Cataloging Procedures Manual

Chapter IX: Microforms Cataloging
Part B: Serials

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: Previously uncataloged individual microform titles will not be cut out of a reel (for ILL purpose) and therefore will not be cataloged on a case by case basis. A special subset of microform reproductions includes microfilming undertaken locally for preservation purposes. Special guidelines for these materials follow at the end of this chapter. In general, microforms should be cataloged using the normal guidelines for cataloging serials, taking into consideration the following fields:

I. Copy Cataloging Procedures

A. 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 the appropriate documentation.

FIXED FIELDS: 1. RT - Record type; 2. BL - Bibliographic level; 3. E/L - Encoding level

blank = full bibliographic data

4. DCF - Descriptive cataloging form

a = record is AACR2

5. GMD - General material designation

h = microform

6. SMD - Specific material designation

d = microform reel

e = microfiche

7. POLAR - Positive/Negative aspect

a = positive (dark on light)

b = negative (light on dark)

8. DIM - Dimensions

f = 35 mm. (microfilm)

m = 11 x 15 cm. (microfiche)

l = 8 x 13 cm. (microfiche)

o = 16 x 23 cm. (microfiche)

9. REDUC - Reduction ratio range

b = normal reduction (16 x 30x)

a = low reduction

10. COLOR - Color

b = monochrome (black and white)

11. EMUL - Emulsion on film

a = silver halide

u = unknown

12. GENER - Generation

a = master

b = printing master

c = service copy

13. BASE - Base of film

a = safety base

u = unknown

14. SRC - Source

blank = Library of Congress

d = non-Library of Congress cataloging

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

16. LANG - Language. See MARC code list for languages.

17. MOD - Modified record (usually blank)

18. OA - Original Alphabet or script of title

a = basic Roman

b = extended Roman

c = Cyrillic

See OCLC manual for other languages.

19. REPRO - Form of item. Use appropriate code for type of microform.

a = microfilm

b = microfiche

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

20. S/STAT - Publication status

c = currently published

d = dead

u = unknown

? = date not yet supplied

21. DT/1, DT/2 - Beginning date of publication; Ending date of publication; if current use 9999. [Date of Filming of publication goes in 533 field]

22. CONT - Nature of contents

b = bibliographies

23. S/T - Serial type

p = periodical

n = newspaper

blank = none of the above

24. FREQ - Frequency

For microforms available in hardcopy, use "u". If the microform is the only format being produced, frequency is coded to the microform's production.

25. REG - Regularity

For microforms that are available in hard copy use "u". If the microform is the only format being produced, regularity is coded to the microform's production.

VARIABLE FIELDS

1. 007 - microfilm: |a h, |b d, |d a, |e f, |f b, |g b, |h u, |i c, |j u
microfiche: |a h, |b e, |d a, |e m, |f b, |g b, |h u, |i c, |j u

Used in OCLC MARC for information which is found in the VIRGO fixed fields. This field is used for original serial input on OCLC. See Appendix 1 for further information.

2. 049 - Local holdings VA@@

3. 086 - Sudocs classification. Add if appropriate

4. 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 S-142

Micfich |a S-28

Miccard |a S-14

Micprint |a S-5

5. 245 - Title and statement of responsibility

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

|a The Vermont journal and the universal advertiser |h [microform] / |c edited by William Walsh.

6. 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.

7. 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, collation for the microform goes in the 300 field.

8. 533 - Photoreproduction note.

|a Use Microfilm, Microfiche, or Microopaque [use for microcard or microprint]

|b and |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 Serials Format.

|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]

|m Dates of publication and/or sequential designation of issues reproduced. Example:

9. 539 - Fixed-length data elements of reproduction

This field must immediately follow the 533 field. Contains coded information pertaining to the reproduction described in field 533. Both indicators are blank.

|a Type of date/publication status
One character code should match fixed field element S/STAT.

|b Date 1/Beginning date of publication
Beginning date of the original publication (|m in 533 field).

|c Date 2/Ending date of publication
Ending date of the original publication (|m in 533 field).

|d Place of publication, production, or execution
Contains 2 or 3 character code that indicates place of publication, production, or execution of the reproduction.

|e Frequency
Contains 1 character code that indicates the frequency of the reproduction. Follow guidelines described in fixed field element FREQE. (If reproduction was issued as a one-time reproduction, use code u.)

|f Regularity
Contains 1 character code indicating the regularity of the reproduction. Follow guidelines described in fixed field element REG. (If reproduction was issued as a one-time reproduction, use code u.)

|g Form of item
Contains 1 character code that specifies the form of material. Should match fixed field REPRO.

Example:

                           NOTIS CATALOGING          A842
UL# AJU9084 FMT S RT a BL s DT 09/17/92 R/DT 09/17/92 STAT mm
E/L   DCF a D/S D GMD h SMD d O/R - POLAR a DIM f REDUC b ---
COLOR b EMUL u GENER c BASE u SRC d PLACE ctu LANG eng MOD   OA a
REPRO a S/STAT d DT/1 1783 DT/2 1792 CONT      S/T n FREQ u REG u
MED   GOVT   TPA   IA  CIA   ISDS   CONF 0 SLE 0

035/1:  : |a (OCoLC)26618960
040:  : |a VA@ |c VA@
049:  : |a VASJ
099/1:  : |a Micfilm |a N-US |a Vt-28
245:04: |a The Vermont journal and the universal advertiser |h
[microform]
260: 0: |a Windsor [Vt.] : |b Hough and Spooner, 
300/1:  : |a v.
310:  : |a Weekly
362/1:0 : |a Vol. 1, no. 1 (Aug. 7, 1783)-v. 9, no. 450 (Mar. 13,
1792).
533/1:  : |a Microfilm. |m Vol. 1, no.1 (Aug. 7, 1783)-v. 9, no.
450 (Mar. 13, 1792). |b New Canaan, Ct. : |c Readex Microprint
Corp., |e  microfilm reels ; 35 mm. |f (Early American
newspapers).
539/2:  : |a d |b 1783 |c 1792 |d ctu |e u |f u |g a
500/3:  : |a Title from caption.
752/1:  : |a United States |b Vermont |d Windsor.

(Record continues)

B. COPY HOLDINGS - See Appendix 1.

C. VOLUME HOLDINGS - Use for any multi-part microforms. See Appendix 1.

D. MARKING - See Appendix 6.

E. STATISTICS 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.
II. Original Cataloging Procedures
A. Microform titles that need original cataloging should be cataloged using the normal guidelines for cataloging original serials, taking into consideration the following fields: FIXED FIELDS:

1. REPR - Form of item. Use appropriate code for type of microform.

a = microfilm

b = microfiche

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

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

3. SOURCE - Source

blank = Library of Congress

d = Non-Library of Congress cataloging

4. SER TP - Type of serial designator

p = periodical

n = newspaper

m = monographic series

blank = none of the above

5. FREQUN - Frequency. For microforms available in hardcopy, use "u". If the microform is the only format being produced frequency is coded to the microform's production.

6. REGULR - Regularity. For microforms that are available in hard copy use "u". If the microform is the only format being produced, regularity is coded to the microform's production.

VARIABLE FIELDS

1. 007 - microfilm: |a h, |b d, |d a, |e f, |f b, |g b, |h u, |i c, |j u
microfiche: |a h, |b e, |d a, |e m, |f b, |g b, |h u, |i c, |j u

|a: h = microform
|b: d = microfilm reel; e = microfiche
|d: a = positive (dark on light); b = negative (light on dark)
|e: f = 35 mm. (microfilm); m = 11 x 15 cm. (microfiche)
|f: b = normal reduction (16-30x)
|g: b = monochrome (black and white)
|h: u = emulsion unknown
|i: c = service copy

Table of Contents

Chapter 10

Cataloging Procedures Manual

Chapter IX: Microforms Cataloging Part B: Serials

Contents:

I. Copy Cataloging Procedures

II. Original Cataloging Procedures

Chapter IX: Microforms Cataloging
Part B: Serials