Appendix M.  Microforms

1.  Original microforms

Original microforms are cataloged according to AACR2 chapters 1, 11, and 12.

2.  Reproduction microforms

Guidelines for creating records for reproduction microforms

These guidelines are based on the ARL Guidelines for Bibliographic Records for Preservation Microform Masters of Serials (FN 1).  The creation of CONSER records for preservation master microforms is strongly encouraged.  The creation of records for microform service copies is left to an institution's local policy.  See also Module 32, Microform Serials, in the CONSER Cataloging Manual.

The guidelines presented here are in accordance with AACR2, which calls for a separate bibliographic record for each manifestation of a title.  The bibliographic record for a reproduction microform describes the original text publication, in conformity with LCRI Chapter 11.  Information about the microform is given in subfield $h of field 245, 533 note field, 007 physical description fixed field, and field 008/23 (form of item).  A separate record is prepared for each reproduction.  The record must contain all of the appropriate data elements shown in the chart at the end of this appendix.

When creating records for preservation master microforms, input multiple 007 fields for the preservation master, printing master, and service copy, give subfield $m in field 533 to show the issues that have been reproduced, and use field 776 to link the records for the original and the reproduction (when there is an online record for the original).

When a bibliographic record for the original text publication is readily available in either manual or machine-readable form, it may be cloned as the basis for the new bibliographic record for the reproduction.  Descriptive elements may be accepted as found on the source record but name headings must be given in AACR2 form.  When more than one record is available to adapt or clone, select the record in conformity with CONSER policies given in Part I (B1.6, C7.3).  When no bibliographic record is available, create a new AACR2 record.

Linking related records

When there are online records for both the original, or hard copy, item and a preservation master microform, give reciprocal links.  When creating a record for a reproduction for which there is no online record for the original, do no make a link.  (NOTE:  If there is no record for the hard copy, do not create one simply to provide a link.)  Creating linking entries between commercially produced service copies and the records for the hard copy item is optional.

Unlike other linking fields, subfields $a (main entry) and $t (title) are omitted in 776 fields for reproduction microforms.  Instead, subfield $c (qualifying information) contains the term "Original" (on the record for the reproduction) or the specific material designation (on the record for the hard copy).  In addition, subfield $d is used on the record for the hard copy serial to specify the agency responsible for issuing the microform.

Record for each reproduction:

776  1#  $c Original $w [control no.]

Record for the original:

776  1#  $c Microfilm $d Wisconsin Historical Society $w [control no.]

When to create a separate record for multiple physical manifestations of the microform

Microform service copies may be available from different micropublishers, and in different formats and sizes.  Separate records are created for each item for which there is a service copy.  A single record is created, however, to represent the masters and service copy that result from a single preservation filming operation.

1.   Separate record created:  007 not repeatable.

Create a separate record for a reproduction microform when any of the following varies from that found on another record:

Responsible agency [533 $c]

Specific material designation (e.g., microfilm, microfiche) [007 $b, 533 $a]

Size (e.g., 16 mm, 35 mm) [007 $f, 533 $e]

Example:  Same responsible agency, same SMD, different size

Record 1:

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

533 ## Microfilm. $b Ann Arbor, Mich. : $c University Microfilms International, $d 1988- $e microfilm reels ; 35 mm.

Record 2:

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

533 ## Microfilm. $b Ann Arbor, Mich. : $c University Microfilms International, $d 1988- $e microfilm reels ; 16 mm.

2.   Separate record not created:  007 repeatable.

Do not create separate records for different generations resulting from the same filming operation.  In this case, the 007 field is repeatable and is given in the following order (i.e., service copy, 1st generation master, printing master).

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

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

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

533 ## Microfilm. $m 1896-1902. $b New York, N.Y. : $c New York Public Library, $d 1988- $e microfilm reels ; 35 mm.

When positive and negative service copies are produced by the same microproducer, both may be represented on the same record.  Two 007 fields are input.  Do not give the term "negative" in subfield $e of field 533.

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

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

533 ## Microfilm. $b Ann Arbor, Mich. : $c University Microfilms International. $e microfilm reels ; 35 mm.

For non-commercially produced microforms, it is assumed that the issuing agency given in field 533 subfield $c is the holder of the 1st generation master.  LC practice is to give a second holdings symbol in field 850 qualified with "(master)."  This practice may be followed by other libraries reporting online to NST.

850 ## DLC $a DLC (master)

Incomplete data found in existing records

When a record is found that does not contain a 007 field, try to ascertain the type of microform from the 533 field.  If the micropublisher, specific material designation, and size are the same as the microform being cataloged, assume that the other details are the same.  Add a 007 field with complete details of the microform being cataloged.  Likewise, if a record is found with a 007 containing one or more codes given as "u" and the essential details appear to be the same, change the "u" to match the microform being cataloged, when the information is available.  If field 533 indicates that there are differences in micropublisher, format, or size, create a separate record.

LAC microform records

The Library and Archives Canada follows AACR2 chapter 11 for the cataloging of microreproductions, rather than LCRI Chapter 11.  As a result, the body of the record describes the microform.  Details of the original publication are given in field 534.  CONSER participants who are following LCRI Chapter 11 should input a new record rather than changing LAC records.  These are considered permissible duplicates (Cf. C7.2.6. and C 12).

Chart

The following chart contains the minimum data elements that should be present in a CONSER reproduction microform record, as derived from the specifications for the national base level preservation record.

See also:

Section F.  Appendices

CONSER Editing Guide:  Contents