Holdings data fields (9xx)

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Holdings data - The theory

Koha inserts holdings data in two places:

• The MARC data, in a specific field. You can use only one marc field for holdings
• In the sql table called 'items'. You can use only this table for holdings

The connection between the marc field and the sql tables 'items' is done with the frameworks. You can't change the sql table 'items' but YOU can change the marc field and subfields with the web interface. In fact you can operate on the table 'items' and on its fields, but you need to operate with SQL directly on Koha DB. And any change at this level could be dangerous.

You can check the connection between marc field and sql table with "Koha to MARC mapping" in Koha Administration section

So, technical speaking, you can use every marc field that you want to insert holding data. But it easier to maintain the defaults setup. In this wiki page we describe the standard setup for english language. Others language could use different setups.

Koha does not use MARC21 field 852 directly and many proprietary systems seem to use 852 slightly differently so you need to check it anyway.

Holdings data - How to insert dates

Date formats in the specific subfields are required to be in the system internal format for data loading and subsequent item editing.

The format is: YYYY-MM-DD

Note also that dates formats for display are controlled by the system preferences (Administration › Global system preferences › 118N/L10N › dateformat). Four display date formats are available:

• United States: mm/dd/yyyy
• Metric: dd/mm/yyyy
• Metric: dd.mm.yyyy
• ISO 8601: yyyy-mm-dd

MARC21 Holding field (952)

Notes

• For 3.0.x and 3.2.x: Holdings data is serialized and stored in repeatable 952 field. Information for each item should be introduced in a new 952 field repetition. The meaning of the subfields, and mandatory subfields is described in the following table.
• For 3.4.x+: Holdings data is no longer stored in a 952 field of MySQL database and that information is introduced in the items table only. Even when holdings data is no longer stored in 952 field of marcxml/marc fields in the database, bulkmarcimport.pl script still reads holdings information from that fields.

Tag/subfield	Data element	SQL column	Description	Notes
952$0	Withdrawn status	items.withdrawn	Status of the item, connect with the authorized values list 'WITHDRAWN'	The defaults values of the list are: 0 = "" [Not withdrawn]; 1 = 'Withdrawn'
952$1	Lost status	items.itemlost	Status of the item, connect with the authorized values list 'LOST'	The defaults values of the list are: 0 = "" [Not Lost]; 1 = 'Lost'; 2= 'Long Overdue (Lost)'; 3 = 'Lost and Paid For'; 4 = 'Missing'
952$2	Source of classification or shelving scheme	items.cn_source	Classification scheme that defines filing rules used for sorting call numbers.	If no classification scheme is entered, the system will use the value entered in the Cataloging preference "DefaultClassificationSource".
952$3	Materials specified (bound volume or other part)	items.materials	Specific issues of serials or multi-part items.	Copy/volume data is stored in 952$h and $t for display in normal views. $3 is by default only displayed in the staff interface, but can be made visible in the OPAC using column configuration settings (Bug 13547). The materials note will also display on checkout and checkin.
952$4	Damaged status	items.damaged	Status of the item, connect with the authorized values list 'DAMAGED'	The defaults values of the list are: 0 = "" [Not damaged]; 1 = 'Damaged'
952$5	Use restrictions	items.restricted	Status of the item, connect with the authorized values list 'RESTRICTED'	The defaults values of the list are: 0 = "" [Not restricted]; 1 = 'Restricted'
952$6	Koha normalized classification for sorting	items.cn_sort
952$7	Not for loan	items.notforloan	Status of the item, connect with the authorized values list 'NOT_LOAN'	The defaults values of the list are: -1 = Ordered; 0 = "" [Available for loans]; 1 = Not for Loan; 2 = Staff Collection
952$8	Collection code	items.ccode	Status of the item, connect with the authorized values list 'CCODE'	The collection code provides another means for breaking down the library collection into categories (Example: Fiction, Mysteries, etc.) for reports. It is also used for cataloging and circulation statistics.
952$9	Koha itemnumber (autogenerated)	items.itemnumber		System-generated item number. Does not display in the item record
952$a	branchcode	items.homebranch	owning library	Code must be defined in System Administration → Libraries, Branches and Groups
952$b	branchcode	items.holdingbranch	holding library (usu. the same as 952$a )	Same note of previous subfield
952$c	Shelving location code	items.location	Coded value, matching the authorized value list 'LOC'
952$d	Date acquired	items.dateaccessioned	YYYY-MM-DD	The date the item was purchased or acquired.
952$e	Source of acquisition	items.booksellerid	coded value or vendor string	Name or abbreviation of the publisher, distributor, or vendor. This may also be the vendor code from the acquisitions module, but there is little functionality currently that uses this field.
952$f	Coded location qualifier	items.coded_location_qualifier	Three-character code that identifies the specific issues of the item that are located apart from the main holdings of the same item.	This has no function in Koha.
952$g	Purchase price	items.price	Original purchase price or list price	decimal number, no currency symbol
952$h	Serial enumeration caption	items.enumchron	Volume and issue information for serial items.
952$i	Inventory number	items.stocknumber	The inventory number.	It is not repeatable and not mandatory. Added with 3.4.0
952$j	Shelving control number	items.stack	The stack number of the item, inventory code.
952$l	Total Checkouts	items.issues	Total number of checkouts. Display only field.
952$m	Total Renewals	items.renewals	Total number of renewals. Display only field.	This is the cumulative total. The total number of renewals is not reset to 0 when the item is checked in.
952$n	Total Holds	items.reserves	Total number of holds. Display only field..
952$o	Koha full call number	items.itemcallnumber
952$p *	barcode	items.barcode	max 20 characters
952$q	Due date	items.onloan	Due date of checked out item. YYYY-MM-DD.	When the item needs to return from a loan. NULL if it's not issued.
952$r	Date last seen	items.datelastseen	The date that the item was last seen in the library (checked in / checked out / inventoried).
952$s	Date last checked out	items.datelastborrowed	Last checkout date of item. Display only field.
952$t	Copy number	items.copynumber	Copy number for items that have the same location and call number.
952$u	Uniform Resource Identifier	items.uri	A URL or URN, which provides electronic access data in a standard syntax.
952$v	Replacement price	items.replacementprice	decimal number, no currency symbol	If an item is marked lost, this value is charged to the patron.
952$w	Price effective from	items.replacementpricedate	YYYY-MM-DD	This date relates to 'normal purchase price'.
952$x	Non-public note	items.itemnotes_nonpublic	Internal staff note.
952$y *	Koha item type	items.itype	coded value, required field for circulation	Coded value, must be defined in System Administration → Item types and Circulation Codes
952$z	Public note	items.itemnotes

• The subfields with an asterisk (*) are required for circulation.
• The subfields in bold are mandatory for the standard Koha setup.
• New subfields (by default) won't be linked directly to any column of items table. Their data will be stored on an XML on the column items.more_subfields_xml.

Here is the mapping in the form of a Perl hash:

  %map = (
       itemnumber           => '9',
       barcode              => 'p',
       dateaccessioned      => 'd',
       booksellerid         => 'e',
       homebranch           => 'a',
       price                => 'g',
       replacementprice     => 'v',
       replacementpricedate => 'w',
       datelastborrowed     => 's',
       datelastseen         => 'r',
       stack                => 'j',
       notforloan           => '7',
       damaged              => '4',
       itemlost             => '1',
       wthdrawn             => '0',
       itemcallnumber       => 'o',
       issues               => 'l',
       renewals             => 'm',
       reserves             => 'n',
       restricted           => '5',
       itemnotes            => 'z',
       holdingbranch        => 'b',
       location             => 'c',
       onloan               => 'q',
       cn_source            => '2',
       cn_sort              => '6',
       ccode                => '8',
       materials            => '3',
       uri                  => 'u',
       itype                => 'y',
       enumchron            => 'h',
       copynumber           => 't',
       stocknumber          => 'i',
   ); 

UNIMARC Holding field, 22.05 default - field 995

In UNIMARC, field 995 is used to store holding data. This choice was inspired by the “995 recommendation” followed by French public libraries (last version available at https://www.transition-bibliographique.fr/wp-content/uploads/2020/10/unimarc-bibliographique-995.pdf ) , but Koha does not strictly implement the recommendation : some subfields are not covered by the 995 recommendation, or have a different meaning.

Since Koha 22.05, the following subfields are used :

Tag/subfield	Data element	SQL column	Description	Notes
995$0	Withdrawn status	items.withdrawn
995$1	Damaged status	items.damaged
995$2	Lost status	items.itemlost
995$3	Use restrictions	items.restricted
995$4	Source of classification or shelving scheme	items.cn_source
995$5	Date acquired	items.dateaccessioned
995$6	Copy number	items.copynumber
995$7	Uniform resource identifier	items.uri
995$8	Coded location qualifier	items.coded_location_qualifier
995$9	Internal item number	items.itemnumber
995$a	Source of acquisition	items.booksellerid
995$b	Home library	items.homebranch
995$c	Current library	items.holdingbranch
995$e	Shelving location	items.location
995$f	Barcode	items.barcode
995$g	Cost, replacement price	items.replacementprice
995$h	Collection	items.ccode
995$i	Price effective from	items.replacementpricedate
995$j	Inventory number	items.stocknumber
995$k	Full call number	items.itemcallnumber
995$l	Materials specified (bound volume or other part)	items.materials
995$m	Date last checked out	items.datelastborrowed
995$n	Checked out	items.onloan
995$o	Not for loan	items.notforloan
995$p	Cost, normal purchase price	items.price
995$q	Shelving control number	items.stack
995$r	Koha item type	items.itype
995$s	Koha normalized classification for sorting	items.cn_sort
995$t	Total holds	items.reserves
995$u	Public note	items.itemnotes
995$v	Serial Enumeration / chronology	items.enumchron		For serials
995$w	Total checkouts	items.issues
995$x	Total renewals	items.renewals
995$y	Date last seen	items.datelastseen
995$z	Non-public not	tems.itemnotes_nonpublic