Recording and Displaying Retention Decisions

Monograph retention statements are entered in the Sierra item record, and also the OCLC Local Holdings Record.  Series retention statements may be in either the item or checkin record, depending on the type of series and local practices.  Series also have an OCLC Local Holdings record that reflects the extent of the commitment in the 583 subfield 3 and 866 fields.

Marc fields (561, 583, 852) in Item or checkin records and LHRs:

These fields are added to Sierra item or checking records, in y tagged fields

LHRs will be added to OCLC via a BatchLoad service, which was established summer 2013.  See a Sample Spreadsheet, which includes batch load order numbers.

Display of Retention Commitments to Public:

Catalog – Monographs:

Partner libraries are using the opac message field to denote a retention commitment.

Most partners have opted to make the MSCC a link to the MSCC page.

Catalog – Series:

URSUS example – after bib info (webpub.def and javascript – see explanation)

MaineCat

 MaineCat example

FirstSearch
Search by title, then choose the “Libraries” icon.  See screenshots below:

FirstSearch1 FirstSearch2

WorldCat

Shared Print Symbol holdings display in public searches, and LHRs have been attached. See sample record.  Note that be default, searches have frbr on.  This may result in holdings being displayed for editions which are not actually held.  To limit the holdings display to single editions, use the “just this edition” link.

Worldcat Holdings Display

Searching for Commitments

MaineCat
MaineCat will contain title level information on which partner holds a retention copy.
OCLC Connexion
LHRs in OCLC will provide more detailed information, including expiration date of the retention commitment. Here’s an example of how to retrieve all titles under retention for the University of Maine:   li:meusp (this will result in too many to display error, but does give you the total number.  It can be combined with other searches to identify material, e.g. “li:meusp and su:maine and yr:2000”.
There is also a new index for the the 583 subfield f – it is “l8″ (that’s a lower case L”).   This would be a good index to use if you wanted to determine of an items was under retention at a partner library.  E.g.
l8:Maine and no:13506959
Note that as of March 2014 the l8 index does not work properly with combined phrase searches, .e.g. “l8:Maine SC and su:maine”.  OCLC is working on this.

Removing Commitments

Commitments can only be reversed if the meet the criteria outlined in the Policy on Retention Commitment Changes.

To remove a commitment on an item that has been approved for removal, delete the 583 from the item record, and also remove the holdings associated with both the “regular” symbol and the shared print symbol for the item.  Basically you have to do the process twice, logging in to OCLC with both the “regular” OCLC account to remove the holdings and then the same process for the Shared Print credentials to remove the holdings associated with the shared print symbol.

The following is guidance from the University of Maine for removing commitments in OCLC:

1. Log into OCLC Connexion, or on the browser edition at  http://connexion.oclc.org
2. Perform a search using the oclc# of the record in question and then confirm that it is the correct Record.
3. The delete holdings icon in Connexion is at the top of the page or under Action>>holdings>>delete holdings.  (On the web browser version of Connexion it is under Action>>delete holdings.)
4. Delete holdings
5. You will be prompted to confirm – select yes.
6. Log out

…if you have not already done so,  remove the MSCC fields from the item record in question; those fields are: 561, 583, 852.  Also, change the OPACMSG in the fixed field to “-“  (or other as needed).

External Resources  / Reference Materials

MSCS >> People >> Technical Services Subcommittee >> Recording and Displaying Retention Decisions