---------- Forwarded message ----------
Date: Fri, 16 Apr 1993 13:02:27 CDT
From: "E. Gaele Gillespie" <GGILLESP%UKANVM.BITNET@mitvma.mit.edu>
Subject: Re: MicroLinx (Rosemary Milburn)

In answer to Rosemary Milburn's inquiry about loading records for microform
titles:

(Rosemary suggested putting a leading "m" in front of the title to indicate it
was the microformatted version of the journal or newspaper, e.g. MTIME)

We do not use MicroLinx, and so I don't know their guidelines, but I wouldn't
load records that would in any way degredate the titles of the journals (how
will those titles with leading "m"s be indexed in the system, and how will you
search them?  will the system ignore the leading "m"s, and if not, then what?)

This is a rather simplistic explanation, but I offer this illustrative example
just for the sake of discussion:
   We use one bibliographic record per title, then create separate holdings
records for each copy (with "copy" defined at the order-record level) which
includes its unique characteristics such as format, order number, etc.  That
way, when we search a title in order to do check-in or invoice attachment, etc.
we are able to pull up all holdings records associated with that title and
choose from that browse whether we want the print or the microform copy.  For
_Newsweek_ we would pull up all the copies whether print or microform, with the
check-in and billing record for the microform version identified by <MICROFORM
CHECK-IN RECORD> to the right of its copy # (displays using the subfield "k"
in the 852 field of the holdings record -- yes, we're using it kinda illegally
according to nat'l. stds., but we needed someplace to store the info., and this
is how it's defined until we can get add'l. programming to create and validate
another subfield for this info.)

We have an in-house system and I realize that what we do may not mesh with the
way in which other systems are designed/used, but I offer the above just as an
example of a way to create multiple records according to format that won't
interfere with the integrity of the title itself and doesn't require much extra
keying.

E. Gaele Gillespie / Asst. Head, Serials  /  University of Kansas Libraries
(913)864-3535   e-mail: GGILLESP@UKANVM.BITNET    Lawrence, KS  66045-2800