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Monograph Microforms cataloging procedure

Background:  This document was drafted to aid copy catalogers with those processing tasks unique to microform copy cataloging.  It has now been revised to include guidance for original and copy cataloging, though the primary aim of the document is on local processing.  For cataloging of serial microforms, see:  Microforms Serials Cataloging

Locations of micro readers

                Microfilm reader and a microfiche reader located in Metadata Services Labeling Area

                Two microfilm/fiche readers (Geisel Library, West Wing, 2nd floor)

                Three microform scanners (Geisel Library, West Wing, 2nd floor)

NOTE:  Mechanical and hardware problems with readers can be referred to George Tiong or Pat Tung.




For original cataloging, refer to RDA and LC-PCC Policy Statements, in particular:

RDA 1.11 Facsimiles and Reproductions, LC-PCC PS 1.11.

See also OCLC documentation:

Bibliographic Formats and Standards

When to Input a New Record


Copy cataloging

OCLC Master Record

Generally accept copy as is; enhance as necessary and consult supervisor as needed.  Check the following two fields in particular:

007 Field

Add if missing, first two bytes only:

$a h $b d (microform reel)

$a h $b e (microfiche)

$a h $b g (microopaque)

See MARC21 for other microformat codes.

533 Field (Reproduction information):

Ensure the note describes the micro-reproduction in hand. Publishing, manufacturing, etc. details about the microform should only be in the 533 and not in the 26X fields.


Local Procedure

Bibliographic record:

Branch code:  refer to  Microforms: Roger Branch and Item Location Codes


Item record:

Call number (099 Field):

Microforms use an accession type call number. It is formed by a prefix and the accession number only. Refer to the UC San Diego Call Number Policy and Practices table for the prefix appropriate for the location where item being cataloged is to be stored.  To find the last accession number in the sequence:

  • Open a Millennium session.
  • Select the Index “c CALL #” and type in the prefix for the location.  Add an "a" at the end of the search string. 

                           e.g., "xfa" for SSH microfilm, "xxa" for SSH microfiche, etc.
  • This search will take you to the end of the numeric sequence for the prefix. Disregard those accession numbers with cutters in assigning a new accession number.  In the example below, the cataloger should choose XF 2821, not XF 5007.

                  Screenshot of microform call number search results


  • Write accession call number on microfiche envelope or microfilm box. When there is more than one envelope or box, write call number on the first item only.
  • Insert call number in an 099 field:      EXAMPLE -->     099 _ _  XF 1234

Volume Information:

If there is more than one microform item, insert a tag "v" and record number of items.

            v          reel 1-2            (2 reels of film)

            v          fiche 1-33        (33 microfiche)


Fixed Fields:

Item type code: 





Microprints and microcards



Item location code:  Refer to Microforms: Roger Branch and Item Location Codes

Item status:  i

Physical processing

    • Write call number on envelope enclosing fiche, print, etc. If more than one item, write call number only on the first envelope.
    • Do not barcode microfiche, microprints, or envelopes.
    • Write call number on microfilm box. If more than one box, write call number only on the first box.
    • Do not barcode microfilm boxes.

Accompanying Material

Microform sets may be accompanied by book-type material.  This material generally receives the same call number as the microform it accompanies and is housed near the microforms.  There are exceptions;  for example, when 2 copies of the guide are purchased, the bibliographer may choose to shelve one of the copies in the Reference or general collection.


Physical processing:

Barcode item.


Bibliographic record:

300 field: Verify physical description of the accompanying material in the $e of the 300 field if there is a $e present, and then attach an item record (see instructions below).

            Example:  300 __ 2 microform reels : $b illustrations ; $c 35 mm. + $e 1 guide ([14] pages ; 22 cm.)


500 Field:  If there is no $e in the 300 field, check for a 500 note describing the accompanying material and attach an item record (see instructions below).

            Example:  500 __ Accompanied by: [title of guide] (xiii, 100 pages : 28 cm.)


If no description for the accompanying material is found on the bib record, bounce to supervisor.


Item record:

Attach item record(s) for accompanying material volume(s).


Call number: Use the call number assigned to the microform set. Insert call number in a 099 field:

            Example:  099 __ XF 1234


Volume:  Add.  Use  tag v to record the identifying term(s) used in the 300/500 field (e.g., guide, manual, teacher’s manual, notes, etc.)

            Example:   v    Guide

Barcode field:  Add barcode.

            Example:  Barcode      32132394958577


Item type:  0

Location: cchcc

Status:  i


Prepared by: Marilu Vallejo

Date: April 20, 2014 (draft #5)

Revised by: Hanley Cocks

Date: June 13, 2017

Approved by RMPS: June 13, 2017