Microforms Processing (LTS Procedure #21a)

Scope: This procedure summarizes instructions for processing microfilm and microfiche for individual libraries.

Contact: Ardeen White

Unit: Cataloging

Date last reviewed: 07/6/2023

Date of next review: April 2024

NOTE: The form of the word "microfiche" in the call number is still pending a final decision. It's best to continue following past practice for each specific library until a final decision has been made (e.g. Micro-fiche, Microfiche, Fiche).

Multiple Versions

Call Numbers

Barcoding 

Physical Processing

Negative Microfilms

Filmed With

Guides 

Individual Libraries

Multiple Versions:

If CUL has the original print version of the microform, a mulver record should be used. Add a 2nd MFHD to the print record with an 843 reproduction note and an 007 line in the fixed fields for the microform.

Call Numbers:

All libraries listed below use an accession number except Hotel, which uses an LC-type call number. Use CLAMSS to assign the accession number (see CLAMSS instructions ). NOTE: CLAMSS will not accept the "N" to represent a negative microfilm.

Barcoding:

Although LTS staff will not routinely barcode microfilm, there is a good possibility that some microfilms for Olin and Kroch will be barcoded (post-processing) by other staff in the library. If post-processing barcoding takes place, MFHDs may need to be updated by staff responsible for that work, in consultation with PCS staff as appropriate. Because of this, catalogers should try to anticipate the possibility of the material's being barcoded and keep that possibility in mind as they create holdings records, particularly in complex "film-with" situations.

Physical Processing:

Do not send to Physical Processing. Include a scrap card with the call number. Place on the departmental shelf.

Negative Microfilms:

Send all negative microfilms to the Annex. Add an orange Annex flyer. Add an "N" to the accession number.

• MFHD note: 852 |z Master Negative--Not for public use

When library owns another copy, either in print form or positive microfilm:

• Suppress MFHD. When the negative microfilm is cataloged on a separate bib from the print, suppress the bib and the MFHD.
• Item record - change item type to 'nocirc'
  

Filmed with:

In filmed-with situations, catalogers may choose to follow AACR2 1.7B21 and make a 501 note detailing the items with which the item is filmed. In most cases, however, following LCRI Chapter 11 will be more practicable: use a general note in the 533 |e "on 1 microfilm reel with other items" or "on 1 microfilm reel with another item." When there are several items filmed together, add the piece number to the call number for the individual items.

Guides: See LTS procedure #23

Individual Libraries