Fixed Fields

Enter values for the original monograph or serial according to the MARC 21 Bibliographic Format. In addition, enter values for the microform following these guidelines:

Basic guidelines (see the MARC 21 Bibliographic Format for more detail).

Leader

008

007

Select the Microform tab

Identifier fields: 010, 020, 022, etc. Do not copy from the original record.

040: Enter as

Retain 041 and 043. Do not create 042 pcc.

050 _4 Copy ‡a only.

Descriptive fields

1. 245, 250, 260, 300, 490: copy as found in the catalog record for the original. For 246, use either 246 _1 or 246 31. Do not include any 246 ‡i notes that are manifestation-specific, e.g. 246 _1  ‡i  Cover title: ‡a ...

2. Do not add ‡h [microform]

3. Do not re-tag 260 to 264. If the copyright date is used in the original record's ‡c, use the date with lowercase "c"

Content designators

Add 336, 337, 338 for content, media, and carrier type. Subfield codes are optional.

533. Make a 533 note for the reproduction. 533 first and second indicators are blank.

The following subfields  are the ones most commonly used. For a full listing of the subfields, check MARC 21 Bibliographic Format.

 ‡7  Fixed-length data elements of reproduction. Subfield 7 is always the last subfield in 533. Subfield 7 contains fifteen character positions (0-14)

Note: when cataloging directly on OCLC enter ‡7 information/codes in separate variable field 539. Field 539 is only used in OCLC; it is not MARC standard. When cataloging in Orbis, do not use field 539; enter the data in 533 ‡7. Records uploaded from Orbis to OCLC have ‡7 converted to 539 as part of the batch load. Records exported from OCLC have 539 converted to ‡7. See Bibliographic Formats and Standards for data entry guidelines when cataloging on OCLC. In OCLC, 539 is always entered directly after 533.

Access Points

1. Include relationship designators for creators only: 100 1_ ‡a Smith, John, ‡d 1955- ‡e author.

2. If a series is traced, use the same form as the original series added entry.

3. Other access points: copy as found on the bibliographic record for the original. Modify to current form if the current form is readily available. (Backstage should be able to flip established AAPs to the current form)

Examples (Monograph)

Note: in the two monograph examples,

4 blank spaces after ‡7 s1981

1 blank space after dcun

Examples (Serial)

COPY SPECIFIC NOTES

If it is considered necessary to record notes reflecting the difference between the original and the reproduction in the record for the microfilm, generally prefer 533 ‡n.

MFHD

852 first indicator 8 (other classification scheme).

852 second indicator 0 or 1 as appropriate.

Location smlmic (or other location as appropriate). The location smlmic includes EAC and MSS microfilms.

Call numbers used by the SML Cat. Dept.:

Monographs. Assign accession number for Film B using the YUL Accession Number Tool [3]

Serials. Assign accession number from the Film S shelflist using the YUL Accession Number Tool [3].

Newspapers. Until Oct. 2012, newspapers were assigned Yale classification An, and the title cutter construction was based, exceptionally, on the Cutter table (which has a more detailed expansion than the LC table). Shelflisting against a separate An shelflist was required. From Oct. 2012, reflecting the steep decline in newspaper microform purchases, microform newspaper call numbers are constructed following the standard accession number procedures used for microform serials & are shelflisted against the Film S or NS shelflists.

NOTE: For a purchased negative service copy, use Film B or Film S call number. Do not assign Film N or Film NS call number.

CALL NUMBERS FOR OTHER LOCATIONS: assign according to the appropriate scheme for the location.

Volume Holdings

Create volume holdings for the microfilm replacement when appropriate.
Record bibliographic information, not information regarding physical reels.

Item Record

Procedures for SML:

• An item record is created for each microfilm reel and a barcode is affixed to each microfilm box at time of receipt.
• Item type is microform
• For multi-part monographs or serials, the ENUM and CHRON fields in the item record should indicate the volumes and/or years represented on the microfilm reel.
• After the title is cataloged, the item record is discharged and the microfilm is sent to Preparations.

For other locations, follow appropriate procedures.

Divinity copy, revised.

Leader

007

Select tab microform.

008

Mandatory fields

Variable Data Fields

Comment: 040: add ‡b eng but no ‡e rda. 050 _4: only ‡a. 100: add relationship designator ‡e. 245: No ‡h microform. 260: do not retag to 264 _1; leave copyright date as is.  300: AACR abbreviations as is. 336-337-338: added; subfield codes are optional. Added ‡7.

MFHD

MFHD service copy

MFHD for printing master (in most cases purchased microfilm is positive copy only)

Record derived locally from LC/CONSER cataloging for the original print serial; modified or corrected.

Leader

007

Select tab microform.

008

Mandatory fields

Variable Data Fields

Comment: 040: add ‡b eng but no ‡e rda. A number of fields should have been removed at the time of cataloging: 010, 022, 037, 042, 050 00, 070, 072, 082, 210, 222, since none of them applied to the item in hand. Removed 13 obsolete 510 fields; probably still valid at the time of cataloging. Re-tagged DBO note from 500 to 588 (cataloging probably pre-dates introduction of 588). The 525 field for the supplement needs to be verified; a microfilm version may not have been issued with the microfilm serial. The two 740 02's are linked to the 525 supplement note. If the 525 is not applicable, then the 740 02's should be deleted as well. Changed subfield x to subfield v in 650's (cataloging probably pre-dates introduction of the form subdivision). Removed: ‡w (DLC)   76646892 ‡w (OCoLC)2675792 from 785 since these link to the print version.

MFHD

Leader and 008 follow the same pattern as Microfilm Reproductions (Purchased)

Leader

008

007

In addition, create three 007s. Values will be the same as Microfilm Reproductions(Purchased) above, except Generation values should be:

Create 007s in reverse order, service copy first, first generation master last.

Service copy:

Printing master:

First generation master:

Follow the guidelines in Microfilm Reproductions (Purchased): Variable Fields, but enter also:

NOTE: For SML, place of reproduction and agency responsible for reproduction will usually be: ‡b New Haven, Conn. : ‡c Yale University Library.

The 533 should describe all microfilm copies represented on the MFHDs.

Example. Note spacing in ‡7:

4 blank spaces after ‡7 s1990

1 blank space after ctun

COPY SPECIFIC NOTES

Do not add the MFHD public note 852 ‡z NEGATIVE FILM AVAILABLE FOR REPRODUCTION. Instead, add as 590 note in the bibliographic record.

Generally avoid recording routine processing information about the original, e.g. the original call number, as a staff note in 852 ‡x or ‡z. Copy specific notes entered in 852 may result in a misleading display when the Voyager bound-with technique needs to be applied in situations where multiple bibliographic records are created for a single reel (or fiche).

If detailed notes about the original hard copy have been entered in the 590 of the original record, revise the location given at the beginning of the 590 note to reflect the current location of the microfilm and qualify the current location by citing the call number of the original copy. If needed, record information about the reproduction in 533 $n.

If the original lacks a 590 note with details about the original hard copy, and it is considered necessary to record notes about the original in the record for the microfilm, record in 590 preceded by the current location of the microfilm. Qualify the current location by citing the call number of the original copy. If needed, record information about the reproduction in 533 $n.

MFHD

Create a MFHD for each generation:

1st Location (Service copy):

852 first indicator 8 (other classification scheme). Second indicator 0 or 1 as appropriate.

Location smlmic (or other location as appropriate). The location smlmic includes EAC and MSS microfilms.

Call numbers used by the SML Cat. Dept.:

Monographs. Assign a Film B accession number using the YUL Accession Number Tool [3].

Serials. Assign a Film S accession number using the YUL Accession Number Tool [3].

Newspaper call numbers: Until Oct. 2012, newspapers were assigned Yale classification An, and the title cutter construction was based, exceptionally, on the Cutter table (which has a more detailed expansion than the LC table). Shelflisting against a separate An shelflist was required. From Oct. 2012, reflecting the steep decline in newspaper microform purchases, microform newspaper call numbers are constructed following the standard accession number procedures used for microform serials & are shelflisted against the Film S or NS shelflists.

CALL NUMBERS FOR OTHER LOCATIONS: assign according to the appropriate scheme for the location.

2nd Location (Printing master, formerly called Master negative):

852 first indicator 8 (other classification scheme). Second indicator 0 or 1 as appropriate.

Location smlmic (or other location as appropriate). The location smlmic includes EAC and MSS microfilms. The MFHD must be suppressed from public view. Click on the System Tab and click Suppress from OPAC. In 852, always follow the ‡b location subfield with ‡k Suppressed. Follow ‡i with ‡x Printing master.

Call numbers used by the SML Cat. Dept.:

Monographs. Assign a Film N accession number using the YUL Accession Number Tool [3].

Serials AND newspapers. Assign a Film NS accession number using the YUL Accession Number Tool [3].

CALL NUMBERS FOR OTHER LOCATIONS: assign according to the appropriate scheme for the location.

3rd Location (First generation (master))

The MFHD must be suppressed from public view. Click on the System Tab and click Suppress from OPAC. In 852, always follow the ‡b location subfield with ‡k Suppressed. Follow ‡i with ‡x First generation (master) and a 2nd ‡x <archival barcode number> (Iron Mtn.)

Volume holdings

Create volume holdings for the microfilm replacement when appropriate.
Record bibliographic information, not information regarding physical reels.

Item Record

Service copy (positive microfilm):

Procedures for SML:

• An item record is created for each microfilm reel and a barcode is affixed to each microfilm box at time of receipt
• Item type is microform
• For multi-part monographs or serials, the ENUM and CHRON fields in the item record should indicate the volumes and/or years represented on the microfilm reel.
• After the title is cataloged, the item record is discharged and the microfilm is sent to Preparations.

For other locations, follow appropriate procedures.

Printing master (formerly called Master negative):

• An item record is created for each microfilm reel and a barcode is affixed to each microfilm box at time of receipt.
• Item type is microform
• For multi-part monographs or serials, the ENUM and CHRON fields in the item record should indicate the volumes and/or years represented on the microfilm reel.
• After the title is cataloged, the item record is discharged and the microfilm is sent to Preparations.
• All printing masters are stored in LSF.

First generation (master):

If the first generation (master) is sent to LSF, follow the same procedures as for the printing master above.

If the first generation (master) is sent to the Iron Mountain Storage, follow appropriate procedures.

Original cataloged by LC, record for in-house microfilm created by YUL:

Leader

Note that the original record was not cataloged using ISBD, so Cataloging Form is blank.

007

Select tab microform.

008

Only mandatory fields are listed.

Variable Data Fields

Comments: Derived from the YUL record for the original. 040 error: the 040 was copied from the original. Corrected form in the example. Unable to determine whether the 035 was copied from the original, so it's been left in the example.  050 _4 class number from the LC record.

MFHD

MFHD for service copy. Removed ‡z NEGATIVE FILM AVAILABLE FOR REPRODUCTION

MFHD for Printing Master. System Tab: should be checked for suppression in OPAC. Location will flip to lsfpresr. For "filmed with" procedures, see Bound with Procedures [4].

Enter values for the original monograph or serial according to the MARC 21 Bibliographic Format. In addition, enter values for the microform following these guidelines:

Basic guidelines (see the MARC 21 Bibliographic Format for more detail):

EXAMPLE:

Variable Fields

Follow the guidelines in Microfilm Reproductions (Purchased): Variable Fields.

533 subfields specific to microfiche: 533 ‡a Microfiche

533 ‡e <no.> microfiches <Dimensions are usually not given for microfiches prior to RDA>

EXAMPLE (MONOGRAPH)

Note: in the monograph example,

4 blank spaces after ‡7 s1978

1 blank space after oncn

EXAMPLE (SERIAL)

MFHD

852 first indicator 8 (other classification scheme). Second indicator 0 (single part monograph) or 1 (serial or multipart monograph) as appropriate.

Location smlmic (or other location as appropriate). The location smlmic includes EAC and MSS microfilms.

Call numbers used by the SML Cat. Dept.:

Monographs. Assign accession number for Film B using the YUL Accession Number Tool [3].

Serials. Assign accession number from the Film S shelflist using the YUL Accession Number Tool [3].

CALL NUMBERS FOR OTHER LOCATIONS: assign according to the appropriate scheme for the location.

Volume holdings

Create volume holdings for the microfiche replacement when appropriate.
Record bibliographic information, not information regarding number of fiches.

Item Record

Procedures for SML:
Only one item record is created for the microfiche(s) and the barcode is affixed to a card, which accompanies the microfiche(s) when sent for cataloging. After the title is cataloged, the item record is discharged and the microfiche(s) is sent to the Microtext Room with a printout of the copy holdings record.  The item record should then be deleted.

For other locations, follow appropriate procedures.

Divinity cataloging, modified.

Leader

Coding represents the original (unpublished) resource, not the reproduction.

008 (Abridged)

Coding represents the original resource except for Date and Form

007 h-Microform

If the publisher provides specific information, in this case Reduction Ratio and Emulsion, the cataloger should ignore the default codes.

Variable Data Fields

Following a long period of consultation with RSC and lengthy experimentation by the History/Social Science Team in the Catalog Dept., we have decided to implement some changes in the treatment of printed guides to microform sets. In the past it was common for such guides to be cataloged on separate records from the microform itself. They were often received (and even ordered) separately as well. Beginning about two years ago the Catalog Dept. began a test program of cataloging guides on the same records as their microforms, treating them as pseudo second copies. It allowed patrons to access complete information about our particular microform holdings and the user aids for them on a single record rather than having to search further for information about finding aids and guides. (See examples below) The new treatment was well received by Public Services staff. Our intention now is to treat all new microform guides in this fashion. It is hoped that guides will also be ordered and received on the same record as the microform sets.

SEARCHING

Searching Steps:

First search for a microform record in OCLC by title and format in OCLC Search Window. Be sure you select a record matching the format, e.g. microfiche, microfilm. A microfiche record cannot be used for microfilm except as variant copy but then you have to edit the fixed fields.

If exact copy is found, use it (Example: you have a microfilm set created by LC and find LC copy)

If variant copy is found, use that (Example: Columbia created a microfilm for a monograph for a Yale patron request and the U. of Utah microfilmed it, too, and has its record in OCLC—you can use it as a base for your version or create an entirely new record for the Columbia microfilm.

If no usable copy is found, search for a usable bibliographic record for the original item. You will use this record to build a microform record.

EDITING

Consult Microform Reproductions [5], for overall guidance for editing record or cataloging record, MFHD, and Item Records, etc.

Fixed fields

Variable fields: 245 [GMD], 300, mandatory 533

MFHD

Item Records See “Microform Reproductions (Purchased): MFHD & Item Record [6]” and "Microfiche (Always Purchased): Variable Fields, MFHD, Item Record [7]" for more detailed instructions.

Barcoding:

The barcode should be attached to the center of the narrow side of the box opposite the side used for the label,e.g. If label is on top, barcode goes on the bottom. If the box is unlabelled at the point of receipt, attach the barcode to a narrow side not used when the box is opened.

ASSIGNING MICROFORM ACCESSION NUMBERS

Use the new automated tool for assigning microform accession numbers [3] for everything, except newspapers. You log on using your netid.

The Accession Number Tool comes with an online User’s Guide.

Microfilm newspapers are assigned an  “An” number and sub-arranged by title following the Cutter-Sanborn Three Figure Table rather than the LC table.  

The Cutter Table is divided into “Consonants, Except S” and “Vowels and A”.

For title: 245 Haverhill gazette ‡h [microform]

Microtext
Film
An
H297  ← Look at list for corresponding first 3 letters of your title, then use first letter for consonants + corresponding digits from Cutter Table + adjustment to fit into Shelflist.

The letter S uses first 2 letters and vowels use first two letters. Second letter in lowercase.

For title: 245 Scotsman : or Edinburgh political and literary journal ‡h [microform]

Microtext
Film 
An 
Se178

For title: 245 The Apollo, or, Chestertown spy ‡h [microform]

Microtext
Film
An 
Ap205

Two old copies are shelved in our Reference Collection in CMS.

Background of old Microform Shelflists:

There are separate paper shelflist files for service copy microfilm monographs, service copy microfilm serials, master negative copy microfilm monographs, master negative microfilm serials, dissertation microfilm (service copies), monograph microfiches and serial microfiches. All microfiche holdings are service copies.

We no longer use the paper shelflists to determine the call number (i.e. accession number) and to file a slip as a placeholder for the new number when cataloging microforms in CMS. As of 2012, we use the online Microform Accession Number assignment tool, with the exception of newspapers. The 3 drawers that constitute the “Shelflist” for newspapers are located in CMS along with the other old shelflists.

(Source: Shelflisting. Accession Section [8])

RELATED DOCUMENTS

Cataloging of Guides Accompanying Microforms [9]

Item Records for Microform (SML Procedures) [10] This document has information on barcoding and status tracking to Preparations.

PRESERVATION MICROFILMS

Catalogers should not be getting preservation microfilms which include masters and printing masters (negatives) from which a service copy is created. CMS catalogers work with “service” copies only. If you feel you might have a preservation film in hand, consult with a Librarian. We would have to consult with Preservation.

Enum/Chron Fields in Voyager Item Records for Serials (and Multiparts) [11]