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Unit: Cataloging
Date last updated: 07/14/2016
Date of next review: June 20172024
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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 probably not be included on the same bib 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 852: $z Holdings notes sectionof theHoldings record saying Guide to Film ####. These are also non-circulating.
For microform processing see LTSMicroform LTS Procedure #23a, #28aMicroform Processing.
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Olin/Fine Arts/Music/Science Libraries
Olin
Coverage of the microform and guide are the same
Coverage of the guide is more extensive than the microform
Microfilm and guide are serials received separately
Microform and guide are serials received together
Kroch (Asia)
All Other Libraries
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.:Anchor
The microform and
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the guide/index will have separate Holdings. One for the microform, and one
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for the guide
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/index. The guide
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/index will share the film’s accession number +
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“Guide” [or “Index”]. Assign accession number using CLAMSS
Holdings
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for the microform:
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Holdings
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for the guide
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Place items on Physical Processing trucks.
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/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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The microform and guide are cataloged separately. The guide receives a full LC classification. The selector can designate if for the Reference Department or for the stacks.
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.
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.
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The microform and guide are cataloged separately. The guide gets an accession number + "Guide", and is in Reference. Ex.:
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.
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.
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The microform and guide are one record for the microform, with 2 MFHDs. One MFHD is for the microform, one is for the guide. Code both as incomplete multi-part items in the MFHD fixed fields as follows: The Leader for both is y for serial. The 008 shows the receipt status as 5 and completeness as 2. The guide gets an accession number + "Guide". Ex.: MFHD for microform:
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.
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.
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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.
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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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