Cataloging: Root Microfiche Collection
We are cataloging a collection of children's books on microfiche, donated by Dr. Root in Early Childhood and Reading Education.
Generally we do not find records for these titles on OCLC. We create an original record for each microfiche title, derived from the OCLC record for the title in print. The fiche are given LZ call numbers and shelved in the IMC children's literature collection.
Summary of procedures-
- Find the record in OCLC for the title in print
- Mark for transfer all relevant MARC fields including LC call number and fixed fields
- Make a new record
- Add constant data
- Make necessary changes
- Update the record on OCLC
- Export the record into Voyager Cataloging
- Save to the database
- Create holding and item records in Voyager
Step by Step Procedures-
1. Find the record in OCLC for the title in print
The title, author, illustrator (if any), publisher and date appear along the top of the fiche.
Usually an author, title search (or a title search) qualified by date, will find the OCLC record for the title in print.kras,benn/1960
Match the author, title, publisher and date to find the correct record.
2. "Mark for transfer" MARC fields from the record for the book -- OCLC Commands: mft, [line number for call number tag], ff
"Mark for transfer" allows you to copy information from one record and use it in a new record. Most of the information you need for your original microfiche record is already in the record for the print title, so you will use the "mft" (mark for transfer) command to copy the record.
Type "mft" (without quotes) at the Home position and press F11. This will highlight all the descriptive fields in the record.
Type the line number for the call number tag and press F11. This will highlight the call number.
Type "ff" and press F11 to copy the fixed fields. The fixed fields will not be highlighted, but they will be copied in your new record.
3. Make a new record -- OCLC Command: new
Type "new" at the Home position and press F11.
This creates a new (original) OCLC record, including all the fields you marked for transfer from the record for the print title. The new record is not added to OCLC until you give the Update command. If you decide not to create this new record, and you don't want to enter it in the OCLC database, you can save the record and forget about it-- eventually it will disappear from the Save file.
4. Add constant data to the New record -- OCLC Command: acd root var
I've created a constant data record to automatically add series entries, added entries, and notes to records for these fiche. The constant data record is called "root."
To add the constant data, type "acd root var" and press F11. This adds constant data from the file called root to all the variable fields.
5. Make necessary edits/changes
Make changes to the record as necessary to put it in correct format.
You don't need to edit the call number if it is in standard LC format. The "LZ" will be added in Voyager as a call number prefix.
In the fixed fields, enter a "b" after "Form." This indicates that the form of the item is microfiche.
The 533 note looks like this:
In the 533 note, enter the total number of fiche for that title in place of the question mark at "? microfiche." The total number of fiche is printed at the top of each fiche, inside a drawing of a fish ("1 of 1" if there is one fiche, "1 of 2" if there are two fiche, etc.)
Enter the series number at the end of the 533 note after "no." The number is printed on the fiche above the publisher and date.
6. Update the record on OCLC -- OCLC Command: u
When the record is complete and you are ready to add it to OCLC, type “u” at the home position and press F11.
This adds your original record to the OCLC database. There is no way to delete an original record once it is added to OCLC-- we can remove our holdings symbol from it, but the record will always be there.
Use the Save button in voyager. It is not necessary to use "Save Plus" because updating your original record in OCLC automatically attached our holdings to the record.
8. Create holding (MFHD) and item records in Voyager using these Preference settings:
Holdings/Item default location = LZ Childrens Books
Call Number Hierarchies = Library of Congress
Media 28 day UB Avail
Media materials will not usually be available for Universal Borrowing, but it is our policy to make children's literature available for ILL borrowing (and soon UB also) throughout the state.
In the MFHD, enter "LZ" in a subfield $k as the call number prefix.