This page discusses applying Commit to Retain (CTR) statements to item records, checkin records and OCLC LHRs. See also the Retention Statements by Founding Institutions page for specific syntax examples.
Monographs:
Statements are added at the ITEM RECORD level. Fields should be added as ‘y'(marc) tagged fields. Fields to include are 561, 583, and 852. Most libraries are also using an OpacMsg of ‘m’ to denote MSCC material or a ‘w’ public note. Ursus example:
Note that statements added to monographs with multiple copies may include a subfield x (nonpublic note) as follows:
|xMSCC Retention requirements: any Special Collections copies; only one circulating copy
Retention commitments are also recorded in OCLC Local Holdings records under the Shared Print symbol. The same fields as used in the local catalog are repeated here:
Note 008 positions 20/21 (lending) may vary (b=will not lend, u=unknown). Lending is not handled through the Shared Print symbol due to additional cost. Local holdings records may be created individually or by batchload. If created individually you may be prompted for an encoding level value for position 17 of the leader. While these records conform to level 2, the batchloads have set this value to “u” – unknown. Either is fine to use.
Multi volume sets have 583s as describe above in the individual item records. However upon export for OCLC, the volume fields are concatenated into a subfield 3 of the 583 to describe the extent of the commitment in the OCLC LHR. For example:
|acommitted to retain|c20130701|dJune 30, 2028|fMaine SC|uhttp://www.maineinfonet.net/mscs/about/retention-copies|3v.1; v.2|5MeU|zMSCC
Series (monographic series with checkin records, journals, etc.):
Statements are added at the CHECKIN RECORD level, where appropriate. In addition to the fields entered for monographs, checkin records also contain a 583 subfield 3 to describe the extent of the retention commitment. Commitments were only made on material already in the library, and thus these are always closed holdings.
Individual partner libraries may decide to update these holdings in the catalog and in OCLC on an ongoing basis.
Retention commitments are also recorded in OCLC Local Holdings records under the Shared Print symbol. The same fields as used in the local catalog are repeated, with the addition of a required 866 field (Textual Holdings). For example:
