The Ohio State University

Background Information

The following policy statement was prepared by the Advisory Committee on the LCS Holdings File in consultation with the Committee on the Online Catalog and other groups. It has been accepted as administrative policy by the Automation Committee.

Suggestions and comments about the LCS Holdings File and approved LCS Holdings File notes should be directed to the Chairperson of the Committee directly or c/o the Assistant Director for Technical Services. If approved notes do not meet a felt need, it is the responsibility of the location library or department to suggest creation of an additional note or alteration of an existing note to serve the purpose intended. The Advisory Committee will recommend administrative action on such suggestions as quickly as possible following review and consultation. Questions about current appropriate uses of the holdings file and training in its use should be directed to the Catalog Maintenance Section of the Cataloging Department.

The purpose of the LCS Holdings File and holdings file notes is twofold:

1. To convey volume holdings information about library materials to library patrons; and

2. To provide library staff with information needed for the processing of library materials.

• Develops notes that describe clearly and succinctly most typical conditions for serial and monoset holdings;

• Suggests appropriate means of providing different categories of holdings file users (e.g., library patrons, library staff) with information pertinent to their needs;

• Establishes a process to review and recommend modification of holdings file policies and procedures as needs change;

• Seeks improved methods for providing complete, consistent, and timely holdings information to both library patrons and library staff; and

• Assists in review of final documentation (e.g., LCS Updates, Technical Services memoranda) of approved policies and procedures.

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