How to | Add a holding in Astria #
There are multiple methods to add a Holding in Astria each is used in different cercum,stances
- Add a Holding via search | is a method of adding a single holding one at a time, this method is often utilised by operator who do not have access to the cataloguing screen but need to add an item to an existing work
- Add a Holding via Catalogue Maintenace – Insert tag | is a method of adding a single holding, one at a time. This method can be utilised by operators with access to the cataloguing screen who need to add a holding when a bulk loading or acquisition process is not used.
- Add a holding via Quick Work | The quick work screen allows operators to create quick simple works
- Add a Holding via Catalogue Maintenace – Quick Holdings | is a method of adding multiple holding to a single work at once. This method can be utilise by operators with access to cataloguing when a adding a holding was not possible via a bulk loading or via aqusistions. – Currently in development
- Add a Holding via Upload Marc | | This method can only be utilised when the records contain the correct holding tag information and the records are loaded to a stored to an approved supplier prior to being loaded. This method is the most commonly used by libraries utilise shelf ready records.
- Add a Holding via Acquisitions | The Acquisitions process allows the creation of holding via an ordering process, which allow holdings to be ordered, tracked, received, invoiced and procced through cataloguing. – Currently in development
- Add Holdings Via Serial Control | The serial control page allows operators to add holdings for serials via a pattern on a subscription e.g. Monthly for a year these holding are added with issue not yet received and allow the item to be received throughout the year as new issues arrived – Currently in development
Add a Holding via search #
Adding a holding via the search screen is a method often used by operators who do not have sufficient permissions to access cataloguing but are still required to add holding to existing works for one reason or another.
Navigating to the Add a holding screen
- Search for and highlight a work on the search screen
- Right click on the work and click on ‘Add holding ‘ to get the add a holding popup form to appear
Add a Holding Popup Form
- Add proposed barcode and click the arrow button next to the barcode to confirm the barcode is available (a green flash message will appear in the top right of the screen)
- Select item format from drop down list
- Select physical location of the item from drop down list
- Add Material specification (optional)
- Add Call Number (top right) – This field is inputted as a combination of Call number prefix, Classification and call number Suffix
- Select Loan category (set from drop down list)
- Add Replacement cost (Optional)
- Select Statistical categories (optional)
- Add SICI (optional)
- Add Message (optional)
- Add Public Note (optional)
- Add Item Note (optional)
- Click Save and if successful a green flash message will appear in the top right of the screen with the item ID depicted
NOTE – the Operator must check and receive flash message stating barcode is available before the save button is enabled.
Add a Holding via Catalogue Maintenace – Insert tag #
Steps
- From the Cataloguing screen right click select insert tag -> Holding
- A new 852 will be added in the assist (indicator and subfields tab) input
- $b Subtile or collection from drop down list
- Input Call number via k Call Number prefix, H Classification , i Item Part or M Call Number suffix or a combination of all 4
- Input item barcode in the p Piece designation
- Select format from drop down list
- Click the save button
at the top of the screen
Add a Holding via Catalogue Maintenace – Quick Holdings #
This function is currently in development 
Add a Holding via Upload Marc #
If your library has an arrangement with a supplier to provide shelf-ready records – i.e. MARC records containing Holdings data – then this option allows the incoming records to be stored.
Suppliers
- On opening the Upload marc screen a list of suppliers is displayed in the grid along with information regarding previous uploads
- Select a supplier from the list e.g. MDM Entertainment
- Right click and select “view supplier uploaded files
Upload Resorces
Set
- Set the status of the record on load e.g. Normal
- Set the marc encoding e.g Unicode
- Set the matching routine (note the default will be the default matching routine set for the supplier
- To database subset | optional choice database subsets can be used to separate content on Montage e.g. separate collections of artworks and images
Select Records to upload
- Click select file and locate the marc file on the pc
- Click the Check Marc button, clicking the button will run a count of the number of works in the marc file and number of holdings in the marc record and display them below – NOTE if EResource’s are discovered an error will occur and resources should be uploaded via the electronic resources module rather than upload marc.
- Click the upload button, after a few seconds click the refresh button
- The grid below will display a new row for the marc record and if the upload was successful
- Right click on the row and select view uploaded works this file to navigate and view the individual works and holdings
Requirements of shelf ready records #
This section outlines the considerations that need to be made when discussing options for provision of shelf-ready records for automatic load into Aurora. Shelf-ready in this context means that the records include Holdings data – item barcodes, locations, call numbers, etc.
If we examine an example MARC record, it may show:
000 01032nam 2200265 a 4500
005 20110512144703.0
007 ta
008 110209s2011 stk e 000 1 eng d
020 ¶a9781846971822
020 ¶a1846971829
100 1 ¶aMcCall Smith, Alexander.
245 1 2 ¶aA conspiracy of friends :¶ba Corduroy Mansions novel /¶cAlexander McCall Smith.
260 ¶aEdinburgh :¶bPolygon,¶c2011.
300 ¶a263 p. ;¶c22 cm.
650 0 ¶aShared housing¶vFiction.
651 0 ¶aPimlico (London, England)¶xSocial life and customs¶vFiction.
655 0 ¶aDomestic fiction.
982 ¶bFICTION / MACC
995 ¶b30002036954659¶cFICTION / MACC¶dCH¶ef¶hb¶i30.00
995 ¶b30002036957595¶cFICTION / MACC¶dHAY¶ef¶hb¶i30.00
995 ¶b30002036954618¶cFICTION / MACC¶dGLE¶ef¶hb¶i30.00
995 ¶b30002036957553¶cFICTION / MACC¶dKC¶ef¶hb¶i30.00
995 ¶b30002036957512¶cFICTION / MACC¶dNEW¶ef¶hb¶i30.00
995 ¶b30002036954535¶cFICTION / MACC¶dSUR¶ef¶hb¶i30.00
995 ¶b30002036954576¶cFICTION / MACC¶dWAT¶ef¶hb¶i30.00
where tags 982 and 995 may be used to carry library specific information.
AIT can provide an import routine for records in this format – but the details need to be specified, and records tested. In fact, any supplier specific format can be handled, as long as it conforms to general MARC structures, and the tags and subfields are fully described.
If in doubt, put AIT in touch with the supplier direct.
Here is a record from Peter Pal for Mackay, showing the data in 852 tags (which is our preferred method).
000 00755nam 2200193 a 4500
005 20110307162013.0
008 101027s2011 xnaacf grb 001 0beng d
020 ¶a9780733624896 (pbk.)¶c35.00
020 ¶a0733624898 (pbk.)
082 0 4 ¶a796.3338092¶222
100 1 ¶aWriter, Larry.
245 1 0 ¶aBumper :¶bthe life & times of Frank 'Bumper' Farrell /¶cLarry Writer.
260 ¶aSydney, N.S.W. :¶bHachette Australia,¶c2011.
300 ¶axiii, 402 p., [16] p. of plates :¶bill., ports. ;¶c24 cm.
504 ¶aIncludes bibliographical references and index.
600 1 0 ¶aFarrell, Frank.
650 0 ¶aRugby League football players¶zAustralia¶vBiography.
650 0 ¶aPolice¶zAustralia¶vBiography.
852 ¶=BIO¶aQMC¶bMCL¶kBIOG¶h796.3338 WRIT¶r$35.00¶p34740005430120
Note the additional subfield $r, which holds the price – this is not imported in the 852 tag but is used to set the item replacement cost. Additional subfields may similarly be set as part of the overall specification.
Library prerequisite #
Please note that the Enterprise parameter MonographsInProgress2 must be set true (=1) for Holdings to be loaded and marked as ‘In Progress’
Supplier needs #
In particular, the supplier will need to know:
| Subfield mark | Comments |
|---|---|
| $a | this must always be the library symbol – e.g. QMC, VCML, NLML |
| $b | this is the branch code – this is the alphabetic sub-location code, and this can be seen in the Physical Location parameters, and each branch/location that may be serviced must be listed. |
| $= | the Item Format codes must be listed: the code, e.g. AF, not the description ‘Adult Fiction’ |
| $r | the price per item (if required) |
| $p | used for the item barcode |
| $h | holds the call number |
| $3 | has any part specific information, e.g. Vol. no |
Further information may be added as required – but if you do, then this must be agreed both by the supplier and by AIT, as additional subfields need to be mapped to load correctly. For instance, if the Collection/Statistics Code is required, we need to assign a non-standard subfield code for this.