Cataloging Microforms

MICROFORMS

Microforms (microfilm, microfiche, micro-opaques) are cataloged in the Fondren Library according to the provisions of AACR2, Chapter 11, LC Rule Interpretations, LC Subject Headings and classification schedules, and Bibliographic Formats and Standards as appropriate.  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

Microfilm reels should be viewed to ascertain that descriptive copy is correct, that no additional bibliographic items appear on the reel, 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):

• Code the fixed field elements (except REPR) for the original item described in the body of the entry, not for the reproduction item described in Field 533.
• Code the fixed field element REPR for the type of  reproduction described in Field 533.
  
  

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 

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:

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

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