August 27, 2004
Wilson microforms with guides
A question came up earlier this week about how to complete holdings records for Wilson microforms with accompanying guides. I thought a little clarification here might be useful, since I won't have time to revise the existing procedure (which has never been Aleph-ized) anytime soon.
As you know if you have cataloged microforms for Wilson, the microfilm reels or microfiche receive an accession-type call number and go to a special location, while the guides are classed in LC and go to Reference. Because two locations and two call numbers are involved, a single holdings record won't do the trick. Here's how to proceed:
If the guide and the microform are cataloged on a single bib record:
- Create a holdings record for the microform itself. The 852 will have first indicator 4, should include subfield k for Mfilm or Mfiche, and will have the accession number in subfield j.
- Create a second holdings record for the guide. This 852 will have first indicator 0, and will include the LC call number of the guide in subfields h and i.
For an example of what this looks like, see Aleph bib ID 1955180.
If the guide and the microform are cataloged on separate bib records:
- Create one holdings record for each bib record. The holdings attached to the microform bib will have the microform accession number in its 852, while the holdings attached to the guide bib will have the guide's LC call number in its 852.
- Add a public note (subfield z) to the 852 of each holdings record that gives the location of the other piece. For example, on the holdings record for the film or fiche, the note should read "Guide shelved as: TC Wilson Library Reference DR1313.A2 G73 2002." On the holdings record for the guide, the note should read, "Microfilm shelved as: TC Wilson Library Mfilm 5442."
For an example of this, see Aleph bib IDs 1952022 and 4446127.
This is just a rough interim procedure, so if you have questions or suggestions for improving it, please let me (Stacie) know.