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MICROFORMS: COPY CATALOGING Notes

Prepared by: Marilu Vallejo
Date: April 20, 2014 (draft #5)

This document was drafted to aid copy catalogers with those processing tasks unique to microform copy cataloging.

CONTENTS

Tools & Resources
Physical Processing
Bibliographic Record
Item Record
Accompanying Material


Tools & Resources

               

Physical Processing

  • MICROFICHE & MICROPRINTS:
    • 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.
  • MICROFILM:
    • Write call number on microfilm box. If more than one box, write call number only on the first box.
    • Do not barcode microfilm boxes.

 

Item Record

     

Call number (099 Field):

Microforms use an accession type call number. It's formed by a prefix and the accession number. Refer to Microforms: INNOPAC Branch and Item Location Codes 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 MilCat session.
  • In the call number search box type the prefix for the location, add an "a" at the end of the search string.  (Note: This search will take you to the end of the numeric sequence for the prefix).

                           e.g., "cxfa" for SSH microfilm, "cxxa" for SSH microfiche, etc.
  • Write accession call number on microfiche envelope or microfilm box. When there are 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 (945 Field):

If more than one microform item, insert a subfield "v" and record number of items. Insert first and last number of pieces in set in subfield e:

v     reel 1-2      <-- 2 reels of film
v     fiche 1-33   <-- 33 microfiche

Fixed Fields:

Item type code: 

Microfilm 12
Microfiche   13
Microprints and microcards 14


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

Item status: i

Bibliographic Record

            

Branch code:   Refer to INNOPAC Microform Location Codes

007 Field:

Ensure the 007 is as follows:

OCLC subfields

INNOPAC
subfields

INNOPAC label

Codes

Comments and notes

ǂa 01 Mat Catg h   =  Microform Category of material
ǂb 02 Spec Mat d   =  Microfilm reel
e   =  Microfiche
g   =  Microcard or microprint
Specific material designation
ǂc 03 Undefine  

Obsolete. Do not use. OCLC: delete if present.
INNOPAC: change to blank if value is present.

ǂd 04 Pos/Neg a   =  Positive
b   =  Negative

Polarity: 
Positive = black letters on white background

Negative = white letters on black background

ǂe 05 Dimens f   =   Microfilm (35 mm.)
m  =  Microfiche, microcard, or microprint (11 x 15 cm.)
l   =   Microfiche, microcard, or microprint (8 x 13 cm.)
 
ǂf 06 RedRange any value Ignore
ǂf 07 RedRatio any value Ignore
ǂg 08 Color any value Ignore
ǂh 09 Emulsion any value Ignore
ǂi 10 Generatn c   =  Service copy Generation (Bounce to supervisor if value is not code c)
ǂj 11 BaseFilm any value Ignore

245 Field (Title information):  

Ensure the presence of "[microform]" in subfield h, which follows the title proper:  

  245 10   Title proper ǂh [microform] : ǂb other title information / ǂc statement of responsibility.

 If ǂh [microform] is not present, bounce to supervisor.    

533 Field (Reproduction information):

Ensure the note describes the reproduction in hand. 
a Type of reproduction  [i.e. Microfilm, Microfiche, Microcard, Microprint]
b Place of publication
c Agency responsible for reproduction
d Date of reproduction
e Physical description of reproduction
f Series statement for reproduction, if appropriate
n Note about reproduction, if appropriate

INNOPAC Example: Microfiche.|bAnn Arbor, Mich. :|cUniversity Microfilms,|d1981.|e2 microfiches.|f(CIHM/ICMH microfiche series ; no. 00123).
OCLC Example:

Microfiche. ǂb Ann Arbor, Mich. : ǂc University Microfilms, ǂd 1981. ǂe 2 microfiches. ǂf (CIHM/ICMH microfiche series ; no. 00123).

 

Accompanying Material

                  

Microform sets may be accompanied by book-type material. This material generally receives the same call number as the microform they accompany and is housed in the same location. 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 collection.

Physical processing:

Barcode item.

Bibliographic record:

300 Field:    Verify physical description of the accompanying material in the ǂe of the 300 field, if present, attach an item record (see instructions below).
            Example:   300 _ _ 2 microfilm reels : ǂb ill. ; ǂc 35 mm. + ǂe 1 guide ([14] p. ; 22 cm.) 

500 Field: If there is no  ǂe 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 p. ; 28 cm.). 

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

Item record:

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

Call number: Use the call number assigned to the microform set. Insert call number in an 099 field:      
                                               EXAMPLE -->     099 _ _  XF 1234

945 field: insert a 945 field. Use subfield u (free text subfield) 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 field.    
                                               EXAMPLE —>    Barcode      3213239495857

Item type: 0

Location: Same location code as microform set.

Status: i