Penn State University Libraries - Canadian Microfiche Workflow

Ontario Geological Survey Microfiche maps for E&MSL

We have two boxes stuffed full of microfiche maps for the Earth & Mineral Sciences Library, ca. 2,000-plus, apparently from the same series. Each fiche will need an individual record in OCLC and the CAT, with a class-together call number. There do not appear to be any Micro records for these maps in OCLC (the only “microform” records I found for this entire series were maps records coded incorrectly), so all would seem to require original records. By using a Constant Data record and some simple guidelines, our preliminary expectations are that it should be possible for any member of the Maps Cataloging Team to create original micro records in OCLC for these items.

Each fiche must be examined during cataloging, using a fiche reader; there are currently two readers readily available, on the top shelf of the shared shelving in our Maps Truck aisle, which can be moved and set up in any work area (like an office or cubicle.) We also have access to hand-held readers.

Records should describe the original map; microform elements will be coded in several fields, and a 533 will identify the item as microfiche. Most of the microform-specific data can be coded into the constant data record. Once the record is created in OCLC, it can be brought into Symphony like any other record.

This procedure will document specific information about record creation and local processing.

Below is a general outline of the workflow; field by field guidelines follow.

1. Acquire microfiche to catalog. The boxes are on the lower shelf of our auxiliary truck. We will catalog them in numerical order, so take a manageable amount. Using a fiche reader, examine the map (or other image) and identify the title and other key data.
   
   
2. Search for copy in OCLC. We don’t expect to find many microform records, but near copy of the paper version will be found for some maps. Matching micro copy may be enhanced; near matching copy may be used to derive a new record, if desired. When matching copy for the original is found, add a 776 note to your micro record.
   
   
3. If no record is found, create a new Maps record, using [Ctrl] + [Shift] + [M] or the menus.
   
   
4. Apply a Constant Data record to the new or derived record, or otherwise bring the record up to our standard. Complete the record and add it and our holdings to OCLC.
   
   
5. Import the record into the CAT using Smartport. Add holdings, and a system-generated barcode. Use location code Micros-EM, item type MAP, and make sure they are marked circulate.

In general, the records must describe the original map; a 533 will be added to establish the microfilm aspects. Coded elements, such as the 007, also describe the microform nature of the material. This document will generally only consider elements that are different from standard maps processing; apply traditional maps processing guidelines unless instructed otherwise. Any information that can be found on a map might be present, including indexes, references, inset maps, additional series, etc., so keep alert and add to the record.

There will be some non-map images, such as profiles. We should probably figure these out on a case-buy-case basis, in consultation if desired.

This procedure was created with an eye on OCLCs microform guidelines.

Fixed Field

Form code should be b, microfilm. This will be coded into the constant data record.

AACR2 and OCLC treat microforms as Reproductions, so DtSt will be code r; and we’ll supply the publication date of the map as the second date.

The remaining fixed field elements should describe the original map, not the microfiche reproduction.

007

The 007 should reflect the micro nature of the material; this will be coded into the constant data record. Do not use Maps 007.

Subfield a – h, Microform
Subfield b – e, Microfiche
Subfield d – b, Negative (true for the ones we’ve seen – be alert and verify)
Subfield e – m, 11 x 15 cm.
Subfield f – u, Unknown
Subfield g – a, Black & White
Subfield h – u, Unknown
Subfield i – u, Unknown generation
Subfield j – u, Unknown

050

Use the class together number for the series, QE191.M36 no.P. ___ - insert a period after the P, to conform with local call numbers used on paper maps in the collection.

110

The 110 will vary slightly; hopefully, the early ones will all be from Ontario Dept. of Mines. When we move on to a different era, we can change the 110 in the constant data record. In general, prefer a corporate 110 and add personal name contributors as 700s.

These corporate names are among the bodies responsible for the original maps:

Ontario. ?b Dept. of Mines. (1956?--6/6/70)
Ontario. ?b Dept. of Mines and Northern Affairs. (6/6/70--4/1/72)
Ontario. ?b Division of Mines. (4/1/72?--Apr.78)
Ontario. ?b Ministry of Northern Development and Mines. (11/15/85--present)
Ontario. ?b Ministry of Northern Affairs.

245

Determine the title from the map, as usual. Always include the GMD as 245 h, [microform]. Add subfield c elements as found. When the title doesn’t include Ontario, add it as subfield b in brackets, along with a 500 note to justify inclusion.

246

Add 246 as usual; add a 246 for marginal titles when in a different form from 245. For example:

?i Title from upper right margin: ?a Melgund Twp. - P.2

255

Scale might be tricky. We’ve noticed 4-5 common scales, which in most cases are given on the map. It may be necessary to use Scale not given, since we can’t determine a scale based on the fiche image.

260

The 260 should be taken from the map image.

300

The 300 will be indeterminable in most cases; leave subfields b and c blank. Most extents will simply be 1 map, as coded into the CD record. You may be tempted to trust copy for the paper map, but this will have limited value and is unverifiable, so exercise caution.

490

The main 490/830 appears to be consistent; the series will appear in the Constant Data record, and only the number will need to be added. Some apparent variations or subseries are invalid and should be ignored, i.e. “Preliminary map.” The 490 may be bracketed when not present, or a 500 may be used to justify the series. See also 830.

Some maps may have separate numbered series; be alert, and add when found.

533

The 533 will be coded into the Constant Data; it should be the same for each record. The publication date of the fiche figures to be post-1985 since Ministry of Northern Development and Mines formed on 11/15/85.

533 Microfiche. $b [Toronto, Ontario] : $c Ministry of Northern Development and Mines, $d 198-? $e 1 microfiche : negative ; 11 x 15 cm.

6XX

Subjects are still somewhat undetermined. EMSL has asked that we go to the County or District level for subjects. In general, add up to three Counties/Districts, when shown on the map; if the map shows more than 3, just use Ontario.

Linda supplied a link to Stats Canada to help determine county/district.

Other searches may be needed. Verify County/District names in the authority file. If anyone discovers another helpful link, please share.

Most will get 650 Geology –Ontario – [Name (County) or (District)] – Maps. Other subjects will be discovered; look in the title for topics, and try to determine what the map shows. Use related copy when available. We will try to generate a list of possible subjects, which can be applied as needed. Consult when questions occur. We’ll have to monitor this, and if subjects become a problem, we should re-examine the project parameters.

Mines and mineral resources
also, specific metals, such as Silver mines and mining
Gravity anomalies
Magnetic anomalies
Geomagnetism

7XX

In general, prefer a corporate main entry for the 110, and add personal name contributors in field 700. Add 710s as needed based on the piece in hand. The 710 for the micro publisher is coded into the CD record.

776

When exact matching copy is found for the original paper map, add field 776 to your micro record to refer to the OCLC record for the original. Use indicator 1, [blank]. Use the term Original in subfield c, and the OCLC record control number in subfield w. For example,

776 1 $cOriginal $w(OCoLC)539056511

830

The series will be coded in the CD record; all our fiche seem to be from the Preliminary series, and include the letter P. It might be useful to review the series authority record, ARN 02262912.

830 0 Map (Ontario Geological Series) ; $v P.___

Be alert for separate, numbered series; verify and add when present.

Use a system-generated item id number when creating the item record; do not use a barcode. Key in the word AUTO in the item ID area and save to create a system-generated number.

Use the Home location Micros-EM and the Type MAP. Be sure they are check-marked for Circulating.

EMSL has kindly offered to acquire a stamp for the call number, and will apply the call number themselves, so we do not need to worry about the call number, and we will not need to send these through CatMarking.

Ownership Stamp the front of each fiche sleeve with EMSL stamp; prefer to stamp the center, allowing room for the call number to be added later.

Take normal Department statistics for Original records. Do NOT take Retro stats, as these are not from the Maps Library.

We can send down a few at a time in an envelope through regular campus mail; try to keep the fiche in order.

Here's an example of how the final OCLC record may look:

Here's a copy of the LC Authority Record for the main series:

Here's a copy of the current Constant Data Record; the CD record may change as the project progresses: