The library has a standing order to the Early American Newspapers series of microfilms produced by Readex Corp. A single publication may be on one reel or on several reels, and some single reels may contain more than one publication. A single title on the box may represent two or more titles due to title changes; two or more titles on the box may represent one or more publications.
Prior to complete cataloging, reels are arranged in three groups:
New Reels
Newly received reels, arranged by date of receipt (most recent on the right).
Reels are searched per the searching instructions below, and sent to News/Micro or moved to the No OCLC Copy or OCLC Copy group.
No OCLC Copy
Reels with provisional records, arranged by Voyager bib record number (highest number on the right).
Reels are searched per the searching instructions below, and moved to the OCLC Copy section when copy is found.
OCLC Copy
Reels with OCLC copy, arranged by Voyager bib record number (highest number on the right).
New Reels
Search Voyager for any related titles or forms of the titles in hand. If a record is found for the same publication, in the same format, and produced by Readex, use that record; add the reel to the holdings and send to News/Micro.
If no matching Voyager record is found, create a provisional record using a template for Readex microfilm. Put the first title on the box in field 245; if additional titles appear, put them into 246 fields. Use a 940 note to refer to bib numbers of any related records found (related titles, other Readex formats, microfilm from other publishers). In the holdings record, use the location "nmic" and the call number "In Process"; add the holdings in field 866. Put the reel on the No OCLC Copy shelf, accompanied by a printout of the Voyager bib record.
No OCLC Copy
At least one month after the date of the provisional record (or the last search date), search OCLC for cataloging copy for the title in hand. Make sure that the record chosen is for film produced by Readex for the Early American Newspapers series. Some records matching your title may be for film produced by another agency (such as the Library of Congress or the Nickerson newspaper collection). When searching OCLC, note that the labels on the boxes are sometimes incomplete or inaccurate.
If appropriate copy is found, overlay the provisional Voyager record with the OCLC copy, ensuring that any 940 notes for related records are retained. Put the reel on the OCLC Copy shelf.
If no appropriate copy is found, mark the date of your search on the printout and return the reel to the No OCLC Copy shelf.
Pending revision of SCP 43 (Microforms), use the following guidelines in addition to regular microform cataloging procedures when cataloging the Readex films.
1. Take reels for cataloging from the left side of the OCLC Copy shelf (reels with the lowest Voyager record numbers).
2. Re-search OCLC to ensure that the any copy used for the provisional record is current. Many duplicate records are input in OCLC and are eventually merged into one. Add the INU holdings symbol to the matching OCLC record.
3. Inspect the copy carefully and correct any errors/typos. Common errors to be corrected are:
- erroneous fixed field data (e.g. "1985" instead of "1785" in Date 1)
- GMD "microfilm" instead of the correct "microform"
- missing brackets around GMD
- missing period at end of 245 if GMD is the last element
- days of week not spelled out according to AACR2
- errors in 533 field
- wrong record numbers in 78X subfield $w (do not link a microfilm record with hardcopy or vice versa)
- missing 043 geographic area code
4. Add subfield $d to field 533, containing the date of publication. If not found, add a date narrowed to the appropriate decade in brackets: [199-?].
Example:
533 ## $a Microfilm. $b New Canaan, CT : $c Readex Microprint. $d 1998- $e microfilm reels ; 35 mm.5. Add subfield $n (note) to field 533 if needed to explain other titles included on the reel.
Example:
533 ## $a Microfilm. $b New Canaan, CT : $c Readex, $d [199-] $e 1 microfilm reel ; 35 mm. $f (Early American newspapers). $n On film with Dec. 10, 1796-Mar. 9, 1799 issues of The Wiscasset telegraph.6. Some records may be received with a 539 field. It is for OCLC coding of information from fixed fields and information in the 533 field. It can be left unaltered.
7. If not present, add a field 651 for the location of the newspaper followed by $v Newspapers. Add a corresponding 043 for the geographic area.
Example:
043 ## $a n-us-ma 651 #0 $a Boston (Mass.) $v Newspapers.8. If not present, add a 752 for the geographic place name of the newspaper. For newspapers produced in the United States, input subfields $a, $b, $c, and $d if known.
Example:
752 ## $a United States $b Massachusetts $c Suffolk $d Boston.9. Ensure that "Early American newspapers" is included in 533 subfield $f; add an 830 field if not present; remove 760 field for main series if present.
Example:
533 ## $a Microfilm. $b New Canaan, CT : $c Readex Microprint. $d 1998- $e microfilm reels ; 35 mm. $f (Early American newspapers). 830 #0 $a Early American Newspapers.10. Complete cataloging by making or correcting any necessary linking entries for related records found.
1. In the Leader, change the Encoding Level to "3" (since holdings will be recorded at Level 3 as instructed below).
2. In the 852 field, use a regular sequential "Film" call number. (Retain the same call number for a title change; for a format change (e.g. from fiche to film) select a new microfilm number.) Caption should be: [yr.].
Example:
852 8# $b nmic $h Film 47 $x [yr.]3. Record the holdings by year. Runs of the titles filmed are often not complete, and it is not practical do do an issue by issue inventory of the microfilm at the time of cataloging. Therefore, record holdings at NISO Level 3 (866 indicators "31") and add a note in subfield $z stating that "some issues may be missing".
Example:
866 31 $8 0 $a 1803-1820 $z (some issues may be missing)4. Add linking information as described below.
1. Check links in the bibliographic record. Do not link different formats through the 78X fields. If earlier or later titles are not held but information is known, it may be added without linking numbers.
2. In the holdings record, make notes referring to copies held in other formats. Add reciprocal links in the records for the other formats.
Examples:
$z (earlier editions available in hardcopy)
$z (earlier editions available in: Microprint 47)
$z (later editions available in Microfilm)
$z (some issues also available in hardcopy)
$z (also available in microform)3. In the OPAC, subfield $z notes in the 852 field will display after the label Other information above the actual holdings information; subfield $z notes in 866 fields will display with the exact holdings they describe after the label Library has:
4. If a related record is a latest entry record and linking would be complicated, break it up into individual titles if it would not entail too much work.
DOCUMENT HISTORY:
Created Dec. 14, 2000 (TLH/KMR)