If Beinecke record is found, check with Beinecke Serial Cataloger to make sure the record is ok to use as a resource. Bovl your in-process record with the Beinecke record & update as microform. If Beinecke has done as latest entry, follow Beinecke. If no Beinecke record is found, search LTLC. If a record is found, use bovl to replace the in-process record. (If the record is for the original, use bovl and edit to match microfilm format.)
If only a microprint record is found, do not search further in RLIN; we will restrict bibliographic information entered on Orbis to data found on the microprint card. The microfilm edition will replace the microprint edition, so the card set for the microprint will need to be withdrawn.
If no copy is found, search RLIN. If LC or other libraries have cataloged the title as successive, get printouts for all title changes. Check titles against date range of issues on your reels. Download only the titles corresponding to the issues held on the microfilm. If no cataloging is found for the microfilm, download the appropriate titles for the original, overlay the Orbis in-process record, and edit the Orbis record to match the microfilm format.
How to construct newspaper microfilm call numbers:
Microtext
Film
An
H297 <------corresponding digits in cutter table chart
1st letter of title; S uses first 2 letters; also vowels
Be sure to use cutter table chart. Remember S & vowels are a separate part of the chart.
Note that the 1st 2 letters are sometimes transcribed, with the second letter lowercase, e.g. letter S.
Note that the newspaper shelflist is now upstairs in the Catalog Dept. Click here for more information.
If cataloging is found only for the original, perform the following edits on Orbis:
E/L: blank
CP, D/CODE, DT/1 & DT/2, FREQ, & REG should correspond to the ORIGINAL
SRC: d
REPRO: a
S/T: n <for newspaper>
Position the cursor at the bottom of the page, type 007h and press ENTER. The format fixed field string for microfilm (h) will display below the standard fixed fields. Type the following values in the indicated fixed fields:
| CODE | VALUE | DEFINITION |
| SMD | d | microfilm reel; e=microfiche |
| POLAR | a | positive reproduction; n=negative |
| DIM | f | 35 mm. |
| RR | a--- | Low reduction ratio |
| COL | b | Black & white reproduction |
| EML | a | Silver halide |
| GEN | c | Copy |
| BSE | a | Safety base |
When copy cataloging microfilm, make sure you are downloading a record for a microfilm reel set and not for a microfiche or microprint, and that your fixed field GEN is set for copy. (If you can't find a format match, edit on Orbis as original; but treat as a derive if only the GEN needs to be changed.) You are not expected to verify the RR, EML, or BSE, and you can assume any reel is 35 mm. if it isn't stated explicitly.
Variable fields:
040:: CtY|cCtY
245: must have |h[microform]. <----don't forget period!
533 __ Microfilm.|bNew Canaan, Conn._:|cReadex Microprint Corp.,|d[19--].|e __ microfilm reels_;_ 35 mm._|f(Early American newspapers)|7q19701989ctu__a
If set is complete, indicate the number of reels. Note that the series statement for Early American newspapers is recorded in |f of the 533 and not in the 4xx field.
830 _0 Early American newspapers.
ORBIS:
CALL |asml,mic|bFilm|cAn;H2336
Note carefully how delimiters and semicolon are used to format the call number.
MHLD:
For newspapers with publisher labels, like Early American newspapers, use vol./chronology as given on the label, but translated into ANSI format. [Examination of the reel frame by frame will indicate more detailed chronological information and missing issues, but you should not devote time examining the reel for this information.]
Labelling:
If the label already gives complete information, don't type a new label; just write the call number in pencil (or on a label if box doesn't take pencil) in the corner of the box (bottom left corner of the square side of the box above the label or above the side where the label is expected to go). If set is large mark only the first reel box. Send the reels to Binding for marking and labelling.
Always include date coverage after the call number unless the title is dead AND is complete in ONE reel.
If label is typed, type in Title area of the label the 245 unless there is a 130. If there is a 130, type the 130 only; don't transcribe both the 130 and the 245.
If a typed label is used on all boxes, send directly to Microtext (leave on Microform Room pick up shelf ). If there are many boxes, type the label for the first, mark the pattern on the other boxes, and send to Preparations.
If there is a publisher label, mark with pencil and send to Preparations.
Call number marking examples:
EXAMPLE 1:
| Microtext | Microtext | |
| Film | Film | |
| An | An | |
| K95 | K95 | |
| 1890:1 | 1890:2 |
EXAMPLE 2:
| Microtext | Microtext | |
| Film | Film | |
| An | An | |
| K96 | K96 | |
| 1890 | 1890/91 |
EXAMPLE 3:
Complete 1890 and 1891 run on one reel
Microtext
Film
An
K97
1890-91
EXAMPLE 4:
| Microtext | Microtext | |
| Film | Film | |
| An | An | |
| Se515 | Se515 | |
| 1945/46 | 1946/47 |
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Originally created 8/16/90, rev. 10/3/90. Converted to html &
revised as eamenews.html 4/26/99
Updates and corrections to
steven.arakawa@yale.edu
Last revision: 4/27/99