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:
1. Guides will be barcoded and placed on appropriate physical processing trucks.
2. Item type should be set to nocirc.
RDA: It’s OK to accept copy if it is not incorrect or misleading. Otherwise follow Option 4 in our Toolkit Workflow titled Accompanying Material Options: enter guides in the 300 |e and add a 2nd set of 33X for the guide with leading ǂ3 for book. Make sure that the first 337 field represents the microform. (See RDA 3.4.1.3. + 3.4.5.
In the examples below, the guides have been entered in the 868 (Index) field on the MFHD. However, if the guide is not an index, use an 867 (Supplement) field.
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Olin:
A. Coverage of the microform and the guide are the same:
MFHD for the microform:
852 81 $a olin $h Film 5663
866 41 $80 $a reels 1-21
868 41 $80 $a 1 guide $z <shelved in Reference>
MFHD for the guide:
852 80 $b olin,ref $h Film 5663 Guide NOTE: Do not add oversize designation.
Place items on Physical Processing trucks.
B. Coverage of the guide is more extensive than the microform:
MFHD for microform:
852 81 $b olin $h Film 6147
866 41 $80 $a reel 2; reel 4
868 41 $80 $a 1 guide, covering the World $z <shelved in Reference: Z7553.C3 I55>
MFHD for guide in Reference:
852 00 $b olin,ref $h Z7553.C3 $i I55
NOTE: Do not add oversize designation.
C. Microform and guide are serials received separately:
MFHD for microform:
852 81 $b olin $h Film 4931
866 41 $80 $a 1954/1955-1976,1978-1993
868 41 $80 $a 1 multi-part guide $z <shelved in Reference>
MFHD for guide:
852 81 $b olin,ref $h Film 4931 Guide
866 41 $80 $a 1978/1982-1988
NOTE: Do not add oversize designation.
D. Microform and guide are serials received together:
852 81 $b olin $h Microfiche 1283
866 41 $80 $a papers (1833-1843)
866 41 $80 $a transactions (1853/1854-1875/1876)
866 41 $80 $a transactions (1876/1877-1900/1901)
868 41 $80 $a Guide $z <shelved in Reference>
MFHD for guide:
852 81 $b olin,ref $h Microfiche 1283 Guide
866 41 $80 $a pt.1 (1833-1876)
NOTE: Do not add oversize designation.
Kroch (Asia):
A. Coverage of the microform and guide are the same:
The microform and guide are one bib for the microform, with 1 MFHD. Barcode guide, and add "Guide" to the enum.
852 81 $b was $h Film 10651 $z Shelved in Olin Library
866 41 $81 $a reels 1-3
868 41 $81 $a 1 guide
B. Coverage of the guide is more extensive than the microform:
See Olin B.
When in doubt, put on the same record.
All other libraries
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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
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on separate record. Use accession number + "Guide"
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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.
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