Skip to Search

 
diagonal spacer

AlephPro

Microform Cataloging Guideline:
Added Microform Copy


If the microform copy is an added copy of the title (i.e., it is cataloged in some format in Aleph), follow this procedure.

SHARED CATALOGING

  1. Search for matching OCLC copy.  If none, see ORIGINAL CATALOGING.
  2. Verify title matches by checking for the presence of at least one of the following fields:
    1. Repro (Form in OCLC) fixed field code:
        a microfilm
        b microfiche
        c microopaque
      007 |b indicating appropriate microform:
        a aperture card
        b microfilm cartridge
        c microfilm cassette
        d microfilm reel
        e microfiche
        f microfiche cassette
        g microopaque
        z other
      300 indicating appropriate microform
      533 indicating appropriate microform
  3. Attach our holdings to OCLC copy.  Do not download into Aleph.
  4. Holdings:
    1. Add the microform copy to our existing record by creating a new holdings record with the location code for the appropriate microform.  Add the following information about the OCLC record for the microform:
        035 (OCoLC) [OCLC number]
        843 533 field information from OCLC record
        Example:
        035/1:  : |a (OCoLC)31554098
        843/1:  : |a Microfilm. |b New Haven, Conn. : |c Yale University Library Preservation Dept., |d 1993. |e 1 microfilm reel ; 35 mm.
      Sublibrary = UFSWE, Collection = MFM (microfilm) or MFE (microfiche) or see complete list of Aleph location codes.
      Add call number as usual.
      Create 853/863 fields for multi-volume titles.
      Create item records, using volume or year if applicable, and assign barcodes.
      Record statistics. 
  5. Labelling:
    1. Microfiche: leave fiche in original packaging. Print the holdings screen, making sure the call number is formatted exactly as it should be printed, and deliver to Processing with fiche.

      Microfilm: Print the holdings screen, making sure the call number is formatted exactly as it should be printed, and deliver to Processing with reels.

  6.   Guides

Guides will be cataloged as accompanying material, as +e in the 300 field.  The location will be the same as the microform.  If there is more than one copy, the second copy can go to Reference.

ORIGINAL CATALOGING:

  1. Copy the OCLC number from the Aleph record for the title in another format, and transfer the record to the OCLC save file.
  2. Use the record in the save file to catalog the microform originally.
  3. Be sure to include the following information:
    1. Fixed field coding:
        Place (Ctry in OCLC):
        code for place of publication of original (260 |a),
        not place of publication of reproduction (533 |b)
        D/Code (DtSt in OCLC) and DT/1 and DT/2 (Dates in OCLC):
        code for the original; do not use code r
      245 |h [microform]
      533
      539: Do not use

    Refer to guidelines in Bibliographic Formats and Standards:
    3.1 Theses and Dissertations
    3.2 Reproductions and Original Microform Publications

  4. Add the record to OCLC.  Do not download into Aleph.
  5. Holdings:
    1. Add the microform copy to our existing record by creating a new holdings record with the location code for the appropriate microform.  Add the following information about the OCLC record for the microform:
        035 (OCoLC) [OCLC number]
        843 533 field information from OCLC record
        Example:
        035/1:  : |a (OCoLC)31554098
        843/1:  : |a Microfilm. |b New Haven, Conn. : |c Yale University Library Preservation Dept., |d 1993. |e 1 microfilm reel ; 35 mm.

      Sublibrary = UFSWE, Collection = MFM (microfilm) or MFE (microfiche) or see complete list of Aleph location codes.
      Add call number as usual.
      Create 853/863 fields for multi-volume titles.
      Create item records, using volume or year if applicable, and assign barcodes.
      Record statistics.

  6. Labelling:
    1. Microfiche: leave fiche in original packaging. Print the holdings screen, making sure the call number is formatted exactly as it should be printed, and deliver to Processing with fiche.

      Microfilm: Print the holdings screen, making sure the call number is formatted exactly as it should be printed, and deliver to Processing with reels.

   7.   Guides

Guides will be cataloged as accompanying material, as +e in the 300 field.  The location will be the same as the microform.  If there is more than one copy, the second copy can go to Reference.

 

Indexed: Microform Cataloging Guideline: Added Microform Copy

Prepared by: Betsy Simpson and Nelda Schwartz
Last updated: Nancy Poehlmann April 22, 2009

University of Florida Home Page