Guidelines for cataloguing microforms

When cataloguing original publications in microform and microreproductions of materials prepared or assembled specifically for bringing out an original edition in microform, follow AACR2R rule 1.11 and Chapter 11 only. See section B.

When cataloguing microforms which are reproductions of previously published materials, Libraries Australia will follow the Library of Congress rule interpretations for Chapter 11. See section A.

Section A. Microform reproductions

The following section, based on the LC rule interpretations, contains guidelines for cataloguing microform reproductions generally, with additional instructions for cataloguing preservation microform masters and other microform copies generated from the master.

In addition to cataloguing the microform reproduction, it is also desirable to indicate the existence of the microform reproduction in 530 and 776 fields of the record for the original work.

1. Bibliographic data

Transcribe the bibliographic data appropriate to the original work being reproduced. The record for the original work may be copied and edited. Supply the following elements as for the original work:

  • title and statements of responsibility
  • edition
  • material (or type of publication) specific details
  • publication, distribution, etc.
  • physical description
  • series
2. General material designation

Add the general material designation ‡h[microform] after the title proper.

3. 533 field

Give in a 533 field all other details relating to the reproduction and its publication/availability. A single 533 field should be given for all of the generations of microform (first, second or third generation) resulting from the same filming operation and can be updated for further filming of a serial by the same agency. Information should be derived from the microform itself, including title frames and microfilm targets, in preference to the container and accompanying material.

If a record in the National Bibliographic Database (NBD) contains a 533 field which needs to be updated for any reason, e.g. to amend the coverage dates of an existing filming, libraries should either use the Libraries Australia cataloguing client to enter the data online or contact the Libraries Australia Help Desk to arrange for the data to be added to the record.

Include in the note the following bibliographic data in the order listed:

  • ‡a Type of reproduction. The specific material designation of the microform (AACR2, 11.5B1)

‡aMicrofilm.

‡aMicrofiche.

  • ‡m Dates of publication and/or sequential designation of issues reproduced. Record the extent of the original publication that has been reproduced using the appropriate form of volume, issue and date as on the original material. Revise where subsequent filming is done by the same agency as defined in ‡c.

‡mVol. 11, no. 1191 (Mar. 15, 1841)-v. 11, no. 1283 (June 30, 1841); v. 13, no. 1442 (Jan. 1, 1842)-v. 13, no. 1622 (July 30, 1842)

‡m1962-1965.

  • ‡b Place and ‡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 the production formats, has overall responsibility for quality, commissioned the work to be done, etc. When the microform has been produced for the responsible agency by a contractor, the place and name of both the agency responsible and the contractor may be recorded if known, else record whichever is known. Transcribe also the name of the agency from which to obtain copies, if different.‡mVol.1 (1900)-v. 10 (1909)

    When a formatted statement such as “Filmed  by … for …”appears on the microform, give the entire statement in one ‡c subfield.  Otherwise, the responsible agency and the contractor should be entered as separate ‡c subfields.

‡bCanberra, A.C.T. :‡cFilmed by W. & F. Pascoe Pty Ltd for Pacific Manuscripts Bureau, Australian National University

‡bDarwin, N.T. :‡cFilmed by Nearline Imaging Solutions

‡bWarrnambool, Vic. :‡cCorangamite Regional Library Service :‡cAvailable from State Library of Victoria

‡bCanberra, A.C.T. :‡cNational Library of Australia ;‡bBalgowlah, N.S.W. :‡cW. & F. Pascoe

‡bHobart, Tas. :‡State Library of Tasmania :‡cAvailable from the Archives Office of Tasmania

  • ‡d Date of the reproduction. Give the beginning and end dates of filming when available. If filming is ongoing, leave the date open. Revise dates for further filming by the same agency.

‡d1998.

‡d2004-

‡d1998-2000.

  • ‡e Physical description of the microform. Record the extent and dimensions of the reproduction. Microfiche dimensions may be omitted if standard (i.e., 11 x 15cm.

‡e15 microfilm reels ; 16 mm.

‡emicrofilm reels ; 35 mm.

‡e66 microfiches.

  • ‡f Series statement of the reproduction (if applicable). If the reproduction is part of a series, include the series statement.

‡f(Gerritsen collection of women’s history)

  • ‡n Notes about the reproduction. Include notes relating to any aspect of the reproduction, such as “Filmed with:” notes and notes about defects in the reproduction. A “Preservation master held by:” note may be added, if desired. Notes may be added giving details about re-filming activities, such as replacement of a degraded master or improved image quality, and details of preservation activities, such as copying the master from acetate to polyester. Repeat ‡n subfield when more than one note is given.

‡nMissing pages.

‡nFilmed with: Australian motor cycle and bicycle.

‡nPreservation master held by the State Library of New South Wales.

‡nDuplicate printing master held by National Library of Australia.

‡nPreservation master and printing master held by the Archives Office of Tasmania.

‡nMasters held by W. &  F. Pascoe Pty Ltd.

‡nOriginal masters on cellulose acetate base duplicated to polyester base film 2006.

  • ‡7 Fixed-length data elements of reproduction. This subfield contains fifteen character positions and may be used to record coded information pertaining to the reproduction.

4. 007 field

Microfilming activities may result in three ‘generations’ of microform: a preservation master (first generation copy), a printing master (from which service copies are made), and a service copy (third generation or working copy). Separate 007 fields should be used for each generation of microform represented in a single bibliographic record. Input in the following order: service copy, preservation master, and printing master, although it is not compulsory to include a 007 field for service copies. The generation of the microform should be identified in the 007 field, character position 11.

007 he amb021bacp
[Microform is a microfiche with positive polarity, is 11x15 cm, has a reduction ratio of 21X or 21:1, and is in black-and-white. The emulsion is silver halide, it is a service copy, and it is polyester safety base film]

007  hd bfb—baaa
[Microform is a microfilm reel with negative polarity, is 35 mm, has a normal reduction ratio, and is black-and-white. The emulsion is silver halide, it is a preservation master (first generation), and is safety base film whose type cannot be determined]

007  hd bfv—babp
[Microform is a microfilm reel with negative polarity, is 35 mm, the reduction ratio varies, and is black-and-white. The emulsion is silver halide, it is a printing master, and it is polyester safety base film]

If additional 007 fields need to be added to a record in the NBD, e.g. 007 fields for a subsequent filming, libraries should either use the Libraries Australia cataloguing client to input the data online or contact the Libraries Australia Help Desk to arrange for the data to be added to their record.

5. Multiple filmings of an item

In order to simplify access to records for preservation microform masters and service copies, it is recommended that multiple filmings of an item be described in one bibliographic record, using the following guidelines:

  • Subfield ‘m’ of the 533 field should be updated as necessary where subsequent filmings are by the same agency responsible as defined in subfield ‘c’. If the date coverage overlaps, a separate 533 field should be used.

‡aMicrofilm.‡mVol. 1 (1900)-v. 10 (1909)‡bCanberra, A.C.T. :‡cNational Library of Australia,‡d1981.

‡aMicrofilm.‡mVol. 1 (1900)-v. 20 (1920)‡bCanberra, A.C.T. :‡cNational Library of Australia,‡d2004.‡nRefilming of 1900-1910 due to poor quality of original film, and new filming for 1911-1920.

  • A separate 533 field should be used where subsequent filmings are by a different agency.

‡aMicrofilm.‡mVol. 1 (1900)-v. 10 (1909)‡bCanberra, A.C.T. :‡cNational Library of Australia,‡d1981.

‡aMicrofilm.‡mVol. 12 (1911)-v. 20 (1920)‡bMelbourne, Vic. :‡cState Library of Victoria,‡d2004.

  • Where there is a mixture of first generation masters and service copies, one 533 field should be created for each master. Do not create a separate 533 field for the service copy/copies unless the specific material designation of the microform is different.
  • Cataloguers should use judgement to ensure that particular situations are handled in the most appropriate way.

When a 533 field for a subsequent filming needs to be added to a record in the NBD, libraries should either use the Libraries Australia cataloguing client to input the data online or contact the Libraries Australia Help Desk to arrange for the data to be added to their record.

Example 1

000   01289cas 2200253 a 450
001   3793171
005   20061016161918.0
007   hd afa bccp
007   hd bfa baap
007   hd bfa babp
008   061016d19641986acawr nea 0 a0eng 
040 __ ‡aANL‡beng
042
__ ‡aanuc
043 __ ‡au-at-ac
245 04 ‡aThe Canberra news flash‡h[microform].
260 __ ‡aBraddon, A.C.T. :‡bSneak Preview Media,‡c1964-1986.
300 __ ‡a22 v. ;‡c41 cm.
362 0_ ‡aVol. 1, no. 1 (Thursday, July 2, 1964)-vol. 22, no. 3 (Thursday, Jan. 20, 1986)
500  __ ‡aCaption title.
533  __ ‡aMicrofilm.‡mVol. 1, no. 1 (Thursday, July 2, 1964)-vol. 10, no. 52 (Thursday, Dec. 30, 1974)‡bCanberra, A.C.T ‡cNational Library of Australia :‡bBerkeley Vale, N.S.W.  ‡cMicrographics Magic,‡d1979.‡e10 microfilm reels ; 35 mm.
533 __ ‡aMicrofilm.‡mVol. 1, no. 1 (Thursday, July 2, 1964)-vol. 22, no. 3 (Thursday, Jan. 20, 1986)‡bCanberra, A.C.T. :‡cNational Library of Australia :‡bBalgowlah, N.S.W. :‡cW&F Pascoe,‡d2005.‡e25 microfilm reels ; 35 mm.‡nRefilming of 1964-1974 due to poor quality of original film, and new filming for 1975-1986.
650 _0 ‡aAustralian newspapers‡zAustralian Capital Territory‡zCanberra.
651 _0 ‡aCanberra(A.C.T.)‡vNewspapers.
785 00 ‡tInside Canberra news

Example 2

000   01289cas 2200253 a 450
001   12345678
005   20061016161918.0
007   hd afa bccp
007   hd bfa baap
007   hd bfa babp
008   061016d18981912tmawr nea 0 a0eng 
040 __ ‡aANL‡beng
042
__ ‡aanuc
043 __ ‡au-at-tm
245 04 ‡aThe Tassie tattler‡h[microform].
260 __ ‡aHobart‡bSouthern Press,‡c1898-1912
300 __ ‡av. ;‡c30 cm.
362 0_ ‡aMar. 3, 1898-Oct. 15,1912.
500 __ ‡aMasthead title.
533 __ aMicrofilm.‡mMar. 3, 1898-Dec. 31, 1905‡bHobart :‡cFilmed by Imaging Solutions for the State Library of Tasmania,‡cAvailable from the Archives Office of Tasmania,‡d2002‡e8 microfilm reels ; 35 mm.
533 __ ‡aMicrofilm.‡mJan. 1, 1906-Oct. 15, 1912‡bHobart :‡cState Library of Tasmania,‡dProduction planned 2007.
650 _0 ‡aAustralian newspapers‡zTasmania‡zHobart.
651 _0 ‡aHobart (Tas.)‡vNewspapers.

6. Holdings statement

There are different terms for the three generations of preservation microforms:

  • First generation master
  • Printing master (also described as Second generation or copying master)
  • Service copy (also described as Third generation or working copy).

When completing holdings statements for microforms, cataloguers should identify first generation and printing masters by including the appropriate designation in brackets at the end of the holdings statement. Additional internal location information for the masters, such as “coldstore” may also be included if desired. It is not necessary to identify service copies using a designation in holdings statements.

ANL‡cmfmN 69‡cmfmN 69 (first generation master : coldstore) ‡cmfmN 69 (printing master : coldstore)

ANL‡cmfm NX 1060‡g(Dec. 1924 to Aug. 1926)‡cPRU mfm NX 1060 (first generation master: coldstore)‡g(Dec 1924-Aug 1926)‡cPRU mfm NX 1060 (printing master : coldstore)‡g(Dec 1924-Aug 1926)

TSL‡cSRL held‡g26 Sep. 1924-2 Jan. 1925

Reporting preservation intentions to the National Bibliographic Database

To prevent duplication of preservation microfilming activity, institutions are encouraged to report to the ANBD their intentions to produce preservation microform masters. This can be done via subfield ‘d’ in the 533 field or via a general note in the 500 field. Once production is underway, the information may optionally be updated to reflect progress.

Examples:

  533 - - ‡aMicrofilm.‡mSept. 1898-Dec. 1918.‡bCanberra, A.C.T. :‡cNational Library of Australia,‡dProduction planned 1994.
  533 - - ‡aMicrofilm.‡mSept. 1898-Dec. 1918.‡bCanberra, A.C.T. :‡cW. & F. Pascoe for National Library of Australia,‡dProduction commenced August 1994.
  533 - - ‡aMicrofilm.‡m1906-1930. ‡bMelbourne :‡cState Library of Victoria,‡d Filming commenced May 2001, completion expected Aug. 2001
  533 - - ‡aMicrofilm.‡m1906-1930.‡bMelbourne :‡c Australian Microfilm Services for the State Library of Victoria,‡d<1990>-2001.‡e15 microfilm reels ; 35 mm‡718981930vran a

The above examples show the same two records amended to reflect progress beyond the planning stage. When production reaches each new stage, the 533 field may be updated so that all ANBD users are aware of the progress. Reporting progress is not mandatory. However, it is important to report the initial intention to produce a preservation microform master.

When a 533 field for reporting preservation intentions needs to be added or updated to a record in the NBD, libraries should either use the Libraries Australia cataloguing client to input the data online or contact the Libraries Australia Help Desk to arrange for the data to be added to their record.

Section B. Original publications in microform

When cataloguing original publications in microform and microreproductions of materials prepared or assembled specifically for bringing out an original edition in microform, the following instructions and options apply:

11.1C Optional addition.General material designation
Apply optional addition.
11.1G4 Items without a collective title
Do not apply option.
11.2B3 Optional addition.Edition statement lacking
Apply option if necessary to distinguish between manifestly different editions that otherwise have the same details in the bibliographic description area.
11.2B4 Edition statement in more than one language
Do not apply option.
11.4D1 Name of publisher, distributor, etc.
Apply option.
11.4E Optional addition.Statement of function of publisher, distributor, etc.
Apply optional addition as deemed necessary.
11.5B1 Extent of item
Do not apply option.
11.7B4 Variations in title
Do not apply option.
11.7B13 Dissertations
Only those formalised notes which state that a work is a thesis presented to an institution should be placed in field 502 (Dissertation note). Other notes such as “Based on the author’s thesis” are treated as General notes and placed in field 500. Notes on records for reprints of theses which refer to the original thesis, such as “Originally presented …”, are treated as information on item reproduced and are placed in field 534.
11.8D Optional addition.Terms of availability
Apply optional addition for current items