Microforms Cataloging Manual

Post-cataloging Procedures and Processing Physical Items
for Monographic Microforms

Note: Ignore any bookplate or fund code information on the T2 when processing microforms.

1. Microfilms

   1. Location

      For MRR microfilm being sent offsite, use location glx4off. For other microforms, use the location on the T2 as usual.

   2. Barcodes

      For microfilm monographs or serials being sent offsite, apply an Offsite barcode in the corner of one of the small sides of the microfilm box.

      For microfilm monographs cataloged for onsite, apply regular CU barcodes to one of the two large sides of the microfilm box.

      For microfilm serials cataloged for onsite, no item records are created; do not apply barcodes to the boxes.

   3. Leaders

      Ask Preservation to add a new leader if needed.

   4. Wrappers

      A microfilm must be secured on its reel with an acid-free paper wrapper. Wrappers with string and button closures are available from the supply room. If a microfilm lacks a wrapper or is secured with some other sort of wrapper (e.g. a rubber band, tape or flimsy paper) replace it.

   5. Other problems

      If the tape is on the reel reversed (mirror image) or beginning at the end, ask Preservation to correct the problem.

   6. Boxes

      Some microfilms arrive in weak or damaged boxes. A supply of acid-free microfilm boxes is kept in OSMC. If a microfilm box is in bad condition, discard it and replace it with a new box.

      It is not necessary to replace boxes with handwriting on them unless the call number cannot be written so that it is clearly visible on one of the small sides (see below).

   7. Labels

      Microfilm boxes may be labeled by the cataloger using word-processed Avery labels. Enter the location using CPM500 short list (CLIO locations used for ordering and cataloging) to translate the Voyager location code into text. Exception: MICRORR may be abbreviated as MRR on microfilm boxes.

      MRR
      F
      d1234
      

      OFFSITE
      FN 
      1234
      

      Secure the label to one of the four small sides of the microfilm box.

   8. Boxes may also be labeled by hand. Write the location and call number as shown above on one of the four small sides of the microfilm box.

      MRR will property-stamp the box, so it is not necessary to write Columbia University Libraries or Microform Reading Room by hand.

   9. Serials: title and enumeration

      For boxes that contain only one serial, write the name of the serial and the enumeration (simplified as necessary) for that reel on the box. Write this on the same small side as the call number if possible. Otherwise, write on one of the large sides.

2. Microfiche

   1. Barcodes

      Individual fiche envelopes are not barcoded. Fiche in binders are barcoded, in the same location as for books.

   2. Call number marking

      Mark each envelope in the upper left hand corner, just below the opening where the fiche is inserted, with the call number.

      Example:

      FX3
      5768

      For large sets it is only necessary to mark the first envelope. Departmental library staff will mark the remaining envelopes.

   3. Printout

      Make a printout of the CLIO holdings record and include it when sending the fiche to the department library. This is necessary because there is no barcode. Include a printout even for a fiche set in a barcoded binder.

3. Charging and Routing (for both microfiche and microfilm)

   Onsite: Charge barcoded items, if any, to "In transit." Send to the departmental library in an interoffice envelope.

   Offsite: Do not charge the items to a status patron. Place boxes in the blue bin in MRP, 106A Butler (Misha's office) just inside the door.