Using Serial Holdings to add, remove or check holdings

You can add a title to your library's Serial Holdings by searching in the Serial Holdings Update/View search form. In Filters, the box My Library will be checked by default.
Fig. 21: Serial Holdings Add Form

If the selected journal is not already in your holdings, the Add Holdings form will be displayed. The Add Holdings form is, apart from some minor labeling changes, a blank version of the Serial Holdings Update form [fig. 22]. You may add the title by clicking on the Add button [fig. 21, #1] at the bottom of the record display. You can use the Return to Search button [fig.21, #2] if you instead want to search for a different journal.

Fig. 22: Serial Holdings Update Form

If you choose to update your holdings, click on the Update button at the bottom of the Search Results page. The Update interface will then be displayed [fig. 22]. On the left-hand side, you can select your retention policy [fig. 22, #1]. If you select Retained for a limited period, the display on the right-hand part of the form will allow you to choose a number and a period; for example, latest 5 years. If you select Permanently retained, the right-hand part of the form will allow you to specify your holdings for the title. Select the appropriate acquisition status [fig. 22, #2]: Currently receiving or No longer acquiring, and complete your holdings [fig. 22, #3]. To enter your holdings, enter the first volume you own in the Begin Volume column and the last volume you own in the End Volume column. Complete the Begin Year and End Year fields in the same way. If you selected Currently receiving as your acquisition status, leave the End Volume and End Year columns blank. It is recommended that you provide as much detail as possible, by providing information on both volumes and years. This will help ensure that your library receives requests that it can fill.

If you have broken holdings, you can insert additional rows by selecting the Insert Row button [fig. 22, #4]. You can then insert each range of holdings that you own. To delete an unneeded row, select one of the text boxes in the row so that the cursor appears in the box and select the Delete button, located next to the Insert Row button.

In the left-hand part of the display, below the retention policy field, are three drop-down menus: Physical Format, Completeness and Commitment Level [fig. 22, #5]. These fields are optional; you may choose to complete them to provide other DOCLINE participants with additional information about your holdings.

If your library holds both paper (Text (tu)) and electronic formats, you can add a second format by clicking on Add Different Format [fig. 22, #6] at the bottom of the page. You can choose the format in the drop-down menu. The code for electronic format is Computer file, remote (cr). Increasingly, libraries hold electronic formats. If you add electronic holdings, the expectation is that you can provide ILL using this format.

The Completeness field is also good information to give out to the other DOCLINE libraries. It is general guidance as to the extent of the your library's holdings. The value used is based on your own estimation of you holdings at the time of recording. There are three fields to choose from:

• Information not available or Retention is limited (0)
• Complete (95%-100% held) (1)
• Very incomplete or scattered (Less than 50% held) (3)

Select the Update button at the bottom of the form when you are finished making your changes.