Cataloging Procedures Manual

Chapter XIII: Music Scores and Sound Recordings Cataloging
Part B: Music Scores Cataloging

Contents:

I. Introduction
II. Location of Items to be Cataloged
III. Music Scores Cataloging
    A. Pre-Cataloging Routines
    B. Cataloging
IV. Post-Cataloging Routines
    A. MARC Holdings Record
    B. Shelflisting
    C. Statistics

I. Introduction

This chapter documents procedures for cataloging music scores at the University of Virginia Music Library. Information includes the national standards to be followed for copy and original cataloging, local variations and detailed instructions on specific in-house routines including information on inputting and editing on VIRGO, the University Library's integrated online system.

II. Location of Items to be Cataloged

Scores awaiting cataloging are housed in two locations:
1. The backlog of recently received scores (i.e., within the past 6 months-1 year) is on a wooden shelf in the Technical Services office, arranged alphabetically by main entry (composer or title).
2. The backlog of older scores is arranged alphabetically by composer on bookcases in the Assistant Director's office.

The shelf list file for items needing conversion is integrated into the shelflist of cataloged materials, with orange sleeves on cards for items needing conversion.

Materials routed from Alderman Library, showing the record number in VIRGO and a code for the source of catalog and/or order record in VIRGO:

• Green slip - From Acquisitions (firm order)
• Blue slip - From Gifts and Exchange
• Pink slip - Standing Orders

Source of copy codes used in Acquisitions:

• DLC: OCLC copy input by Library of Congress.
• Member copy: OCLC copy input by a member institution.
• Classifies: exact matching OCLC copy lacking a call number or usable call number; there will be a bibliographic record in VIRGO with standard MARC tags.
• Originals: no exact matching copy; there will be a brief record in VIRGO.

Other print materials received within the Music Library will have the title control number (preceded by "a" for provisional records and by "o" for OCLC records) and code printed on either the left top corner of the cover page or the inside right corner of the first page.

III. Music Scores Cataloging

A. Pre-cataloging routines:

1. Assign priority to items as follows: a) items acquired as "Purchase Express"; b) items which have been requested by faculty members or other users; c) items which have OCLC copy.

2. Search VIRGO by author, title, title control number (if present) or document number (record label number, ISBN, plate or publisher's number) to confirm that the record is in the system. If not, download record.

3. Verify that copy describes the item in hand. Most records will be downloaded at the ordering point or at the time the score is searched. It is the cataloger's responsibility to make sure the score in hand matches the record on VIRGO. If the record does not match, or is a provisional record, search OCLC for matching copy and overlay existing record. If no record in OCLC adequately descibes the item, consult Bibliographic Formats and Standards, Chapter 4, to determine whether to adapt existing record or to create a new record.

3. Determine that there are no duplicate records in VIRGO. (See Appendix 25).

B. Cataloging:

Choose Modify Title wizard in WorkFlows. Note: When editing is complete for each screen, click on OK or press [Enter] before moving to another screen. Choose "review" to review or make more changes; "close" will exit modify title wizard.

1.    Control Information

a) Created by : [userid]

b) Date cataloged : TODAY

c) Title control # : OCLC number, preceded by "o".

d) Record format : MUSIC

2.    Volume/Copy Information

a) Barcode : For items in a single signature which can be pamphlet bound, use barcodes on blue "number in VIRGO" sheets; insert sheet with barcode attached in score. For items which will be bound, use double barcodes; place one on top right corner of front cover, the other on verso of title page. For items which are already bound, place barcode in the lower left corner on front cover, using 3M bar code template. Scan in barcode.

b) Type : MUSI-SCORE or MUSCORE-NC

c) Home location : MU-STKS, MU-MINI (for miniature scores, height less than or equal to 21.5), MU-OVERSZE (for items with height or width over 40 cm.)

d) Current location : IN-PROCESS

e) Itemcat1 : MEMBERCOPY, DLC, CLASSIFY, ORIGINAL, or CONVERSION

f) Call number : Enter LC-type call number, or paste and edit from 050/090 field of bibliographic record. Browse call to verify placement in shelflist. Omit spacing between classification letter and numbers (e.g., M452, not M 452). Refer to Section D: Call number assignment for Music Cataloging.

g) Piece Count : each individual score or part counts as one piece (e.g., 1 score + 4 parts = 5 pieces)

h) Default is CIRCULATES; for MUSCORE-NC item type, uncheck CIRCULATE box

3. Fixed Fields:

a) Rec_type

c    printed music

d    manuscripts, originals and reproductions or copies, including published facsimiles of music mss.

b) Bib_lvl

m

c) Enc_lvl

I    full-level input by OCLC participants

d) Desc--Do not change for copy cataloging.

a    AACR2

e) Dat_tp

m   multiple dates for monographic multi-volume sets (initial year in Date1, terminal year in Date2)

q    questionable date (use for single dates having a probable range of years)

r    reprint, original date (add an edition/history note for the original place and date of publication)

s    single date

t     publication date, copyright date

f) Date1, Date2--Should correspond with dates in the 260 field, |c.

g) Ctry--See MARC code list for countries.

h) Lang--Use for language of vocal text and/or textual content printed separately from the music. Enter code for predominant language, and use 041 as needed to convey additional language information. See MARC code lists for languages.

N/A     instrumental music without vocal text

i) Source

d    member institution

j) Comp--Assign code from Form of Composition list, if applicable codes exist.

mu    For multiple forms of composition in one item, enter various codes in field 047. In such a case, do not enter zz or uu in any subfield.

k) Format--Code should correspond with specific material designation in field 300.

a    full score

b    full score, miniature or study size

c    accompaniment reduced for keyboard

d    voice score

e    condensed score

g    close score (e.g., for hymnals)

m    multiple formats issued together

z    music in other than score form--use for solo music, parts, or popular music in which score consists of two staves with words printed between them, with or without guitar chords.

l) Accomp--Use if any part of the item is the type represented by the code. Describe accompanying matter in a 500 note.

b    bibliography

c    thematic index

d    libretto or text

e    biographical information on composer

g    technical/historical information on instruments

h    technical information on music--use for performance notes

i    historical information

m) LTxt

n    not applicable (item is not a sound recording)

4. Variable Fields

020 ISBN

Retain or add if present, without spaces or hyphens.

024 Other standard identifier

Ind 1
1    UPC--Do not use unless no other publisher's number appears on the item.
2    ISMN--Use if present. See ISMN users' manual.

028 Publisher's number/plate number--Use for any publisher's or plate numbers which appear on item, with the exception of the UPC and ISMN (see 024).

Ind 1
2    plate number
3    publisher's number

Ind 2
2    note, no added entry

035 System control number

Delete non-OCLC numbers for copy cataloging.

040 Cataloging source

For original, input VA@|cVA@.

041 Language code--See MARC code lists for languages.

Ind 1
0    Item does not include a translation.
1    Item is or includes a translation. Use when the element in |e is a translation of the data element coded in |a, but not when accompanying material coded in |g is a translation.

043 Geographic code

Add if appropriate, and include a 6xx field for corresponding subject heading to describe geographic data. Refer to MARC Geographic Area Codes.

045 Time period of content--Use if date of composition can be verified on item or is readily discernable by other means. Use formatted codes, with |bd preceding each date statement (for C.E. dates).

1st Indicator--Type of time period in subfield b or subfield c
0    Single date/time
1    Multiple single dates/times
2    Range of dates/times

Example: a score containing two works, one composed in 1856 and one in 1881:
045 1  |bd1856|bd1881

047 Form of musical composition

Use when fixed field comp is mu (more than one comp code applies to the score). Do not enter uu or zz into this field.

048 Number of musical instruments or voices code.

Do not use for:

Collections of miscellaneous instrumentation
Folk music
Folk songs
Hymns and liturgical chants
Musical comedies
Operas and other large vocal works with unspecified instrumentation
School songbooks without specified instrumentation
Sound recordings of popular music

049 (Local holdings): Use VA@@

050 Library of Congress call number

For copy cataloging, retain LC-assigned call number, even if inputting a new local call number.

090 Local Call Number

Member-assigned or local Library of Congress type call number. Input or edit as needed. Delete any other 09X fields. Refer to Part D: Call number assignment for music cataloging.

100 or 110 Main entry--Personal or Corporate Name

Indicator 2 is blank.

130 Uniform title main entry

Indicator 1 is a filing indicator; all second indicator values except blank are obsolete.

240 Uniform title

Include the 240 even when uniform title is identical to the title proper. For original records, omit 240 in cases where it duplicates exactly |a of the 245, but add to the local record in VIRGO after record has been uploaded to OCLC.

245 Title and statement of responsibility

Transcribe title exactly. Do not use abbreviations. Indicate omissions by ellipses. Consult AACR2, rev., chapter 5.1 for guidelines on determining title proper and subtitles. Do not use GMD. Make title added entries when appropriate. Add statement of responsibility if not present, for copy cataloging. See Appendix 8.

246 Varying form of title

Use only for titles related to the title selected as the title proper. Titles related to other works are recorded in field 740 or one of the other 7xx fields.
Indicator 1
1    Note, no added entry
      Example: 246 1   |iTitle on violin I part:|aRosamunde
3    No note, no added entry
      Example: 246 31  Rite of spring
Indicator 2
[blank]   No type specified
0    Portion of title
1    Parallel title
2    Distinctive title
3    Other title
4    Cover title
5    Added title page title
6    Caption title
7    Running title
8    Spine title

250 Edition

Transcribe in the language of the title proper, using abbreviations from AACR2 appendix B (e.g., 2nd ed.). Statements pertaining to vocal ranges are treated as edition statements. However, statements which include the word "edition" or its foreign equivalents (e.g., Klavier-Ausgabe) but describe an arrangement of the musical work by a human agent are statements of responsibility, not edition statements. Statements which refer to publishers (e.g., Edition Peters), when combined with publisher's numbers, should be transcribed in the 028. In case of doubt, check local authority file.

254 Musical Presentation Statement

Transcribe only if the statement appears on the chief source of information. Do not include statements from other areas.
Example:  254    Conductor's score.

260 Imprint

Both indicators are blank. Publisher's name can be shortened if it remains distinctive. See table Summary of Field 260, |c for guidance on inputting dates.

300 Physical description

The specific material designation should correspond with the fixed field Format.
Local practice: For items less than or equal to 21.5 cm. in height, use location MU-MINI; for items over 40 cm. at their widest or highest point, use location MU-OVERSZE.

306 Duration

Code duration for each item in a separate subfield a. Add a corresponding 500 note. Example:
    306    002400
    500    Duration: 24:00.

4XX and 8XX  Series statements--See Appendix 4.

5XX Notes

Add notes in the order given below. Do not add notes for publisher's numbers stated in the 028 field.

1.    Form(s) of composition and medium(s) of performance, if not stated elsewhere in the record
2.    Language (546)--add unless information on language has been fully described in other fields. Always include for language of sung or spoken text, unless stated explicitly in the uniform title. Include concise information on languages of accompanying materials in this field if desired.
3.    Source of title
4.    Variations in title
5.    Parallel titles
6.    Statements of responsibility
7.    Edition and history
8.    Publication, distribution
9.    Physical description
10.  Accompanying material
11.  Series
12.  Dissertations (502)
13.  Audience
14.  Other formats available--Do not include information on publication in other formats even if it appears on item.
15.  Summary
16.  Bibliography/Discography note (504)--Example:
        504    Includes bibliographical references.
17.   Bibliographic citation (510)--Add if source is verified.
        Example: 510 4   RISM,|cA/1, C952
18.  Contents (505)--Include contents notes whenever possible, using unformatted notes. Do not correct punctuation for older records. Enhance OCLC record from contents notes in VIRGO as appropriate, or enhance contents in OCLC prior to downloading record into VIRGO. See Contents notes for music.
19.  Reproduction (533)--Use for preservation photocopies instead of adding a new record for the reproduction. If withdrawing original piece, add a 533 note for the photocopy to the original record, with "photocopy" in the comments field. If retaining original piece, add reproduction information in a 590 note instead of in the 533.
        Example:
        Photocopy.|bCharlestown, Massachusetts :|cAcme Bookbinding,|d 2001.
20.   Local notes (590)--Include information pertaining to the copy being described.
21.   "With" notes (501)

6XX Subject added entries--Names

Use for facsimiles of composers' autographs and for musical settings of authors' works and as appropriate.
Example:
610    10 Auden, W. H.|q(Wystan Hugh),|d1907-1973|vMusical settings.

650 (Subject added entry--Topical): Use only established Library of Congress subject headings. The form of composition will be the first subject heading if it applies to the work and is included in LCSH. Medium of performance may be used as the first heading for works not composed in only one or two named forms, as a second heading, or as a qualifier to a form heading. Function of a work can be the first heading where form or medium of performance do not apply to the work as a whole, or it may be an additional heading. Select subjects using as specific a heading as possible. Do not assign a general and a specific heading for the same concept applied to a single work. Assign up to three headings, as appropriate, for each type of heading: form of composition, medium of performance, and other facets.

7XX Added entries--Names/Titles

Use of 7XX fields may exceed guidelines at cataloger's discretion. Use relator codes in |4 for personal and corporate names. Prefer broader designations (e.g., prf for performer vs. voc for vocalist). Common codes include:
adp  adapter
arr    arranger
att    name to which work is attributed (use only in case of doubtful attributions)
cmp composer
com compiler
edt   editor
lbt    librettist
lyr    lyricist
wam writer of accompanying materials

8XX Series traced differently: See Appendix 4.

6. Authority Work

The purpose of authority work is to ensure that headings are established in one way and that cross-references are provided from unused forms. Check the OCLC or RLIN authority file for presence of authority records for all unauthorized personal and corporate names, uniform titles, and subjects. Download the authority record if it is not in VIRGO or overlay if it is a revision of a record that is in VIRGO. To propose adding a new authority for any heading, give a printout of the record  which includes that heading to the Assistant Director, attaching any documentation you've found substantiating its form, dates, etc.

IV. Post-Cataloging Routines

A. Add MARC holdings for relevant items.

B. Prepare shelflist card and file in shelflist in Technical Services area.

C. Statistics are taken after all work has been completed. Keep statistics on titles cataloged in each category (member, DLC, original), number of pieces (volumes and parts), authority records downloaded (name, name/title, series), added volumes, added copies, and withdrawn titles. Submit to Cataloging Dept. by the 10th of each month, using Monthly size of collection statistics--print cataloging maintenance.

Table of Contents 

Chapter 13C

Rev 11/27/02