Cataloging Procedures Manual

Chapter VIII: Videorecordings

A videorecording is "a recording on which visual images, usually in motion and accompanied by sound, have been registered; designed for playback by means of a television set" (AACR2, Glossary). The University of Virginia Library currently acquires videorecordings only in videocassette and DVD formats. See AACR2 Chapter 7 for rules on description for these formats.

For Dat_Tp s, insert latest copyright or date or release. For DVD's, consider items with substantial new or extra material as Dat_Tp s.
For Dat_Tp p, insert date of distribution/release/issue (Date1) and production/recording session (Date2), when they differ by at least a year. This is most often a release in a different medium, such as a film released as a videocassette.
For Dat_Tp r, use latest date (Date1) and original date (Date2).
For Dat_Tp q, insert a range of dates ending with date cataloged or purchased; uu replaces unknown digits (e.g., 197u,1995).
For Dat_Tp t, insert publication, release or production date (Date1) and copyright date (Date2).

7. Ctry

Use country code for country or publication of the piece, not of the original film. Use country of original film only if country of publication cannot be determined.

8. Lang

Three digit code from the OCLC language code list. Use original language of the dialogue (i.e. Spanish with English subtitles. Use spa and indicate in both 041 and 500 fields.)

Example:
Lang: spa
041 spa|beng
546 In Spanish with English subtitles.

9. Mod_Rec

[blank]

10. Source

11. Time

Three digit code (030, 060, 120, 360, 112) for 30, 60, 120, 360, 112 minutes, respectively. Usually indicated on container; if not, then estimate approximate length. (Calibrate using running time and counter). For multi-part sets, add individual videos and give total time (i.e. 2 videos 60 min. each = 120). For incomplete multi-part sets, use --- .

12. Audience

g (most films, i.e. fictional, PG-13, not rated)
e (non-fiction and adult movies)
f ((specialized, for non-fiction works such as videos for professionals in specific fields [i.e. teaching])
[blank] unknown

13. Accomp

[blank] if not accompanied. Usually r when accompanied by instructional materials.

14. GovtPub

[blank]

15. Type_Mat

v

16. Tech

n - not applicable
a - animation
c - animation and live action
l - live action (most frequently used)
u - unknown
z - others

F. Variable Fields

001 Control number

For original cataloging, include the system-derived title control number.

007 Physical description

\|a	position 1	GMD	v
\|b	position 2	SMD	f	videocassette
			d	videodisc
\|c	position 3	Obsolete	blank
\|d	position 4	Color	b	black and white--b&w in 300 field
			c	multicolored--col. in 300 field
			m	mixed (colored and black & white)
\|e	position 5	Format	b	VHS
			g	laser optical
			v	DVD
\|f	position 6	Sound	a	sound on medium
			blank	silent--when there is no sound
\|g	position 7	Sound medium
			h	videotape
			i	videodisc
\|h	position 8	Width/dimension
			o	½ in. (videocassette)
			z	others (12 in. for videodisc; 4 3/4 for DVD)
\|I	position 9	Configuration of playback channel
			m	monaural
			s	stereophonic
			k	mixed
			q	multichannel
			u	unknown
			z	other
			n	not applicable

020 ISBN

Insert ISBN if it appears on the piece.

024 Other Standard Identifier

Optional field. Do not add or delete for copy cataloging.

028 Publisher's Number

Required if applicable. Use indicators 40. Enter number as it appears on item, including spaces, punctuation, suffixes, and prefixes (with the exception of prefixes or other designations such as no., ed., etc.)

040 Cataloging Source

VA@ |c VA@ (for original cataloging).

041 Language

Use when fixed field Lang is not sufficient to convey all language information. The first element in |a should match the code in fixed field Lang. Others are listed in order of predominance (if that can be determined), or alphabetically. Each element must appear in a separate subfield. Subfield h (original language) can only follow subfields a, d, e or g. Use 1st indicator 1 if item is or includes a translation.

Examples:

041 1 spa|beng (for a film in Spanish with English subtitles)
041 1 eng|afre|bger|bspa (for a film in English and French with German and Spanish subtitles)

049 Location

Use VA@@.

099 Local Call Number

Assign a chronological accession number. Do not delete Library of Congress-type call numbers in 050 and 090 fields for copy cataloging. Format in the following manner:

Videocassette

VIDEO|a.VHS[accession number of the video]

Laser disc

VIDEO|a.LD[accession number of the disc]

Digital video disc

VIDEO|a.DVD[accession number of the disc]

Videocassette for Manuscripts

VIDEO|a.VC[accession number of the video]

1xx Main entry

Do not use. Authors of original novels or composers of original musical works on which the video is based are traced after the director in a 700 field. For copy cataloging, change 1XX to 7XX.

240 Uniform title

Do not use. Enter uniform title in |t of 700 11 for author of a work identified in the title of the video. See Appendix 8.

245 Title and statement of responsibility

For the 245, prefer the title on the item itself (i.e., the title frames) to a variant title on the cassette label or container (add variant title(s) in 246 field(s)). Use general material designation [videorecording] in subfield h, enclosed in brackets. The GMD follows |a, (and |n and |p, if they occur), and precedes |b. Subfields n and p can also be separately coded and placed after |b, if that conforms to the way the information is presented on the item. Their order is not prescribed.

Subfield c applies to overall responsibility for the work as a whole. Include the original production company (it should be the first element, but do not change if it appears in another position), producers, directors, and writers. If a statement on the medium names both the agency responsible for production and the agency for which it is produced, give the statement as found.

Documentaries that are part of a series may be cataloged together or separately. If done separately, the title in the 245 field should be the distinctive title of the part or volume. Establish series titles according to departmental guidelines. See Appendix 5. If the series is held together, the series title appears in the 245 field, with individual titles in the 505 field; trace titles in 700 |t or 740 fields.

246 Varying Form of Title

Use this field for varying forms of titles that pertain to the work chosen as the title proper. Include meaningful subtitles, but do not trace generic titles (e.g., drama, comedy, etc.). For copy cataloging, change 740 tags to 246 tags if they apply to the work as a whole and number fewer than four.

Indicators:
30    Portion of title
31    Parallel title
1      Note for container titles. Example:
        |iTitle on container:|aPapaya and guava

250 Edition statement

Add as appropriate, using statement as it appears on item. Field is non-repeatable; concatenate as required.

Examples:
Restored version.
Deluxe letterbox ed.; 25th anniversary ed.
Unrated version.

260 Imprint

Give the name of the publisher, and optionally, the name of the distributor, releasing agency, and/or production agency or producer not named in the statement of responsibility. The distributor often appears on the first of the title/credits frames of the film.

A single copyright date printed on the disc surface can be transcribed as a copyright date in |c. If there is no single publication, distribution, etc., date which applies to the item as a whole, and the item has multiple dates that apply to various aspects of the production, transcribe only the latest date found on the item (without a copyright symbol) in brackets, since it is an inferred date. Transcribe other pertinent dates in edition or contents notes. Consider videorecordings with added materials (subtitles, bonus tracks, outtakes, etc.) as new publications. Transcribe the latest date on the item in the fixed field and 260 field, and give the date of the original production in a 500 note.

To estimate dates for Dat_Tp q, use estimated date in |c and range of dates in fixed fields. To help with estimating dates, remember that VHS first became available in September 1977, DVDs in March 1997.

Example:
Phoenix, Ariz. :|bGrapevine Video,|c[198-?]

300 Physical description

Subfield a identifies the number of physical units, expressed with an Arabic numeral and a specific material designation. The stated or approximate playing time of the film itself (not including any special features or additional material) follows the material designation. Subfield b contains physical details such as sound characteristics, color and/or black & white, etc. Subfield c describes the size.

Add |e for accompanying materials which are physically separate from the videorecording (also indicate in fixed field Accomp). Give details about accompanying material in a 500 note, if desired.

4xx Series statement

See Appendix 4 for departmental guidelines on establishing series. If series is traced in a different form, transcribe authorized form of heading in an 830 field.

500 General notes

Notes should be given in the following order for original cataloging. Do not change order of notes for copy cataloging. Combine notes where possible.

538 Format information

VHS format for videocassettes.

[NTSC]--North American
[PAL]--usually for European or Asian videos.
[SECAM]

DVD: Include special sound, color, etc. characteristics.

Examples:
538 DVD, Dolby stereo.
538 VHS format [NTSC]

546 Language note (repeatable)

Use separate language notes for foreign languages and for special circumstances, such as closed-captioned. Include notes about dubbed languages.

Examples:
546 Closed-captioned.
546 In French with English subtitles.
546 Includes French dubbed version and subtitles in English or Spanish.

500 Source of title

Use if title is taken from other than chief source of information. If there is no title on the videorecording and container title is used in the 245 field, indicate as follows:
500 Title from container.

511 Participant or performer note

Include participants, players, performers, narrators, presenters. Include conductors of operas (1st indicator 0). In listing cast, include key actors or starring roles. Note may include names that will not be traced.

Ind 1: 0 (no print constant)
Ind 1: 1 (cast)

508 Credits

Include persons or corporate bodies (other than producers, directors and writers listed in the 245 |c) that have contributed significantly to the production. Do not repeat the names of directors, producers, etc. listed in the 245. Include prominent choreographers.

Example (preface name with statement of function):
Director of photography, Oliver Stapleton ; editor, Christopher Tellefson ; music, Stephen Warbeck ; costume designer, Phoebe de Gaye ; production designer, Hugo Luczyc-Wyhowski.

Suggested order of listing (not prescriptive or exhaustive):

1. Photographer(s), camera, cinematographer
2. Animator(s)
3. Artist(s), illustrator(s), graphics
4. Film editor(s), photo editor(s), editor(s)
5. Music
6. Consultant(s), adviser(s)

Do not include:

1. Assistants/Associates
2. Production supervisors or coordinators
3. Project of executive editors
4. Technical advisors or consultants
5. Audio or sound engineers
6. Writers of discussion, program or teacher's guides
7. Others making minor or purely technical contributions

500 Other statement of responsibility note

Indicate the author(s) of the original work. (Trace author in a 7xx note.)

Example:
500 Based on a novel with the same title by David Taylor.

500 Edition and history

Always note original release date of a film in this field. However, if the latest copyright holder is the same as the publisher in the 260 field, do not repeat the date in the edition and history note.

Example:
Videocassette release of a 1960 motion picture by United Artists, renewed in 1980 by Metro-Goldwyn Mayer.
Videodisc release of a 1980 television documentary.

500 Accompanying material

500 Series data not in series note

Example:
500 Formerly issued as part of series: The Atlantic community.

502 Dissertations

521 Target audience

Indicate type of audience, if specified on video, or give MPAA or other rating for a motion picture.

Example:
521 8 MPAA rating: PG-13.
521 Grades 3-4.

530 Other formats

Retain if noted in record. Do not add unless information is readily available from item.

520 Summary note

Include a brief, objective summary from the container or a reference source (such as imdb.com), or composed by the cataloger, unless the rest of the bibliographic record provides sufficient information on the item's contents.

505 Contents note

Use for individual titles of a series cataloged together. Include titles and papers of proceedings of conferences if deemed significant, and list presenters instead of in the 511 (see example).

Ind 1
0      Full contents
1      Partial content

Example:
505 0   Pt. 1. Democracy and diplomacy in the Asia-Pacific region / Jose Ramos-Horta.

590 Local note

506 Restrictions on use

501 With notes

500 Other notes

For letter-boxed films, add note "Letterboxed" unless it appears in the edition statement. List special features on DVD's, if practicable. If features include a documentary or other feature with a distinctive title, include that in the note, tracing the title in a 740. If special features are not listed on the container, use the standard note:

500 For specific features, see interactive menu.

6xx Subject Added Entries

Include both form and genre subject headings where applicable. May include more than one genre heading:

Adventure films
Animated films
Ballets
Biographical films (assign subject heading for the subject of the biography)
Children's films
Comedy films
Detective and mystery films
Documentary films (assign additional subject headings)
Experimental films
Fantasy films
Films for people with visual disabilities (instead of Video recordings … )
Films for the hearing impaired (instead of Video recordings … )
Historical films (assign additional subject headings)
Horror films
Musical films
Operas
Religious films
Rock films
Samurai films
Science films (assign additional subject headings)
Science fiction films
Short films
Silent films
Spy films
Symphonies
War films (assign additional subject headings)
Western films

700 Added Entry--Personal Name

Make added personal name entries for:

Persons (director, producer, writer, animator, photographer for travelogues) who have made significant contributions to the creation of the work. The director will appear as the first 700 entry.
Featured players, performers, narrators (even if not seen), and musicians (for musical groups, see below, 710). Generally, limit tracing to prominently named actors.
Interviewers, interviewees (appearing in the film)
Lecturers, speakers, etc. (appearing in the film)
Host or correspondent in a documentary film.
Author of a novel, play, etc. on which a film in based (make name/title added entry). Example: 700 12 Shakespeare, William,|d1564-1616.|tHamlet.

710 Added Entry--Corporate Name

Make added corporate name entries for:

Corporate bodies acting as producer, publisher, distributor of the film, or having other significant overall responsibility for the film.
Featured musical groups. Do not make individual tracings for musicians within a musical group, with this exception: if a musician's name appears in conjunction with the name of the musical group (e.g., Bob Marley and the Wailers), make separate tracings for the named musician (700) and the musical group (710), if they are not grammatically linked.

730 Added Entry--Uniform Title

It title has changed or varies from the original (e.g., for foreign films), make a 730 for the original title.

Example (for Open your eyes, a manifestation in English of a Spanish film):
730 0 Abro los ojos

740 Added Entry--Uncontrolled Related/Analytical Title

Use for parts of a work or related works. Variant titles for the work as a whole should be given in 246 fields. Use for analytical added entries for parts of the work described in 505 notes.

Example:
740 02 Golden age of Hollywood

830 Series Added Entry (Uniform Title)

See Appendix 4.

856 Electronic Location and Access

Many provisional records include 856 for movie reviews. Cut and paste into record when overwriting provisional record with copy from OCLC.

III. Processing Clemons Material

Label routing slip with call number.
Keep barcode attached to routing slip.
Verify home location (CL-MEDIA) and current location (CL-OFFICE).
Put on shelf labeled Non-book Material-Clemons for delivery to Clemons.

IV. Processing Non-Clemons Material

Label routing slip or videorecording with call number and part information, if applicable.
Add barcode to the piece if the video is in plastic container; otherwise, tape barcode to the routing slip.
If item is part of a mixed media set, see Appendix 18.

V. Marking Non-Clemons Material

See Appendix 6.

VI. Statistics

Count as follows:

One title, one video: count as 1 new title, 1 piece
One title, three videos: count as 1 new title, 3 pieces

Table of Contents

Chapter 9A

Rev. 03/03/03

Cataloging Procedures Manual

Chapter VIII: Videorecordings

Contents:

I. Pre-Cataloging

II. Cataloging Procedures

III. Processing Clemons Material

IV. Processing Non-Clemons Material

V. Marking Non-Clemons Material

VI. Statistics