Attachment J4 - Microfilm Inventory Appendices 1-4_17 pages.pdf

Appendix 1- Batch Control Slip

Appendix 2 - Green Flag

Appendix 3 – Enumeration and Chronology for Newspapers and Serials/Periodicals

Appendix 3 continued – Serial Enumeration (non-newspapers)

Appendix 3 continued – Serial Chronology (non-newspaper)

Appendix 4 – Working with the Master Negative Microfilm Collection

Appendix 1- Batch Control Slip

Batch Control Slip

Inventory Assigned to:_____________________Date: _________Initials: ____

Reels Processed

Shelf #

Reels in shelf #

Archival Master

Print Negs

Reels processed

Reels not processed

Total reels processed_____Date completed: _________Date to QA: ______Initials____

Statistical Categories per Batch

How many in entire batch of:

Acetate reels________ Metal reels________ Vinegar smell________

Damaged reels________ Re boxing/relabeling_______

Quality Assurance: Assigned to: ________________Date: _______Initials: ___

Errors per Batch

Critical errors:

Link________ IR Sequencing________ IR Dates________ Bibliographic________ Barcode linkage________ Reel type_______

Shelf ________ Batch slip________

Batch #:

Location #’s in batch:

Cart #’s in batch:

Total critical errors_______ Percentage of critical errors_______

Important errors:

Barcode placement_______ Film type________ Routing________

Inventory Action________ Other_______________________

Total important errors________ Percentage of important errors________

Errors Corrected _________ Initials___________ Supervisor Initials _______

Re-shelving Assigned to: ______Date: ______Initials: ___Date: ______Initials____

Reviewed by: ___________________Date: ______Number of errors: _____

Notes:

Appendix 2 - Green Flag

Green Flag Green Flag Green Flag Green Flag Green Flag

Vinegar Vinegar Vinegar Vinegar Vinegar

Bibliographic Bibliographic Bibliographic Bibliographic Bibliographic

Metal Reel Metal Reel Metal Reel Metal Reel Metal Reel

Box/Relabel Box/Relabel Box/Relabel Box/Relabel Box/Relabel

Broken Film Broken Film Broken Film Broken Film Broken Film

Misc. Problems:

Misc. Problems: Misc. Problems: Misc. Problems: Misc. Problems:

Appendix 3 – Enumeration and Chronology for Newspapers and Serials/Periodicals

Using the information from the box label, enter the span of dates as shown below in the Item record Enumeration field. When the box also lists “Reel no. 25, etc.” (but not number of feet), enter the Reel information in the Enumeration field and the date span in the Chron field.

Generally, record all four digits of the year.

or

1993-1994

Abbreviations Permitted:

Jan. Feb. Mar. Apr. May June July Aug. Sept. Oct. Nov. Dec.

Always include the first and last dates associated with the item. Normally enumeration for newspapers is not recorded, thus dates will go in the ENUM field. (When enumeration e.g.

reel numbers, etc.) is recorded, numbering goes in the ENUM field, and the corresponding dates in the CHRON field; this usually does not apply for newspapers.)

For example, we would give a range of dates along the lines of:

ENUM 1897 Jan. 14-1943 May 8 (Range covering multiple years) or

ENUM 1976 July 7-Oct. 14 (Range in same years) or

ENUM 1884 Feb. 12-16 (Range for the same month)

If there are only a few known gaps, they can be noted in the CAPTION* field:

CPTN: Lacks: 1926 Aug. 28-30; 1938 Dec. 31; 1957 June 30-July 4

If the gaps in holdings are too numerous to list here (the Item CPTN field does have a size limit), the CAPTION* field may be used to summarize the situation:

CPTN: Lacks: 1899 July 4-1904 Oct. 21; many other gaps or

CPTN: Scattered issues only

[* Use CPTN field if the data is to be included on a label generated from this data, or if no label is to be printed; if a label is to be printed, but the data is not to be included on it, record it in the FREE TEXT field instead.]

This summarizing of gaps should occur only on the item record. Detailed HREC holdings statements will indicate ALL gaps.

Appendix 3 continued – Serial Enumeration (non-newspapers)

DEFINITION AND SCOPE

The micropublisher uses numeric designations to identify or arrange bibliographic or physical parts and to show the relationship of the parts to the whole. Caption(s)0F

1 and numeral(s) and /or alphabetic designations identify the parts.

May include dates for some situations.

Data will vary depending on the bibliographic record:

For a serial, multipart monograph, or updating loose-leaf: volume or binder specific numeric detail.

LENGTH/STRUCTURE

Maximum length = 80 characters

RULES

Required Notes

LC policy: serials Yes, if not analyzed Mandatory unless enumeration and or chronology is included in the call number; use serial number unless it is in a collected monographic series1F

SOURCE

Inventory activity in the FOLIO Inventory app: use data on microfilm box label used to create item records.

1 The term “caption” as used here to describe part of the Enumeration is the generally accepted library use of the term; it does not relate to the Voyager Item Data Element Caption.

2 See Workflow #8 in the ILS supplement to the Subject Cataloging Manual: Shelflisting

CONVENTIONS FOR RECORDING INFORMATION

General practice:

Convert roman numerals to Arabic numerals.

Preceded each subsequent level of hierarchy by a comma and space:

<caption> followed by

<period> (if caption abbreviated) followed by

<space> followed by the associated

<value> followed by

<comma> followed by

<space> followed by

Repeat as necessary: <caption> …, etc.

Examples:

v. 18 ser. 2, v. 85

ed. 3

[on vol. as “3rd edition”]

v. 23, bk. 1, pt. 2

v. 2, no. 2, pt. 1 new ser., v. 1

t. 3

v. A

If there is an error in numbering on the volume, give the correct information.

v. 2

[on vol. given incorrectly as “volume 21”]

If a volume is revised, add “rev.” after the numeric designation.

no. 39, rev.

If a volume of a multipart item is a later edition than the other volumes, give the edition statement after the volume number.

v. 4, 2nd ed.

More than one issue or part:

Separate issues or parts assembled for binding or storage: give the span of enumeration separated by a hyphen (-).

v. 1-2

v. 1, no. 1-4

Published as combined issues or parts: separate the combined numbers with a slash (/).

v. 12, no. 3/4

v. 5/6

2001, v. 1/2

Represent the enumeration at the highest level necessary to indicate completeness.

v. 10 (for a volume of four quarterly issues)

v. 10, no. 1-4 (for a volume of four monthly issues)

If a bound volume, microfilm, etc., lacks issues, either (1) use commas to indicate the gaps, or (2) give the span and add “INC” in the Caption field.

Example: quarterly issue v. 10, no. 3 is lacking

Enum: v. 10, no. 1-2, 4 or

Enum: v. 10

Caption: INC

Language of captions with numeric designation:

Inventory or circulation activity: generally, use/substitute English for the found language.

Dates

Dates are used in two situations. Follow the conventions for Chronology when recording dates in Enumeration.

(1) Coverage date when there is no other numbering system

2001/2002

2000 Jan-Mar

1985 July-Dec

FY 2000

(2) Date when it is needed to organize numbering that repeats each year

2002, no. 1

2003, no. 1

Abbreviations:

Use the abbreviations found on the list posted on the CONSER Web site:

https://www.loc.gov/aba/pcc/conser/conserhold/Captabbr.html. If a needed abbreviation is lacking, submit a request to CPSO for an abbreviation; until the new abbreviation is supplied, use the word in its full form.

Capitalization:

Inventory or circulation activity: use lowercase for all languages (practice followed also in serial conversion process).

Appendix 3 continued – Serial Chronology (non-newspaper)

DEFINITION AND SCOPE

The date used by the publisher reflects the coverage of the serial and shows the relationship of the part to the whole. Not all serials have chronological designations.

Note that, in some situations, chronological designations are recorded as Enumeration (see Enum section).

Publication, copyright, printing, etc., dates are not recorded as Chronology although catalogers may use such dates to supply chronological designations. Publication, copyright, printing, etc., dates are recorded in Year for some monographs (see Year section).

LENGTH/STRUCTURE

Maximum length = 80 characters

RULES

Required? Notes

FOLIO No

LC policy:

serials

Yes, if classed as a collection

Mandatory if coverage dates.

present and those dates aren’t already given in Enumeration

SOURCE OF DATA

Inventory activity in cataloging module: data on spine of microfilm box label used for retrospective creation of item records.

CONVENTIONS FOR RECORDING INFORMATION

General practice:

Record all four digits of the year.

1993-1994 (not 1993-94)

If date consists of year plus months or seasons, give year followed by month(s)/seasons(s).

If date consists of year, month, and day, give date in that order. Use a period with a month abbreviation only when month is followed by day.

2002 Jan-June

1984 Winter-Spring

1999 Jan. 5

If a single year is presented as a fiscal year, include that information.

FY 2000

More than one issue or part:

Separate issues or parts assembled for binding or storage: give the span of dates separated by a hyphen (-).

2000-2003

2001 Nov-2002 Mar

1999 Jan-Feb

1953 Oct. 4-Nov. 23

1953 Dec. 21-1954 Jan. 30

Published as combined issues or parts: separate the combined dates with a slash (/).

1963/1964

1996/1997-1997/1998

If a bound volume, microfilm, etc., lacks issues, either (1) use commas to indicate the gaps, or (2) give the span and add “INC” in the Caption field.

Language of months and seasons:

Serial check-in activity:

Publication patterns use only English.

If not using publication patterns, use the language found on the issue or part.

Inventory or circulation activity: Generally, use/substitute English for the found language; if that is not possible, use the found form.

Binding activity in cataloging module: Use/substitute English for the found language.

Abbreviations:

Use the English abbreviations given below for months. For other languages, use the form found on the list posted on the CPSO staff Web site. If a needed abbreviation is lacking, submit a request for an abbreviation using the form on that site; until the new abbreviation is supplied, use the word in its full form.

Jan. Feb. Mar. Apr. May June

July Aug. Sept. Oct. Nov. Dec.

Do not abbreviate the names of the seasons in English.

Winter Spring Summer Autumn

Capitalization:

Capitalize the abbreviations for months in English and the full names of seasons in English.

Follow the capitalization practice of other languages.

Punctuation:

Serial check-in activity: Use periods after abbreviations of months only if month is followed by day.

Inventory or circulation activity: Do not use periods after abbreviations.

Binding activity in cataloging module: Do not use periods after abbreviations.

Special Collections:

Special collections may require customized inventory data that generally will be found on the box label.

Appendix 4 – Working with the Archival Master Microfilm Collection

The Library’s Archival Master microfilm is a gold level collection used exclusively by the Preservation Services Division to create positive service copies for internal and external customer requests. The Preservation Services Division is responsible for all activities relating to the maintenance and security of the microfilm vaults, including servicing, housing, organizing, updating, superseding, and retrieving items for inspection or duplication. The Preservation Services Division is responsible for the retrospective inventory of the collection.

These guidelines are addressed directly to the Contract employee:

1. In the microfilm vault and inventory work area, the Chief of the Preservation Services Division or the COR will coordinate your scheduled hours during operating hours (Monday through Friday) based on the needs of the division. Any requests for changes in the schedule must be approved in advance by the Chief of the Preservation Services Division or the COR. In no case will you be scheduled to work earlier than 7:00 a.m. and no later than 5:30 p.m. or work more than 40 hours per week, unless approved by the Contractor. No overtime (over 40 hours per week) will be paid by the Library.

2. As a Contract employee, you are not authorized to be in any Preservation Services Division work area before or after your scheduled tour of duty. Once you have reported, you are expected to begin working immediately. You may not use government equipment, telephones, fax machines, or computers for personal business.

3. You are not allowed to bring food into the work area or into the collection area.

Depending on the location and work assignment, you are allowed to have a water drink, which must be secured and covered.

4. You will be working with Government employees whose rules will be different than those of Contract employees.

5. All Contract employees are expected to sign in and out each day on a group time sheet.

5.1 You will inform your employer if you need to be absent or late.

5.2 The onsite Contract supervisor is expected to work eight hours per day, five days per week, during the specified operating hours.

5.3 The Contract supervisor will inform the COR and the PSD support staff person of any scheduled leave time.

5.4 In instances of scheduled leave of more than two (2) days for the Contract supervisor the Contractor will supply a substitute that will be familiar with FOLIO procedures and will be able to review completed inventoried records.

5.5 The substitute will be identified at the beginning of the Contract so he/she can be issued an appropriate Library ID badge, FOLIO access, and email address, and will also participate in mandatory Library training.

6. Upon arrival at the Library, you will be issued an identification badge keyed for access to secured work areas. You must return this badge, and any other Government issued property (such as keys, laptop, or emergency pack) to the COR or other designated official when your contract ends.

7. You are expected to exercise care to ensure that government property, especially Library collection material, is handled and kept secure to avoid loss or damage.

8. All contractors at the Library are required to undergo a mandatory background investigation, which involves fingerprinting and paperwork. The purpose of this background check is to reach a suitability determination regarding Contractor access. This does not constitute an employment determination as Contractors are not LC employees.