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