Music Cataloging Procedures - Accompanying Media

Music Cataloging Procedures
Cataloging Items with Accompanying Media

Use this procedure for cataloging scores that come with CDs. Use this procedure also for other accompanying media (videos, DVDs, Blurays, computer software etc.) and for media accompanying books. Also use this procedure when the textual content is not the primary one. Determine which is the primary item and which is the accompanying item on the basis of the bibliographic record (300 field.) Change the wording in the labels and notes, and the item record codes, to reflect the relevant material type.

1. Accompanying media often comes in a plastic pocket attached to the inside front or back of the score/book. Do not bother to remove the plastic pocket unless it is easy to remove both the pocket and the sticky residue without damaging the score/book.

2. Find appropriate record in OCLC. The appropriate record must have in 300 "$e + $e 1 sound disc (digital ; 4 3/4 in.)" [or "$e + 1 audio disc..." for RDA] (CDs) or "1 computer optical disc (4 3/4 in.)" (software), etc. Additionally, there must be an 006 field present. This is important for the catalog to determine that this record is applicable to both formats. See the music cataloger if there is no 006 field present. (For accompanying items cataloged on separate bibliographic records, see #11 below.)

3. Get CD / DVD / VC / SW call number from the music cataloger.

4. Edit the OCLC record per normal.

5. When editing, additionally put the following note (590) into the catalog record reading (use caps as indicated):

590 $a JOYNER MUSIC LIBRARY SCORE ACCOMPANIED BY SOUND RECORDING LOCATED AT CALL NUMBER: MusicLib CD-xxxx.

or

590 $a JOYNER MUSIC LIBRARY BOOK ACCOMPANIED BY SOUND RECORDING LOCATED AT CALL NUMBER: MusicLib CD-xxxx.

or

590 $a JOYNER MUSIC LIBRARY BOOK ACCOMPANIED BY SOFTWARE LOCATED AT CALL NUMBER: MusicLib SW-xxxx.

or

590 $a JOYNER MUSIC LIBRARY SCORE ACCOMPANIED BY SOFTWARE LOCATED AT CALL NUMBER: MusicLib SW-xxxx.

or whatever is appropriate for your score/book and media type combination

"xxxx" is the CD/SW call number obtained in #3 above.

6. Place CD/SW in jewel case and do physical processing as per normal.

7. Export and import record per normal. In Symphony, edit the item record per normal to be the item record for the SCORE/ BOOK. ADD another item record for the media item. Alternately, use the 949 to create the additional item record. The most commonly needed item information is listed below. For other formats, see the 949 holding codes list (requires Symphony wiki login):

CD:
Call no.: CD-xxxx
Class scheme: ALPHANUM
Holding code: JMUSIC11
Item type: MMESCD
Collection code: MME
Item category 1: CD
Item category 2: MMEDIA

SW:
Call no.: SW-xxx
Class scheme: ALPHANUM
Holding code: JMUSIC12
Item type: MMESCS
Collection code: MME
Item category 1: SOFTWARE
Item category 2: MMEDIA

DVD:
Call no.: DVD-xxx
Class scheme: ALPHANUM
Holding code: JMUSIC12
Item type: MMESDC
Collection code: MME
Item category 1: DVD
Item category 2: MMEDIA

MD: (for non-circulating software):
Call no.: MD-xxx
Class scheme: ALPHANUM
Holding code: JMUSIC8
Item type: MDEDCD
Collection code: MDE
Item category 1: SOFTWARE
Item category 2: MREFCOLL

MD: (for non-circulating CDs):
Call no: MD-xxx
Class scheme: ALPHANUM
Holding Code: JMUSIC41
Location: MDE
Item type: MDEDCDM
Item category 1: CD
Item category 2: MREFCOLL
DVDBD: (Blurays)
Call no: DVDBR-xxx
Class scheme: ALPHANUM
Holding code: JMUSIC62
Location: MME
Item type: MMESBRD
Item category 1: BLURAY
Item category 2: MMEDIA

8. CD Label. Create a long horizontal label for the media item, following the format below (Avery 5375 Label Template - Word doc.). Affix the sticker to the front cover of the case, immediately under the barcode.

This sound recording
accompanies
Music Library score
MusicLib M1602 .A67 M23 1990

or

This sound recording
accompanies
Music Library book
MusicLib ML410.A67 M23 1990

or

This software
accompanies
Music Library score
MusicLib M1602 .A67 M23 1990

or

This software
accompanies
Music Library book
MusicLib ML410.A67 M23 1990

9. Score/book label. Create another long horizontal label for the score/book following the format below.

Affix this label under the barcode in the score/book. Do not obscure important information. If the barcode has not yet been attached because the score/book is going to professional binding, save the sticker and do not attach until the score/book comes back from Pres/Con. Add a checkin note in Symphony along the lines of: Give to [your name] for accomp media sticker CD-5643 nln 10/25/2010.

Music Library score
accompanied by
CD-xxxx

or

Music Library book
accompanied by
CD-xxxx

or

Music Library score
accompanied by
SW-xxx

or

Music Library book
accompanied by
SW-xxxx

10. Send score/book to Pres/Con per usual. The media item is ready to be checked in and shelved.

11. If accompanying items are cataloged on separate bib records, see the music cataloger to create a linking 777 field.

EJT 4/21/97; PMD 7/27/04; rev. NLN 6/24/05, 9/2/2005, 11/9/2005, 10/19/2010, 11/15/2012, rev. CDH 10/16/13, 4/24/14, 8/19/15, 6/14/16

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