Procedures for cataloging master negative microfilm

1. When a truck of microfilms is sent to Cataloging from Preservation, with the retention decision forms and the target sheets:
   1. Search in RLIN for the Preservation record (the queued record) that matches the bibliographic target sheet. The RLIN ID should be exactly matched.
   2. "Put" the record into the workfile in ADVANCE and wait overnight till the record is loaded into the workfile through FTP.

2. Do cataloging in the workfile in ADVANCE:
   1. Search the "put" record in the workfile.
   2. Refer to the printed copy, add the missing data in the record and edit the record including the 008 field, the leader, etc. Update the record to AACR2 form, if it is not.
   3. Check the access points against the authority file and make changes as approriate.
   4. Check subject headings and update the old ones. If there is no LC subject heading in the record, add LC subject headings and delete those foreign subject headings, if any.

      Note: If there are copies retained, make sure the access points of the bibliographic records for both the printed copy and the microfilm match.

      Add three 007 fields in the record by the following steps:
      1. overlay workform
      2. Put 007 when asked "Enter workform name:"
      3. Choose (1) Workform over Record
      4. Put the cursor at 007, make sure the Reduction Ratio is consistent with that on the target sheet and then press Esc 3 (copy tag)
      5. Type 007 when asked "copy tag 007 after which tag?"
      6. Put 2 when asked "how many copies of this tag?"
      7. Edit the 007 fields. Change the Positive/negative aspect and Generation for the last two 007 fields: Positive/negative aspect in the last two 007 fields should be "b"; Generation in the last two 007 fields should be "b" and "a".
   5. Record "MN" number by adding the 2nd 035 field and put the "MN" number in the following format: (NNU)MN[number]. The MN number can be found on the upper right of the target sheet.
   6. Delete the subfield z in the first 035 field.
   7. Add 040 field:
      
      a NNU
      c NNU

   8. Edit 533 field and complete the subfield c as follows:
      
      

      533	c	Filmed by Preservation Resources for New York University Libraries,
      		Preservation Dept., New York, N. Y. 10012,

   9. Delete 583 field.
   10. Add 955 field. Since we use overlay workform, part of 955 field has been added. We need to complete it and add the vault number at the end. The vault number can be found at the bottom of the yellow slip accompanying the target sheet. Usually they are written in a line of three boxes at the bottom of the slip. Record them in the order they are given. For example: Yellow slip gives three numbers: 23|49|3. The 955 field should be:

       955		l	BMICR
       		u	Library owns: Service copy (pos.); printing master (neg.); master neg.
       			(Vault 23/49/3)

   11. File the record into the main database after it is completed and write down the LCN number.

3. Create item record:
   1. Assign a film number:
      1. From the microfilm call number drawer, find out what number to use and write out the shelflist card with the assigned number and file it into the drawer.

         Example:BMICR Film 3803

      2. Mark the film number on the film box as the above example.
      3. Search the bibliographic record by the LCN number in the main database and create the item record:
         • put "Microform" for Collection
         • put "Film [number]" for Call number
         • put "Non-circulating" for Call#Suffix
         • put "BMICR" for Circ Code

4. Clean the database:
   1. After the cataloging record is done and the item record is created, search in the main database to find the duplicate record(s): record for the printed copy, or circ. record, or acquisition record, RLIN record, etc.
   2. Check the retention decision form inside the book. If there are copies retained, delete the item record for the copy not retained and keep the item record(s) for the copy or copies retained and the bibliographic record. If there are no copies retained, delete the item record first and then delete the bibliographic record.
   3. Check and make sure there is no duplicate record in the database.

5. When a truck of microfilms or a group of microfilms is done:
   1. Send the target sheets and volumes with blue slips to the Preservation, with a note saying "These have been cataloged."
   2. Discard those volumes with white slips. Put them on the truck labelled "withdrawals" next to Ricky's desk.