The cataloging of microforms follows the same basic pattern as the cataloging of more "standard" formats, but with the addition of specialized variable fields and fixed field values that uniquely identify the resulting records as records for microforms.
THE TWO KINDS OF MICROFORMS:
- A micro-reproduction of a bibliographic entity that has been published at an earlier time in a different format (for example, as a book)
- A micro-reproduction of a bibliographic entity that has never appeared before (been published) in any form.
A. Microreproductions of theses published by University Microfilms International (UMI) are good examples of the first kind. Originally issued by the universities from which where their author-students graduated, UMI has prepared a microfilm copy of the thesis for wider distribution. The record below, ALEPH 1900639, is an example of this type of micro-reproduction:
CAT L $$aNCRD$$b20$$c19990104
CAT L $$aNUPD$$b20$$c19990222
CAT L $$aCONV$$b20$$c20040404$$lUFU01$$h
DB L UFU01
SYSID L 1900639
FMT L BK
LDR L 01025ntm^^2200289Ia^4500
007 L hd|afu|||buca
008 L 970812m19911992xx^a^^^^ab^^^^000|0^eng^d
035 L $$a(OCoLC)40837238
0359 L $$aAJX5980$$bUF
040 L $$aFUG$$cFUG
043 L $$af-ke---
090 L $$aQE741.2$$b.P581 1991
1001 L $$aPlummer, Thomas William.
24510 L $$aSite formation and paleoecology at the Early to Middle
Pleistocene locality of Kanjera, Kenya$$h<microform> /$$cby Thomas
William Plummer.
260 L $$c1991, c1992.
300 L $$axxii, 537 p :$$bill. ;$$c29 cm.
502 L $$aThesis (Ph.D.) -- Yale University, 1991.
504 L $$aIncludes bibliographical references (p.
516-537)
533 L $$aMicrofilm.$$bAnn Arbor, Mich. :$$cUniversity
Microfilms International,$$d1992$$e1 microfilm reel ; 35 mm.
650 0 L $$aPaleontology$$yPleistocene.
650 0 L $$aPaleoecology$$zKenya.
650 0 L $$aExcavations (Archaeology)$$zKenya.
651 0 L $$aKenya$$xAntiquities.
952 L $$ajag
OWN L $$aUF
B. An example of this kind could be a microfilm reel created through microphotography
of a collected set of archival documents, all on a single subject, where none of the individual documents have
been published before. The record below, ALEPH
2775241, is an example of this type of micro-reproduction:
CAT L $$aNCRD$$b20$$c20011212
CAT L $$aNUPD$$b20$$c20011218
CAT L $$aCONV$$b20$$c20040404$$lUFU01$$h
DB L UFU01
SYSID L 2775241
FMT L BK
LDR L 03462ctm^^2200565Ia^4500
006 L m|||^f^^^d|^|^^^^^
007 L hb|afb017baua
008 L 011024r19701964dcu^^^^^a^^^^f000|0^spa^d
035 L $$a(OCoLC)48584278
0359 L $$aANQ3332$$bUF
040 L $$aFUG$$cFUG
0410 L $$aspaeng
043 L $$an-us-fl$$an-us---$$ae-sp---
1300 L $$aEast Florida papers.
24514 L $$aThe East Florida papers, 1737-1858 (approximately 65,000
items, the majority ranging 1783-1821)$$h<microform>.
260 L $$a<Washington> :$$bU.S. Library of
Congress, Manuscript Division,$$c1964-1965.
300 L $$a175 microfilm reels ;$$c35 mm.
500 L $$a"Microfilmed by the Library of Congress
Photoduplication Service."
500 L $$a"The East Florida papers consist of
records of Spanish administration during the period of that nation's 'Second
Occupation' of East Florida, 1783-1821"--p. <1>, reel 1.
500 L $$a"Provenance and organization <of
the East Florida papers>": p. 2, reel 1.
500 L $$a"Scope and content <of the East
Florida papers>": p. 3, reel 1.
500 L $$a"The material in this collection touches
on most aspects of Florida history during the last generation of Spanish
control"--p. 3, reel 1.
500 L $$aIncludes inventory list of reel contents.
For information regarding scope and indexes consult prefatory material in
accompanying Inventory list.
500 L $$aFilmed in 1970 by the Library of Congress
for the Historic St. Augustine Preservation Board.
520 L $$aDiplomatic, military, economic, judicial,
legal and administrative records and archives of the Spanish colonial government
of East Florida for the period of its second occupation, 1783-1821. Includes
royal orders and decrees, census and other vital records, and papers relating
to such matters as trade and shipping, surveys, hospitals, Indians, slaves,
and Louisiana. Also includes correspondence and letters of the Captain-General
of Havana, the Viceroy of Mexico, and the Council of the Indies, in addition
to letters of the Count de Gálvez and Governor White and correspondence
with the U.S. relating in part to the eventual cession of Florida through
the Adams-Onis Treaty.
500 L $$aAccess is provided by a calendar
available both on microfilm in the Florida History Library and on the World
Wide Web. The URL for the on-line calendar is given below.
599 9 L $$aselected by tgb to test 856 link to archival calendar
60010 L $$aGálvez, Bernardo de,$$d1746-1786.
61010 L $$aSpain.$$tTreaties, etc.$$gUnited States,$$d1819 Feb 22.
61020 L $$aConsejo de Indias (Spain)
650 0 L $$aIndians of North America$$zFlorida.
650 0 L $$aSlavery$$zFlorida.
650 0 L $$aShipping$$zFlorida.
651 0 L $$aFlorida$$xHistory$$ySpanish colony, 1784-1821.
651 0 L $$aSpain$$xColonies$$zAmerica.
651 0 L $$aLouisiana$$xHistory.
651 0 L $$aFlorida$$xSurveys.
651 0 L $$aFlorida$$xCommerce.
651 0 L $$aNew Spain$$xForeign relations$$zUnited States.
651 0 L $$aUnited States$$xForeign relations$$zNew Spain.
651 0 L $$aSpain$$xForeign relations$$zUnited States.
651 0 L $$aUnited States$$xForeign relations$$zSpain.
7102 L $$aLibrary of Congress.$$bManuscript Division.
7102 L $$aHistoric St. Augustine Preservation Board.
85642 L $$3Archival calendar$$uhttp://web.uflib.ufl.edu/spec/pkyonge/eflapap.html
952 L $$asff
OWN L $$aUF
TKR L $$a(FU)smpb 856 link
The first step, therefore, is which
of these two possible categories is the microform you have.
IDENTIFICATION OF THE KIND OF MICROFORM
Once the category has been identified, microforms usually fall into one of these kinds:
(1) microfilm
(2) microfiche
(3) microopaque (also known as microprint) (far less common)
CATALOGING OF MICROFORMS
The next step is to determine if
(1) the item is new to ALEPH (that is, there
is not already in ALEPH a record either
for the original item or a record for another microform version
or
(2) the item is an add to an ALEPH record for the original appearance of
the
item, or is an add to a record for a microform appearance of the item
Once this status has been determined, cataloging of microforms proceeds through use of shared cataloging copy, or through creating an original cataloging record.
WHICH PROCEDURE IN ALEPHPRO SHOULD BE USED?
If shared copy is used, much of the cataloging work has already been done. What we need to do is verify that the data already on the copy does match what we have.Then we add any other fields we need before entering the copy into ALEPH.
If no shared copy is available, we will need to prepare an original cataloging record, applying formal cataloging rules and local practices.
In either case, we will follow Guidelines for Cataloging Microforms: Only Copy
The principles applied in cataloging microforms are fundamentally the same as those used in the cataloging of non-microform formats. The specific features of microform cataloging appear in the fixed field values and specialized variable fields that are specific to a microform record. These are:
Fixed field elements: Repro (called Form in OCLC)
and
Variable fields: 007 = h
245
= h
300
(description of original item, if item has appeared earlier) or (description of microform, if item is an original issue)
533 (if item is micro-reproduction of an item that has appeared earlier)
Thus, a catalog record for a microform will have the above fields, in addition to the "regular" fields (for authors, titles, subjects, etc.) that appear in all records.
IS IT ALREADY IN ALEPH?
A. No record in ALEPH. Item does not
already appear in ALEPH in some format (for example: there is no record
in ALEPH for the original book, for another microform version, etc.)
Main steps (see Guidelines for Cataloging Microforms: Only Copy for detailed approach):
Attach holdings to OCLC record
Load record into ALEPH
Complete holdings screen
Create item(s)
Label item(s)
B. Record in ALEPH for other format. Shared Copy on OCLC:
Main steps (see Guidelines for Cataloging Microforms: Added Microform Copy for detailed approach):
Locate matching record in OCLC
Verify match (including match on: Repro, 007, 245=h, and 300 or 533)
Attach holdings to OCLC record, but do not derive OCLC record into ALEPH
Call up ALEPH record for item in the other format (such as the record for the original book version)
Create new holdings screen
Create item(s)
Label item(s)
C. Record in ALEPH for other format. No Shared Copy on OCLC:
Main steps (see Guidelines for Cataloging Microforms: Only Copy for detailed approach):
We will create and enter into OCLC an original record for the microform in hand:
Remove OCLC no. from the ALEPH record for the item in another format (such as the originally issued book)
Send this altered ALEPH record to the OCLC Save file
Replace OCLC no. on ALEPH record used for other format
Use the record put into the OCLC Save file to create an original record for OCLC
Add this new record to OCLC
Go to ALEPH record used for other format and create new holdings screenCreate item
Label item(s)
PROCESSING
NOTE: The processing steps described below are the steps that the cataloger will perform for the microforms in hand, before sending them to the Processing Section for the more detailed physical processing of these items.
For the Processing Section procedures, see Guidelines for Cataloging Microforms: Processing
Update the appropriate ALEPH records, including holdings and items.
Print the holdings screen, showing the correct position of the call number, for the processing students.
Run the statistics macro, recording the microforms as original, shared, or added copies.
Sometimes, more complex cataloging situations arise. One example is the creation of a microfilm containing multiple bibliographic titles. This situation is covered by the ALEPHPRO Guidelines for Cataloging Microforms: Multiple Titles on Reel
If other situations arise that do not seem to be covered by procedures in ALEPHPRO, refer these to your supervisor for determination of appropriate action. This may possibly include the creation of and entry into ALEPHPRO of a new procedure for microforms to cover the situation.
Training in the cataloging of microforms will be conducted under the guidance of a supervisor, to whom the cataloger can direct questions about microform cataloging, as they arise, during the training process. Following successful completion of the training process, the cataloger should then be prepared to perform microform cataloging at a level of success comparable to that achieved in any other format.
Indexed:
Cataloging of Microforms: Training Guidelines
Cataloging
of Microforms: Training Guidelines
Prepared by: Steve Fuquay
Updated by: Nancy Poehlmann, April 7, 2009
