These updates take place after the archival copy has been updated to
full cataloging and the microfilm reel has been received in Cataloging.
It is generally helpful to have in hand a copy of the Yale Registrar's
list for the semester represented by the microfilm reels.
File a slip in the FILM
D shelflist (NOT THE FILM B SHELFLIST)
to hold the number. Include author, title, and year; your initials and
date filed. Just the title in subfield a is sufficient; don't bother
to record the subtitle or the statement of responsibility.
TIP: Reels generally come
in alphabetical order, and working through them in that order allows
you to follow the sequence of the Registrar's list. Call number slips
file in numerical order, so identify the first number you will assign
and then assign the rest in numerical order. This will allow you to
create slips in batches. Annotate the box or each citation on the list
so you know what number to use in MFHD.
variation and linkage disequilibrium in the human alcohol dehydrogenase
genes h [microform] : ‡b implications of the evolutionary
history of a gene family in humans / ‡c by Michael Vernon Osier.
CALL NUMBER SLIP (SHELF TEMP):
Osier, Michael Vernon.
Genetic variation and linkage disequilibrium
in the human alcohol dehydrogenase genes. 2002.
NOTE: Slip does not have
to be typed.
Search Orbis by title. Two
records should be retrieved:
- a minimal-level level
record for the archival copy
- a preliminary record for
For an example, click here.
Click on SELECT ALL and then
the OK button to open windows for both copies.
Click on the WINDOW menu
and select TILE to display the windows for the 2 copies side by side.
Maximize the Voyager window for best results. The display should look
like this: click here.
Make sure you can distinguish
between the archival window and the preliminary microfilm window.
Update the preliminary
record. Follow this procedure if the Voyager template was used
to create the preliminary record. (Record will have a 533 field and
the 007 fixed fields will have been created)
- In the Leader, change
the Encoding Level from 5 to 7
- The 008 and 007 fixed
fields may be left as is
- If necessary, update
the 100 field on the preliminary record to match the 100 field on
the cataloged archival copy record. The 100 field in the prelim record
was based on the Registrar list and may not reflect the actual form
of the name on the title page.The 100 should match the statement of
responsibility form unless the heading has already been established.
- Update the 245 and 300
fields to match the 245/300 of the archival copy record. You can either
copy and paste data from the archival to the preliminary record fields,
or copy the entire 245/300 fields and paste them into the preliminary
record, and then delete the old 245/300 fields. If you do the latter,
be sure to re-enter $h [microform] in 245, and be sure the fields
are in the correct order.
- Double check the dates
in the 260, 533 (dates in 533 may differ if the thesis was submitted
in December) and 008
- Enter the UMI number
in the UMI 690 field
- Delete the 690 YALE DISSERTATION
BEING FILMED AT UMI ... field
If the in-process record
was not created using the Voyager template and there is only an lsf
"On order" MFHD (there should be no item record and no Acquisitions
line item), then suppress the in-process record (both
the MFHD and the BIB record) and create a new record using the Preliminary
Diss Mic.tem template. Update the record following the checklist
above. Have the suppressed record deleted. (Be sure
to record the Orbis no.)
When editing is complete,
close the archival copy record and save the updated preliminary record
to the Orbis database by clicking on the Sailboat.
In the ExportQ window, make
sure OCLC, RLIN, and MARS are checked and click on the SEND button.
Retrieve the MFHD and update
‡h Film ‡i D<shelf number>
(If a new record was created
at the time of cataloging using the preliminary microfilm record template,
a new MFHD is created rather than retrieved)
Write the call number on
the box in pencil. Microtext staff will create the box label.
Leave reel(s) on the Microtext
pickup shelf in the Catalog Dept.