1. Titles to be cataloged
2. Use of existing microfilm record
3. Use of "acceptable" cataloging copy
4. Original cataloging
5. 007 fields
6. 007 field for special projects
7. 037 field
8. 533 field
9. Position on reel
10. 776 field
11. Holdings
12. Call number
13. Withdrawal of hardcopy
14. Statistics
15. Final forwarding
Microfilm arrives from the Preservation Dept., usually accompanied by the hardcopy volumes.
Occasionally both serial and monograph titles are filmed on the same reel. Catalog only the serials.
If the monographs are part of a classed together series, catalog the series; if the monographs are part of a series which is classed separately, do not catalog the series.
Search Voyager for existing 35mm microfilm for the title being cataloged. If found, overlay the existing record with data for the NUL preservation microfilm (see steps 3 et seq.). After field 533, add field 590 with information about the other publisher's microfilm. Remove this information if sending the record to OCLC.
Example:
590 ## $a Library has v. 1-20 (1865-1884) on film from Library of Congress.Do not use records for existing 16mm microfilm.
If "acceptable" cataloging copy exists for the hardcopy, use that copy as the basis for a separate microfilm record with minimal upgrading. Be liberal in evaluating the copy. All headings must be in current established form. Do not upgrade description to AACR2 unless you feel it is necessary in order to accurately describe the publication. Latest Entry records may be used only if one or more of the titles involved does not have a Successive Entry record on OCLC. (Refer to CONSER Editing Guide, App. M. Microforms, 2. Reproduction Microforms, for CONSER guidelines on record selection/creation.)
Make the following changes (in addition to steps 5 et seq.):
- The code for the Leader enc/l (encoding level) should be 1.
- The 008 Form of Item should be coded "a" for microfilm.
- If applicable, code the 008 Original Item with "e" for newspaper format.
- Code or revise other fixed field elements as appropriate for a microfilm record.
- Add subfield $c with "IEN" to field 040 (if not already present).
- Add subfield $h with "[microform]" to field 245. Follow with a period if at the end of field.
If no "acceptable" copy is found, do full cataloging following AACR2/LCRI and CONSER guidelines for microforms (and upgrade the record for the hardcopy if the hardcopy is to be retained). Include the following steps in your work.
The record should have two 007 fields, each containing the following:
- Specific Material Designation: d (Microfilm reel)
- Reduction Ratio Range: [appropriate code, if known]
- Color: b (Black-and-white)
- Original vs. Reproduction Aspect: [blank]
- Dimensions: f (35mm microfilm)
- Reduction Ratio: [appropriate code, if known]
- Emulsion on Film: a (Silver halide)
- Base of Film: a (Safety base, undetermined)
In one of the fields, code the Generation element "c" (Service copy) and the Positive/Negative Aspect element "a" (Positive).
In the other field, code the Generation element "a" (First generation (Master)) and the Positive/Negative Aspect element "b" (Negative).
If the microfilm is for a special project (i.e., it is not a UBRP film), add another 007 field as above. Code the Generation element "b" (Printing master) and the Positive/Negative Aspect element "b" (Negative).
Add field 037 containing the microfilm number and source. If the title has multiple film numbers, use multiple 037 fields; do not use a hyphenated span of numbers in field 037. The "whole number" portion of the SN number should be five digits. If there are many reels with decimal numbers, input only one 037 using the base five digit number. If the record contains more than one 037 field, input only the NUC symbol in subfield $b of all 037 fields after the first.
Examples:
CIC3 film:
(1) 037 ## $a CIC3 SN00245.6 NUS $b IEN (Preservation Dept., Northwestern University Library, Evanston, IL 60208-2300)(2) 037 ## $a CIC3 SN01011 NUS $b IEN (Preservation Dept., Northwestern University Library, Evanston, IL 60208-2300) 037 ## $a CIC3 SN01012 NUS $b IENUBRP film:
(1) 037 ## $a NUL SN00045.3 NUS $b IEN (Preservation Dept., Northwestern University Library, Evanston, IL 60208-2300)(2) 037 ## $a NUL SN00943.1 NUS $b IEN (Preservation Dept., Northwestern University Library, Evanston, IL 60208-2300) 037 ## $a NUL SN00943.2 NUS $b IEN 037 ## $a NUL SN00943.3 NUS $b IEN
Add field 533 as follows:
533 ## $a Microfilm. $m [vols./date(s)]. $b Evanston, Ill. : $c Northwestern University Library, $d [date of publication of film]. $e [no.] microfilm reel(s) ; 35 mm.Describe only the film produced by Northwestern in this field.
Fill in subfield $m with data on volumes/issues filmed, following ANSI/NISO standards. If the holdings are incomplete, use [incomplete] at the end of the statement.
Use appropriate date in subfield $d.
Use appropriate number (and the word "reel" or "reels") in subfield $e. If the title spans more than one reel, give the total reel count; if other titles (title changes or other publications) are on one or more of the reels, give the total reel count preceded by the word "on."
If needed, add a subfield $n at end of field 533 with a note describing any complexity, such as: " $n On reel with earlier title."
Examples:
Title spans 3 reels; no other titles or publications are on any of those reels.
533 ## $a Microfilm. $m v.1 (1912)-v.8 (1919) [incomplete]. $b Evanston, Ill. : $c Northwestern University Library, $d 1991. $e 3 microfilm reels ; 35 mm.Title spans 3 reels; other titles or publications are on one or more of the reels.
533 ## $a Microfilm. $m v.1 (1912)-v.8 (1919) [incomplete]. $b Evanston, Ill. : $c Northwestern University Library, $d 1991. $e on 3 microfilm reels ; 35 mm.
If the microfilm reel contains multiple titles (other than title changes for a single publication), add field 500 giving the position of the title on the reel.
Example:
500 ## $a First item on reel of 4.
If a record for the original exists, create a 776 field as a link to that record.
Example:
776 1# $c Original $w (DLC)sn 86021115 $w (OCoLC)1779259 $w (IEN)552259
Fill in MFHD as usual for microfilm cataloging.
Assign the next available "Film" call number from the appropriate number sequence (e.g. "Film 56245" for an nmic title, "Film A5943" for an nmic,afr title, etc.). If a reel contains more than one title, the same call number must be used for all titles on the reel. If the microfilm is from a microfilming project, identify the project in a subfield $x (nonpublic note) in the 852 line (UBRP, CIC5, etc.).
Example:
852 8# $b nmic,afr $h Film A2840 $x v. $x UBRPNote: If an existing microfilm record is being re-used, consult with Periodical/Newspaper Reading Room to see whether the same call number should be used or a new call number assigned.
Check the preservation code in each item record of the hardcopy. If any volumes are to be withdrawn, print a copy of the holdings record and write "wd=pres repl" (withdraw=preservation replacement) at the top, along with the specific volume designations or the word "all". Route the printout and volumes to Volume Holdings Assistant.
When calculating statistics, record the number of reels cataloged. Unlike the number recorded in field 533, give the actual number of reels; that is, if a particular reel is counted on the worksheet for one title, do not include the same reel in the total count of reels cataloged.
Follow any other final forward procedures for microfilm.
Make prints of the bibliographic and holdings records and send them to Preservation Dept.
DOCUMENT HISTORY:
Issued Feb. 1995 (KMR); supersedes Serials Cataloging Special Project,
no. SP-2 (rev. July 10, 1990; KMR); incorporates some information from
"Preservation Microfilm Cataloging," Cataloging Department Routing,
n.s., no. 55 (Feb. 3, 1992)
Last revised: Sept. 27, 2000 (TLH, KMR)