Collection Services Policy and Procedure Manual: MICROFORMS

Most of our microfiche and microfilm was not classifed into Library of Congress call numbers.  We used accession numbers to keep from having to shift in the cabinet drawers.  We did use SUDOC numbers for some of the microfiche received thru the US GPO depository program. 

 A numbers = non-serial titles

 AA numbers = serial titles

 B = microfilm numbers

 Sudoc numbers were used for many of the US GPO items

[see sample sudoc number in picture below]

Microform standing orders are paid out of the 7908 library periodicals account not the 7402 microform account.

Fiche formula from  Scott Fiddler from Hein: 

·         Fiche that come in jackets should count at 50-55 fiche/inch  

·         Fiche that come “nude” are in two different thicknesses:

     For the thicker kind, count 150 fiche/inch

     For the thin kind, count 200-215 fiche/inch 

To track the use of microfiche, the decision was made in 2005 to create a dummy barcode in Voyager (on bib record # 105092 “Unbarcoded microfiche”,  MFHD #109247) 

To make a scanner readable barcode, asterisks must be put before and after the “number” (must be in uppercase to be eye readable), then the entire phrase transformed into the “BARCODE 3 of 9” font, i.e., 

*CONGREC*   (for the Congressional Record)

*CONGREC*

The resulting sheet is then printed out and given to circulation, who check out/ check in the microfiche to “Mr. Browse”, our dummy patron, then re-file the fiche.

Title/type of microform

16.  Bar Journals (Hein) - diazo

 17.  Oil & gas journal (UMI) - silver, microfilm [B 8]

18.   Oklahoma Atty. Gen. Opinions [AA 105] (Hein) - diazo [ all other states discarded in 2014] 

19.  Natl Conference of Comm. On Uniform state laws (Hein)- diazo [AA 90] 

20.  National law journal (UMI) - vesicular [AA 96] 

21.  American lawyer [AA 100] (UMI) to 1991 - vesicular, positive [AA 100]

      From the publisher 1992-   diazo??

22.  Congressional record [AA 241] (Hein) - diazo 

23.  19^th and 20th century legal treatises (Research Publications, now called Primary Source Media) - all sections are silver halide, positive

The following will be considered when selecting microforms:  formats should be compatible with existing equipment; microforms will be selected if it is impractical to add a print version because of the size, expense, infrequency of use or unavailability of the print copy.

QUESTION: Why is the 852 field being added to bib fiche records?  I found it in this record and others near this number.  Are you doing this for records you create in OCLC?

Nancy Cowden

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ANSWER: I do this for all records I bulk import into Voyager, so it's in the latest microfiche batches, the Ebrary records, and the LLMC digital.  It tells Voyager to create a MFHD, and for what location.

Kathryn Broad

Create a separate mfhd for each different MICROFORMS number.  This way we can search by call number for all of the different "A" numbers that have been assigned to one bib record.  The same titles have shown up in different fiche sets that we have purchased and we gave each one a different number.  We began doing this in 2005. 

See Voyager bib record 78309 for an example of this.

Procedure for cataloging CIS STATE CONSTITUTIONAL CONVENTIONS fiche set

[stopped this project in Feb. 2010 at the request of the Director and Assoc. Director]

1. See sample of an unedited record of the CIS STATE CONSTITUTIONAL CONVENTIONS set [   ??  }.

1. Check the 533 field to be sure you have the correct record.  (Publisher for this set is CIS).  The beginning of this field should always say “Microfiche”.

1. The only editing that needs to be down is
1. enter 099 field with this information -   MICROFORMS AA 253, OK  (no.)
2. delete all other call number fields – 050, 090, 082
3. check the title 245 field subfield ‘h’ to see the word ‘microform’ is in brackets
4. check also to see that the record has a 830 field for the CIS STATE CONSTITUTIONAL CONVENTIONS set and at least one 650 field – if not see Nancy or Kathy about how to add this information.

1. See sample of edited record (next page).

1. Check your work, then pick UPDATE (not PRODUCT because we don’t want all of these to show up in our monthly acquisition list) and EXPORT buttons to finish the record.

1. If you are not able to find a CIS microfiche OCLC record, try and find any other fiche/film or paper record.  If you find one, you will get to do a new record.  Ask Kathy how to do that if you don’t already know.