SWIFT

Microforms Cataloging Manual


Filmed Withs


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

  1. Searching

    1. Search each title according to standard procedures.

    2. 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.

  2. Bibliographic Records

    1. 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.

  3. Holdings Record

    1. 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.

    2. 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.

    3. 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)

    4. 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.

  4. Item Record

    1. Barcode the microfilm box as usual and create an item record and link the item record to the first title on the reel.

    2. Do not create item records for the other titles on the reel.

    3. Find and copy the bibliographic record id for the second title on the reel by searching the title or looking in the Windows menu.

    4. Return to the item record for the first title, go to the Record menu and select Link to bibliographic

    5. You will get a window with the text: Enter the bib id:

    6. 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.

    7. Repeat steps B-E for each subsequent title on the reel, doing them in order of their sequence on the reel.

    Example of MFHD for a Filmed-With



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    Last revision: 09/12/08
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