Cataloging Procedures Manual

Chapter IX: Microforms Cataloging
Part A: Monographs

Contents:

I. Cataloging
II. Fixed Fields and Variable Fields
III. Copy Holdings
IV. See Appendix 1
V. MARC Holdings
VI. Use for any multi-part publication
VII. Marking
VIII. See Appendix 6
IX. Statistics
X. Non-book materials
XI. Preservation Microfilms

Microforms cataloged at the University of Virginia Library include: 1) items originally produced in microformat; 2) items which are microform reproductions of titles originally produced in hardcopy. NOTE: A special subset of microform reproductions includes microfilming undertaken locally for preservation purposes. Special guidelines for these materials follow at the end of the chapter. In general, microforms should be cataloged using the normal guidelines for cataloging monographs, taking into consideration the following fields:

If multiple titles are received on the same reel, catalog on individual records using bound-with guidelines if copy is found (See Appendix 23). If no copy is found, catalog on one record with title tracings and appropriate descriptive fields.

1. Cataloging Procedures

2. Follow the Library of Congress and original cataloging standards used in Cataloging Services for descriptive cataloging. The most commonly used codes are given below. For complete listing, refer to Bibliographic Formats and Standards, 2nd ed.

   1. Fixed Fields
      1. Rec_Type -- Record type

         a = language material

      2. Bib_Lvl -- Bibliographic level

         m = monograph/item

      3. Enc_Lvl -- Encoding level

         blank = full bibliographic data

      4. Desc -- Descriptive cataloging form

         a = record is AACR2

      5. Source -- Source

         blank = Library of Congress

         c = Library of Congress cooperative cataloging

         d = non-Library of Congress cataloging

      6. Ctry --

         Place of publication, production or execution of the original. Code for state or country where original was published.

      7. Lang -- Language

      8. Mod_Rec -- Modified record (usually blank)

      9. Audience -- Target audience

         blank = unknown or not applicable

      10. Repr -- Form of item.
          Use appropriate code for type of microform.

          a = microfilm

          b = microfiche

          c = microcard or microprint (e.g., microopaque)

      11. Dat_Tp -- Type of date

          s = for single date

          Apply other codes in Books Format, if necessary.

      12. Date1, Date2 -- Original date of publication.
          See Bibliographic Format and Standards for details, if necessary.

      13. Cont -- Nature of contents

          b = bibliographies

      14. Illus -- Illustrations

          blank = no illustrations

          a = illustrations

      15. GovtPub -- Government publication

          blank = default value

      16. Biog -- Biography

          blank = default value

      17. Festschr -- Festschrift

          0 = default value

      18. Conf -- Conference publication

          0 = default value

      19. Fiction -- Fiction

          0 = default value

      20. Index -- Index

          0 = no index

          1 = index present

   2. Variable Fields
      1. 007 -- Physical description

         Position 1 -- GMD -- General material designation

         h = microform

         Position 2 -- SMD -- Specific material designation

         d = microfilm reel
         e = microfiche

         Position 3 -- blank

         Position 4 -- POLAR -- Positive/Negative aspect

         a = positive (dark on light)

         b = negative (light on dark)

         Position 5 -- DIM -- Dimensions

         f = 35 mm. (microfilm)

         m = 11 x 15 cm. (microfiche)

         l = 8 x 13 cm. (microfiche)

         o = 16 x 23 cm. (microfiche)

         z = other

         Position 6 -- REDUC -- Reduction ratio range

         b = normal reduction (16 x 30x)

         a = low reduction

         y = unknown

         v = reduction ratio varies

         Position 7-9 -- RATIO -- Ratio itself - optional

         SeeBibliographic Formats and Standards
         Enter 3 hyphens instead

         Position 10 -- COLOR -- Color

         b = monochrome (black and white)

         Postion 11 -- EMUL -- Emulsion on film

         a = silver halide

         u = unknown

         Position 12 -- GENER -- Generation

         a = master

         b = printing master

         c = service copy

         Position 13 -- BASE -- Base of film

         a = safety base

         u = unknown

         Example: 007 hdubfu buau

      2. 040 -- VA@|cVA@

      3. 049 -- Location -- VA@@

      4. 086 -- Sudocs classification.
         Add if appropriate

      5. 099 -- Local call number

         To create the local call number, use abbreviated form of the type of microformat, followed by a (delimiter "a") and an accession number [use next available number in shelflist in appropriate format or fill in gaps that have been left in numbers noted by guidecards].

         Examples:

         Micfilm |a 142

         Micfich |a 28

         Miccard |a 14

         Micprint |a 5

      6. 1xx -- Main entry--use as appropriate

      7. 240 -- Uniform title--use as appropriate

      8. 245 -- Title and statement of responsibility

         Following the title proper always include the GMD (general material designation) |h microform (enclose with brackets [ ] ).

         Examples:

         |a Women helpers in the church h [microform] : |b their sayings and doings / |c edited by William Walsh.

      9. 260 -- Imprint

         The imprint is for the original. The publishing information for original hard copy goes in the 260 field, and publishing information about the microreproduction is placed in the 533 field.

         Example:

         260 [blank][blank] Budapest : |b MTA Filozofiai Intezet, Lukacs Archivum, |c 1984.

         533 [blank][blank] Microfilm. |b Charlottesville, Va. : c University of Virginia Printing Services at Alderman Library, |d 1990. |e 1 microfilm reel ; 35 mm.

         If the microform is only produced in microformat, the publishing information for the microform goes in the 260 field. The 533 field is not used.

      10. 300 -- Physical description

          If the microform is a reproduction of an original in hard copy, collation for the original goes in the 300 field. If the microform is only produced in microformat or the microform and hard copy are simultaneously produced, collation for the microform goes in the 300 field.

          Use |e for microforms accompanied by guides, use microform bibliographic record for the microform and enter information about guide in this field, with a 500 note such as: "Accompanying guide edited by John Doe,"as appropriate. Bibliographic records in OCLC for guides only are usually not used locally. When a separate record is made for a guide, use the same call number as the microform plus Guide for the call number. Do not assign a Library of Congress class number. (Previously, these records were sometimes used locally and are represented in the shelflist. The guides were classified per Library of Congress. A note should be made on the bibliographic record for the microform referring to the guide and indicating the call number of the guide.)

      11. 533 -- Photoreproduction note.

          |a [Microformat]. |b[Place of publication] :|c[Name of publisher], |d[date]. |e[number of reels, fiche, etc. ; dimensions]. |f[Series statement of reproduction]

          |a Use Microfilm, Microfiche, or Microopaque [use for microcard or microprint]
          |b, |c: If not readily available, use: |b [S.l. : |c s.n.] per regular 260 instructions.

          |d Date of reproduction. Use guidelines under dates in Bibliographic Format and Standards.

          |e Record total number if complete (if not complete, leave two spaces). Note if negative.

          Example:

          62 microfilm reels : negative microfiches

          2 microopaques [for microcards and microprints]

          Examples:

          |a Microfilm. |b Ann Arbor, Mich. : |c University Microfilms International, |d 1981. |e 5 microfilm reels ; 35 mm. |f (Sources of American history ; 22)

          |a Microfiche. |b Zug, Switzerland : |c Inter Documentation Co., |d 1983. |e 5 microfiches ; 11 x 15 cm. |f (Les femmes ; 22)

      12. 539 -- Fixed-length data elements of reproduction
          Do not use.

3. Copy Holdings

4. See Appendix 1.

5. MARC Holdings

6. Use for any multi-part microforms. See Appendix 21.

7. Marking

8. See Appendix 6.

9. Statistics

10. Non-book materials: Indicate the number of new titles and total pieces under the appropriate category (microfiche, microfilm, etc.).

    Total pieces (reels, sheets, cards, etc.) means exactly that and is not counted with any relationship to New titles. In other words, in paper form a 5 volume set would be counted as 1 new title and 4 added volumes. The two columns are added for the size of our collection. However, for non-book materials, 5 reels of microfilm would be counted as 1 new title and 5 reels of microfilm. The total number of pieces is given in the total pieces count.

11. Preservation Microfilms

    The most important task with preservation films is to send the MASTER NEGATIVE (marked storage or master on the routing slip) directly to Preservation after cataloging the item. A log of the master negatives will be kept and the negatives will be sent to offsite storage. The printing master (vault or printing services) and the service copy, should be sent to Printing Services and the Microforms room (or branch location) respectively.

    1. Fields specific to preservation microfilms.
       1. Variable fields

          The 007 must be repeated three times--once for each version of the film in hand; the values for each version of the film are noted below:

          1. Master negative (Storage or Master on routing slip)

             Position 1 -- GMD -- h
             Position 2 -- SMD -- d
             Position 3 -- blank
             Position 4 -- POLAR -- b
             Position 5 -- DIM -- f
             Position 6 -- REDUC -- a
             Position 7 -- COLOR -- b
             Position 8 -- EMUL -- a
             Position 9 -- GENER -- a
             Position 10-- BASE -- a
             

          2. Printing master (Vault or Printing Services on routing slip)

             Position 1 -- GMD -- h
             Position 2 -- SMD -- d
             Position 3 -- blank
             Position 4 -- POLAR -- b
             Position 5 -- DIM -- f
             Position 6 -- REDUC -- a
             Position 7 -- COLOR -- b
             Position 8 -- EMUL -- a
             Position 9 -- GENER -- b
             Position 10-- BASE -- a
             

          3. Service copy (Designate location on routing slip)

             Position 1 -- GMD -- h
             Position 2 -- SMD -- d
             Position 3 -- blank
             Position 4 -- POLAR -- b
             Position 5 -- DIM -- f
             Position 6 -- REDUC -- a
             Position 7 -- COLOR -- b
             Position 8 -- EMUL -- a
             Position 9 -- GENER -- a
             Position 10-- BASE -- a
             

       2. 533 -- Photoreproduction

          The 533 field should contain a reproduction note in the following form:

          533 |aMicrofilm. |bCharlottesville, Va. :|cUniversity of Virginia Printing Services at Alderman Library, |d19__ [fill in appropriate year]. |e__ [number of reels] microform reel[s]; 35 mm.

       3. 539 -- Fixed-length data elements of reproduction

          Do not use.

    2. Home locations for separate call numbers

       See Appendix 1 for editing techniques and follow the guidelines below for assigning locations.

       AL-MICFORM
       UL-PRNTSVS (shadowed)
       UL-PRESERV (shadowed)
       The locations must be entered in this order so that the service copy (AL-MICFORM) appears first on VIRGO, before the two copies that are not available for public use (UL-PRNTSVS and UL-PRESERV).
       
       Table of Contents
       
       Chapter 9B

    rev. 3/20/98