MICROFORMS: COPY CATALOGING Notes

Prepared by: Marilu Vallejo
Date: September 16, 2003 (draft #4)

Follow Editing Guidelines for OCLC Records: Books when cataloging monographs in microform format. 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

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• UCSD (on TPOT)
  • Editing Guidelines for OCLC Records: Books
  • Formats for Microform Call Numbers
  • Item Type Usage
  • Microforms: INNOPAC Branch and Item Location Codes
• OCLC (links in TPOT)
  • Bibliographic Formats and Standards
    • Special Cataloging Guidelines, Section 3.2. Reproductions and Original Microform Publications
    • When to Input a New Recor
• Readers
  • Microfiche reader (on cataloger's desk)
  • Microfilm reader (located in the Original Cataloging Unit)
  • Microcard reader (Current Periodicals, Newspapers & Microforms, located in the west wing, 1st flr.)
  • Microprint reader (Current Periodicals, Newspapers & Microforms, located in the west wing, 1st flr.)

  (NOTE: Mechanical and hardware problems with readers can be referred to the staff in the Current Periodicals, Newspapers, and Microforms Dept.)
  
  

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• 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.

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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.

• Open a Pactech update session.
• At the "Record" prompt, perform a call number search to find the last accession number in the sequence: type "c", type the prefix for the location, add an "a" at the end, and then hit <Enter> (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, "cxixa" for IR/PS 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|a1234

Volume Information (945 Field):

• If more than one item, insert a 945 field and record number of items. Insert the volume designation in subfield d. Insert first and last number of pieces in set in subfield e:

945 _ _  |dreel|e1-2      <-- 2 reels of film
945 _ _  |dfiche|e1-33   <-- 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

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Follow Editing Guidelines for OCLC Records: Books, except for the following fields.

Branch code:   Refer to INNOPAC Microform Location Codes

007 Field:

245 Field (Title information):  

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

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

533 Field (Reproduction information):

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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 ‡e of the 300 field, if present, attach an item record (see instructions below).
            Example:   300 _ _ 2 microfilm reels : ‡b ill. ; ‡c 35 mm. + ‡e 1 guide ([14] p. ; 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 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|a1234

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 —>     945 _ _   |uGuide

Barcode field:   Add barcode field.    
                                               EXAMPLE —>    Barcode      3213239495857

Item type: 0

Location: Same location code as microform set.

Status: i

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