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/Fine Arts/Music/Science Libraries
Kroch (Asia)
Africana
ILR
Olin/Fine Arts/Music/Science Libraries:
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 740 if the guide/index has a unique title.
The microform and the guide/index will have separate MFHDs. One MFHD is for the microform, and one is for the guide/index. The guide/index will share the film’s accession number + “Guide” [or “Index”]
Call number:
Assign accession number using CLAMSS [link].
MFHD for the microform:
852 81 $a olin $h Film 5663
866 41 $80 $a reels 1-21
MFHD for the guide/index:
852:80:$b olin,ref $h Film 5663 Guide $z Shelved in the Microform Guide Section.
Example of set with 2 guides/indexes (3 holdings records):
852 81 $a olin $h Film 9476
866 41 $80 $a reels 1-765
852:80:$b olin,ref $h Film 9476 Guide $z Shelved in the Microform Guide Section.
852:00:$b olin $h P1051 $i.W55 1950 $z Guide to Olin Film 9476
[Do not include “Guide” in the call number.]
Barcode the guide/index, create the item record and set item type to “nocirc”.
Kroch (Asia)
The microform and guide/index are on one bibliographic record for the microform, with 1 MFHD.
852 81 $b was $h Film 10651 $z Shelved in Olin Library (Lower Level)
866 41 $81 $a reels 1-3
867 41 $81 $a 1 guide $z Shelved in Olin Library (Lower Level)
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 $a sasa $h Film 852 $z Shelved in Olin Library (Lower Level)
866 41 $80 $a reels 1-35
867 41 $81 $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”.
Africana
Catalog guide/index for Africana, Ref on separate record. Use accession number + "Guide"
See bib ids 840250 (microform set)/840539 (guide) for example.
ILR
Include guide on same record, using an 866 field and 867 fields as appropriate.
852 81 $a ilr,anx $h Film 2985
866 41 $80 $a reels 1-23
867 41 $81 $a 1 guide