SWIFT

Microforms Cataloging Manual


Cataloging Columbia Preservation Microfilms from the OSMC Backlog


BACKGROUND

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

  1. Searching

    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:

    1. Searching for one individual title on a reel would be entered as "fi nk mn95-10081-4."

    2. CUL only started inputting the master negative number in the 037 field sometime during the (mid?) 1990's. Previously, master negative numbers were input in the 035 field. Using the CLIO nk index will not retrieve master negative numbers in the 035. Some earlier records, most likely transcribed from cards, may only include the master negative number in a 500 or 590 note.

    3. Some older films may not have master negative numbers at all.

  2. 007 fields

    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.

  3. 037 field

    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:

    1. Include any leading zeros in a master negative number, e.g. 06081.

    2. Some older accompanying paperwork (sometimes filmed in the target, as well) will carry an "mf" or "ps" number, as well as a master negative number. The mf and ps numbers were customer order numbers, and can be ignored when cataloging the film.

    3. When cataloging in OCLC, include $b in the 037 with ZCU.

  4. Master negative note

    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.

  5. Accompanying paperwork

    Discard any accompanying preservation paperwork.

  6. Online backlog list

    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.

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    Last revision: 02/17/03
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