MARC 21 Concise Holdings: Control Fields (001-008)

This is an ARCHIVED VERSION of the 2001 electronic edition of the MARC 21 Concise Formats. Please see
www.loc.gov/marc/concise/ for the most up-to-date version of the electronic MARC 21 Concise Formats.

Fields 001-008 contain record control numbers and other control and coded information that are used in processing separate MARC holdings records. Each control field is identified by a field tag in the Directory and contains either a single data element or a series of fixed-length data elements identified by relative character position. Variable control fields contain neither indicator positions nor subfield codes.

• 001 - CONTROL NUMBER (NR)
• 003 - CONTROL NUMBER IDENTIFIER (NR)
• 004 - CONTROL NUMBER FOR RELATED BIBLIOGRAPHIC RECORD (NR)
• 005 - DATE AND TIME OF LATEST TRANSACTION (NR)
• 007 - PHYSICAL DESCRIPTION FIXED FIELD (NR)
• 008 - FIXED-LENGTH DATA ELEMENTS (NR)

Information for Translators and Other Users
Items highlighted in red indicate changes made after the 2000 edition of the MARC 21 Concise Formats was published and are included in the 2001 printed edition of the MARC 21 Concise Formats.

001 - CONTROL NUMBER (NR)

The system control number assigned to a separate holdings record. For interchange purposes, documentation of the structure of the control number and input conventions are provided to exchange partners by the organization initiating the interchange.

An organization receiving a separate holdings record may move the control number of the distributing system from field 001 to field 014 (Linkage Number) or to field 035 (System Control Number).

Examples

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003 - CONTROL NUMBER IDENTIFIER (NR)

The MARC code for the agency whose system control number is present in field 001 (Control Number). The source of the code is the MARC Code List for Organizations that is maintained by the Library of Congress. For Canadian organizations, the source of the code is Symbols and Interlibrary Loan Policies in Canada that is maintained by the National Library of Canada.

Examples

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004 - CONTROL NUMBER FOR RELATED BIBLIOGRAPHIC RECORD (NR)

The system control number of the MARC bibliographic record for which a separate holdings record was created.

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005 - DATE AND TIME OF LATEST TRANSACTION (NR)

Sixteen characters that indicate the date and time of the latest record transaction and serve as a version identifier for the record. They are recorded according to Representation of Dates and Times (ISO 8601). The date requires 8 numeric characters in the pattern yyyymmdd. The time requires 8 numeric characters in the in the pattern hhmmss.f, expressed in terms of the 24-hour (00-23) clock.

Example

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007 - PHYSICAL DESCRIPTION FIXED FIELD (NR)

Coded, copy-specific physical characteristics of the bibliographic item for which the holdings are recorded. See the description of field 007 in the MARC 21 Concise Format for Bibliographic Data, for the content designators defined for this field. The Category of material code (007/00) may be described textually in field 842 (Textual Physical Form Designator).

Examples

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008 - FIXED-LENGTH DATA ELEMENTS (NR)

Thirty-two character positions (00-31) that contain data elements that provide coded information about the record. Each defined character position must contain either a defined code or a fill character ( | ). The fill character is used when no attempt is made to supply a defined code for a specific character position. When holdings information is embedded in a MARC bibliographic record, this information may be contained in field 841 $b (Holdings Coded Data Values, Fixed-length data elements).

Character positions

• 00-05 - Date entered on file
  The computer-generated, six-character numeric string that indicates the date the holdings report was first entered into machine-readable form. The date is recorded in the pattern yymmdd.
• 06 - Receipt or acquisition status
  Indicates whether newly published parts of a multipart or serial item are being received.
  • 0 - Unknown
  • 1 - Other receipt or acquisition status
  • 2 - Received and complete or ceased
    All parts of a multipart or serial item have been published or that the publication is no longer issued. This code is also used with single-part items.
  • 3 - On order
    Indicates that an order has been placed for the current and/or continuing parts of an item, but that nothing has been received. This definitions excludes parts received under retrospective acquisition efforts. This code is also used with single-part items.
  • 4 - Currently received
    Parts of a serial item or updates to a multipart item are routinely received.
  • 5 - Not currently received
    The holding organization has holdings of the multipart or serial item but is neither receiving nor intending to acquire it on a current basis. Updates are no longer received for multipart or other items.
• 07 - Method of acquisition
  Indicates how the item is acquired.
  • d - Deposit
  • e - Exchange
  • f - Free
  • g - Gift
  • p - Purchase
  • u - Unknown
  • z - Other method of acquisition
• 08-11 - Intent to cancel date
  Indicates an intent to cancel, the effective date of a cancellation, or the date of the last expected part of a multipart or serial item. Dates are recorded in the pattern yymm (2 for the year and 2 for the month).
  • [yymm] - Date of cancellation or last expected part
  • uuuu - Intent to cancel; effective date not known
  • #### - No intent to cancel or not applicable
• 12 - General retention policy
  Indicates the general retention policy for the item.
  • 0 - Unknown
  • 1 - Other general retention policy
  • 2 - Retained except as replaced by updates
  • 3 - Sample issue retained
  • 4 - Retained until replaced by microform
  • 5 - Retained until replaced by cumulation, replacement volume, or revision
  • 6 - Retained for a limited period
    Parts of an item are retained for a period of time or only parts or editions of the item are retained. Specific time or parts may be recorded in 008/13-15 (Specific retention policy).
  • 7 - Not retained
  • 8 - Permanently retained
    All parts of an item are retained. Used for nonserial items that are normally permanently retained.
• 13-15 - Specific retention policy
  Indicates the specific parts of the item that are retained when 008/12 (General retention policy) contains code 6 (Retained for a limited period).
  • ### - No specific retention policy
    Blank (#) is used in each 008/13-15 character position when no specific retention policy is recorded.
• 13 - Policy Type
  • l - Latest
    Indicates in 008/13 that the latest, including the current, time or part unit is retained.
  • p - Previous
    Indicates in 008/13 that the previous, not including the current, time or part unit is retained.
• 14 - Number of units
  • 1-9 Number of units
    A one-character number (1-9) that specifies the number of time units or parts that are retained in 008/14. If the number of time units or parts exceeds 9, this information may be contained in subfield $x (Nonpublic note) or $z (Public note) of field 852 (Location) or one of the 86X Holding Data fields. When Policy type is Latest (code l), the number includes the current time or part unit. When Policy type is Previous (code p), the number does not include the current time or part unit.
• 15 - Unit type
  Describes either the period of retention of the part that is retained.
  Time:
  • m - Month(s)
  • w - Week(s)
  • y - Year(s)
  Part:
  • e - Edition(s)
  • i - Issue(s)
  • s - Supplement(s)
• 16 - Completeness
  Indicates an estimation of the general extent of the holdings for a multipart or serial item.
  • 0 - Other
    Parts of an item are retained for a limited period or no estimate is made.
  • 1 - Complete
  • 2 - Incomplete
  • 3 - Scattered
  • 4 - Not applicable
    Holdings statement is for a single-part item.
• 17-19 - Number of copies reported
  Three numeric characters that indicate the number of copies reported. The number is right justified and each unused position contains a zero.
• 20 - Lending policy
  Indicates the reporting organization's external lending policy for the item. More specific information may be contained in field 845 (Terms Governing Use and Reproduction Note).
  • a - Will lend
  • b - Will not lend
  • u - Unknown
• 21 - Reproduction policy
  Indicates the reporting organization's reproduction policy for the item. More specific reproduction information may be contained in field 845 (Terms Governing Use and Reproduction Note).
  • a - Will reproduce
  • b - Will not reproduce
  • u - Unknown
• 22-24 - Language
  A three-character MARC code that indicates the language of coded data in the 863-865 Enumeration and Chronology fields that require a language table to generate chronological terms or ordinal numbers for the codes in a display. Code from: MARC Code List for Languages
  • ### - Blanks
  • und - Undetermined
• 25 - Separate or composite copy report
  Indicates whether the holdings information represents a composite copy report or a separate copy report.
  • 0 - Separate copy report
    Holdings information for one copy of an item.
  • 1 - Composite copy report
    Information about two or more copies of the same bibliographic item that are held at a single location or at one or more sublocations is consolidated into a single holdings report.
• 26-31 - Date of report
  Indicates the currency of the holdings information. The date is recorded in the pattern yymmdd. A date that consists of only year and month information is left justified and each unused position contains a zero. An unknown date is represented by six zeros.

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