Cataloging Procedures Manual

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

Contents:

I. Introduction
II. Location of Items to be Cataloged
III. Cataloging Music Sound Recordings
    A. Pre-Cataloging Routines
    B. Cataloging
IV. Post-Cataloging Routines
 

I. Introduction

This chapter documents procedures for cataloging music sound recordings 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

Sound recordings are assigned an accession number and labelled following receipt. They are available for circulation and are shelved at the MU-CIRCDSK location. The order slip for each item is retained in the file in Music Technical Assistant's office until item is cataloged.

Source of copy codes used in Acquisitions:

• DLC: OCLC copy input by Library of Congress.
• Member copy: OCLC copy input by a member institution.
• Originals: no exact matching copy; there should 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. Cataloging Music Sound Recordings

A. Pre-Cataloging Routines

1. At point of order, OCLC records are downloaded into VIRGO, or provisional records are created in VIRGO. Upon receipt, items are received, labeled, and copy-specific information is entered into VIRGO.

    a. Create ALPHANUM call number by assigning next accession number to the item and input into call number field. For oversize items, include "Oversize" as the final element of the call number.
    b. Verify type (MUSIC-CD) and home and current location (change to IN-PROCESS while item is being cataloged).
    c. Check piece count and put appropriate description in comments field (i.e. 1 disc;1 guide).
    d. Scan in barcode number.
    e. File order slip (with accession number) in CD backlog shelflist to await cataloging.

2. Prior to cataloging, overlay provisional records in VIRGO with OCLC copy through SmartPort. 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.

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 #: system-supplied for original; should match OCLC number, preceded by "o" for copy cataloging
    d. Record format: [MUSIC]

2. Volume/copy information

    a. Type: MUSIC-CD, MUSIC-LP, or MUSIC-CASS
    b. Home location: MU-CIRCDSK
    c. Current location: IN-PROCESS
    b. Itemcat1: ORIGINAL for original; MEMBERCOPY or DLC for copy cataloging
    c. Piece count: count each disc and insert or booklet as one piece.
    d. Assign an alphanumeric accession number with appropriate prefix (CD=compact disk ; LP=33 1/3 rpm disk ; C=cassette) if not already assigned to item.

3. Fixed fields

a) Rec_type
        j
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)
        p    issue date/recording date when there is a difference--When multiple p dates appear on the item, transcribe the latest one (or the latest date found on the item) as inferred date of publication and put in Date1 field. Earliest recording date goes in Date2. Add information for recording time and place in 033 and 518.
        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.A sound recording is considered a reissue when issued with a new manufacturer number, on a new label or in a new format, or when it is a collection with previously released material from numerous sources)
        s    single date
        t     publication date, copyright date--When single p date appears on the item, but a later date is found on the container or accompanying material, later date goes in Date1 and in brackets in the 260 field as an inferred date of publication, followed by the p date.
        Example:
        260    Prague :|bSupraphon, |c[1988], p1982.
f) Date1, Date2
g) Ctry--See MARC code list for countries.
h) Lang--Use for language of sung or spoken text and/or textual content in guides or booklets. 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.
k) Format--Code should correspond with specific material designation in field 300.
        n       not applicable (always use for sound recordings)
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
        [blank]     music sound recording

4. Variable fields

007 Physical description fixed field

Compact disc digital audio symbols:
DDD    Digital tape recorder used during session recording, mixing and/or editing, and mastering
ADD    Analog tape recorder used during session recording; digital tape recorder used during subsequent mixing and/or editing and during mastering
AAD    Analog tape recorder used during session recording and subsequent mixing and/or editing; digital tape recorder used during mastering
 

TAG	DEFINITION	LPs	CDs	Cassettes
|b	type of disc	d=sound disc	d=sound disc	s=sound cassette
|c	obsolete; do not use	[blank space]	[blank space]	[blank space]
|d	speed	b=33 1/3 rpm	f=1.4 m. per sec.	l=1 7/8 ips
|e	kind of sound	m=mono q=quad s=stereo u=unknown	m=mono q=quad s=stereo u=unknown	m=mono q=quad s=stereo u=unknown
|f	groove width	m=microgroove	n=not applicable	n=not applicable
|g	dimensions	e=12 in.	g=4 3/4 in.	j=3-7/8 x 2-1/2 in.
|h	tape width	n=not applicable	n=not applicable	l=1/8 in.
|i	tape configuration	n=not applicable	n=not applicable	c=quarter track
|j	kind of disc	m=mass produced	m=mass produced	m=mass produced
|k	kind of material	p=plastic	m=metal and plastic	n=not applicable
|l	kind of cutting	l=lateral	n=not applicable	n=not applicable
|m	playback	u=unknown	e=digital	c=Dolby encoded
|n	capture	e=electric storage	e=electric storage d=digital	e=electric storage

024 Universal Product Code (UPC)

Do not use unless no other numbers appear on the item. Ind 1 is 1 for the UPC.

028 Issue number

Include publisher's or label numbers which appear on item or accompanying material (container, insert). If a publisher's number appears in various forms, transcribe the one on the disc. Do not use matrix numbers unless there are no other numbers present.

033  Date/Time and Place of Event

Use formatted date(s) in |a; refer to Bobst Library 033 code lists for geographic codes for |b and |c.
Example (works recorded in Berlin on Mar. 6 and Apr. 15, 1998:
033 10 |bd19980306|bd19980415|b6299|cB4

Ind 1:  Type of date in subfield a
[blank] No date information
0 Single date
1 Multiple single dates
2 Range of dates

Ind 2: Type of event
[blank]  No information provided
0 Capture
1 Broadcast

040 Cataloging source

For original, input VA@|cVA@.

041 Language code--See MARC code lists for languages. For six or fewer languages, first code should be for predominant language (should match the code in fixed field Lang). Codes for remaining languages should be in English alphabetical order. For seven or more languages, use the code for the predominant one and "mul" for all other languages.

Ind 1
0    Item does not include a translation.
1    The sung or spoken text is a translation (applies only to |d). Do not consider accompanying material coded in |g.

|a    not used for sound recordings
|d    language of sung or spoken text on the recording
|e    language of text or libretto as printed in program notes on or container
|g    language of program notes
|h    original language of any spoken textual material; applies to any subfield for which a translation is involved

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.

1st digit            continent
3rd-4th digits    country
6th-7th digits    state, province, other subdivision (used only with U.S., Canada, and U.K.)

Example:
    n-us-va    Virginia

045 Time period of content--Use if date of composition can be verified on item or is readily available 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). Neither "zz" nor "uu" are coded in the 047.

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.

099 Local Call Number

Enter local alphanumeric accession number. Retain 090 fields with LC-type call numbers.
Example:
099    CD09534

1XX Main entry (Personal or Corporate Name)

See also examples in Name/uniform title entries for sound recordings: a quick guide for copy catalogers. Use relator codes for performers who appear in 100 and 110 fields.

One composer
        1-2 works (AACR2 25.7A):
                Enter under composer/uniform title for first work; make name/title added entry for other work.
        3-5 works (LCRI 25.34B-C):
                Enter under composer/uniform title for the item as a whole; make name/title added entries for each work.
        6 works (MCD 25.34B-C):
                Enter under name/collective title for the item as a whole and make added entries as stated in the MCD.
Two or more composers
        With a collective title (AACR2 21.23C and LCRI 21.23C):
                1-4 principal performers:
                    Enter under heading for the person/group represented as principal performer on the chief source
                More than 4 principal performers (or none):
                    Enter under title.
        Without a collective title (AACR2 21.23D):
                Enter under name/uniform title. for the 1st work; make name/title entries for the other works.

130 Uniform title main entry

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

240 Uniform title

Contrary to LC practice, use even in cases where uniform title conforms exactly to |a of the 245.

245 Title and statement of responsibility

Consult AACR2 6.1B1 for guidance on determining title proper and placement of title elements in subfields. See also Types of compositions for use in music uniform titles: a manual for use with AACR2 chapter 25. The GMD [sound recording] is placed in |h directly following |a (and |n or |p, if they are used). Omit performers from the statement of responsibility unless they play a creative role in the performance (i.e., if their participation goes beyond "performance, execution, or interpretation").

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   |iSubtitle on container:|aBest of Amanda McBroom
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

250 Edition statement.

260 Imprint

Place/Publisher: If place of publication is not on the item but is known, supply in brackets without a question mark. Use the label name, which is often a subdivision of a publisher, in |b.

Dates: A p date for the copyright of the recorded sound sound be transcribed as stated when there is only one such date on the recording. In the case of multiple dates: each p date applies to one or more works; use the latest to estimate a date of release and enclose date in brackets (do not precede the date with p). Lacking a p date, a copyright date before 1971 should be considered as such (c1971), but one after 1970 should not;  estimate date of publication and enclose it in brackets. CDs were first issued in Oct., 1982 in Japan, in Europe in Feb., 1983, and in the US in March, 1983.

300 Physical description

|a    sound disc (LP, CD) or sound cassette. Indicate "compact disc" in a 500 note (use the singular form "disc", even when the item contains more than one disc). When there in only one work on the recording, indicate duration in the 300 field. For more than one work, do not indicate duration; put that information in the contents note or in a separate 500 note for duration. If the work consists of parts, and durations for all of the parts are stated, add them to find the total; if more than five minutes, round up to the next minute (LCRI 6.5B2).
Example:
    300          1 sound disc (36 min., 20 sec.)
|b    analog vs. digital refers to playback characteristics, not type of capture or storage. This should match 007/|m. LPs are always analog and CDs are always digital. Indicate mono. or stereo. only when stated on the item. Most CDs are stereo, although seldom indicate that. You may include s in 007/|e, but don't add it in the 300.
|c    size for cassettes is given only when differing from standard (3 7/8 x 2 1/2 in.). CDs are 4 3/4 in.

306 Playing time

Code duration for each item in a separate subfield a. Add a 500 note if appropriate, or include durations in contents note.
Example:
    306    002400|a003800
    500    Durations: 24:00; 38:00.

4XX Series: 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--include, 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. Include concise information on languages of accompanying materials if desired.
3.    Source of title
4.    Variations in title
5.    Parallel titles
6.    Statements of responsibility
       Based on ...
       Performers (tag as 511). Separate statements for different functions by semi-colons. Ind 1 is 1 for cast; all others are 0.
       Performed on original instruments
7.    Edition and history
       Reissue of ... (give label and number)
       Ed(s). recorded: ...
       Recorded in .. (518). This should reflect information in the 033 field.
8.    Publication, distribution
9.    Physical description
       500    Compact disc.
       500    Durations: For items without a collective title (individual titles are in the 245) and including two or more works, put durations in a 500 noteif they number six or fewer. For items with a collective title and including two or more works, put durations in the contents note.
       Example: Durations: 24:05; 36:36; 15:32.
10.  Accompanying material--Include notes on accompanying materials coded in fixed field "Accomp" if judged to be significant.
       500    Program notes (11 p. : ill., port.) in English and French inserted in container.
11.  Series
12.  Audience
13.  Other formats available--Do not include information on publication in other formats even if it appears on item.
14.  Summary--Do not use for music sound recordings, only for spoken word recordings.
15.  Contents (505)--Whenever possible, add contents notes for items with collective titles that contain two or more works, including duration statements for each work, if practicable. 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.
16. Notes on publisher's numbers--Do not add if necessary information can be transcribed in the 028 field. For copy cataloging, do not delete.
16. Reproduction (533)--Use to describe reproductions of sound recordings. If library owns only the reproduction, add a 533 to a record for the original sound recording. If the original is also owned by the library (usually the case in the case of sound recordings), put this information in a 590 note instead of in a 533.
17. Local note (590)--Include information pertaining to the copy being described.
18. "With" note (501).

6XX Subject added entries--Names

650  Subject added entry--Topical

Use only established Library of Congress subject headings. The form of composition will be the first subject heading, if applicable. Medium of performance may be used as the first heading if works on the recording are in more than 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 used as 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

The general practice for sound recordings cataloging is to exceed the numerical guidelines for added entries at the cataloger's discretion. Use relator codes in |4 for personal and corporate names. Prefer broader designations (e.g., prf for performer rather than voc for vocalist). Do not change for copy cataloging. Common codes include:
adp   adapter
arr    arranger
cnd   conductor
lbt     librettist
lyr    lyricist
nrt    narrator
prf    performer

730    Use for titles of related works external to the item.

740    Use for titles of separate works contained in an item not relating to the item as a whole. Do not use for generic titles (i.e., Concerto for piano, no. 5).

8XX (Series traced differently): See Appendix 4.

5. 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.

IV. Post-Cataloging Routines

A. MARC holdings record

Enter MARC holdings information for multi-volume sets, using enumeration on item and standard format. Do not input dates for multi-volume monographs. Separate levels of enumeration with a colon. 2nd indicator in subfield 866 is "0". Example:

852      |cMU-STKS
866  0  |81|aBd.1:T.1-2

B. Statistics

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), added entries (name, name/title, series), added volumes, added copies, also withdrawn titles. Include counts for added and withdrawn titles in totals. Submit to Cataloging Dept. monthly using Monthly size of collections statistics--Non-print cataloging.

C. File shelflist slip.

D. Change current location back to MU-CIRCDSK.
 
Table of Contents

Chapter 13D

Rev 11/27/02