Scope: The following are guidelines for processing guides for microfilm and microfiche for individual libraries.
Contacts: Pamela Stansbury
Unit: Cataloging
Date last updated: 07/19/2016
Date of next review: June 2017
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 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, it should probably not be included on the same bib record.
In general, microform guides are non-circulating and are shelved in a library’s reference section. If there are multiple copies of the guide/index, and the decision is made that the additional copy will reside in the stacks, assign an LC call number and create a separate holdings record. Include a public note in the 852: $z Guide to Film ####. These are also non-circulating.
For microform processing see LTS Procedure #28a, Microform Processing.
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
Olin:
A. Coverage of the microform and the guide are the same:
The microform and its guide are cataloged on one bib for the microform, with 2 MFHDs. One MFHD is for the microform, and one is for the guide. Code both as incomplete multi-part items in the MFHD fixed fields as follows: The Leader for both is v for multi-part item. The 008 shows the receipt status as 5 and completeness as 2. The guide will have an accession number + "Guide".
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:
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.
C. Microform and guide are serials received separately:
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.
D. Microform and guide are serials received together:
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.
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
| Library | Cataloging guideline: | Location & Call Number in 852 |
|---|---|---|
| Africana | Catalog guide for Reference on separate record. Use accession number + "Guide" | afr,ref |h Film 4 Guide |
| ASTech (Math, Vet) | decision pending | |
| Fine Arts | decision pending | |
| ILR | Include guide on same record, using an 866 field + 867 or 868 field as appropriate. | |
| Music | decision pending |