Attachment J4 - Microfilm Inventory Appendices 1-4 17 pages

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 #:

Batch Control Slip

Location #’s in
batch:

Cart #’s
in batch:

Reels Processed
Shelf #
Reels in shelf #
Archival
Master
Print Negs
Reels
processed
Reels not
processed
Statistical Categories per Batch
How many in entire batch of:

Errors per Batch
Critical errors:

Important 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.
2001
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)

ENUM

1976 July 7-Oct. 14

(Range in same years)

ENUM

1884 Feb. 12-16

(Range for the same month)

or

or

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