Microforms Transferred to the Library Shelving Facility: Standards for Bibliographic, MFHD, and Item Records

Recommendation:

The Task Force to Recommend Guidelines for Microforms Transferred to the Library Shelving Facility has proposed that, initially,

  • the transfer process should begin with microfilm only
  • the microfilm should be a single title on one or more reels
  • the title should be represented by a unique microfilm Orbis record, complete with appropriate bibliographic description, MFHD, and item record(s), if appropriate.

Each microform transferred to the Library Shelving Facility (LSF) must have a bibliographic record that follows the Appropriate Bibliographic and Holdings Record for Monographs document prepared for LSF or a similar document, Appropriate Bibliographic and Holdings Record for Serials transferred to LSF with additional requirements for particular microform fixed and variable fields.

Generally, when the library holds both a service copy and a negative printing master copy, only the service copy should be transferred to LSF. However, at the time the service copy is transferred, the MFHD for the negative printing master should be updated to follow current processing guidelines for negative printing masters.

Bibliographic Record:

Original microforms:

Additional Required Fixed Fields:

  • FORM OF ITEM should have the appropriate value selected, e.g., "a" for microfilm, "b" for microfiche.
  • 007 (Microform) needed for each generation of film.

Additional Required Variable Fields:

  • 245 Title statement should include subfield h [microform]
  • 300 Physical description of microform should be in 300 field

(Please see example # 1)

Reproduction microforms:

Additional Required Fixed Fields:

  • FORM OF ITEM should have the appropriate value selected, e.g., "a" for microfilm, "b" for microfiche.
  • 007 (Microform) needed for each generation of film.

Additional Required Variable Fields:

  • 245 Title statement should include subfield h [microform]
  • 533 Reproduction note should be present.

(Please see example #2 for serials and example #3 for monographs)

MFHD 852:

Original and Reproduction microforms:

  • First indicator 8

  • Second indicator 0 if single-part monograph; 1 if multipart monograph or serial

  • Use original location code in 852 ‡b; location appropriate LSF code will be assigned by LSF staff.

Most microfilm call numbers are entered as:

Single-part:

852 8 0 ‡b <original location> ‡h Film ‡i <shelf number>‡x <Staff notes>‡z <Public notes>

Multipart or Serial:

852 8 1 ‡b <original location> ‡h Film ‡i <shelf number>‡x <Staff notes>‡z <Public notes>

 

MFHD 86x:

Original microforms:

The MFHD 86x fields should reflect the numeric and/or chronological designation of microform. 

Reproduction Microforms:

The MFHD 86x fields should follow the standards and guidelines set forth for the original print serials and multi-part monographs.

Item Record:

Original and Reproduction microforms:

  • There should be a barcode for each physical reel of film, packet of fiche, or box of microcards transferred to LSF. For microfilm, the barcode should be affixed to the box, not the reel.

  • ENUM and/or CHRON data should be present for serials; ENUM data should be present for multiparts

  • Data in ENUM/CHRON should reflect data in MFHD 86x

  • Item type should be changed to: lsfr. LSF software will use the item type to update the location. Do not update the Permanent Location on the item record. EXCEPTION: Divinity item type is changed to: lsfc

Examples:

Example #1

BIBLIOGRAPHIC RECORD

Note: "made-up" example created in OrbDev.

Click to view fixed field examples:

008 American medical periodicals

007 American medical periodicals. NOTE: If reduction ratio is unknown (u), enter hyphens (---)

001 6039085
005 20021210134736.0
007 hd afu|||baca
010: : |a 98176074
020: : |a 0892351500 (guide : acid-free paper)
035: : |a (CStRLIN)DCLC98176074-B
040: : |a DLC |c DLC
043: : |a n-us---
050:10: |a R152
050:00: |a Microfilm 99/2 (R)
082:00: |a 610/.5 |2 21
245:00: |a American medical periodicals |h [microform].
246:1 : |i Title on container: |a American medical periodicals, 1797-1900
260: : |a Woodbridge, Conn. : |b Research Publications, Inc., |c 1986-1994.
300: : |a 750 microfilm reels ; |c 35 mm.
500: : |a Accompanied by a printed guide, entitled: American medical periodicals : guide to the microfilm collection (iv, 185 p. ; 28 cm.).
650: 0: |a Medicine |z United States |v Periodicals.
650: 0: |a Medicine |z United States |x History |y 18th century |v Sources.
650: 0: |a Medicine |z United States |x History |y 19th century |v Sources.
710:2 : |a Research Publications, Inc.


MFHD:

852 8 1 ‡b smlmic ‡h Film ‡i B54321
866 4 1 ‡8 0 ‡a reel 1-reel 750

ITEM RECORD (made-up example; reel one of 750):

Title: American medical periodicals [microform]
Location: smlmic _ Call # Film B54321
Barcode 39002026974478 _ Temp Loc: _
Perm Loc: smlmic _ Temp Type _
Item Type: lsfr _ Media Type _
Enum: 1
Chron: _
Year: _
Caption: _
Free text: _
Spine: _

Example #2 (Serial)

BIBLIOGRAPHIC RECORD:

Click to view fixed field examples:

008 The West Country magazine

007 #1: Service copy (transfers to LSF)

007 #2 Negative Printing Master (does not transfer to LSF)

007 #3 Master Negative (held offsite in secure storage not at LSF)

001 3947370
005 20020514154012.0
007 hd|afa010bacp
007 hd|bfa010babp
007 hd|bfa010baap
035: : |a (CtY)FSA0314
035: : |9 FKK6422YL
040: : |a CtY |c CtY
043: : |a e-uk-en
245:04: |a The West Country magazine |h [microform].
260: : |a Denham, Bucks. : |b Westaway Press, |c 1946-1952.
300: : |a 7 v. : |b ill. ; |c 22 cm.
310: : |a Quarterly
362:0 : |a [Vol. 1], no. 1 (summer 1946)-v. 7, no. 3 (autumn 1952).
500: : |a Place of publication varies.
533: : |a Microfilm. |m v.1-7 (1946-1952):[Gaps] |b New Haven, CT : |c Yale University Library, |d 1996. |e 1 reel ; 35 mm. |7 s1996 cty a
590: : |a Copyright restrictions apply on each volume for 75 years after date of publication.
695:04: |a NEH British History Preservation Project - 1996
651: 0: |a Great Britain |x History.
927: : |a 9705RO
928: : |a AC031197
948: : |a SML : from Byd |a 35c

MFHDS (Note that a MFHD is not made for the Master Negative copy)

MFHD 1 (Service copy)

852 8 1 ‡b smlmic ‡h Film ‡i S3206 ‡z NEGATIVE FILM AVAILABLE FOR REPRODUCTION
866 4 1 ‡8 0 ‡a v.1:no.1(1946:summer)-v.6:no.3(1951:autumn),
866 4 1 ‡8 0 ‡a v.7:no.1(1952:spring)-v.7:no.3(1952:autumn)

MFHD 2 (Negative Printing Master copy): System Tab. Verify that "Suppressed from OPAC" is enabled.

Negative printing master copies were converted from NOTIS without indicators. The appropriate indicators should be added at the time the service copy is transferred, even though the negative printing master copy is not generally transferred.

Volume holdings for negative printing masters were generally not recorded on NOTIS if a service copy was available (volume holdings were recorded only for the service copy). Record also the volume holdings in 86x if the printing master copy is readily at hand at the time of the transfer but note that volume holdings must be verified against the actual physical inventory. Do not record volume holdings if the printing master is not readily available for physical inventory, i.e., do not simply copy the service copy holdings without verifying the actual negative printing master holdings.

Before:

852 _ _ ‡b smlneg ‡k Suppressed ‡h Film ‡i NS676 ‡z Master negative

After (note also the update from ‡z to ‡x):

852 8 1 ‡b smlneg ‡k Suppressed ‡h Film ‡i NS676 ‡x Master negative

ITEM RECORD (made up example):

Title: The West Country magazine [microform]
Location: smlmic _ Call # Film S3206
Barcode 39002026974445 _ Temp Loc: _
Perm Loc: smlmic _ Temp Type _
Item Type: lsfr _ Media Type _
Enum: 1-7
Chron: 1946-1952
Year: _
Caption: _
Free text: _
Spine: _


Example #3 (Monograph)

BIBLIOGRAPHIC RECORD

Click to view fixed field examples:

008 Builders of united Italy

007 #1 Service copy (transfers to LSF)

007 #2 Printing Master (does not transf to LSF)

007 #3 First generation master (held offsite in secure storage)

001 804325
005 20020514072022.0
007 hdrafa009baca
007 hdrbfa009baba
007 hdrbfa009baaa
035: : |a (CStRLIN)CTYG89-B13024
035: : |a (CtY)SN02409.2
035: : |9 AEN3481YL
040: : |a CtY |c CtY
043: : |a e-it---
090: : |b Film B6325:2
100:1 : |a Holland, Rupert Sargent, |d 1878-1952.
245:10: |a Builders of united Italy |h [microform], |c by Rupert Sargent Holland; with eight portraits.
260:0 : |a New York, |b H. Holt and company, |c 1908.
300: : |a vii, 349 p. |b 8 port.(incl. front.) |c 20 cm.
505:0 : |a Alfieri, the poet. -- Manzoni, the man of letters. -- Gioberti, the philosopher. -- Manin, the "Father of Venice." -- Mazzini, the prophet. -- Cavour, the statesman. -- Garibaldi, the crusader. -- Victor Emmanuel, the king.
533: : |a Microfilm. |b New Haven, CT : |c Yale University Library, |d 1989. |e 1 reel. 35 mm.
600:10: |a Alfieri, Vittorio, |d 1749-1803.
600:10: |a Manzoni, Alessandro, |d 1785-1873.
600:10: |a Gioberti, Vincenzo, |d 1801-1852.
600:10: |a Manin, Daniele, |d 1804-1857.
600:10: |a Mazzini, Giuseppe, |d 1805-1872.
600:10: |a Cavour, Camillo Benso, |c conte di, |d 1810-1861.
600:10: |a Garibaldi, Giuseppe, |d 1807-1882.
600:00: |a Victor Emmanuel |b II, |c King of Italy, |d 1820-1878.
651: 0: |a Italy |x History |y 1849-1870.
928: : |a AC031297

MFHDS (Note that a MFHD is not made for the Master Negative copy)

MFHD for the service copy

852 8 0 ‡b smlmic ‡h Film ‡i B6325:2 ‡z NEGATIVE FILM AVAILABLE FOR REPRODUCTION

MFHD for Printing Master; the Master negative note indicates only that a Master negative exists (MFHD has been updated to follow current guidelines, but the copy represented usually is not transferred.)

Prior to update:

852 _ _ ‡b smlneg ‡k Suppressed ‡h Film ‡i NS676 ‡z Master negative

After update

852 8 0 ‡b smlneg ‡k Suppressed ‡h Film ‡i N5260:2 ‡x Master negative

ITEM RECORD (made up example):

Title: Builders of united Italy [microform]
Location: smlmic _ Call # Film S3206
Barcode 39002026974445 _ Temp Loc: _
Perm Loc: smlmic _ Temp Type _
Item Type: lsfr _ Media Type _
Enum: _
Chron: _
Year: _
Caption: _
Free text: _
Spine: _

RELATED DOCUMENTS

LSF Microform Images

 

Based on the report of the Task Force to Recommend Guidelines for Microforms Transferred to the Library Shelving Facility; original document written by Rebecca Mugridge 12 Sept. 2000; 2002 revision by Steven Arakawa; 2008 rev. S. Arakawa for CPDC

 

 

Return to top


Last revision: 06/18/2003 11:10 AM
Contact: dajin.sun@yale.edu
URL: http://www.library.yale.edu/cataloging/lsf/lsfmicroforms.htm