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The "Filmed With" guidelines in this procedure cover item record creation and barcode linking only, and are aimed primarily at staff who barcode microfilm containers as part of the post-cataloging or collection management process.
Contact: Pedro Arroyo and/or Peter DelaCuadra
Unit: Database Quality
Date last reviewed: September 2020
Date of next review: October 2021
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Filmed With (Microfilm Titles)
Item Records Without Barcodes for Bound With and Filmed With at the Annex
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Bound With (Print Titles)Anchor A A
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a. Create an item record, if one is not already attached to the proper holdings screen. Since this single item record will represent the entire physical volume, be sure to record the proper enumeration and chronology for the bound volume (if applicable) in the item record.
b. Add an a note in the Holdings notes section that record that records either:
Notes the NEXT title in the volume (cite full author heading and enough of the title to allow for a reasonable search)
Or, notes the position of the title in the volume and the spine title of the volume. In the case of a partially analyzed serial, use the enumeration from the piece itself, when appropriate
2. Identify the subsequent titles in the physical volume. For each title:
a. Do not create item records. Delete any that are already attached to target Mfhd recordsCreate an "empty" item record (no barcode). See below for more information about what to record or not record in these items.
b. To the holdings record add:
An 852 $z A note that either identifies the FIRST item in the volume, using the pattern established in the 852 $z note created for the FIRST title's holdings record, or notes the position of the title in the volume and the spine title of the volume (as in Step 1b;And, an 87X field with a $p [barcode of first title item record]; normally, 876 (for a basic bibliographic unit) would be used, but 877 or 878 should be used if the material is a supplement or index.
Ex.: 876 ## $p 31924084331184
3. If one or more of the subsequent titles in the physical volume are not monographic, single-part materials, additional information may need to be added to the 87X information. For a single serial volume or issue, or a part of a multi-part title bound withother with other unrelated materials, volume or other identifying information should be recorded in with the 87X $3 barcode to indicate which part or parts of the title represented by that holdings record are included in the "bound with" volume. In general, use the same format for the $3 that information that has been used in the holdings for the serial or multi-part holdings string. If necessary, a note pertaining to the physical arrangement can be added to the 87X field as well in a $z
Ex.: 876 ## $3 v.3:no.1 (1855:Jan.) $p 31924084331675
Ex.: $3 score + 3 parts $p 31924084331889 $z Each of the 4 physical pieces (score, violin, viola, violoncello) of the Mendelssohn is hard-bound with its equivalent in the Weber. All pieces stored in one box.
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5. For retrospective conversion only: If Cornell has cataloged one or more titles ( but has also not cataloged one or more all titles ) that have been bound together subsequent to publication in a single physical volume, select the first cataloged title as your primary title (Note: it may not be the first title in the volume), add a MFHD holdings record to this instance, and to all the other cataloged titles in the volume, with appropriate ‘bound with’ notes and 876sand "Bound with item data" notes. Ignore all the uncataloged titles in the volume. In addition, add the following staff note in the MFHD holdings record for the primary title:
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However, if Cornell has not cataloged any titles that have been bound together subsequent to publication in a single physical volume, create a bib instance and holdings record and MFHD for the first title in the volume. Add the following staff note in the MFHDholdings:
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Filmed With (Microfilm Titles) Anchor B B
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Note: “Empty” items should only be created after the parent holding has been accessioned. Otherwise this causes problems for staff at the Annex.