Microform Cataloging

[Procedure]

Table of Contents

• Procedures and Troubleshooting
• Works Published Both As Book and As Microform: What To Do
• Microform Editing Guidelines
• Examples

Procedures and Troubleshooting

Barcoding

Attach barcode to container. For microfiche, attach to fiche container or envelope; for microfilm, attach to box.

Call number

For microfilm, write call number directly on the box.

For microfiche, use archival quality foiled-back 1½ x 1 in. labels. Hand-write or type call number on label. Attach the label to the fiche envelope. Use one barcode for each set of multiple fiche, if that set constitutes one title, irregardless of appearance, e.g. each fiche comes inserted in separate envelopes.

N.B. Do not use the prefixes, such as ‘Microfiche’, in the call number. If microform is accompanying material see procedure for Accompanying Materials.

Continuations

Multivolume works published in two different formats. The work has been published in its entirety in both book form.

• Fill-ins: If we have primarily collected the work in format, we can use individual volumes of the format to silently fill in gaps.
  EXAMPLE: We own v. 1-7, 9, 10 of a 10 vol. set in book form. We recieve v. 8 as fiche. Add to record for book; add 590 to record: "Vol. 8 in microfiche".

• Even if we have not collected the work primarily in one format or the other, put both formats on the record for the book.
  EXAMPLE: We own v. 1-7, 9, 10 of a 10-vol. set in book form. We get v. 3-5, 9, 10 in fiche. Put these on the same record.

Multivolume works which change formats. The publisher began by publishing a work in book form only; then, switched to publishing it in microform only. If this is clearly the case, create a new record for the microform volume.

• EXAMPLE: We own v. 1 in book form; v. 2 comes out in fiche. Put v. 2 on a separate, fiche only, record.

• When in doubt, create a new microform record.

Incomplete copy/no hits

See document Distribution of Incoming Monograph Materials.

MARC tagging; which fields to accept/add/edit/ignore

In this document, see Microform Editing Guidelines, below. If the fields/tags are not found in this document, see document: Monograph editing guidelines

Rules, Authorities

See document Authority control for Copy Catalogers.

Sending microforms to the libraries

Do not sent to the bindery. Put on the mail truck with routing slip attached.

Works Published Both As Book and As Microform: What To Do

• If MIT holds the same work in both book form and microform, put them on the same record, i.e. the book record.
• If MIT holds only the microform, put it on the microform record, if there is one. If there is no microform record, create one.
• The CBC section creates a new microform record only with DLC backup; otherwise, put the fiche on the RLIN shelf, unless owned by Rotch, in which case send out precat. See Distribution of Incoming Monograph Materials.
• If MIT subsequently recieves the book version of the same work, delete the microform record and add the microform copy to the record for the book.
• This policy is an LC Exception.

Microform Editing Guidelines

Fixed Fields

• Dates: When the fiche in hand is a reproduction of a work, usually a book, enter the date of the original in the fixed field, Dates; place the date of reproduction in a 533 note (See 533 note, below). The date of an original fiche publication is entered both in the fixed field and the 260 variable field.
• Form (Form of item): Enter a for Microfilm; enter b for Microfiche.

Variable Fields

• 007: When editing online copy, i.e. LC/LC CIP/CONT: Accept. See Monographic Editing Guidelines. For a full list of codes and definitions, see OCLC’s Bibliographic formats and standards; or, at an OCLC prompt, enter [hlp 007]; or see the USMARC Concise Bibliographic Fields: Control Field 007.
• 245: For all copy, scan/correct this field for inclusion of delimeter h (medium), which should read microform. Always enter brackets around the GMD in this field, or, in editing copy, verify their inclusion.
• 300: For copy of an original fiche publication, enter its physical description in field 300.
  EXAMPLE:
  6 microfiches (230 fr.)* ; negative** ; 12 X 17 cm.***
  *give number of frames only if easily ascertainable
  **explicity state only when polarity is negative (i.e. light on dark; 007 [del.]d=b)
  ***give size only if not 11x15 cm. (i.e. 4x6 in.)
• 533:When the fiche in hand is a reproduction of a work, usually a book, scan, correct, or create a 533 note (Reproduction Note):

  533 [delimeter]a {Microfiche}. [del.]b {Place of reproduction} : [del.]c {Agency responsible for reproduction},
  [del.]d {Date of reproduction}. [del.]e {Physical description}.

  See EXAMPLE, Physical description:
  6 microfiches (270 frames)* : negative** ; 12 x 17 cm.***
  *give number of frames only if easily ascertainable
  **explicity state only when polarity is negative (i.e. light on dark; 007 [del.]d=b)
  ***give size only if not 11x15 cm. (i.e. 4x6 in.)

Examples

• Item record for microfiche on Advance
• Original record for microfiche on OCLC
• Contributed record for microfiche reproduction of hard copy (OCLC)

This page is part of the MIT Cataloging Oasis. Please send your comments!

Submitted by Gordon Thomas. Maintained and last updated by Gordon Thomas on 970827.