These practices should be used to catalog items made up of independently
published single volume monographs or complete multi-volume
works that have been filmed together onto one microfilm reel. The procedures listed here are
those that are unique to this
type of item; all other cataloging procedures should be followed.
Procedures for cataloging filmed-withs have changed over time, and still vary among
departments. CLIO thus
reflects differing practices. Do not retrospectively change older records
to the new practice except in a case of special need.
OVERVIEW
In this procedure, there will be a bibliographic record for each title but
only a single holdings and a single item record.
Using a linking
procedure in the item record, the second and subsequent bibliographic id
numbers will be linked to the single holdings record
PROCEDURES
Searching
Search each title according to standard procedures.
If acceptable copy is found for each title, process the item
according to procedures below. If copy is not found for one or more titles,
create a tracking record on the basis of the first item and route with any
cards and/or copy found to original cataloger.
Bibliographic Records
Import or create a bibliographic record for each title on the reel. Include a note
with
the position of each title on the reel (e.g. No. 3 on a reel of 10 titles) in a 533 $n. For
multivolume works, include a 533 $m listing the volumes filmed.
Holdings Record
Create a holdings record for either the first title on the reel or
in the case of firm orders, for the title that was ordered, using the next available call
number from the appropriate shelving scheme. Do not create holdings records for the other
titles on the reel.
There may be occasions when one or more of the subsequent titles
already have holdings records that are linked to order records. In
such cases, suppress these holdings records since the filmed-with
will only have one active holdings record.
Add the following public note at the end of the 852 field:
$z Filmed with other titles; for a complete listing search
the call number, omitting the word MICROFLM, using a Call Number Exact search.
This message can be generated by a macro (put the cursor at the end of the 852 field and type
\\mf)
If the title that was ordered or the first title on a reel is a multiple version record
(i.e. if the bib record is for the original book, and not for the
microform), the
holdings record must include the 533 information for the reel, omitting the $n note about the
location on the reel. This is because this one MFHD will display with all the bib records in
the OPAC.
Item Record
Barcode the microfilm box as usual and
create an item record and link the item record to the first
title on the reel.
Do not create item records for the other titles on the reel.
Find and copy the bibliographic record id for the second title
on the reel by searching the title or looking in the Windows menu.
Return to the item record for the first title, go to the
Record menu and select Link to bibliographic
You will get a window with the text: Enter the bib id:
Paste in the id number for the second title on the reel.
This will create an 014 field in the holdings record which will serve
as the link between these titles. All titles on the reel may be
seen by clicking the Bib Title(s) tab in the holdings record or by searching
the call number. Be sure these 014 fields remain in the record.
Repeat steps B-E for each subsequent title on the reel,
doing them in order of their sequence on the reel.