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Microforms

1.  INTRODUCTIONMICROFORMS

Microforms (microfilm, microfiche, micro-opaquesmicroopaques) are currenty cataloged in the Fondren Library according to the provisions of AACR2, Chapter 11, LC Rule Interpretations, LC Subject Headings and classification schedules, LC Classification Schedules, and Bibliographic Formats and Standards as appropriate.  Archival , Chapter 3.2.  Microforms needing original cataloging will now be cataloged under RDA rules. Microforms are generally of two different types, either microreproductions of materials previously published in paper format, or original microform publications.  The original publications include microreproductions of material assembled specifically for bringing out an original edition in microform, for example, a microform collection that reproduces previously existing material, but has not itself existed previously as a bibliographic entity.

Monographic microforms with or without copy, including reproductions of non-Rice theses, microform sets and additions to microform sets are cataloged by the Original Monographs/Special Formats Cataloger. Microforms that are reproductions of musical scores are cataloged by the Music Catalog Librarian.  Microforms that are reproductions of serials (newspapers and journals) are cataloged by the Serials Librarian. Archival microform copies of the Rice University theses receive special handling (see Rice Theses).

Proposals are currently under way for changes in AACR2 for the bibliographic description of reproductions, including microforms. 

Cataloging

It may be necessary to view microforms Microfilm reels should be viewed to ascertain that descriptive copy information is correct, that there are no additional bibliographic items appear on the a reel or fiche, to determine the source of reproduction, etc.   Original cataloging requires more extensive viewing.

Coding the fixed fields for reproductions (Bibliographic Formats and Standards 3.2):

 A microfiche reader is housed in Technical Services.  Additional readers are available in the Kelley Center for Government Information and Microforms.

2.  CATALOGING MICROFORMS

2.1  Reproductions

Fixed fields.  *Code the fixed field elements

...

, except REPR (Form in OCLC) for the *original item described in the body of the entry, not for the reproduction

...

which is described in

...

the 533 field.

...

 Code the fixed field element REPR for the type

...

of reproduction described in

...

For reproductions of theses and dissertations, often received in microform format, see Bibliographic formats and standards, Section 3.2.

Format elements having special application for microforms are:

• Fixed fields: REPR, DAT TP, Dates, CTRY
• Variable fields:

            007  Physical description, Microforms (Level I, required)

            533  Photoreproduction note (Level I, required)

            539  Data elements of reproduction  (Rice does not use)

            245  subfield |h General Material Designation (GMD)

General Material Designation (GMD):

OCLC records require the GMD to be enclosed within square brackets (not required prior to 1993).  Records transferred to Sirsi should have square brackets surrounding the GMD supplied by the cataloger, i.e. 245 \--  title \|h \[microform\].  The record in the online public catalog is then more intelligible.\\ \\ \\

Added copies in microform:

Additional copies in microform of items in printed form already in the collection should be cataloged separately. Note that some older records in Sirsi show added microfilm holdings as second copies in the copy holdings record.

Major microform sets:

Responsibility for major microform sets is ordinarily assigned to one cataloger, who monitors the availability of additional sections of the sets, and the availability of analytic copy from commercial sources for purchase and tapeloading into the online catalog.

Authority work:

Authority work for individual items is the responsibility of the cataloger as for printed items. Data Base Management deals with authority work for tapeloaded analytics.

Classification and Location 

the 533 field.

• Microfilm = a
• Microfiche = b
• Microopaque = c

Variable fields.

*007.  *Required in records for microforms.  Refer to the field 007 values table in _Bibliographic Formats and Standards.  _Subfield coding varies with each item.

245.  Include the general material designation [microform] in subfield h. This subfield is not valid under RDA rules, being replaced by the 336-338 fields. 

245 10 Records, 1896-1958|h [microform]

*533.  *Enter a note describing the reproduction after all notes that pertain to the original.  Begin the note with the appropriate term ("Microfilm," "Microfiche," etc.).  Refer to Bibliogaphic Formats and Standards for subfields.

533 __ Microfilm.|bPhiladelphia :|cPresbyterian Historical Society,|d1985. |e6 microfilm reels : positive ; 35 mm. |f(Heritage Patron Micropublication ; no. 377)

539.  *Enter a note for the coded information pertaining to the reproduction described in field 533 (Reproduction Note). Enter the note after field 533.  *Note: this field does not display in Sirsi.  Refer to Bibliogaphic Formats and Standards for information on the subfield coding.

539 __ s|b1997|dctu|en|ga

2.2  Original microform publications

Current records follow guidelines in AACR2, chapter 11 and Bibliographic Formats and Standards. Original cataloging will be done under RDA

Microforms are in the Kelley Center for Government Information and Microforms, except Microform is currently housed in the Division of Government Publications and Special Resources, except the archival microfiche copies of Rice University theses, which are in the Woodson Research Center. Individual items and sets are classified as with other material.  Codes are as follows:
WRC.

Copy status code:

As microform items are not barcoded and are not regularly labeled by the Marking Table, the current location should not be changed to INPROCESS but should remain the same as the  location.

Microform accompanying printed material:

See  Mixed media section.

Printed guides accompanying microform sets/series:

Usually cataloged on the same record as the microform, with location code GOV-MICRO and item type REF-BOOK, and sent to Government Publications to be shelved near microform set. The word "Guide" is the last element of the call number. The disposition of second copies of such guides is determined by the Head of Government Publications and Special Resources.  In the past they were added with a REFERENCE location; now they are usually added as c.2 in GOV-MICRO.

Marking

Microforms are not barcoded.  The call number for microforms is preceded by the designation “Microfilm” or “Film,” “Microfiche” or “Fiche,” etc.

Microfilm reels:  Write call numbers in ink on box, stamp with ownership stamp, and leave on Government Publications shelf in Acquisitions.  Or, insert flag or scratch card with call number into each reel box.  Marking Table will write call number on box and stamp ownership stamp.

Microfiche:  Mark call number and ownership stamp on envelope of each fiche.

Microopaque (microprint, microcard): no longer currently received.  Call number marked on verso of each card with ownership stamp.

Sets:  In the case of large sets, particularly those ongoing, stamps may be made with call number.  Usually student help is used for stamping, including ownership stamp, or writing call numbers.

Continuations, standing orders:  some material received on a standing order basis, e.g., microfilmed newspapers, journals replacing the printed forms, are checked in, marked and stamped by Acquisitions personnel.  Statistics are reported monthly to the Marking Table.

Statistics

As microform is not barcoded, the Marking table is responsible for a manual count of these items.  Catalogers may assist by reporting a known count (available from packing lists or other accompanying material) in the case of large microform sets.  Reporting counts, particularly when the material bypasses the Marking Table, is vital for statistical purposes.

Miscellaneous

Table IV.D.1.  Item types and locations

4.  MISCELLANEOUS INFORMATION ON MICROFORMS

*Major microform sets.  *The Head of Cataloging and Metadata Services monitors the availability of additional sections of sets, and the availability of analytic copy from commercial sources for purchase and loading into the online catalog.  After analytic records are batch loaded into Sirsi, cataloging staff handling database management deal with authority work for the records.

*Microform copies of printed materials.  *Microform copies of printed materials already in our collection should be cataloged on separate records and not added as copies to the print record.  Past practice (pre-AACR2) was to add microforms as copies to the print record.

Microfilm Serials going to the LSC, please follow these special instructions -

• All microfilm serials that are going to the LSC and have earlier and/or later titles filmed together on the same reel should have a |z(View for Holdings) call number with the LSC-VIEW location code attached to the bib record for each title.
• In the above case, attach the barcoded item to either the latest title or to the title which has the most issues on the item. For each of the other titles which has issues on that reel, add analytic item records representing the missing issues with the LSC-ANALYTIC location code and using the same call no. as the actual item. Also add a 590 note explaining which reel/record that the information can be found on: "On reel with: <title(s) of records containing the items."

Barcoding and current location.  With the exception of microfilms, microforms not barcoded.  Microfilm reels are barcoded and items linked to the bibliographic record by Cataloging staff for firm orders and set standing orders, and by Acquistions staff for serial subscriptions. For all microforms, the current location should not be changed to INPROCESS but should remain the same as the home location as microforms are not labeled by the Marking Table. Exception: Microfilm going directly to the LSC has a current location of INPROCESS until the item is processed for the LSC.

Microforms accompanying printed material.  *See Mixed Media

Printed guides accompanying microform sets/series.  *See Mixed Media

Physical processing of microforms.  *See Processing Microforms

 Replacements for crushed or missing reel boxes or microfiche envelopes may be obtained from Government Publications.