Scope: The following are guidelines for processing guides for microfilm and microfiche for individual libraries.
Contacts: Pamela Stansbury
Unit: Cataloging
Date last updated: 06/21/2022
Date of next review: June 2023
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 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. Include a public note in the Holdings notes section of the Holdings record saying 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 500 note and 7xx field 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:
MFHD 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.]
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 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.
852 81 $b was $h Film 10651 $z Shelved in Olin Library (Lower Level)
866 41 $8 0 $a reels 1-3
867 41 $8 0 $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 $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”.
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
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.
