In an exploration of current library practices, questions were posed regarding holdings data management and use of the MARC Format for Holdings Data (MFHD). The responses reveal diverse workflows and metadata models across Library Management Systems.
Library Management Systems and Discovery Layers
Most participating libraries used Ex Libris’s Alma as their ILS paired with Primo for discovery. These libraries often participate in consortia (e.g. PASCAL, OhioLINK, BLC) for shared borrowing, integrating with systems like ILLiad, RAPID, Docline, and Rapido.
Other systems in use include OCLC’s WorldShare Management Services (WMS), SirsiDynix Symphony, complemented by ExLibris 360 Services and Summon for e-resources and discovery, Clarivate’s III, and Polaris paired with BiblioCommons for discovery. FOLIO is gaining traction, with one large consortium migrating from Alma, and others actively using it with EBSCO Discovery Services (EDS). EDS is also utilized with WMS and other library management systems.
A widening interoperability gap is a common theme, with some systems lacking functionalities like prediction patterns, leading to less detailed holdings records. Some institutions have historically not maintained extensive MARC holdings records at all, while those who have note non-standard patterns in MFHD records as systems move into the cloud. The importance of MFHDs may have waned when systems have not fully supported the format upon release, even if functionality has been implemented later.
MFHD for Print vs. Electronic Resources
The application of MFHDs for print materials varies. Some libraries, like UMass Boston and Clemson, use them for both serials and monographs, following a Bib-Holding-Item configuration. In other systems such as WMS, “item records” are rendered from fields within the holdings data. Conversely, some libraries focus on MFHDs primarily for print serials and multipart monographs.
While older systems might have used MFHDs for e-resources, modern systems typically employ different structures. Alma relies on “Portfolios” or Community Zone activations. WVU manages electronic resource holdings in a knowledge base (KBART), which, while functional, lacks the detail of MFHD.
Workflows and Staffing
Many libraries aim for higher ANSI/NISO Z39.71 encoding levels for their holdings, particularly Level 5 (itemized with barcodes). However, Level 4 is common, with some legacy Level 3 records persisting. There’s an ongoing effort to standardize and clean up older MFHDs, often involving the consistent use of subfields like $w and $n for gaps. Batch editing of holdings records is an area of interest, with some libraries using manual intervention for specific tasks like serial check-ins. For shared borrowing agreements, some libraries use specific fields, like the 583, to indicate commitments for shared print programs.
Notes in holdings records serve various purposes, depending on the system’s capabilities. In Alma/Primo/Primo VE, MFHD notes display prominently, while other systems may lack dedicated display areas. Staffing for holdings record management is diverse; it can involve acquisitions, cataloging teams (including both staff and faculty), and trained circulation personnel.
Training and Future Needs
There is a significant demand for better training and practical examples for understanding MFHD standards (ANSI/NISO Z39.71-2006). Libraries often rely on historical training materials, highlighting a need for updated resources that address changes in MARC standards and the nuances of cloud-based systems. For instance, questions arose regarding batch editing in systems like WMS, where item-level temporary locations might be managed differently than in older, pre-cloud environments. Consistent application of standards requires ongoing discussion of best practices as library management systems evolve.
Participants interested in training, updates, and discussion as well as advocacy for MFHD and other holdings formats are encouraged to join the Continuing Resources Holdings Information Interest Group!
Emily Fidelman, Head of Metadata Services, KARM
