Procedures for Handling Microfilm of Beinecke Library’s Printed Collections
(Approved for use 8 March 2007)

Beinecke makes microfilm copies of its printed material when requested by its patrons. When making a copy for a patron, copies are also made for the University Library. The instructions below describe the workflow including the cataloging of microfilm copies for Sterling. Approximately 100 titles per year are filmed.

Rare Book Team catalogers will receive microfilm copies with call numbers already assigned by Archival Microfilming. Cataloging will follow the procedures specified in the latest revision of the Joint Catalog Department / Preservation Department Task Force to Recommend Standard Procedures for the Processing and Cataloging of Preservation Replacements Pt. 2: Cataloging Procedures of Preservation Replacements. (2005 revision). II. Microfilm (Created)

The RBT will create only one MFHD and one item record for each reel. When several titles are on the same reel, procedures established for bound withs will be followed.

Example for microfilm containing 10 titles:

852 8 0 ‡z Filmed with 9 other titles. To view other titles, search by call no.: [no.].

When cataloging is completed, all three generations are returned to Preservation where barcodes will be added when necessary. For first generation microfilms going to Iron Mountain, Preservation will put the Iron Mountain special barcode number in the Notes field of the item record.

Note that colons with additional numbers corresponding to the order of a bound with title on the reel are not added in the 852’s, but are added at the end of the PM number in the 037 field.

Additional reminders for cataloging microfilm of Beinecke titles

See also Microfilm Cataloging Checklist.

If there is already a cataloging record for the original in Orbis, make sure that it has been cleaned up following procedures for cleanup of RLA recon records. Verify headings and make corrections as necessary. If there is no record for the original in Orbis, either recon or catalog it. Have the Rare Book Team cataloging assistant or a student pull Beinecke cards if necessary. Once the record for the original is up to standard (EL 1 or [blank]), derive from it a new record for the microfilm. Fixed fields should be the same as for the original, except:

REPRO (Form of reproduction code) a (microfilm)
SRC (Cataloging source) d (other)
007

Variable Fields

037. This field is used to record the microfilm storage number for the first generation (master). Put the PM number in this field and also subfield i of the call number in the MFHD for the first generation (master)
037     ‡a [PM Number]
037     ‡a PM010220:4

040. This should be for original cataloging:

040     ‡a CtY-BR ‡c CtY-BR

245. Add ‡h [microform] in 245 field after title proper

245 1 0 ‡a Title ‡h [microform]
245 1 0 ‡a De poetica virtute ‡h [microform].

533. Reproduction note (last 5xx field)
Add a 533 field. Make the necessary alterations if you are cataloging a serial.

7 Fixed-length data elements of reproduction. Subfield 7 contains fifteen character positions (0-14):

0 Type of date/publication status (for monographs use s or m; for serials use c, d or u)
1-4 Date 1 (for monographs use date of reproduction found in ‡d of 533; for serials use original beginning date of publication of the issues that have been reproduced as indicated in ‡m of 533)
5-8 Date 2 (for monographs use 4 blank spaces if no second date of reproduction found in ‡d of 533; for serials use original ending date of publication of the issues that have been reproduced as indicated in ‡m of 533)
9-11 Place of publication, production, or execution (use country code for the reproduction)
12 Frequency (for monographs use n; for serials use code that indicates frequency of reproduction. In practice, original codes have been used for frequency and regularity)
13 Regularity (for monographs use 1 blank space; for serials use code that indicates the regularity of the reproduction. In practice, original codes have been used for frequency and regularity))
14 Form of item (use a)

NOTE: For Beinecke titles, place of reproduction and agency responsible for reproduction will usually be: ‡b New Haven, CT :‡cYale University Library. (This is the case even if the film was actually made in Andover, Mass. or Hamden, Conn.)

Examples:

533     ‡a Microfilm. ‡b New Haven, Conn. : ‡c Yale University Library, ‡d [date of filming]. ‡e 1 microfilm reel ; 35 mm. ‡7 s1999[4 blanks]ctun[1 blank]a
533     ‡a Microfilm. ‡b New Haven, CT : ‡c Yale University Library,‡d1990. ‡e 1 microfilm reel ; 35 mm. ‡7 s1990[4 blanks]ctun[1blank]a
533     ‡a Microfilm. ‡b New Haven, CT : ‡c Yale University Library, ‡d1996. ‡e 1 microfilm reel ; 35 mm. ‡7 s1996 ctun a
533     ‡a Microfilm. ‡b New Haven, CT : ‡c Yale University Library, ‡d1996. ‡e 1 microfilm reel ; 35 mm. ‡7 s1996 ctun a

Serial Example:

533     ‡a Microfilm. ‡m [dates and/or sequential designation of issues reproduced] ‡b New Haven, CT : ‡c Yale University Library, ‡d [date of filming]. ‡e [no. of] microfilm reel[s] ; 35mm. ‡7 [fixed length data elements].
533     ‡a Microfilm. ‡m Vol. 3, no. 3 (Apr.-June 1930) ‡b New Haven, CT : ‡c Yale University Library, ‡d 1999. ‡e 1 microfilm reel ; 35mm. ‡7 u19301930ctuuua.

590.Always make a 590 indicating the copy filmed. Include copy specific information pertaining to the original.

Add a 590 note: NEGATIVE FILM AVAILABLE FOR REPRODUCTION.

590     ‡a SMLMIC (Copy filmed: BEIN 2002 476): Original wrappers.
590     ‡a NEGATIVE MICROFILM AVAILABLE FOR REPRODUCTION

Remove extraneous fields such as 035’s. 69x’s, and 9xx’s.

MARC Holdings Record:
Create MARC holdings for the microfilm when appropriate. Record bibliographic information, not information regarding physical reels

Statistics
Count one original and two added titles for each bibliographic record; count each reel as a piece regardless of how many generations are represented on the copy holdings screen. If there are several titles on a reel and separate bibliographical records for each title, count the reels only once. For example, for a set of 3 reels with 12 titles on each reel, there will be 12 original titles, 24 added titles, and 3 reels.

Obsolete Practice
Formerly microfilms of Beinecke titles were added on as copies to the same bibliographic record that served for the originals. Although this was an efficient way for Beinecke staff to determine if a microfilm had been made of a given title, there was no indication in RLIN or OCLC that Yale possessed the microfilm. Current thinking in Yale Technical Services is that there should be a separate record for the microfilm so that the films can be reported to OCLC to alert other institutions that a microfilm is available. Most microfilms of Beinecke titles were produced on demand because of patron requests. There are also large sets made by University Microfilms. Beinecke staff's main interest in the microfilm records is to locate the microfilm if a patron requests another copy. Beinecke wants the bibliographic record to indicate unambiguously which Beinecke copy was filmed. It is Interlibrary Loan's responsibility to retrieve the microfilm.

Formerly numbers for first generation microfilms were not recorded in copy holdings statements, but instead were recorded in an 035 of the following form:

(CtY)PM[no.] where the 1st two digits of the number are for the year filmed, then sequential after that.

Example: (CtY)PM010200 for the two hundredth call number assigned to film made in 2001.