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3.3. Adding Call Numbers and Items in the Holdings Editor

Last Updated 01/09/2026

Adding Holdings: Call Numbers and Copies

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Instructions for adding new call numbers and individual copies attached to those call numbers.

Words to Know

Holdings: Within the cataloging structure, the holdings are the locally owned and managed parts of the record. Specifically, the volume and copy levels.

Volume: The Volume primarily refers to the call number. This is where ownership is designated. A single call number may have multiple copies attached.

Copy: This is the physical item. In some instances, it may be referred to as an Item. It is identified by a unique barcode.

 

Evergreen utilizes the Holdings Editor to add and modify holdings, both call numbers (volume level) and copies, in the catalog. To create individual copies of items that will be findable in the catalog and follow the circulation policies you set in your library, you must first create a call number record for your branch, and then attach barcoded copies to that call number record.

Regardless of how you access the holdings editor, once there, item catalogers can create new call numbers and barcodes, and apply Item Attributes to manage how Evergreen allows staff and patrons to interact with materials.

Creating Volume and Copy Records

From the Holdings tab in the Holdings Editor, you can create holdings records individually or in batch. 

1. In the Holdings Editor, navigate into the Holdings tab. 
2. Use the plus sign icon to the right of your branch name to add lines for every copy you will be adding. If you are adding copies for multiple branches, you can change the branch in the drop-down menu from that icon.
   
3. Fill in the classification scheme, call number prefix, call number label, and call number suffix. This can be done row by row, or in the Batch Add section at the top. If using Batch Add, click the apply button after filling in the fields to autofill the information in each row below.
   
4. Add a barcode for each item.
   
5. The Item # field refers to copy numbers. If your library utilizes copy numbers, fill them in here. 
6. You will see a yellow "Changes Pending" alert at the bottom of the screen.
7. Click Apply All & Save if you will be adding Item Attributes right away or Apply All, Save & Exit to leave the holdings editor.