134 · SPEC Kit 295
University of Minnesota
Bibliographic & Holdings Records
1. General Policy
Depositing Libraries normally do not need to supply bibliographic records. Electronic copies of
bibliographic records are necessary for titles or collections not held by the University of
Minnesota Twin Cities Libraries or listed in either OCLC or RLIN.
2. Records listed in the University of Minnesota Catalog
Records for all titles in MLAC will be included in the University Libraries – Twin Cities
catalog, popularly known as MnCAT. Items from Greater Minnesota libraries in MLAC
will be listed in MnCAT either by:
• Using existing bibliographic records but adding a unique holdings record indicating the
library of origin.
• Importing from OCLC or RLIN the bibliographic record and adding a unique holdings
record indicating the library of origin.
3. Record Selection
MLAC staff will attempt to choose the bibliographic record that matches the description in the
online catalog of the depositing library. Some fields such as call number and local notes are not
considered when selecting the bibliographic record.
4. Volume Holdings
MLAC staff will create MARC holdings records for sets and serials. Summary holdings data for
these records will appear in the public OPAC. For large serial sets, MLAC may maintain
individual volume information in a separate database not available to the public. In these
instances, summary holdings will display in the OPAC but not individual items.
5. Call Numbers
Each item will be assigned a call number that designates its zone, row, division, shelf, and tray
location in the MLAC cavern. E.g.:ZA R10 D30 S01 TC = zone A, row 10, division 30, shelf 1,
tray C. This is also know as the tray number.
6. Circulation Barcodes
MLAC staff may attach Code 39 circulation barcodes to items for inventory control within
MnCAT. Both tray labels and item barcodes will be labeled Minnesota Library Access Center
to assist with return of materials to the correct location.
7. Availability of Recent Deposits
Items are unavailable for paging until fully accessioned into MLAC. Processing can take
anywhere from three days to several months depending on the quantity deposited at one time.
Large deposits at one time will be stored in MLAC as staff work through the backlog. The type of
material also effects processing time. In general, serial sets can be processed faster than