Best Practice for Commercially Produced Tangible Reproductions (Microforms, CD-ROMs, etc.)

Recommendation

In response to its charge to provide guidance and coordination in the review of issues surrounding the process of moving from Harvard’s current Single Record Approach to a Multiple Record Approach, the Multiple Record Implementation Task Group recommends that commercially produced reproductions and their related print materials fall under Harvard’s newly implemented Multiple Record Policy for all prospective cataloging.  As a result, all microform, CD-ROM, or other purchased or acquired reproductions should be cataloged on a separate record from any related print resource. 

What this best practice does not cover:

Locally reformatted materials: This document does not address Harvard-created reproductions (digital or otherwise) of Harvard’s own holdings. These are covered under the Best Practice for Locally Produced Reproductions and Best Practices for NET Holdings for Locally Digitized Materials.

Print preservation facsimiles: Please note that print preservation copies of Harvard Library materials made to be used in place of a fragile or damaged original copy are not considered to be reproductions, but rather, use copies, and are to be kept on the same record as the original print copy, regardless of whether the copy was made in house or by an outside manufacturer.  For more information about these materials, please see Best Practice for Holdings Records for Print Preservation Facsimiles.  

Deriving Records

Staff are encouraged to use a macro created by Walter F. Nickeson, University of Rochester, when creating a new print record from another format when no print record exists. (Please note that at present this macro only addresses monographs; we hope to have a macro for use with serials in the near future.) This macro derives a new record for a book from a bibliographic record of any format, or changes the format of a record to describe a book. Fields not applicable to a book are deleted, and default books workform values are supplied where appropriate information is lacking. The macro discards all 7XX linking fields except 776, and adds a 776 for the format of the original record.

For more details regarding how the macro was designed to work, please refer to the introductory text to the macro (DeriveBookFromAnyFormat.txt). 

For instructions on how to load this macro to your instance of OCLC Connexion, please refer to the instructions created by Joel Hahn for “Macro is in text form.”

Linking Fields

We recommend that Harvard Library use the option given for related manifestations in LC-PCC PS 1.11 Print On Demand (POD) Reproductions and Photocopies instructions for all related manifestations, e.g., microfilm of printed resource:

Record the relationship of the reproduction to the original using MARC field 775 (if both resources have the same physical format) or MARC field 776 (if both resources do not have the same physical format, e.g., a printout from a PDF). Use a relationship designator in the subfield $i, such as: "Reproduction of (manifestation):" or use other relationship information, such as the unstructured: "Print version:".

The bibliographic records should correlate at the manifestation level, and reciprocal linking fields (775/776) should be added to the bibliographic records for both the original and the reproduction. There may be instances where item-to-item relationships should be traced, but this should be recorded as local information in the 843 field of the holdings record:

Example: 

843__  ǂa Microfilm. ǂb [Cambridge, Mass.] : ǂc Harvard University Library Microreproduction Dept., ǂd [198-]. ǂe 1 microfilm reel : positive ; 35 mm. ǂn Copy reproduced: Film Mas C932.656, filmed from Schlesinger Library 641.64 P75o, c.1

Please note that unique items (i.e., WEMI items) are the same at the manifestation level and would not need a notation in the holdings record.

Large Data Loads

Please note that some large data loads of microform titles that are also available as electronic resources may need special attention with respect to Harvard’s multiple record policy.

Relationship with Locally Produced Digital Reproductions

Please note that Harvard often has access to both a locally produced and commercially produced digital reproduction of the same manifestation.  If our locally digitized object is associated with the provider neutral record in OCLC used by a vendor providing us with access via a Community Zone record, we may see our local Harvard reproduction information on this Community Zone record as well, even though it almost always represents a different item of the same manifestation. 

Example:

MMS ID 99154275677803941: Validity of slave marriages / opinion by James B. Bradwell, probate judge

This is a Community Zone record associated with an OCLC provider neutral record that represents all digitized versions of this manifestation

        OCLC number: 905662001

Please note the presence of the following 533: Electronic reproduction. $b Cambridge, Mass. : $c Harvard College Library Digital Imaging Group, $d 2021. $f (Slavery, Abolition, Emancipation, and Freedom: Primary Sources from Houghton Library). $n Copy digitized: Houghton Library: US 5272.35. $7 s2021####maun#s $5 MH

MMS ID 990040497510203941: Validity of slave marriages / opinion by James B. Bradwell, probate judge

This is an Institutional Zone print record with 2 holdings for print as well as a NET holding for a digitized version of our Houghton item. 

OCLC number for Print: 30556679

OCLC number for NET located in 014 of holdings: 12523586484 (merged in OCLC with 905662001) (same as CZ record)

Related Manifestations -- Different Carriers (Examples)

MARC21 Record Examples