Bounce problems and⁄or questions to Head of CatSS.
Pull a batch of monographic microfiche from the Microform room. They are filed by MF NO.
Set Keyboard Express to Asia Microform project
Start Cataloger's ToolKit
Open the Microfiche Accession number file on the LAN (click here)
Start Voyager:
- Set default MFHD template to: Asia microfiche MFHD.tem
- Set default Circulation to: Library Use Only
-----
Search Voyager by title.
If you get a hit, go to step 4
If you do not get a hit, go to step 2
=============
Search by LCCN.
This is found in the column labeled LCCDNO.
Change the format for searching from P-##-###### to ln: ########
If you get a hit, go to step 3
If you do not get a hit, go to step 5
=============
Step 3: Determine format of bib record
Is the bib record for a paper copy?
Is the bib record for a microform?
If there are multiple bibliographical record formats available, use the microfiche bib record.
=============
Step 4: Adding microfiche holdings to an existing Voyager bib record
- BIB record -- should reflect Original paper
007: add to reflect Microform. Use Asia microfiche project F7 macro to input.
- Check reduction of fiche, default is 024
- check positive⁄negative aspect of fiche, default is positive
008: do not change Date(s); do not change Form of item.
245: do not include ‡h [microform]
533: do not input
539: Delete if present.
583: if microform data present, move to Microform MFHD 843, ‡n
Save the bib record to Voyager
-----
Create new MFHD using Asia microfiche MFHD.tem
Edit default 852 tag to new accession number; accession numbers maintained on LAN
Ensure series numbering appears in subfield f of 843 tag. The series numbering appears in the Column labeled MF NO. The numbering also appears on the microfiche. Transcribe it exactly as it appears on the piece. Accept default date in subfield d.
Format 843 for multiple fiche as:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e # microfiches ; 11 x 15 cm. ‡f (##⁄#####).
or for single fiche as:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e 1 microfiche ; 11 x 15 cm. ‡f (##⁄#####).
If microfiche is negative, edit default 007 to reflect the negative nature of the microfiche:
and add to the 843 tag the negative descriptor. Treat single⁄multiple fiche as above:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e 3 microfiches : negative ; 11 x 15 cm. ‡f (##⁄#####).
Input 866 tag only if needed, i.e. Accompanying material present, or volume designation
If multivolume MFHD (using 866 tag) , change leader from x⁄1 to v⁄4
Save MFHD to Voyager
Copy the MFHD number using ToolKit (needed for ITEM barcode)
=============
Search by LCCN. This is found in the column labeled LCCDNO.
Change the format for searching from P-##-###### to ########
If you get a hit, go to step 3
If you do not get a hit, bounce the title as a No Hit
=============
Step 6: Determine bibliographic level of of paper bib record
Are there subject headings? (any of 600, 610, 611, 630, 650, 651 are acceptable. 653 is not)
=============
Step 7: Determine bibliographic level of of microfiche bib record
Are there subject headings? (any of 600, 610, 611, 630, 650, 651 are acceptable. 653 is not)
=============
Step 8: Procedures for Complete paper bib records (Changing to microfiche)
Download record from utility (do not update if using OCLC)
Edit in Voyager
- BIB record -- should reflect Microform copy
007: add to reflect Microform. Use Asia microfiche project F7 macro to input.
- Check reduction of fiche, default is 024
- Check positive⁄negative aspect of fiche, default is positive
008: Change Form of item to "b" ("b" = microfiche)
010: Delete if present
020: Delete if present
035: Delete
040: Change to ‡a HUH ‡c HUH
049: Delete
245: add ‡h [microform] after ‡a, ‡n ‡p; before ‡b, ‡c. Examples:
- ‡a Stripcut-thinning of ponderosa pine stands ‡h [microform] : ‡b an Arizona case study ⁄ ‡c Peter F. Ffolliott, Malchus B. Baker, Jr.
- ‡a Fiji Oral History Project, ‡n Part 1. ‡p Part-Europeans and Europeans, 1999 ‡h [microform] : ‡b transcripts ⁄ ‡c Marsali MacKinnon.
533: Add to reflect microfiche. Ensure series numbering appears in subfield f of 533 tag. The series numbering appears in the Column labeled MF NO. The numbering also appears on the microfiche. Transcribe it exactly as it appears on the piece. Accept default date in subfield d.
Format 533 for multiple fiche as:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e # microfiches ; 11 x 15 cm. ‡f (##⁄#####).
or for single fiche as:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e 1 microfiche ; 11 x 15 cm. ‡f (##⁄#####).
If microfiche is negative, edit 007 to reflect the negative nature of the microfiche:
and add to the 533 tag the negative descriptor. Treat single⁄multiple fiche as above:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e 3 microfiches : negative ; 11 x 15 cm. ‡f (##⁄#####).
Copy the 533 tag.
Save the bib record to Voyager
-----
Create new MFHD using Asia microfiche MFHD.tem
Edit default 852 tag to new accession number; accession numbers maintained on LAN
Paste in the 533 tag that you copied from the bib record
Delete the default 843 tag from the MFHD
Change the pasted 533 tag number to 843
If microfiche is negative, edit default 007 to reflect the negative nature of the microfiche:
Input 866 tag only if needed, i.e. Accompanying material present, or volume designation
If multivolume MFHD (using 866 tag) , change leader from x⁄1 to v⁄4
Save MFHD to Voyager
Copy the MFHD number using ToolKit (needed for ITEM barcode)
=============
Step 9: Procedures for Incomplete paper bib records (Changing to microfiche)
Download record from utility (do not update if using OCLC)
Edit in Voyager
- BIB record -- should reflect Microform copy
007: add to reflect Microform. Use Asia microfiche project F7 macro to input.
- Check reduction of fiche, default is 024
- Check positive⁄negative aspect of fiche, default is positive
008: Change Form of item to "b" ("b" = microfiche)
010: Delete if present
020: Delete if present
035: Delete
040: Change to ‡a HUH ‡c HUH
049: Delete
245: add ‡h [microform] after ‡a, ‡n ‡p; before ‡b, ‡c. Examples:
- ‡a Stripcut-thinning of ponderosa pine stands ‡h [microform] : ‡b an Arizona case study ⁄ ‡c Peter F. Ffolliott, Malchus B. Baker, Jr.
- ‡a Fiji Oral History Project, ‡n Part 1. ‡p Part-Europeans and Europeans, 1999 ‡h [microform] : ‡b transcripts ⁄ ‡c Marsali MacKinnon.
533: Add to reflect microfiche. Ensure series numbering appears in subfield f of 533 tag. The series numbering appears in the Column labeled MF NO. The numbering also appears on the microfiche. Transcribe it exactly as it appears on the piece. Accept default date in subfield d.
Format 533 for multiple fiche as:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e # microfiches ; 11 x 15 cm. ‡f (##⁄#####).
or for single fiche as:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e 1 microfiche ; 11 x 15 cm. ‡f (##⁄#####).
If microfiche is negative, edit 007 to reflect the negative nature of the microfiche:
and add to the 533 tag the negative descriptor. Treat single⁄multiple fiche as above:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e 3 microfiches : negative ; 11 x 15 cm. ‡f (##⁄#####).
Copy the 533 tag.
-----
Create new MFHD using Asia microfiche MFHD.tem
Edit default 852 tag to new accession number; accession numbers maintained on LAN.
Annotate Excel file with note "Needs subject analysis" To input,
- Place cursor in column D for the call number you are using for the fiche in hand
- Invoke the Asia microfiche project F5 macro.
Paste in the 533 tag that you copied from the bib record
Delete the default 843 tag
Change the pasted 533 tag number to 843
If microfiche is negative, edit default 007 to reflect the negative nature of the microfiche:
Input 866 tag only if needed, i.e. Accompanying material present, or volume designation
If multivolume MFHD (using 866 tag) , change leader from x⁄1 to v⁄4
Save MFHD to Voyager
Copy the MFHD number using ToolKit (needed for ITEM barcode)
=============
Step 10: Procedures for Complete Microform bib records
Download record from utility (update holdings if using OCLC)
Edit in Voyager
- BIB record -- should reflect Microform copy
007: Examine default. Edit (if necessary) to reflect Microform in hand.
- Use Asia microfiche project F7 macro to input.
- Check reduction of fiche, macro default is 024
- Check positive⁄negative aspect of fiche, macro default is positive
Multiple 007s in a downloaded bib record:
Multiple 007s are Ok in bib -- 500 note "Master microform held by: [SITE]." is justification. If this note is not present with multiple 007s, identify which 007 doesn't match the service copy (usually the second one) and delete it.
008: Ensure Form of item to set to "b" ("b" = microfiche)
245: add ‡h [microform] if lacking after ‡a, ‡n ‡p; before ‡b, ‡c. Examples:
- ‡a Stripcut-thinning of ponderosa pine stands ‡h [microform] : ‡b an Arizona case study ⁄ ‡c Peter F. Ffolliott, Malchus B. Baker, Jr.
- ‡a Fiji Oral History Project, ‡n Part 1. ‡p Part-Europeans and Europeans, 1999 ‡h [microform] : ‡b transcripts ⁄ ‡c Marsali MacKinnon.
533: Accept default if present. If lacking, add to reflect microfiche. Ensure series numbering appears in subfield f of 533 tag. The series numbering appears in the Column labeled MF NO. The numbering also appears on the microfiche. Transcribe it exactly as it appears on the piece. Accept default date in subfield d. Format as:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e # microfiches ; 11 x 15 cm. ‡f (##⁄#####).
or
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e 1 microfiche ; 11 x 15 cm. ‡f (##⁄#####).
If microfiche is negative, edit 007 to reflect the negative nature of the microfiche:
and format 533 as:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e 3 microfiches : negative ; 11 x 15 cm. ‡f (94⁄37651).
Copy the 533 tag.
539: Delete if present.
Save the bib record to Voyager
-----
Create new MFHD using Asia microfiche MFHD.tem
Edit default 852 tag to new accession number; accession numbers maintained on LAN.
Paste in the 533 tag that you copied from the bib record
Delete the default 843 tag from the MFHD
Change the pasted 533 tag number to 843
If microfiche is negative, edit default 007 to reflect the negative nature of the microfiche:
Input 866 tag only if needed, i.e. Accompanying material present, or volume designation
If multivolume MFHD (using 866 tag) , change leader from x⁄1 to v⁄4
Save MFHD to Voyager
Copy the MFHD number using ToolKit (needed for ITEM barcode)
=============
Step 11: Procedures for Incomplete Microform bib records
Download record from utility (update holdings if using OCLC)
Edit in Voyager
- BIB record -- should reflect Microform copy
007: Examine default. Edit (if necessary) to reflect Microform in hand.
- Use Asia microfiche project F7 macro to input.
- Check reduction of fiche, macro default is 024
- Check positive⁄negative aspect of fiche, macro default is positive
Multiple 007s in a downloaded bib record:
Multiple 007s are Ok in bib -- 500 note "Master microform held by: [SITE]." is justification. If this note is not present with multiple 007s, identify which 007 doesn't match the service copy (usually the second one) and delete it.
008: Ensure Form of item is set to "b" ("b" = microfiche)
245: add ‡h [microform] if lacking after ‡a, ‡n ‡p; before ‡b, ‡c. Examples:
- ‡a Stripcut-thinning of ponderosa pine stands ‡h [microform] : ‡b an Arizona case study ⁄ ‡c Peter F. Ffolliott, Malchus B. Baker, Jr.
- ‡a Fiji Oral History Project, ‡n Part 1. ‡p Part-Europeans and Europeans, 1999 ‡h [microform] : ‡b transcripts ⁄ ‡c Marsali MacKinnon.
533: Accept default if present. If lacking, add to reflect microfiche. Ensure series numbering appears in subfield f of 533 tag. The series numbering appears in the Column labeled MF NO. The numbering also appears on the microfiche. Transcribe it exactly as it appears on the piece. Accept default date in subfield d.
Format 533 for multiple fiche as:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e # microfiches ; 11 x 15 cm. ‡f (##⁄#####).
or for single fiche as:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e 1 microfiche ; 11 x 15 cm. ‡f (##⁄#####).
If microfiche is negative, edit 007 to reflect the negative nature of the microfiche:
and add to the 533 tag the negative descriptor. Treat single⁄multiple fiche as above:
- ‡a Microfiche. ‡b Jakarta : ‡c Library of Congress Office ; ‡b [Washington, D.C. : ‡c Library of Congress Photoduplication Service, ‡d 199-?]. ‡e 3 microfiches : negative ; 11 x 15 cm. ‡f (##⁄#####).
Copy the 533 tag.
539: Delete if present.
Save the bib record to Voyager
-----
Create new MFHD using Asia microfiche MFHD.tem
Edit default 852 tag to new accession number; accession numbers maintained on LAN.
Annotate Excel file with note "Needs subject analysis" To input,
- Place cursor in column D for the call number you are using for the fiche in hand
- Invoke the Asia microfiche project F5 macro.
Paste in the 533 tag that you copied from the bib record
Delete the default 843 tag
Change the pasted 533 tag number to 843
If microfiche is negative, edit default 007 to reflect the negative nature of the microfiche:
Input 866 tag only if needed, i.e. Accompanying material present, or volume designation
If multivolume MFHD (using 866 tag) , change leader from x⁄1 to v⁄4
Save MFHD to Voyager
Copy the MFHD number using ToolKit (needed for ITEM barcode)
=============
Step 12: Procedures for adding the ITEM record
Create a single ITEM record for each MFHD.
With cursor in the default opening position, invoke the F10 Asia microfiche project macro. This will create an 11 digit barcode based on the MFHD number that you just copied.
Alternatively:
Type 1090 in the barcode bucket
Paste MFHD number into barcode bucket after the 1090
Example: MFHD number 2167429 becomes barcode 10902167429
Permanent location: ASIA D0 (Default, if set)
Item Type: Library Use Only (Default, if set)
Enter total number of individual microfiche into Pieces bucket at bottom of ITEM record
Save ITEM record to Voyager
If the barcode has already been used, you will get the prompt:
"The barcode you have chosen for this item is currently associated with another item.
Do you still wish to create the item with this barcode?"
Say "No" and change the 1090 in the barcode to 1091 [1092, etc.]
=============
Step 13: Physical processing of pieces
Cross out S33300 on microfiche sleeve with acid-free pen.
Write new accession number (with prefix S) underneath old number.
If using old sleeve, rehouse multiple fiche to single acid-free microfiche sleeve. Use interleaving acid-free leaves. Maximum of 5 fiche per sleeve.
If using new sleeve(s), stamp the words
"ASIA
MICROFICHE"
on the front upper left corner, then write the new call number below the stamped words with acid-free pen.
Statistics: Count as one MFICHE title, count additional number of microfiche added.
Click here to return to top of page
