Music Cataloging Procedures

Music Cataloging Procedures
Binding

All items which do not already have a hardcover binding must be sent to pres/con for binding and a binding slip must be filled out. You only need to fill out the section titled "Music Binding." Prior to filling out the binding slip, you will need to write several things on the item. See instructions on Writing on Scores.

Call number: Write the call number vertically in the box. Do not include the period before the first cutter. For example, M947.2.B68 S87, 2001 would be written as

MusicLib (this is pre-printed for you)
M
947.2
B68
S87
2001

The lines for "SCORE(S) + PART(S)" are considered part of the call number label (though not the 090, or the item record; they are pencilled on the first page of the item to be sewn/first part (if none to be sewn)) Edit the "SCORE(S) + PART(S)" lines (i.e. cross out irrelevant sections (including the plural "S" if there is only one) add number of parts before "parts") to reflect what should be on the call number label (or printed call number, for professionally bound materials.) For explanation of using "SCORE + PARTS" see Scores and Parts -- Labels.

Composer: Composer's last name only, unless there are multiple composers with that name (i.e. use Beethoven, but use Bach, J.S. and Bach, C.P.E. The most common examples are Strauss (all), Bach (all), L. Mozart, & C. Schumann) Use the form of name from the 100 field.

Title: Transcribe from 245 $a. Follow normal cataloging rules for capitalization. (Occasionally, you may need to shorten the 245 $a if it is too long to fit on the item. You may also occasionally add information from other 245 subfields for clarification, particularly volume information. The goal is to help the patron recognize the item when they find it on the shelf. Series and collected works follow existing patterns; conventions are often given in the item note field of already-held volumes)

Repair as needed: Mark here if item is in bad shape and needs repair. Add more information in the Special handling/other section if needed.

Next, you must select the type of binding. You will be usually be choosing between pamphlet (pam) binding and professional binding. GBC and spiral binding are used only if the item is already bound that way. Below are the instructions for selecting pam vs. professional binding:

*****Pamplet Binding vs. Professional Binding*******

The following items are professionally bound:

Performance scores more than 45 pages

Study scores more than 75 pages (a study score is one which is not intended to be performed from)

Any item where all pieces combined (score and parts) are more than 90 p. or .5 cm

Any item with multiple signatures

Any item with fan-adhesive (glued along the edge, so that the spine is "square")

If any one volume of a set requires professional binding, all volumes in that set will be professionally bound.

An item must have a gutter (space between inner edge of music and inner edge of paper) of a minimum of 1/2 inch or it CANNOT be professionally bound.

All other items are pam bound (unless they already have GBC or spiral binding)

Professional binding: Mark here if the item is to be professionally bound. You only need indicate the binding color # if you need to match several items that you are cataloging simultaneously or if you are doing collected works/Denkmaler. [Note: if an item is going to the professional bindery, don't put a barcode on it. The barcode will be applied to the binding when the item is returned.]

GBC binding: ("comb binding") is used only if the item already has GBC binding. Use the GBC binding template to see if it can be done. Also, write in the Special Handling area whether or not it is OK for pres/con to instead photocopy (with wider margins, if needed) and pro/pam bind. Pres/con may then elect to photocopy it if they are having quality control issues with the GBC binder.

Spiral binding: Spiral binding is no longer done. If the diameter of the spiral is less than 1/2", Pres/Con can sew this into a pambinder (simply mark as pambind). If the diameter of the spiral is greater than 1/2", the item should either be professionally bound, or mark that it is OK for pres/con to instead photocopy and pro/pam bind.

Check the appropriate boxes:

Buff Cover: For pam binding. If the cover is not made of heavier-weight stock, a buff cover must be added, and this box must be checked. If the score comes with a heavier-weight "wrapper" this may be used in lieu of a pam binder. For scores with wrappers that are to be professionally bound, discard the wrapper as long as it does not contain significant information not duplicated elsewhere. [Note: if the item is receiving a buff cover, don't put a barcode on it. The barcode will be placed on the buff cover or binding when the item is returned.]

Verify pieces: Write the number of pieces that will be placed in the pocket(s). This should correspond to the number of pieces that you marked P. This number may or may not match the number of "parts" that you wrote on the call number label.

Marking P and S: You must indicate which piece is to be bound in and which piece(s) are to be placed in pocket(s). Lightly pencil an "S" (for "sew") on the upper right hand corner of the first page/title page of the piece to be sewn in. Lightly pencil a "P" (for "pocket) on the upper right hand corner of the first page/title page of the piece(s) to be placed in pockets. You must pencil a "P" on EVERY piece that will go in the pocket, i.e. if a part is made up of loose, unbound sheets, you must pencil a "P" on every piece. For more information on P and S, see Writing on Scores.

Special handling/other: Write in any special instructions.

From: Name: Write your name

Date: Write today's date.

Put the binding slip in the book. Make sure all pieces (score and parts) are together.

NLN 6/20/2005, 11/17/2005, 6/29/2007, 11/26/2007, 11/17/09 (minor updates), 7/1/2010 (minor updates), 9/20/2011 (minor updates/clarifications)

CDH 11/21/2013

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