32.3.  Cataloging reproduction microforms

Reproduction microforms are cataloged according to LCRI Chapter 11 , by which the description is based on the hard copy serial and the details of the microform are given in a note (field 533 ).  This practice, which continues that called for by earlier rules, is a direct reversal of AACR2 Chapter 11, by which microforms are to be cataloged from the physical medium first, with details of the original given in a note (field 534).

32.3.1.  A brief history of the "multiple versions" issue and the cataloging of reproductions

Cataloging practices for reproductions have varied significantly ever since the adoption of AACR2.  Some libraries, most notably the National Library of Canada, chose to catalog all microforms in accordance with AACR2 Chapter 11, rather than adopt the LCRI for reproductions.  Other libraries adopted the RI, creating records based on the original.

Many others have chosen not to catalog reproductions at all, recording them instead with the holdings for the hard copy serial.  Those choosing not to catalog reproductions separately find it too costly and often feel that the patron is not well served by separate records.  The most notable example of this practice has been the United States Newspaper Program, which uses a single bibliographic record for each title with format information noted in the OCLC local data record.

The rapid increase in preservation filming projects has made it necessary that information about the availability of preservation microfilm be conveyed to other libraries to facilitate cooperation and prevent duplicate filming.  At present, the best means for this notification is to catalog the reproduction.  To encourage the cataloging of preservation microforms, the Association of Research Libraries in 1990 published its Guidelines for Bibliographic Records for Preservation Microform Masters, prepared by Crystal Graham.  In 1992, CONSER adopted an "interim" approach for the cataloging of reproductions, as expressed in Appendix M of the CEG, which is based on the ARL guidelines.

Under both the ARL and CONSER guidelines, a separate record is created for the reproduction based on the record for the original.  The record for the reproduction may be "cloned" (see below) from the record for the hard copy and special exceptions from standard CONSER policy allow the input of AACR1 and latest entry records for reproductions.

The hope has long been that a "multiple versions" solution would be found by which a single bibliographic record could be used to describe both the original and the reproductions.  A meeting, called the Multiple Versions Forum, was held in 1989 at Airlie, Va. in which a "two- tier" hierarchical approach was recommended.  That model consists of a master (core) bibliographic record with attached holdings records describing the different versions.

This approach was later rejected by some who felt that including the bibliographic information for the microform and the holdings in one record would be too confusing.  They recommended a three-tier approach–the core record, the microform bibliographic description, and the holdings.  In 1993, the Multiple Versions Task Force of the American Library Association's Committee on Cataloging: Description and Access recommended adoption of the three-tier model.

The basic problem with both the two-tier and the three-tier models is that there is currently no way to communicate such records among databases.  So until such records can be distributed and interpreted by our systems, we continue to create separate records according to the ARL/CONSER approach.

32.3.2.  Methods of cataloging reproductions

There are several methods for cataloging reproductions.  In all of these methods, the description is based on the original hard copy publication, with details of the microform given in the 533 note.  All reproductions, including reproductions of reproductions, should be considered reproductions of the hard copy serial.

a.  Cloning

When a bibliographic record is available online for the hard copy serial, it may be cloned to produce the record for the reproduction.  The record for another microform version of the same serial may also be used.  Cloning copies the variable fields for the hard copy record to a new record, to which are added the fixed field codes and the specific fields relating to the microform (e.g., 533).  This method is the most efficient way of cataloging reproductions.  Be sure, however, to delete from the microform record data outside of the bibliographic description that relates only to the hard copy, such as the price or subscription address.  Cloning may also be done from another microform version of the same serial.

When cloning records, all headings (names, series, and subjects) must be verified against the authority files.  Names that are not in the authority file should be given in AACR2 form ( FN 2).  Subject headings must be currently valid.

The degree to which the description is reviewed when cloning records is a matter of institutional policy.  Some institutions routinely consult the microform to be sure that data in the hard copy record applies in every way to the microform.  Other institutions may choose to accept the data in the hard copy record without reviewing the microform.  When the microform is not consulted, set the encoding level to value "1" (issue not consulted).

For more detailed instructions on cloning, consult your system's input guidelines.

b.  Transcription from catalog cards

When there is no cataloging online for the hard copy, cataloging data may be taken from a catalog card, preferably an LC card.  Record data in accordance with CONSER policies for retrospective conversion (see CEG B5 ).

c.  Original cataloging

If an online record for the hard copy (or another microform version) cannot be found, create a new record.  Base the description (fields 245-4XX) on the original hard copy serial, as reproduced.  Omit information that is not readily available, such as the size of the original (300 $c).  Give the details of the microform in field 533.  Follow guidelines in the CEG for the coding of fixed field elements, including field 007.

The first two methods, cloning and transcribing catalog cards, are generally preferred over original cataloging because they make efficient use of existing records as well as collocating the records for the hard copy and the microform.  Nonetheless, there are circumstances when records created under superseded rules are unsatisfactory, incomplete, or misleading, and cataloging the reproduction originally is judged more expeditious.  For example, current rules for choice of entry and the definition of a title change occasionally make it possible to create a single record rather than a succession of records as required by AACR1.  Whether or not to make use of existing cataloging is a matter of institutional policy.  Some institutions prefer to have AACR2 cataloging for all titles and do not wish to use existing cataloging based on earlier rules.

d.  Prospective cataloging and queuing

When cataloging preservation microforms, a library may enter a catalog record before the filming has been completed in order to alert other libraries of a decision to film the item.  This technique is known as "prospective cataloging."  When the characteristics of the preservation copy-to-be can be accurately predicted and the time between the decision to preserve and the date of preservation action is short, the library may create a bibliographic record describing the copy-to-be.  This record may be created by any of the means described above:  cloning, transcription from the catalog card, or original cataloging of the hard copy in hand.

Another technique for notifying other libraries of preservation decisions is "queuing."  In the cataloging system, this is accomplished by "announcing a commitment to preserve."  In this method, a minimal-level bibliographic record is created for the microfilm.  After the filming is completed, the minimal level record is upgraded to the full level.  In RLIN, a queuing date field (QD) is added to a record describing the hard copy.  When the filming is complete, the record is revised to describe the microfilm and the queue date field is deleted.

32.3.3.  Description of reproductions

a.  Chief source

When cloning or transcribing from catalog cards, give the description as it appears on the catalog record for the first or earliest issue of the hard copy.

When cataloging originally, use as the chief source the title page of the hard copy serial, as reproduced.  If there is no title page, use the cover or other preliminaries.  A common problem with the cataloging of reproduction microforms occurs when there is no title page and the cover has been removed during the filming process.  The only source of title may be the editorial or contents page and the title may vary from that given on the cover.  In such cases, use the title from the best available source and be sure to add a source of title note (LCRI 12.0B2 ).

Another frequently occurring situation is the presence of volume title pages which replace individual title pages.  Although a volume title page generally should not be used as the chief source (LCRI 12.0B2), it may be used for reproduction microforms when there is no other source of the title.  In such cases, add a source of title and "description based on" note.  See also CCM 3.2.4b.

500 ## $a Description based on: Vol. 1 (1943); title from vol. t.p.

b.  Main entry (fields 1XX)

When cloning or transcribing from a catalog card, the choice of main entry should be the same as that for the hard copy serial.  For original cataloging, follow the rules in AACR2 Chapter 21, as for any other serial.  See also CCM Module 4.  Name headings should be authoritative or at least in AACR2 form.

c.  Title statement (field 245)

The title statement contains the title of the hard copy as reproduced.  Titles on the microform headers and the container should not be included in the title statement.  Record such titles in field 246, as explained below.

When cloning or transcribing catalog cards, give the title statement as it appears on the record(s) for the hard copy.  If the source record is pre-AACR2, do not revise the title statement to conform to AACR2 practices (e.g., do not omit other title information or add a statement of responsibility).

When cataloging originally, record the title statement according to the rules in AACR2 chapters 1 and 12 and LCRIs; see also CCM Module 6.

In addition, add the general material designation "[microform]" in square brackets following the title proper to all records.  Until fall 1994, a GMD was not added to pre-AACR2 records because the GMD was not defined under earlier rules.  However, the GMD provides a clear signal that the record is a microform and CONSER catalogers have opted to use the GMD in all records, regardless of the rules under which the title was described.

245 00 $a Anthony's photographic bulletin for ... $h [microform].

[AACR2 example]

245 00 $a The American mercury digest $h [microform]; $b distinguished American mercury articles and stories which have been accorded wide acclaim.

[Pre-AACR2 example]

d.  Uniform title (fields 130 and 240)

On AACR2 records, uniform titles that distinguish serials with the same title are assigned to reproduction microforms in accordance with the guidelines in AACR2 chapter 25 and LCRI 25.5B ( FN 3).  Uniform titles are not assigned to distinguish the microform reproductions from the hard copy or from other versions of the microform.

When the hard copy has been cataloged according to AACR2 and assigned a uniform title, the same uniform title should be added to the record for the reproduction microform.  This assures that both file together and can be easily identified as being the same bibliographic item.  If the hard copy record contains a description based on note and the first issue is available on the microform, assign a uniform title  qualifier based on the earliest information, even if this means changing the qualifier in the hard copy record.  Do not add the GMD to uniform titles (LCRI 25.5D ).

When cloning or transcribing a pre-AACR2 record, do not assign a uniform title to distinguish serials with the same title.  Uniform titles are not added to pre-AACR2 records because they were not defined under earlier rules.

e.  Variant titles (field 246)

Follow guidelines for variant title access as expressed in AACR2 12.7B4 and 12.7B5, 1.7B4, CEG field 246 , and CCM Module 7.  For microforms, an important access point can be the title found in the eye-readable microfiche header or on the container.

246 1# $i Title on container: $a New Brunswick royal gazette

While subfield $h is defined for field 246, the GMD is not added to variant titles or other added entries (LCRI 21.29 ).

f.   Edition statement

If the hard copy serial was issued with an edition statement, record this statement in field 250 .  The process of creating a microform reproduction does not constitute a varying "edition" from the original.  Do not record an edition statement such as "Microform edition" when cataloging microform reproductions, even if it appears on the piece.  Remember that the description is for the hard copy.

g.  Publication, distribution area (field 260)

Record the publishing details of the hard copy serial in field 260 .  Record the publishing details of the microform in subfields $b, $c, and $d of field 533.  (See below.)

h.  Designation/Description based on note (fields 362 and 500)

When cloning or transcribing a catalog card, give the designation (field 362 ) as it appears on the record for the hard copy.  If the scope of the microform reproduction is greater than that covered by the hard copy record, consider making changes to the hard copy record.  For example, the serial may have ceased and the complete run is given in the microform but the hard copy record shows the serial as ongoing.  In another situation, the microfilm may contain the first issue while an AACR2 record for the hard copy record has a "Description based on" note.  If this is the case, evaluate the description in the hard copy record against the first issue as reproduced to see if changes are needed.  If the information is the same, add a formatted 362 field (first indicator "0") with the designation of the first issue to the hard copy record.  CONSER catalogers may also wish to revise the hard copy record by adding an unformatted 362 field (first indicator "1") to indicate when the serial began or ceased, as appropriate.  In such cases, also change the fixed field dates.

When the scope of issues expressed by the hard copy record is greater than that covered by the microform, the information should be included/retained in the record for the microform.  Remember that the record covers the entire serial, regardless of the number of issues reproduced.  The extent of issues published is expressed in field 362 while the extent of issues reproduced is expressed in subfield $m of field 533 .

When cataloging originally, record the numerical/ chronological designation of the first issue, as found on the reproduced first issue of the hard copy serial, in field 362.  If the first issue is not available, record the designation of the earliest issue available in a "Description based on" note (field 500 ).  See CCM Module 8.

If the cover and other preliminaries have been removed from the first/earliest issue, take the designation from anywhere in the issue.  If no information is available in the first/earliest issue, supply a designation in brackets, based on information found on later issues or from other sources.  If not found elsewhere, record the designation from the volume title page, when available.

i.   Physical description (field 300)

Record the physical details of the hard copy serial in field 300 .  Accept the description as found when cloning from the record for the hard copy.  If the serial is complete and is not expressed as such on the hard copy record, add the number of volumes to the microform record when this information is readily available.  When doing original cataloging, give the extent ("v.") and illustration statement, if appropriate, but omit the size as it is impossible to determine the size of the original from the reproduction.

Record the physical description of the microform in subfield $e of field 533.  If differences between the physical characteristics of the original and the microform reproduction are considered significant, add a note in field 533 subfield $n.

300 ## $a v. : $b ill. (chiefly col.) ; $c 28 cm.

533 ## $a Microfilm. $b Ann Arbor : $c University Microfilms. $e microfilm reels : ill. ; 35 mm. $n Color illustrations reproduced in black and white.

j.  Series (fields 4XX and 8XX)

Record series statements associated with the hard copy in field 440 or 490 .  All traced series must be represented by a series authority record.  The series tracing is given in fields 440 or 8XX .  Series associated with the microform are given in subfield $f of field 533.  If the microform series is traced, give the series heading in AACR2 form in field 8XX.  For further information, see CCM 32.3.5b.

k.  Notes

Notes relating to the hard copy serial precede the reproduction note, field 533 .  Notes about the microform are given in subfield $n of field 533.

When cloning or transcribing catalog cards, notes may be retained or omitted, based on catalogers' judgment.  On cloned records it is most expedient to retain notes unless the information obviously does not apply to the microform version, such as a note stating the presence of a cumulative index that is not included on the film.  When transcribing, catalogers may wish to exclude notes appearing on older records, such as a note that explains variations in subtitle or a lengthy "Publisher varies" note that is not needed to justify added entries.  In general, retain notes justifying added entries and those citing related titles (i.e., links).  "Dashed-on" notes representing supplements and indexes may be found on some pre-AACR catalog cards.  Such notes generally represent items that would today be cataloged separately.  Do not try to include these notes in the record.  If considered important, create a separate record for the related item if it has been reproduced.

l.   Field 533

The most important note for a reproduction is field 533, which provides most of the information relating to the microform.  When cloning or transcribing a pre-AACR2 record for the hard copy, it is permissible to give the 533 field in its AACR2 form, including the use of ISBD punctuation ( FN 4).  The following information is/may be given, as appropriate.  When information is taken from a source other than the microform, include it in brackets ( FN 5). For further information, see CEG field 533 .

$a  Type of reproduction.  The specific material designation (SMD) is given in subfield $a.  AACR2 11.5B1 lists four possible SMDs:  aperture card, microfiche, microfilm, microopaque.  In most cases, microfiche or microfilm will be the SMD.

$m  Dates of publication and/or sequential designation of issues reproduced.  Subfield $m contains the extent of the original publication that has been reproduced.  It is required in records for preservation masters and optional for other microform reproductions.  The subfield was defined in the early 1990's and does not appear on records created prior to its definition.  The data in subfield $m is given in the form specified for holdings data rather than the form prescribed for field 362.  Follow guidelines in the CEG for formatting 533 subfield $m.  Input subfield $m following subfield $a.

533 ## $a Microfilm. $m v.15-25 (1927-1937):[Lacks v.23:no.7] $b Cambridge, Mass : $c Harvard University Library Reprographic Service, $d 1992. $e microfilm reels ; 35 mm.

$b  Place of reproduction.  Input in subfield $b the location of the agency responsible for the reproduction or its distribution that is given in 533 $c.  When the microform has been produced for the responsible agency by a contractor, the place given in subfield $b should be that of the responsible agency or distributor, not the place of the contractor.

533 ## $a Microfilm. $m 1943-1968. $b Evanston, Ill : $c Filmed by Research Publications, Inc. for the American Theological Library Association, $d 1994. $e 25 microfilm reels ; 35 mm.

[Research Publications, Inc. is in Conn.]

$c  Agency responsible for reproduction.  Consider the "agency responsible for the reproduction" to be the agency that selected the material to be filmed, arranged for filming, exercised control over production formats, has overall responsibility for quality, etc.  If the agency is unknown, give "[s.n.]."  Transcribe also the name of the agency from which to secure copies (if different) and the microproducer when known and considered important.  For more complete information, see CEG field 533 $c.

533 ## $a Microfilm. $b Washington, D.C. : $c Library of Congress Preservation Microfilming Office : $c Available from Library of Congress Photoduplication Service. $e 1 microfilm reel ; 35 mm.

$d  Date of micropublishing.  Give the dates of filming when available.  If the filming is on-going, leave the date open.  Omit the dates of reproduction when not available.  Do not use incomplete dates, such as 198- or 19  -.  When the date is not given in subfield $d, input a period after the information given in subfield $c.

533 ## $a Microfilm. $b La Jolla, Calif. : $c University of California, San Diego, $d 1993-  $e microfilm reels ; 35 mm.

533 ## $a Microfilm. $b Bedford, N.Y. : $c African Imprint Library Services. $e 5 microfilm reels ; 35 mm.

$e  Physical description of microreproduction.  Give the extent of the reproduction in terms of the specific material designation "microfilm" or "microfiche."  In addition, add to microfilm one of the terms:  cartridge, cassette, or reel, as appropriate.  Add to microfiche the term cassette, if appropriate.  When the serial is complete, the number of reels or sheets of fiche may be added, if known (AACR2 11.5B1-2).

If more than one serial is included on a single microfilm reel, express the extent of item  as:  "1 microfilm reel."  Do not apply AACR2 11.5B3.  See also CCM 32.3.5c.

$f  Series statement of microreproduction.  Record the series statement of the microform in subfield $f.  If the series is traced, give the series in field 8XX as it appears in the series authority record.  All traced series must be represented by a series authority record.  Do not consider stock numbers of micropublishers to be series.  Enclose the series statement in parentheses.

533 ## $a Microfilm. $b New Canaan, Ct. : $c Readex Microprint Corp. $e 1 microfilm reel ; 35 mm. $f (Early American newspapers).

When analyzing a serial in a microform set, give the entry for the set as the series and the reel number as the series numbering.

533 ## $a Microfilm. $b Woodbridge, Conn. : $c Research Publications, Inc., $d 1982. $e 6 microfilm reels ; 35 mm. $f (History of photography periodicals ; P1).

$n  Notes about the reproduction.  Subfield $n was defined in 1994.  Prior to its definition, notes relating to the microform were tagged "500" and input following field 533.  Such notes may include "Filmed with: " notes that provide the titles of other serials included on the microform.  Other possible notes are:  "Issues filmed out of order", "Missing pages", or notes about other defects in the reproduction.  Some institutions add a note ( FN 6) concerning the master negative, such as:  $n Master microform held by: CUS.  Repeat subfield $n when more than one note is given.

533 ## $a Microfilm. $m 1935-1939. $b New York : $c New York University. $e 6 microfilm reels ; 35 mm. $n Missing pages. $n Some issues filmed out of order.

$7  Fixed field data relating to microform (field 539 on OCLC).  Subfield $7 of field 533 was defined to carry the fixed field data relating to the microform.  In order to subfield each element for ease of input and readability, OCLC defined field 539 to carry the subfield $7 information.  Providing coded data relating to the microform is optional.  For further details, see CEG field 539 .

m.  Linking fields

1)   Links to the hard copy serial (field 776 )

CONSER has developed specific guidelines for linking reproductions to the original hard copy serial for preservation masters.  Preservation masters must be linked to the original (when a record exists) and vice versa.  Linking of service copies, particularly those produced commercially, and their hard copy counterparts is optional and a matter of institutional policy.  When there is no record on OCLC for the hard copy, do not include field 776.

In addition, the content of the link has been changed to avoid redundancy.  Since the title of the reproduction is, in most cases, identical to that of the hard copy, subfield $t (title) is omitted.  Subfield $c has been redefined to include the term "Original", which is used in the microform record, and the SMD "Microfiche" or "Microfilm", which is used in the hard copy record.  Subfield $d has also been redefined to include the micropublisher (from subfield $c of field 533) and is used in the hard copy record in the link to the reproduction.  If the microform has been cataloged in one record according to AACR2 and the hard copy is represented by more than one pre-AACR2 record, give multiple subfield $w's in one 776 field.  For more complete information, see CEG field 776.

2)   Links to earlier/later titles (fields 780 / 785 )

When linking to an earlier or later title, first search to determine the presence of an online record.  Construct the link according to guidelines in the CEG.  If the record is for the same microreproduction, include the control numbers for that record in subfield $w.  If no record is found for the same reproduction, give the cataloging entry (subfields $a and $t) and the ISSN ($x), if available, but do not include subfield $w.  When cloning records, be sure to change or delete the subfield $w contained in the links on those records.

n.  Fixed fields

1)   008 and Leader

The primary fixed field code for a reproduction is element 008/23 "Form of item".  Code this element with "a" for microfilm or "b" for microfiche.  Code all other 008 fixed field data for the original.  (Note that prior to 1992 most of the elements were coded for the microform.)  Libraries wishing to encode fixed field information for the microform may use the OCLC-defined 539 field or field 533 $7, as applicable to their system.  CONSER libraries using a record with a fixed field coded for the reproduction should revise the information to conform to current practice.

2)   007

Field 007 carries coded data relating to the physical characteristics of the microform.

As noted in 32.1.3, microfilming activities may result in three "generations" of microform:

(1)  the preservation master

(2)  the printing master (from which service copies are made)

(3)  the service copies

When a library acquires a microform from an outside source, it is the service copy that is acquired and used by the library patron.  Commercially produced microforms are always service copies.  When the record represents only a service copy, input one 007 field.

007  $a h $b d $d a $e f $f b--- $g b $h a $i c $j a

When an institution is cataloging a title produced through a preservation microfilming program, the record represents the preservation master, the printing master, and the service copies (if all three are generated).

When a record represents more than one generation, input an 007 field for each generation.  Input in the following order:  service copy, preservation master, and printing master.

007  $a h $b d $d a $e f $f b--- $g b $h a $i c $j p

[$i c = service copy]

007  $a h $b d $d b $e f $f b--- $g b $h a $i a $j p

[$i a = preservation master]

007  $a h $b d $d b $e f $f b--- $g b $h a $i b $j p

[$i b = printing master]

All elements must be coded except subfield $c.  While code "u" may be used if information cannot be determined, catalogers should first consult preservation administrators within their institution for complete information.

For further details on coding field 007, see CEG field 007 (Microforms) and Appendix M .

o.  Call numbers and control numbers

1)   Call numbers (field 050 )

Because separate records are created for the hard copy and the microform, the call number for the hard copy is not given on the record for the microform in field 050.  The call number given in field 050 should be that of the microform reproduction, which is often a shelf number.

On record for the print:

050 00 $a J461 $b .K44

On record for the microform:

050 00 $a Microfilm 86/47600

Institutions arranging microforms by LC-style call numbers may input their LC class number in a separate 050 14.

On record for the print:

050 00 $a HC103.7 $b .N38

On record for the microform:

050 14 $a HC103.7.N38 Mfch

2)   Control numbers

When cloning or transcribing records for the hard copy, do not include the LC control number (010), LAC bibliographic record control number (016), Authentication center code (042), Postal registration number (032), or other control numbers from the copied record.  The ISSN (022) and CODEN (030), however, should be included on the record for the reproduction as these numbers relate to both the hard copy and the reproduction.

p.  Subject headings

Subject headings cloned or transcribed from hard copy records should be verified to assure that they are currently valid and properly constructed and tagged.

32.3.4.  Changes

a.  Previously undetected changes

In the course of cataloging a microform for which there is an online record for the hard copy, heretofore undetected changes may be discovered.  If such a change necessitates the creation of successive entry records, such as a title change or a change in issuing body used as a qualifier in the uniform title, consider changing the corresponding hard copy records as well.  If the changes do not affect the main entry and number of records, it is only necessary to revise the description for the microform record.

b.  Title changes

Title changes for reproductions are governed by the same rules as the hard copy, but may be much harder to find.  A microform covering many years on numerous reels or fiche can challenge the cataloger to ensure that any and all title changes have been accounted for.  Looking through microfilm, reel by reel, is tedious and time-consuming.  First be sure to search all available sources for cataloging of the hard copy.  If no existing cataloging is available, spot check the beginning, middle, and end of the microform to see if the title has changed.  When there is no existing cataloging and changes are found, and there is doubt as to whether the changes constitute title changes, consider them to be title variations.

c.  Micropublisher changes

Create separate records for reproductions by different micropublishers.  However, a reproduction that is published by a succession of publishers or a publisher which changes its name requires only one record.  Commercial micropublishers frequently change name or location or are bought out by other companies and it can be a challenge to the cataloger to make this determination.  Check the coverage of the film to see whether the same issues have been filmed or there is a succession of issues.  Look also for clues in the name that may indicate a name change.  For instance, there is a good possibility that Record Retrieval Retention Corporation and 3R Microfilm Service are the same publisher, even though they are located in different places, New York and New Jersey.  Furthermore, when successive issues of a serial are issued by 3R Microfilm Service in Dayton, N.J. and then by Micro-Data, Inc., also located in Dayton, N.J. one can assume that either it is the same publisher with a further name change, or one company bought out the other.

When a change is determined, add a note in subfield $n of field 533.  This information will keep other catalogers from creating new records for what may look like a different micropublisher.

533 ## $a Microfilm. $b Cranbury, N.J. : $c 3R Microfilm Service. $e microfilm reels ; 35 mm. $n Imprint varies: Dayton, N.J. : Micro-Data, Inc., 1990-

[Later issues of 3R film were published in Dayton.]

When the microfilming duties are transferred from one institution to another, whether or not a new microfilm record is needed depends on who retains the master negative and sale-of-copy rights.  If the new institution holds the master negative, a new microform record is needed.  However, if an institution merely contracts-out the filming operation for its own materials to another body, but it is still done on the institution's behalf, a new record would not be needed.

32.3.5.  Special problems

a.  Latest entry records

For preservation microforms, much of the existing cataloging is old and was created according to the ALA rules which called for latest entry cataloging.  Under the provisions for latest entry, all title changes are recorded on one record and the description is based on the latest issue.  Titles that are entered under corporate body that have notes indicating that the corporate name in the main entry has changed from an earlier name are also latest entry records.  Latest entry online records are identified by a "1" in fixed field element 008/34 "Entry convention."  The presence of fields 247/547 is a clear indication of latest entry.  In addition, field 550 combined with field 110 or 111 may indicate a latest entry record, depending on the information given in field 550.

While successive entry records are preferred, both the ARL and CONSER guidelines allow for the input of latest entry records for reproduction microforms.  The basic policy allows for their input only when a full complement of successive entry records is not available.  All name headings must be in AACR2 form, however, and subject headings should be verified to be sure they are currently valid and properly constructed.  For a statement of CONSER policy and guidelines, see CEG Section C10. Latest Entry Records and Appendix M .

b.  Series treatment

An institution may wish to treat a series in a microformat differently from that published in hard copy.  For example, a hard copy series is treated as "analyzed in full, classified separately," but the corresponding series in microfiche is treated as "not analyzed, classed as a collection."  When this is the case, a separate treatment decision is added to the series authority record, qualified with the appropriate term.

Series authority record:

644 ## $a f $5 DLC

644 ## $a n $5 DLC microfiche

645 ## $a n $5 DLC

645 ## $a n $5 DLC microfiche

646 ## $a s $5 DLC

646 ## $a c $5 DLC microfiche

c.  Multiple titles filmed together

When multiple serials (excluding title changes) are filmed together on a reel or set of reels, catalog each title individually.  Give the total number of reels on which the title is found, if the information is readily available.  Construct a note in subfield $n beginning with "With:" or "Filmed with" ( FN 7) but do not add links.

533 ## $a Microfilm. $m v.1-4:no.1 (1906-1924) $b Ithaca, N.Y. : $c Preservation Services of Cornell University. $e 1 microfilm reel ; 35 mm. $n Filmed with: Memoirs (Horticultural Society of New York).

533 ## $a Microfilm. $b Chicago, Ill. : $c Dept. of Photoduplication, University of Chicago Library. $e 4 microfilm reels ; 35 mm. $n Filmed with other titles.

All examples have been revised for this module to reflect current cataloging policies and content designation.  The online records may not reflect these changes.

Figure 32.4.  Commercial reproduction  [Partial record]

This is a record for a commercially produced service copy.  Note that there is only one 007 field, and no subfield $m in field 533 (which is optional).  Field 776 has been added in this record and is also optional for service copies.

Figure 32.5.  Preservation reproduction  [Partial record]

This is a preservation microfilm record.  Note that there are two 007 fields which, in this case, represent the service copy and printing master; subfield $m is given in field 533, and field 776 has been added to link to the record for the hard copy.  Many preservation records will have three 007 fields representing the service copy, printing and preservation masters.

Figure 32.6a.  Cloning:  Hard copy record  [Partial record]

When a record exists for the hard copy serial, it may be "cloned" for the reproduction.  By doing this the cataloger saves rekeying the same information.  The degree to which the information found in the hard copy record is accepted or modified is a matter of institutional policy.  Field 776 has been added to the record for the hard copy above to provide a link to the record for the preservation microfilm.

Figure 32.6b.  Cloning:  Microfilm record  [Partial record]

In this cloned record for the microfilm, the description has been left as it appeared on the hard copy record.  The 007, 533, and 776 fields have been added to describe the microfilm.

Figure 32.7.  Latest entry and successive entries

[Partial OCLC records for the microform]

While the hard copy was represented in the Library of Congress by a latest entry record, another library has created successive records on OCLC.  These have been cloned for the microform records as shown on this and the following page.

RECORD 1

RECORD 2

RECORD 3

Figure 32.8.  Latest entry record

[Partial OCLC record for the microform]

In this case, there were no successive entry records available and the cataloger has transcribed the latest entry record from the catalog card.  The title varies note has been converted to two 247 fields.  Note that not all of the notes have been transcribed.  Subfield $h is added to field 245 and field 533 is given in AACR2 form, even though the record is pre-AACR2.

Figure 32.9.  Reproduction cataloged originally

The cataloging institution has chosen to do AACR2 cataloging for the reproduction.  As a result, the microform record has a uniform title (to distinguish it from another publication of the same title) and contains more information than the hard copy record.

Partial record for original pre-AACR2

Partial record for microfilm:  AACR2

Figure 32.10.  Changes in micropublisher  [Partial records]

In both of these examples, one commercial micropublisher has bought out or changed its name to another.  The presence of the note alerts other librarians to the fact that this is one continuous reproduction that should be represented by one record.

Figure 32.11.  LAC record created according to AACR2 Chapter 11  [Partial record]

The Library and Archives Canada follows AACR2 Chapter 11 and bases the description of reproduction microforms on the reproduction.  Details of the original are given in field 534.  Other differences in LAC cataloging practice are explained in CEG C12 .

Figure 32.12.  Reprint of reprint  [Partial record]

Figure 32.13.  Microform sets

Many microform sets contain serial titles.  In most cases the set is finite and is cataloged as a monograph and is treated as an original microform.  The individual titles are cataloged as reproductions.  When the individual titles are analyzed, the title of the set is treated as a series and may require the assignment of a uniform title according to LCRI 25.5B .  The uniform title is added to the monograph record for the set, as well as being used for the series tracing in the analytic.

Monograph record for the set

Serial record for a title within the set

See also:

Module 32.  Microform Serials