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This document describes the fields that are required for new and edited holdings records in Inventory. Particular attention is given to how to input call numbers. Holdings are required if you want to attach items to a title and this is also the record where we save electronic access information for the resource described by the instance record.

Created by Sharon Domier, 2021-10-13
Updated by Colin Van Alstine (Unlicensed) , 2021-12-07

Trigger

A staff member has a new resource in hand and has already created an instance record but now needs to add a holdings record

Requirements

There is an Instance record in Inventory

Steps

  1. Use the Inventory module to search for the instance of the item you hold in hand. 

  2. Choose the correct instance from the second pane. 

  3. In the third pane you will see the instance you selected. 

  4. In the third page, click on Add Holdings

    1. If you are looking to edit an existing holdings record, select View holdings and then select Edit from the Actions dropdown

  5. Administrative data section can be left blank

  6. Specify Permanent Location (required)

    1. [for temporary location, see Creating Item document]

  7. Add holdings call number by selecting Call number type and use the Call number field for the entire call number.

    1. Prefix and Suffix are used for specific formats or collections described here [link to bib standards]



  8. Select Save and close when you are done. You will be returned to either the three-pane Inventory view or the View holdings view and you will briefly see a green notification confirming the creation of or saved changes to the holdings record.

Electronic access

  1. If your title is an e-resource of some kind, select Add electronic access under the Electronic access accordion

  2. Select Resource under the Relationship dropdown

    1. This corresponds with a MARC 856 field with indicators of 40

    2. Related resource relationships are described by Electronic access statements at the Inventory instance record level (table of contents, associated website, etc)

  3. Enter the link to the resource in the URI field.  Remember to include proxy information as part of the link, if necessary

  4. Link text tells EDS how to handle the display of the link; chose a note from the linked document that is appropriate for your e-resource [link to standardized link text]

    1. URI, relationship and Link text are required

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