The H09 field is used for local statistical and reporting purposes. The delimiters are both blank, and there are two nonrepeatable subfields (each with 8 variable bytes) in use at present. Houghton defines these as follows: subfield k (accessions/cataloging) and subfield m (repair).
Department use of the subfield k has varied considerably since its inception in 1996, as has the meaning of each byte. Currently, bytes 1-3 are used to log accessions information, bytes 4-6 are used to log cataloging information, and bytes 7-8 register the cataloger's initials. Only populate the first three bytes for the current year; otherwise, leave those bytes as ^^^ - for example, if working on a book acquired in 1925, do NOT code the first three bytes "A25". The reason for this is that these bytes are only used to generate a report of the current year's acquisitions and by putting other dates into those bytes reports could become problematic in the future (in this instance, in 2025).
A for a new accession
[decade] = 0
[year] = 7
C for new cataloging
[decade] = 0
[year] = 7
N.B., all original cataloging should include a 040 for the cataloging library (using LC code).
An example might read like this, which shows an item accessioned and cataloged in the same year:
The year digit is changed beginning July 1 (start of each reporting year). The subfield's usefulness does not extend beyond the fiscal year in which it was used for statistical purposes, i.e. following collection of annual statistics in late summer. Be careful not to delete/improperly edit an H09 which records accessions information for the present fiscal year. Use a ^ for each blank space.
Code all new acquisitions as outlined above. Large gifts not previously accessioned are also coded for the current year, regardless of their year of acquisition. The actual year of acquisition goes in the 541, together with source and fund information. For all new accessions, code the 008 in the holdings record for gift, purchase, or deposit. Any significant retrospective cataloging should leave bytes 1-3 blank (^^^), see note below under "Unaccessioned/retrospective items."
Code all new cataloging as outlined above. Retrospective cataloging which significantly upgrades a record should use this scheme in bytes 4-6, while leaving bytes 1-3 blank (^^^).
Add a subfield k to each holdings record for duplicate copies cataloged, as these stats records the no. of volumes added to Houghton. Do not change the subfield k when simply revising cataloging.
Combined Accessioning/ Cataloging:
For large gifts and project materials being accessioned and cataloged at the same time, assign accession and cataloging numbers for the current year.
Leave bytes 1-3 blank (^^^) for unaccessioned or retrospective cataloging. Unaccessioned in this case applies to items from the backlog (generally bound-withs) that should have been assigned accession numbers in the past, but were skipped. Assign an accession number based on the accession number of the first item: if first item is *87-495, the bound-with is *87-495a (not *87-495b) the second bound-with is *87-495b, etc.
Any remnant of the Hofer Bequest not yet entered in HOLLIS, even though it may have a *PH- accession number, should also be treated as "unaccessioned"---these items were never counted for statistical purposes.
Subfield m: ()
For a short time, we used subfield m to record items in need of repair. It took the place of the old Repair designation on the routing slip. Currently, we send items in need of repair to Quick Repair. Detached boards are simply tied up.
Since the Book Hospital is not active, items will go directly to the stacks. However, some records in Aleph remain with subfield m filled out for repair. These records can be identified by a report. The subfield m will enable us to generate reports for the curators to use in prioritizing their repair needs. Subfield m follows subfield k in the H09 field.
[repair] = r
[decade] = 0
[year] = 7
[type] = b (binding), p (paper), or a (both)
[severity] = q (quick repair), m (minor), or s (severe)
[priority] = h (high) or l (low) or ^ (blank= unassigned)
Specifics concerning the repair needed (covers detached, loose leaves, soiling, brittle paper, etc.) should be placed in the 562 binding note, or in an 852 subfield x.
As we work with curators on this issue, we may want to try other methods of noting this information, e.g., placing it in an item record.