Holdings and items

  • cataloguing
Last updated: 03-06-2024


There are three types of holdings:

  • standard: they contain standard (monographic) items and are managed exclusively by the system when an item is added or deleted. A holdings automatically groups together all items belonging with the same item type in the same location.
  • serial: holdings for serial documents. Manually managed, they can contain a textual description of the collection, items of type issue, predictions for the document's issuance and other specific fields.
  • electronic: they contain links to electronic resources and cannot be added manually from the professional interface.

A holdings always contains 1. a location, 2. a circulation type and 3. an acquisition stauts. All other fields are optional.

Field Description
Location Location where this collection is stored.
Circulation type Defines the default circulation rules (item type) for items in this holdings.
Cal number Default call number used for items in this holding that don't have their own call number.
2nd call number Is displayed next to the call number as a complement or alternative.
Collection Text description of available standard content in the collection.
Supplements Text description of additional content (special issues, etc.).
Indexes Text description of available indexes.
Missing issues Textual description of missing parts.
Vendor Link to a vendor, used to send issue claims.
Client ID Client ID at the vendor's, useful for claims.
Order reference The vendor order or subscription reference, useful for claims.
Number of issues to be bound together Used to manage binding.
Acquisition status Defines, for example, whether the document is currently received or not.
Predictions Defines a method to automatically generate future serial issues. Detailed guide: Create a prediction
Acquisition method Defines how the document is acquired.
Expected acquisition end date Indicates an intention to cancel, the date of cancellation, or the last expected date of a collection.
General retention policy Indicates the conservation conditions for this collection.
Completeness Estimate of the extent of the collection.
Separate or composite copy report A separate copy report contains holdings information for one copy/subscription of a serial. If the holdings describes more than one copy/subscription, choose composite.
Notes Notes about the holdings.
General note and Access are displayed in the public interface, other notes are for librarians.
Masked A masked holdings remains visible in the professional view, but not in the public view search.
Type (hidden) This field is managed automatically by the system.
"Standard" items are linked to standard holdings (those managed automatically by the system, generally for monographs).
"Issue" items are linked to serial holdings (those created manually, generally for serials).
Provisional items are fictitious, managed by the system solely for the management of requests on serial holdings. They are destroyed once the loan is completed.


Items contain local data for each item (barcode, call numbers, item type, location, notes, etc.).

Field Description
Barcode Must be unique. Allows quick access to the item, especially from the circulation interface. This field is optional; if not entered, a dummy barcode is automatically generated.
PAC code Preservation and conservation policy.
Call number Allows you to locate the item in a physical space.
2nd call number Is displayed next to the call number as a complement or alternative.
Circulation category Defines the circulation rules (item type) for this item.
Temporary circulation category If this optional field is used, it will override the basic circulation category.
Deletion date: defines when the temporary circulation category should end. If no date is set, it will not be deleted automatically.
Unit Numbering, enumeration, or other indication associated with the item.
Location Location where this item is stored.
Temporary location Temporary location, displayed in the interface.
Deletion date: defines when the temporary location is to be deleted. If no date is set, it is not deleted automatically.
Masked A masked item remains visible in the professional view, but not in the public view search.
Notes Notes about the item
Public notes: patrimonial aspects, physical condition, general note, provenance, binding.
Private notes: acquisition, checkout note, check-in note, staff note.
Acquisition date Indicates whether the document appears in the lists of new acquisitions and on what date. For more details on the use of this field see New acquisitions.
Price Purchase price of the item by the library.
URL Electronic location related to the item.

Search an item

The list (brief view) of items is called inventory list and allows you to search and filter items directly.

Add an item

Adding a standard item automatically creates a corresponding holdings. If a holdings already exists for the same location and item type, the new item is attached to it.

The search function of the professional interface gives access to the complete catalog of all the organizations in the RERO ILS instance, enabling cataloguing work to be shared. Before cataloguing a new document, please ensure that it does not already exist in the global catalog.

  1. Search for the document in the professional interface (e.g. by ISBN)
  2. Ensure to disable all filters to see all corresponding documents present in the database
  3. If the document already exists in another organization, simply add a new item. This will automatically create a holdings which will connect it to your library.

Change owning library of an item

A librarian with permissions in several libraries can transfer an existing item to a location in another library with the Switch location button.

Use templates | Files attached to documents