Lib)
           LibHas statement:  v.15(1951)-

      One record correctly showing one LibHas statement summarizing all holdings for that loc (Note the lack of a copy number.):

           ZZ4321A98 (SEL-Science & Engineering Lib)
           LibHas statement:  v.1(1936)- (Incomplete holdings)

2. If the LibHas statement is on a checkin record that has a checkin card attached, then leave the copy number there, and build another checkin record for a separate LibHas statement summarizing the location’s other copies. In the later record, the internal note should say "LibHas for multiple copies". (If the record with the card attached needs editing in any way, authorized personnel should edit it.)

INDEXES AND SUPPLEMENTS:

Titles that include indexes and/or supplements (i.e., indexes and/or supplements are checked in on the same card regular issues are checked in on):
     LibHas statement:  v.1(1957)- ; includes supplements
     LibHas statement:  v.1(1957)- ; includes indexes
     LibHas statement:  v.1(1957)- ; includes supplements and indexes

Titles with indexes and supplements handled separately (i.e., indexes and/or supplements are checked in on cards separate from those the regular issues are checked in on). The checkin records for supplements and indexes may be identified by the already-existing ID Fields indicating “Suppl” and/or “Index”:

1. On the checkin record for the regular issues, there should be a LibHas statement to reflect holdings of those issues.
   Example:
        ID field:  LibHas
        LibHas statement:  v.1(1957)-

2. On the checkin record(s) for the indexes and/or supplements, there should be LibHas statement(s) reflecting the holdings of supplements and/or indexes. Because these checkin records should already have ID Fields indicating “Suppl” and/or “Index”, do not include the identifiers “suppl” or “index” in the LibHas statements.

   Example:
        ID field:  Suppl
        ID field:  LibHas
        LibHas statement:  no.1(1960)-

   Example:
        ID field:  Index
        ID field:  LibHas
        LibHas statement:  v.1(1957)-
        

COMPOSING THE LIBHAS STATEMENT:

♦  Use only lower case letters.

♦  Numerals should be Arabic when there is an Arabic numeral equivalent.
     Example:
          v.2(1961)-      not:      v.II(1961)-
          1986      not:       MCMLXXXVI

♦  Do not use spaces.
     Example:
          v.1(1951)-v.5(1955)

♦  Do not supply enumeration if it is not on the piece.

♦  Identifiers should be in English and should conform to a prescribed list. Refer to Addendum 2, “Approved Volume Identifiers” for approved standard abbreviations.

♦  Start with the first or earliest volume owned:
     Example:
          v.1(1991)-v.5(1996)      not:      v.5(1996)-v.1(1991)

♦  Record the highest, most inclusive value of the enumeration scheme, e.g., whole volume. [Refer to the labeling information in the check note field in the checkin record, or in the bibliographic record 910 field. (See also “Change in Enumeration” below.)]
     Examples:

• Labeling instructions:  VOL(+NO)
  LibHas statement:  v.1(1986)-v.5(1991)      not:      v.1no.3(1986)-v.5no.11(1991)

• Labeling instructions:  SER+VOL FROM 1981-1982; YEARS FROM 1975-1980; VOL FROM 1970-1974
  LibHas statement:  v.1(1970)-v.5(1974);1975-1980;ser.2:v.1(1981)-ser.2:v.2(1982)

♦  Record the highest, most inclusive value of the chronology data (e.g., the year).
     Example:
          1986-1992      not:      1986Jan./1986Mar.-1992July/1992Sept.

♦  More than one volume to one bound item; or volume covers more than one year:
Use " / " (forward slash) when the volume covers more than one year, or when there is more than one volume to one bound item.
     Examples:
          v.5(1974/1975)
          v.1/2(1970)

♦  Multiple levels of data:
Use " : " (colon) between multiple levels of data, e.g., between series and volume.
     Example:
          new ser:v.1(1991)-new ser:v.2(1992)

♦  Change in enumeration:
If the labeling information changes (e.g., from volume to whole number, or from volume to year), so should the information in the LibHas statement for those volumes.

Use ";" (semicolon) to show a change in enumeration. If the change in enumeration coincides with a gap, the change in enumeration takes precedence, i.e., one would use the semicolon (See third example below.).
     Examples:
          v.1(1980)-v.10(1990);1991-1995
          v.1(1950)-v.2(1951);no.9(1952)-
          v.1(1984)-v.2(1985);no.16(1999)-

DATES / CHRONOLOGY
IN COMPOSING THE LIBHAS STATEMENT:

♦  Do not supply chronology if it is not on the piece.

♦  Numerals should be Arabic when there is an Arabic numeral equivalent.
     Example:
          v.2(1961)-      not:      v.II(1961)-
          1986      not:      MCMLXXXVI

♦  Convert non-Gregorian dates to Gregorian era equivalents in Arabic numerals.

♦  Do not abbreviate years.
     Example:
          1980-1990      not:      1980-90      not:      1980/90

♦  Record the date in parentheses only when there is a volume or number with it.
     Example:
          v.1(1987)-v.4(1991)      or:      1991-1993      not:      (1991)-(1993)

♦  Omit the date if the century or decade is not known.
     Example:
          v.1-      not:     v.1(??53)      not:      v.1(18??)

♦  Use a question mark if the fourth digit of the date is not known.
     Example:
          v.1(197?)-

♦  Continuous chronology of volumes:  Use " - " (hyphen) when there is a continuous number of volumes
     Example:
          v.1(1987)-v.4(1991)

♦  Gaps in holdings:  Use the following guidelines for indicating gaps in holdings or missing volumes:

•  Less than five years:
  Ignore gap if the missing volumes cover a span of less than five years.

•  Five years or more:
  Use " , " (comma) to show a gap in holdings for missing volumes covering a span of five years or more. (Note: If the gap coincides with a change in enumeration, the change in enumeration takes precedence over the gap, i.e., use the semicolon for the change in enumeration instead of the comma for the gap. See second example below.)

       Example – Gap of 5 years or more:
            v.1(1970)-v.3(1972),v.10(1979)-v.19(1988)

       Example - Gap of 5 years or more, with a change in enumeration:
            v.1(1970)-v.3(1972);1979-1988

•  Numerous gaps, regardless of length of gap:
  Add: “(Incomplete holdings)” after the statement if there are so many gaps in holdings that the LibHas statement would exceed about 44 characters in length (including spaces).

  Explanation: Although the public screen display will accept up to at least 130 characters on one line, LibHas statements that long can be difficult to read. The preferred maximum is approximately 44 characters in length (including spaces and punctuation).

       Examples:
            v.1(1883)-v.56(1920) (Incomplete holdings)
            v.20(1975)- (Incomplete holdings)

  Note: If there are many gaps of less than 5 years (a gap length we usually ignore), add “(Incomplete holdings)” after the statement.

♦  Volume covers more than one year; or there is more than one volume to one bound item:
Use " / " (forward slash) when the volume covers more than one year, or when there is more than one volume to one bound item.
     Examples:
          v.5(1974/1975)
          v.1/2(1970)

ADDITIONAL SITUATIONS:

♦  Cat-as-mono series, changed to serial:

      The cat-as-mono series bib should have a checkin card note:
      LibHas statement:  v.9(1987)-v.12(1990) cataloged separately by title.

      The serial bib should have a note:
      LibHas statement:  v.13(1991)-

♦  Electronic products:
To designate the availability of electronic products served through the Web, location code WWW (databases) and WWJ (online journals), build a LibHas statement in the form needed to correctly identify the product availability if the product or journal is not available to all OSU users:
      Columbus campus only.
      SEL and BPL only.
      Columbus and Newark only.

Note: These notes will be abbreviated as necessary to assure that the LibHas statement does not exceed a single line of type in the public screen display.

♦  Microform:

      Requires an additional ID field:
      ID field:  FICHE (or FILM)

      Microform that replaces paper copies:
      LibHas statement:  Paper issues kept until replaced by microform.

♦  "(Must search for exact volumes.)":
Any existing LibHas statement that includes the phrase "(Must search for exact volumes.)" was machine-created during the LCS conversion. These statements should be scrutinized and updated as needed.

♦  No holdings on OSCAR: If no item records have been built on OSCAR(Felix), then the holding location may request that either of the following LibHas statements be used:

      Retention Note rather than holdings:
      LibHas statement:  Issues kept for ....

      No Retention Note:
      LibHas statement:  Ask for issues at [name of location].

♦  Non-paper format (microfiche, microfilm, etc.):

      Requires an additional ID field:
      ID field:  FICHE (or FILM, etc.)

      Microform that replaces paper copies:
      LibHas statement:  Paper issues kept until replaced by microform.

♦  Series, with checkin pieces handled as cat-as-mono (entire record is cat-as-mono):
      LibHas statement:  cataloged separately by title.

♦  Serial, changed to cat-as-mono series:
      LibHas statement:  v.1(1979)-v.8(1986);v.9(1987)- cataloged separately by title

---

Addendum 1

PUNCTUATION QUICK LIST
for LibHas Statements

- hyphen	Indicates either: an unbroken range of holdings (or a range with a gap of less than 5 years):      LibHas statement:  v.1(1961)-v.10(1970) or an open-ended LibHas statement on an active record, i.e., a statement that indicates the beginning volume followed by a dash to indicate that more issues will be received.      LibHas statement:  v.1(1961)-
/ diagonal	Combines double-numbered volumes or multiple dates.      LibHas statement:  v.1/2(1950)- or LIB HAS: v.3(1970/1971)-
: colon	Serves as a delimiter between multiple levels of data, e.g. between series and volume.      LibHas statement:  new ser:v.1(1887)-new ser:v.10(1896)
; semicolon	Indicates change in enumeration.      LibHas statement:  v.1(1980)-v.10(1990);1991-1995      LibHas statement:  v.1(1950)-v.2(1951);no.9(1952)- Note that if a gap in holdings should coincide with a change in enumeration, then the change in enumeration takes precedence, so the semicolon is used:      LibHas statement:  v.1(1984)-v.2(1985);no.16(1999)-
, comma	Indicates a gap of 5 years or more in a range of holdings.      LibHas statement:  v.1(1971)-v.3(1973),v.7(1977)-
(  ) parentheses	Separates either: dates from volume designation when this information is recorded together.      LibHas statement:  v.3(1963)- or notes from enumeration and chronology.      LibHas statement:  v.9(1960)- (Incomplete holdings)
? question mark	Indicates an unknown fourth digit in a date.      LibHas statement:  v.1(197?)-

---

Addendum 2

APPROVED VOLUME IDENTIFIERS
(from "Item Record – Volume Identifiers", 3/04.)

NOTE: If you are creating a LibHas statement for an older record that uses a language other than English in its labeling, convert the identifiers to English and use the table below. To help you translate non-English volume identifiers, use the English equivalents table in
"Item Record – Volume Identifiers".

abstract	appendix	bibl.	book	cassette	circular
cd *	cdrom **	column	data	disk ***	doc.
dvd	ed.	fall	fasc.	fiche	fol.
guide	incomplete	index	n.s.	new ser.	no.
pp.	phono record	program	pt.	reel	reels
rept.	rev.	sect.	ser. ****	sess.	sheet
sheets	special	spring	summer	suppl.	v.
winter
Jan.	Feb.	Mar.	Apr.	May	June
July	Aug.	Sept.	Oct.	Nov.	Dec.

* cd is used for music compact disks
** cdrom is used for computer data file compact disks
*** disk is used for floppy computer disks and diskettes
**** ser. is used for series

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