Columbia's Preservation Division microfilms brittle materials from the collections, either through the Preservation Reformatting department (PRD) or the Special Projects department. PRD films brittle materials from the general circulating collections. It also films titles requested by patrons. The Special Projects department undertakes larger projects, usually within a specific subject area and with funding from an outside source, e.g. the National Endowment for the Humanities. At the present most cataloging of Columbia preservation microfilms is done within the Preservation Division. PRD is responsible for all variant edition cataloging of monographs and refers only original cataloging needs and serial cataloging to OSMC. (Manuscripts and ephemeral materials are generally not cataloged.) A vendor usually provides the cataloging for NEH projects. All cataloging done in Preservation is completed in OCLC, either by Preservation Division staff or a vendor. If Preservation Resources, an OCLC subsidiary, is the filming vendor, they will update the OCLC record. That record will then automatically download to CLIO with the film call number and MARC holdings (if appropriate).
However, in the past PRD's microfilms were not cataloged in Preservation. Instead, a service copy was sent to OSMC and backlogged there for later cataloging. These films are stored in a cabinet in 102 Butler, under the Master Negative number. All of these films should have preliminary records in CLIO. Use the procedures in this document when pulling CU Preservation microfilms from the OSMC backlog for cataloging.
Note: the procedures in this document cover only those aspects of cataloging that are unique to CU preservation microfilms. It is therefore necessary to follow these procedures in conjuction with regular searching, cataloging and processing procedures (e.g. "filmed withs," copy editing, selecting matching and standard copy, etc.).
PROCEDURES
Search for preliminary records in CLIO by the master negative number. This should pull up all titles on the reel. The master negative number is in the 037 field and is searched in CLIO with the nk (stock number) search.
Example: fi nk MN95-10081
Unless the CLIO record that is found has 035 fields with both an OCLC ID number and an RLIN ID number, search the titles in RLIN and OCLC. For any films with LSI riders the rider number can be searched in RLIN as follows: fin ldn 135879. There is a good chance that our preliminary record will be found in OCLC and/or RLIN and we want to be sure to include those 035's in the CLIO record in order to avoid creating duplicate records in the national databases when the CLIO record is exported.
Notes:
Consult either Nancy Phillips or Preservation Division staff to find out how many generations of the film Columbia owns, and add the corresponding 007 fields to the bib record (first the 007 for the service copy, then the master negative, then the printing master). If there is no master negative number on the film or accompanying paperwork, only include an 007 for the service copy in hand. If our records don't provide any information about the master negative, don't include an 007 field for it.
Use code a (silver halide) for the emulsion of any master negative or printing master. For service copies produced from 1999 on, use code a (silver halide). For older service copies, use code u (unknown).
For films produced before 1980, use code a (safety base, undetermined) for all generations. For films produced after 1979, use code p (polyster) for all generations.
Check for the presence of an 037 field with the master negative number, and if necessary, add it.
Example: 037::$a(NNC)MN93-10011-7
Notes:
Check for the presence of a note with the master negative number, and if necessary add it as a 533 $n. If the note is present in a 590 in the record found, leave it as found.
Example: Master negative: 93-61063-2.
Discard any accompanying preservation paperwork.
Give to Nancy Phillips the master negative number of every microfilm cataloged
from the backlog so that they can be removed from the list in the MCM.
Return to MCM Table of Contents
Last revision:
02/17/03
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