Microform Processing

CMS Policies & Procedures

To: CMS Staff
From: S. Arakawa
Date: (Oct. 12, 2000 creation date/ March 19, 2012 11:55 AM revision date)

CONTENTS:

I. Microfilm (Original). Fixed fields. Example. Variable fields. 533 examples. MFHD. Volume holdings. Item record

II. Microfiche (always purchased, never created). Fixed fields. Variable fields. Copy Specific Notes. MFHD. Volume holdings. Item record.

I. MICROFILM (Original)

Bibliographic Record

Fixed Fields

Enter values for the original monograph or serial according to the MARC 21 Bibliographic Format. In addition, enter values for the microform following these guidelines:

Basic guidelines (see the MARC 21 Bibliographic Format for more detail):

008    
Form of item   a (microfilm)
007   Select Microform
Specific Material Designation   d (microfilm reel)
Original vs. Reproduction   Ignore. (If a value has been entered for derived copy cataloging, leave value as is.)

 

Positive/Negative Aspect   a (positive)
b (negative)
etc.
Dimensions   f (35 mm)
d (16 mm)
Reduction Ratio Range  

a (low; reduction ratio less than 016)
b (normal; reduction ratio between 016-030)
c (high; 031-060)
d (very high; 061-090)
e (ultra high; over 090)
u(unknown)

Reduction Ratio   "Generally, the specific reduction ratio is recorded when it is ultra high (code e in 007/05). If the ratio is not ultra high, recording the specific ratio is less essential. The numeric value of the reduction ratio, using three digits, is right justified with leading zeros (e.g., 015, 048). A hyphen is used for unknown digits in the reduction ratio (e.g., 03-, 1--, or ---). Three fill character (|||) are used when no attempt has been made to code this data element."--MARC 21. If the reduction ratio is not explicit, use range code u and hyphens rather than |||
Color   b (black and white)
c (multicolored)
m (mixed)
etc.
Emulsion on film   a (silver halide) (use as the default value)
u (unknown)
Generation   c (service copy)
Base   a (safety base; use for pre-1980 production)
p (safety base, polyester; use for post-1980 production)

 

 

 

 

Example:

Variable fields:

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

533
The following subfields are the ones most commonly used. For a full listing of the subfields, check MARC 21 Bibliographic Format.

  Reproduction note.
  ‡a   Type of reproduction (i.e. Microfilm)
  ‡b   Place of reproduction
  ‡c   Agency responsible for reproduction
  ‡d   Date of reproduction
  ‡e   Physical description of reproduction __ reels ; ___ mm.)
  ‡f   Series statement of reproduction
  ‡m   Dates and/or sequential designation of issues reproduced
  ‡n   Note about reproduction
 
‡7   Fixed-length data elements of reproduction. Subfield 7 is always the last subfield in 533.
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)
  13   Regularity (for monographs use 1 blank space; for serials use code that indicates the regularity of the reproduction)
  14   Form of item (use a)

Examples (monograph)

Note: in the two monograph examples,

4 blank spaces after ‚7 s1981

1 blank space after dcun

533     ‡a Microfilm.‡b Washington, D.C. : ‡c Library of Congress, Photoduplication Service, ‡d 1981. ‡e 1 microfilm reel ; 35 mm. ‡7 s1981____dcun_a

533     ‡a Microfilm. ‡b Washington, D.C. : ‡c United States Historical Documents Institute, ‡d [1972] ‡e 12 microfilm reels ; 35 mm. ‡7 s1981____dcun_a

Examples (serial)

533     ‡a Microfilm. ‡m 1962-1965. ‡b Ann Arbor, Mich. : ‡c University Microfilms International, ‡d 1988. ‡e 1 microfilm reel ; 35 mm. ‡7 d19621965miuuua

533     ‡a Microfilm. ‡m 1950-1954. ‡b Millwood, N.Y. : ‡c KTO Microfilm, ‡d 1966. ‡e 5 microfilm reels : negative ; 35 mm. ‡7 d19501954nyuara

 

533     ‡a Microfilm. ‡b New Canaan, Conn. : ‡c Readex Microprint Corp.,‡d [19--]. ‡e _ microfilm reels ; 35 mm. ‡f (Early American newspapers) ‡7 q19701989ctu_a

 

COPY SPECIFIC NOTES

If it is considered necessary to record notes reflecting the difference between the original and the reproduction in the record for the microfilm, generally prefer 533 ‡n.

533     ‡a Microfilm. ‡b Ann Arbor, Mich. : ‡c ProQuest, ‡d 2004. ‡e 1 microfilm reel ; 35 mm. ‡n Plates not reproduced. ‡7 s2004    miun a

MFHD

852 first indicator 8 (other classification scheme).

852 second indicator 0 or 1 as appropriate.

Location smlmic (or other location as appropriate). The location smlmic includes EAC and MSS microfilms.

Call numbers used by the SML Cat. Dept.:

Monographs. Assign accession number from the Film B shelflist.

852 8 0 ‡b smlmic ‡h Film ‡i B[accession number]

Serials. Assign accession number from the Film S shelflist.

852 8 1 ‡b smlmic ‡h Film ‡i S[accession number]

Newspapers. Construct the cutter number from the Cutter table (which has a more detailed expansion than the LC table) and verify the cutter number in the Film An shelflist.

852 8 1

‡b smlmic ‡h Film An ‡i [Cutter no. for title]

NOTE: For negative service copy, use Film B, Film S, or Film An call number. Do not assign Film N or Film NS call number.

CALL NUMBERS FOR OTHER LOCATIONS: assign according to the appropriate scheme for the location.

Volume Holdings

Create volume holdings for the microfilm replacement when appropriate.
Record bibliographic information, not information regarding physical reels.

Item Record

Procedures for SML:

  • An item record is created for each microfilm reel and a barcode is affixed to each microfilm box at time of receipt.
  • Item type is microform
  • For multi-part monographs or serials, the ENUM and CHRON fields in the item record should indicate the volumes and/or years represented on the microfilm reel.
  • After the title is cataloged, the item record is discharged and the microfilm is sent to Preparations.

Item Record

Procedures for SML:
Only one item record is created for the microfiche(s) and the barcode is affixed to a card, which accompanies the microfiche(s) when sent for cataloging. After the title is cataloged, the item record is discharged and the microfiche(s) is sent to the Microtext Room with a printout of the copy holdings record.

Example 1. Orbis 7717968 Item ID 6956743

jpg image

Example 2. Orbis 7717968 Item Record ID 6945278

Jpg image

 

For other locations, follow appropriate procedures.

The Rare Book Team catalogs microfilm created at the request of patrons wanting copies of Beinecke Library titles. RBT follows the procedures in Pt. 2: Cataloging Procedures for Preservation Replacements. II. MICROFILM (CREATED) 2005 Revision.

 


 

II. MICROFICHE (always purchased, never created)

Bibliographic record

Fixed Fields:

Enter values for the original monograph or serial according to the MARC 21 Bibliographic Format. In addition, enter values for the microform following these guidelines:

Basic guidelines (see the MARC 21 Bibliographic Format for more detail):

008    
Form of item   b (microfiche)
007   Select Microform
Specific Material Designation   e (microfiche)
Original vs. Reproduction   Ignore. (If a value has been entered for derived copy cataloging, leave value as is.)
Positive/Negative Aspect   a (positive)
b (negative)
etc.
Dimensions   m (11 x 15 cm., standard microfiche size)
Reduction Ratio Range   a (low; reduction ratio less than 016)
b (normal; reduction ratio between 016-030)
c (high; 031-060)
d (very high; 061-090)
e (ultra high; over 090)
u(unknown)
Reduction Ratio   "Generally, the specific reduction ratio is recorded when it is ultra high (code e in 007/05). If the ratio is not ultra high, recording the specific ratio is less essential. The numeric value of the reduction ratio, using three digits, is right justified with leading zeros (e.g., 015, 048). A hyphen is used for unknown digits in the reduction ratio (e.g., 03-, 1--, or ---). Three fill character (|||) are used when no attempt has been made to code this data element."--MARC 21. If the reduction ratio is not explicit, use range code u and hyphens rather than |||

 

Color   b (black and white)
c (multicolored)
m (mixed)
etc.
Emulsion on film   a (silver halide) (use as default)
u (unknown)
Generation   c (service copy)
Base   a (safety base; use for pre-1980 production)
p (safety base, polyester; use for post-1980 production)

EXAMPLE:

 

Variable fields:

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

533
The following subfields are the ones most commonly used. For a full listing of the subfields, check MARC 21 Bibliographic Format.

  Reproduction note.
  ‡a   Type of reproduction (i.e. Microfiche)
  ‡b   Place of reproduction
  ‡c   Agency responsible for reproduction
  ‡d   Date of reproduction
  ‡e   Physical description of reproduction (__ microfiches. Dimensions are not given for standard 11x15 microfiches.)
  ‡f   Series statement of reproduction
  ‡m   Dates and/or sequential designation of issues reproduced
  ‡n   Note about reproduction
 
‡7   Fixed-length data elements of reproduction. Subfield 7 is always the last subfield in 533.
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)
  13   Regularity (for monographs use 1 blank space; for serials use code that indicates the regularity of the reproduction)
  14   Form of item (use b)

 


Example (monograph)

Note: in the monograph example,

4 blank spaces after ‡7 s1978

1 blank space after oncn

 

533     ‡a Microfiche. ‡b [Ottawa] : ‡c National Archives of Canada, ‡d [1978?] ‡e 2 microfiches. ‡7 s1978    oncn b

Example (serial)

533     ‡a Microfiche. ‡m Jan. 1930-Nov. 1945. ‡b Glen Rock, N.J. : ‡c Microfilming Corp. of America, ‡d 1975. ‡e 66 microfiches. ‡7 d19301945njmrb

MFHD

852 first indicator 8 (other classification scheme). Second indicator 0 (single part monograph) or 1 (serial or multipart monograph) as appropriate.

Location smlmic (or other location as appropriate). The location smlmic includes EAC and MSS microfilms.

Call numbers used by the SML Cat. Dept.:

Monographs. Assign accession number from the Fiche B shelflist.

852 8 0 ‡b smlmic ‡h Fiche ‡i B[accession number]

Serials. Assign accession number from the Fiche S shelflist.

852 8 1 ‡b smlmic ‡h Fiche ‡i S[accession number]

CALL NUMBERS FOR OTHER LOCATIONS: assign according to the appropriate scheme for the location.

Volume holdings

Create volume holdings for the microfiche replacement when appropriate.
Record bibliographic information, not information regarding number of fiches.

 

For other locations, follow appropriate procedures.

Dec. 11, 2000/Updated for Voyager 2005

RELATED DOCUMENTS

Cataloging of Guides Accompanying Microforms

 

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Last updated: March 19, 2012 11:55 AM
URL:
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