PROCEDURES FOR BIBLIOGRAPHIC PROCESSING LEVEL II MICROFORMS

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  1. If the record in LTFI is not a DLC/DLC with an OCLC number and an at least partially complete 050 call number, search OCLC.

  2. If you find a member-input record which appears to match, check the following fields to make sure it really does match:
      1. Author (& co-authors) - 100, 110, 111 (& 700, 710, 711)
      2. Title - 245 ($a Title |h [microform] : $b subtitle / $c statement of responsibility.) [Note: Check the filing indicator and proofread the title to make sure it has been transcribed just like it is on the microform.]
      3. Edition - 250 - if present on the microform
      4. Publisher & date - 260 ($a Place : $b Publisher, $c date.)
      5. Physical description - 300 (__ microfilm reel ; 35 or 16 mm.)
      6. Series - 440, 490 0, 490 1 combined w/ 8XX - if present on the microform
      7. 007 - Click here for physical description fixed field for microform.


  3. Check next whether the record has an 090 call number and subject headings (6XX fields). If it does have these two essentials, proceed to catalog the microform following this procedure.

  4. Do not delete any fields that don't display to the public (including 653).

  5. Proofread the contents (505) note for correct spelling and formatting.

  6. Delete 6XX _4 fields, unless there are no other subject headings. Click here for more information.

  7. Also delete or convert 6XX _1 fields (children's subject headings), unless there are no other subject headings. Click here for more information.

  8. If the microform is to go into umic, change the FXGG in the 049 field to FXGZ. If it is to go into udoc, mfm, cut the location code from the F5 screen and change it to ugen. After overlay, paste the udoc,mfm back into the F5 screen. [This is because we don't know what the 4-letter OCLC code is for udoc,mfm! All the Princeton microfilms will go to udoc,mfm.]

  9. Update the record by keying in u and hitting F11.

  10. Export it by hitting Cont F3 (or keying in xpo and hitting F11).

  11. Transfer it to Notis by using WinONI. Click here for ONI instructions.

  12. Call up the record in Notis and add your initials.

  13. We always want to use the "authorized" form of names, uniform titles, subjects and series. BAM the record using CLARR and check the report that is generated.

  14. Resolve any authority problems revealed by CLARR. Click here for general tips on using CLARR. Click here for the complete CLARR user's manual. If you need help resolving an authority problem, check with Mirtha.

  15. Be especially careful that the correct series authority record has been derived, that SER in the fixed field is coded correctly and that we are using the correct numbering scheme. Click here for information on the SER codes.

    If you do not find a matching authority record for a series, route the microform to the Head of Monographic Cataloging for the establishment of the series in LTFI. Add the following note in the copy holdings screen "Mirtha's office".

  16. Before closing the CLARR report, check the "validation errors" and resolve them. [Four errors are bogus: 040, 049, 090 and 599.] If you have any questions about these errors, check with Mirtha.

  17. Verify the call number. Begin by checking the call number in Notis using the "bro cls" command. Make sure the classification number puts the microform with other titles on the same subject and make sure that the cutter or cutters fit our shelflist.

    If the 090 call number lacks a date, add the date. If the cutter has only one digit (e.g., .C4), expand it to two digits using the Cutter Table from the G060 section of the "Subject Cataloging Manual : Shelflisting."

    If you have the first instance of a call number, check the classification schedules. If you are still unsure that the classification number has been correctly assigned, check with Mirtha.

  18. Check the copy holdings screen for correct display of call number and copy status code. If the bib record is for a multi-volume set, change the code from 1L to 2L (our holdings are incomplete) or 3L (our holdings are complete).

  19. Likewise, if the bib record is for a multi-volume set, create volume holdings. Click here for procedure on creating volume holdings records. For microfilms, use the term "reels" in the MARC holdings statement.

  20. Keep statistics for all titles and volumes cataloged and for all authorities records derived.

  21. We do not make item records or barcode microforms. Thus when we're done, we give them to the person in charge of physical processing with a printout of the copy holdings screen with call number.

  22. For location codes and labeling information for both reels and accompanying guides, see the Level I procedure.