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Hold / 171 Coded data field: Collection management

171 Coded data field: Collection management

This field contains coded data applicable to all types of holdings records, that indicates the extent and the consultation and retention policy of the described unit.

Occurrence

Mandatory. Not repeatable.

Indicators

Indicator 1: blank (not defined)

Indicator 2: blank (not defined)

Subfields

$a Coded data

Not repeatable.

Notes on Field Contents

$a/0 General retention policy

  1. =

a = b = c = d = e = f = z = Information not available or not applicable

Permanently retained The holding institution permanently keeps all pieces of the reported unit. Retained until replaced by other support Retained until replaced by cumulation, replacement volume or revision Limited retention (all parts not permanently kept) Parts of an item are retained for a period of time (for example last three months, current year), or a specific number of units are retained (for example, every third issue, last two volumes). Specific time or part units may be recorded in field position 2-4. Sample issue retained

Not retained Other

$a/1 Availability

a b c d u z = = = = = = =

Information not available In process Available Available under special conditions Not available Unknown Other

$a/2-4 Specific retention policy

Three character positions that indicate the specific parts of the item that are retained when field position 1 contains code d.

      1. No specific retention

$a/2 Policy type

a = b = Previous Indicates that the previous time or part unit is retained (not including the current issue). Latest Indicates that the latest time or part unit is retained (including the current issue).

$a/3 Number of units

Contains a one-character number (1-9) that specifies the number of time or part units that are retained. When the policy retention code in character position 2 is Latest (code b), the number includes the current time or part unit. When the policy retention code is Previous (code a), the number does not include the current time or part unit.

$a/4 Time or part units

a b c d e f $a/5 = = = = = = week(s) month(s) year(s) edition(s) issue(s) or volume(s) supplement(s) Completeness designator Gives information concerning the extent of the institution’s holdings. The value used is based on the institution’s own estimation of its holdings at the time of recording.

a b c x = Information not available

If the reporting institution has difficulty in obtaining valid information on the general completeness of its holdings the value “#” would be recorded. For continuing resources units the value “#” is used if retention is limited. = Complete (95%-100% held) used for continuing resources and multipart units. = Incomplete (50%-94% held) used for continuing resources and multipart units. = Very incomplete or scattered (less than 50% held) used for continuing resources and multipart units. = Not applicable value used for single -part unit.

$a/6-8 Number of copies reported

Three character positions that indicate the number of copies reported. Right justified with zero fill.

Related Field

302 Notes pertaining to coded information

Examples

EX 1

171 ##$adba3a#001

Item available ($a/1 = b), with limited retention ($a/0 = d) that consists of the previous ($a/2 = a) three ($a/3 = 3) weeks ($a/4 = a) being retained. Continuing resources unit with limited retention ($a/5 = #), the information is reported to 1 copy ($a/6-8 = 001).

EX 2

171 ##$afb###x001

Item not retained ($a/0 = f), available ($a/1 = b) without specific retention ($a/2-4 = ###), used for a single -part unit ($a/5 = x), the information is reported to 1 copy ($a/6-8 = 001).

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