Scope: The following are guidelines for processing guides for microfilm and microfiche for individual libraries.
Contacts:Cecilia Sercan Pamela Stansbury
Unit: Cataloging
Date last updated: 03/03/2015
Date of next review: June 20152024
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General notes:
Whenever possible the guide/index to a microform set should be added to the bibliographic record for the set. If, in a cataloger’s best judgement, the guide/index is better served by an individual bibliographic record, linking fields must be added to both the microform and guide/index bibliographic records to ensure mutual discovery. For example, if the guide was not originally issued as part of the microform set, or was created and published by a different entity, perhaps it should not be included on the microform bibliographic record.
In general, microform guides are non-circulating and are shelved in a library’s reference section with the microform accession number. If there are multiple copies of the guide/index, and the decision is made that the additional copy will reside in the stacks, assign it an LC call number and create a separate holdings record. Do not includes "Guide" with the LC-style call number. Include a public note in the Holdings notes sectionof theHoldings record saying Guide to Film ####. These are also non-circulating.
For microform processing see LTS Procedure #23a, Microform Processing.
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Olin/Fine Arts/Music/Science Libraries
Kroch (Asia)
Africana
ILR
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Anchor A A
Olin/Fine Arts/Music/Science Libraries:
| A | |
| A |
The microform and its guide/index are cataloged on one bibliographic record. Please make sure the guide/index is included in the $e of the 300 field with an accompanying 500 note and 7xx field if the guide/index has a unique title.
The microform and the guide/index will have separate Holdings. One for the microform, and one for the guide/index. The guide/index will share the film’s accession number + “Guide” [or “Index”]. Assign accession number using CLAMSS
Holdings for the microform:
Holdings for the guide/index:
Example of set with 2 guides/indexes (3 holdings records):
Holdings record for film:
Holdings record for Guide shelved in Reference:
Holdings for Guide shelved in stacks:
[Do not include “Guide” in the call number of the stacks copy.]
Barcode the guide/index, create the item record and set item type to “nocirc”.
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Anchor B B
Kroch Asia
| B | |
| B |
The microform and guide/index are on one bibliographic record for the microform, with 1 holdings record. Please make sure the guide/index is included in the $e of the 300 field with an accompanying 500 note and 7xx field if the guide/index has a unique title.
Barcode the guide/index, create the item record and set item type to “nocirc”.
Example of set with 2 guides/indexes (2 holdings records):
852 81 $b sasa $h Film 852 $z Shelved in Olin Library (Lower Level)
866 41 $8 0 $a reels 1-35
867 41 $8 0 $a 1 guide $z Shelved in Olin Library (Lower Level)
852:00 $b sasa $h DS900 $i.T43 1978 $z Guide to ASIA Film 852
[Do not include “Guide” in the call number.]
Barcode the guide/index, create the item record and set item type to “nocirc”.
Asia microforms will have 2 holdings with "Guide" in the call number when the microform is send to the Annex and the guide remains in Olin.
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Anchor C C
Africana
| C | |
| C |
Catalog guide/index for Africana, Ref on separate record. Use accession number + "Guide"
See bib ids 840250 (microform set)/840539 (guide) for example.
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Anchor D D
ILR
| D | |
| D |
The microform and guide/index are on one bibliographic record for the microform, with 1 holdings record. Please make sure the guide/index is included in the $e of the 300 field with an accompanying 500 note and 7xx field if the guide/index has a unique title.
