Microforms Cataloging Manual

Copy Editing Guidelines for Microforms

BACKGROUND

Follow these procedures when processing a microform with standard copy that matches the item in hand. (For the definition of standard copy see CPM010, CPM011 or CPM012.) The procedures described in this document cover only those portions of the bibliographic record that are unique to microforms. It is therefore necessary to use this document in conjunction with CPM-470, Copy Editing Guidelines (not yet online).

PROCEDURES

1. Fixed fields

   Note: For microforms that are reproductions of previously published works the fixed fields, except for REPRO, should represent the original item and not the microform.

   1. REPRO

      Adjust to match the form of item in hand. For microfilm code a. For microfiche code b. These codes must match the form of the item in hand even if the item is an original microform publication and not a reproduction.

2. Variable fields

   1. 007

      The 007 field, displayed under the fixed field in CLIO, contains information about the physical description of the microform and is included in all microform records, both for reproductions and original microform publications. There may be a number of 007's in the same record: one for the master negative, one for the printing master and another for the service copy. Subfield i of the 007 contains the code that indicates which generation of the microform is described by the 007: code a means the master negative, b means the printing master and c indicates a service copy.

      • Check for the presence of an 007 field for the service copy and add it if missing. To add an 007 field in CLIO, place the cursor underneath the last variable field on the screen (from the home position press the tab key while holding down the shift key to position the cursor). Then type 007h and press enter.

      • Check all codes in the 007 and correct or add as necessary. Go to codes for the 007 field for microforms.

   2. 011

      Field 011 was formerly used in the record of a reproduction to record the LC control number of the original, but the field is now obsolete.

      • If the item is a reproduction and the copy being used has an 011 field, recode the information into a 776 field. Field 776 consists of $c with "Original" and $w with "DLC" in parentheses followed by the control number of the record for the hardcopy original.

        Example:

        776 1   $c Original $w (DLC)   20000001

        Follow the procedures for entering LCCN's (including leading spaces etc.) as shown for the 010 field. A longer explanation of the structure of LCCN numbers can be found in the MARC21 Bibliographic Format.

      • Do not construct a 776 field if there is no 011 field in the record.

      • If the record for the reproduction still carries the 010 for the book, convert the 010 into a 776.

   3. 245

      The 245 field for all microforms, both reproduction and original, includes a subfield h with the word "microform" in brackets (this is what is known as a GMD, or general material designation). The subfield h always immediately follows the subfield a and comes before the punctuation (e.g. colon, slash, etc.) that precedes the next subfield.

      • Check for the presence of the subfield h and add it if lacking.

      • Add brackets around the word microform if they are lacking.

      • If the subfield h appears in a different place in the 245 (it used to come later in the string) move it so that it immediately follows the subfield a.

        Examples:

        245:00: $a Internationale Musik-Sachlexika vom 17. bis zum
        frühen 19. Jahrhundert $h [microform]  / $c herausgegeben von Harald Heckmann =
        International dictionaries of musical terms from the 17th to early 19th century
        / edited by Harald Heckmann.

        245:10: $a Eraclito $h [microform] : $b nuovi studi
        sull'orfismo.

   4. 300

      • For microforms that are reproductions, follow the guidelines in CPM470 for the physical description of the original book, except do not add subfield c if it is lacking.

      • For original microform publications, accept the 300 field as is. If there is a discrepancy in the number of physical units (microfilm reels or microfiches) between the record and the piece in hand, consult supervisor.

   5. 4XX/8XX

      • Follow the procedures in CPM-470 and in addition verify all series found on the item as outlined in online CPM305 and CPM308.

      • If it is necessary to add a series statement that pertains to a series of microform reproductions, code the series statement in subfield f of the 533 note (see example below) and also in an 830, if appropriate.

      • If it is necessary to add a series statement and there is no authority record for the series, consult supervisor.

   6. 533

      The 533 field provides information about a reproduction when the rest of the record describes the original item. Records for original microform publications will not include a 533 field.

      Example:

      533:  : |a Microfilm. |b Ann Arbor, |c University of Michigan,
      University Library, Preservation Office Microfilming Unit, |d 1984. |e 1
      microfilm reel ; 35 mm. |n No. 3 on a reel of 6 titles.

      If the item in hand is a reproduction (e.g. of a book described in the rest of the record), check for the presence of the 533 field and add it if missing. Go to information on inputting 533 fields. Do not include subfield 7 in the 533. Also note the following points:

      • If there is more than one 533 field in a record, delete the extras, making sure the one retained matches the item in hand.

      • Edit the 533 field to correct typographical and tagging errors. If the 533 includes a subfield 7, accept it as is.

      • If the original item was in more than one volume, as indicated by the 300 $a, give the volumes included on the reproduction in a subfield m. Example:

        533:  :  Microfilm. $m Vols. 1-2. $b Berkeley, Calif. : $c
        University of California, Library Photographic Service, $d 1986. $e 1 microfilm
        reel ; 35 mm.

      • Agency responsible for filming: as long as one of the agencies given on the film is listed in the record, accept the subfield c as is.

      • If the microform is negative (007 $d has code b), give that information in the physical description of the microform in subfield e. Example:

        533:  : Microfilm. $b Washington : $c Library of Congress, $d
        1981. $e 1 microfilm reel : negative ; 35 mm.

      • If the title being cataloged is on a reel with other titles give its position on the reel in a note in the subfield n of the 533 field (see example above).

      • Add any missing microform series statement to subfield f of the 533. Example:

        533:  : Microfiche. $b Ann Arbor, Mich. : $c University
        Microfilms, $d 1981. $e 2 microfiches. $f (CIHM/ICMH microfiche series ; no.
        00123).