Scope: To indicate titles, summary holdings, and locations of items contributed to Collaborative Print Retention Programs by Duke in our local data and in OCLC data. Based on recommendations from OCLC's document, Holdings Contributed to Multiple Archiving Programs and from the Scholar's Trust document, Standards for use of the MARC 583 Field.
Contact: Jacquie Samples
Date last reviewed: 09/06/22
Date of next review: 07/30/23
MARC Holding records are the standard and authoritative place to store and maintain data about collections and retention policy. When assigning new materials to a retention program Holdings records are updated, please provide holdings system numbers in request to assign materials to a specific retention program.
To indicate titles, summary holdings, and locations of items contributed to Collaborative Print Retention Programs by Duke in our local data and in OCLC data. Based on recommendations from OCLC's document, Holdings Contributed to Multiple Archiving Programs and from the Scholar's Trust document, Standards for use of the MARC 583 Field.
Holdings records changes
Each holding record for volumes to be included in the print retention program is required to have a MARC 583 "action note" field. Most of Duke's holdings records for items in print retention programs will have at least 2 MARC 583 fields, as below.
The Base level 583 action note –
The first indicator should be set to 1 (meaning not private).
$a (action) = "committed to retain".
$c (time and date of action) = "YYYYMMDD".
$d (Action interval, i.e. date when commitment expires) = "20351231".
$f (Authorization, i.e. name of archiving program)
OCLC's document, Holdings Contributed to Multiple Archiving Program, indicates that if content that is contributed to multiple programs is subject to different retention and/or access policies, separate 583 statements should be supplied for each program. However, if content is contributed to multiple programs that share common preservation and access policies, a single 583 may be used. In such cases, multiple ‡f should be supplied to identify each of the relevant programs. Additionally, when contributions are validated for completeness, an additional MARC 583 may be added to the holding record. Completeness refers to the entire holding, regardless of how many volumes are committed to a program.
The 852 $$c Shelving Location
In order to facilitate the management of moving metadata from Aleph to OCLC for our various print retention programs and the creation of LHR’s in WorldCat, a new collection code has been created in Aleph, KEEPR. This code should be used for Scholar’s Trust, TRLN CPRP, HathiTrust, and any future programs. This code will also allow staff to easily recognize print retention commitments without having to always open the HOL record to see details. KEEPR does display in the item record views, as shown in “Example 3.”
For all libraries’ holdings, KEEPR displays to patrons as LSC does. So, if you find any titles that are not in the LSC, but are committed to one or another print retention project, please let your department head or supervisor know so that alternatives can be discussed.
For TRLN Print Retention titles:
Do not provide location or summary holdings info for Archive partners. Requesters can use the TRLN discovery layer to determine holdings and current location(s) of volumes held by Archive partners.