Music Cataloging Procedures Home

CD and DVD cataloging are similar: they both deal with recorded discs, and in the music library, DVDs often contain musical performances. However, there are key differences between DVDs and CDs. DVDs contain video while CDs contain only sound. Therefore, the cataloging of DVDs must represent the video component. Many of the ECU Music Library's DVDs are musical performances, especially of operas and musicals, but some are not - they may instead be documentaries, educational videos, etc. The cataloging of DVDs must then represent these non-musical aspects. To aid those who catalog both DVDs and CDs, an asterisk (*) is used throughout this document to identify noteworthy differences between DVD and CD cataloging.

The first step is ALWAYS to check Symphony to determine whether the item in hand is an added copy or volume. Note that it may be held by Laupus or ECSU and be in Symphony, even if Joyner/Music Library doesn't have it. (Though this is less common for music than it is for books.) If you do not find a record in Symphony, and you use OCLC WorldCat to find a record, this is the procedure for editing.

This document lists the fields that ECU checks for CD/DVD copy cataloging. Fields not listed can, in general, simply be left as they are.

Cataloging CDs in RDA means following some slightly different rules. The CDs in RDA document is available as a supplement to this one.

Check Fixed Fields, Standard Numbers, and Codes:

Check these fixed fields:

260 __ New York : $b Nonesuch, $c p2000.
518 __ Recorded in Nicasio, Calif., Mar.-Sept. 1999.
DtSt: p
Dates: 2000, 1999

260 __ New York : $b Nonesuch, $c p2000.
518 __ Recorded in Nicasio, Calif., Mar.-Sept. 1999 and April 1998.
DtSt: p
Dates: 2000, 1998 (i.e., use the earliest date in Dates2)

260 __ New York : $b Nonesuch, $c p2000.
518 __ Recorded in Nicasio, Calif., Mar.-Sept. 2000.
DtSt: s
Dates: 2000, [blank]

260 __ New York : $b Nonesuch, $c p2000.
500 __ Previously released in 1992
DtSt: r
Dates: 2000, 1992

Check standard numbers for accuracy and presence:

*028 02 Publisher's no.

Check codes:

Check Match Fields and Notes:

*245 Title. Make sure it's an accurate transcription of the disc, including title, subtitle, and statement of responsibility (spelling and fullness). Edit if it is not. However, if the 245 contains incorrect information (e.g., "edited by Joe Smith" instead of "edited by Bill Jones") you probably have the wrong record. Sometimes the 245 will come from another source; in this case, there will be a 500 note stating the source (ex. "Title from container.") In this case, check the title against the source named in the 500 note. In all cases, following $a (and sometimes $n also) will be: $h [sound recording] Check indicators, especially the second, which is a non-filing indicator (used if 245 begins with an article).

246 Varying forms of title. If the 245 includes a numeral or ampersand (&) within the first five words, a 246 33 with the numeral/ampersand written out (in the language of the 245) is required. Do not include articles (a, an, the, and foreign equivalents) in the 246, and do not put a period at the end of the 246

245 10 4 tone poems $h [sound recording] / $c Arnold Bax.
246 33 Four tone poems

245 14 Die Frage & die Antwort $h [sound recording].
246 33 Frage und die Antwort

For numerals, the reverse is also true:

245 10 Three Ulster airs $h [sound recording] : $b for voice and piano / $c by Hamilton Harty ; [words by Seosamh MacCathmhaoil].
246 33 3 Ulster airs

You may find other 246 entries as well. In general, do not delete them.

260 __ Imprint. Make sure it has correct information (though it may not always be transcribed EXACTLY). For example, " Boston, Massachusetts " may be transcribed as " Boston, Mass. " Also, only the first one or two places of publication may be transcribed. This is ok. You will rarely edit the 260. However, if the item in hand says " Boston " and your record says "Toronto", you've got the wrong record. If the item in hand says c2001 and your record says c1994, you've got the wrong record.

*300 __ Physical description. It will always read "1 sound disc : $b digital ; $c 4 3/4 in." Sometimes $b may be digital, stereo. or digital, mono. -- this is ok. If there are multiple discs, it will say "2 sound discs", etc. If it says "1 cassette tape" or "33 1/3 rpm" or "12 in." you have the wrong record.

5xx Notes. Check all notes to be sure that they present correct information . Edit them if they contain incorrect information, have misspellings, or if they are awkward or hard to understand. However, bear in mind that significant differences from the item in hand may indicate that you have the wrong record. For long, informative notes, quoting from the item is always preferable to making up language yourself. Most notes, however, are not long but terse and formulaic.

Add these notes in this order, if they are applicable but missing:

*1. Publisher number (If 028 will not produce one. In this case, 028 second indicator should be 0)

500 __ Deutsche Grammophon Gesellschaft: 139 273--139 275 (on container: 139 273/75).

2. Nature or artistic form and medium of performance. (If not apparent from the rest of the description)

500 __ Opera in two acts.
500 __ For voice and piano.
500 __ The final work originally an opera excerpt arr. for organ by Michael Piesmann.

*3. Language -- Required if not apparent from the rest of the record.

546 __ Sung in French.

4. Source of title proper.

500 __ Title from container.

5. Variations in title. This information may also be found in 246.

500 __ Title on container: The complete Woody Herman.

6. Parallel titles and other title information. This information may also be found in 246 or245.

500 __ Parallel title on container: Coono du reer.

*7. Statements of responsibility.

If statement of responsibility information is given elsewhere (245, 505) do not repeat it in 511.

511 0_ Genevieve Warner, Lois Hunt, Genevieve Rowe, sopranos ; Elizabeth Brown, Virginia Paris, contraltos ; Frank Rogier, baritone ; Columbia Chamber Orchestra ; Leon Engel, conductor.

511 0_ Royal Philharmonic Orchestra ; Gerhard Samuel, conductor (1st work) ; Japan Philharmonic ; Akeo Watanabe, conductor (2nd work) ; Polish National Radio Orchestra ; William Strickland, conductor (3rd work).

Give performers in the following order. (However, do not re-order an existing note unless it is unclear or confusing.):

• Individual singers -- in score order: soprano, alto, tenor, bass.
• Individual instrumentalists
• Groups. Note that individuals are given before groups, with the exception of conductors, who are given directly following the group they conduct.
• If the recording identifies a group, only the group name is required, not the individual members. However, do not delete individual members if present in a 511 note.

Other statements of responsibility:

500 __ Libretto by Hugo von Hofmannsthal.
[sometimes combined with language note: 546 Sung in German ; libretto by Hugo von Hofmannsthal.]

*8. Edition and history.

518 __ Recorded at Christ Church, Chicago and Holy Cathedral, Boston, Jan 18-22, 2004.
518 __ Recorded May 22-26, 1998 (1st work) and June 19-23, 2000 (2nd work), Grosser Sendesaal des RBB.
500 __ Eds. recorded: E.B. Marks ; Peer Southern.

*9. Physical description. - REQUIRED for all CDs. Do NOT tag as 538. If it is tagged 538, change to 500.

500 __ Compact disc.

10. Accompanying material.

500 __ Program notes, biographical information on performers and composer, and libretto (16 p. : ill.) inserted in container.
500 __ Program notes in French with English and German translations and texts in Polish with French, English, and German translations (60 p. : ill., ports., music) inserted in container.

11. Contents (505).

Transcribe from disc, container, or program notes. If a contents note already exists, you must proofread the entire contents note! If you create a contents note, proofread it after you type it! See 505 Cheat Sheet for examples of punctuation. Do not edit punctuation in an existing 505 unless it is misleading or confusing.

Check All Entries (1xx, 240, 7xx, 4xx, 8xx) For Presence In the Record and Conformity to the Authority File

• Use Connexion's "control all" (Edit-Control Headings-All or Shift+F11) feature to control headings.
• For headings that do not control, attempt to control individually (right click in field, select "control single"; or F11 while your cursor is in the field).
  • When controlling individually:
    • Click on the blue hyperlinked heading to ensure that the heading is for the correct person.
    • Examine the 670 field(s) in the authority record; ex., if it is for a book on physics, she is probably not the soprano in the opera you are cataloging.
• If heading still is not found, search in the Library Congress Authority File at authorities.loc.gov, or via Connexion (Authorites-Search-LC Names and Subjects or Shift + F2).
  • Connexion and authorities.loc.gov are different interfaces for the same file.
    • Connexion makes it quicker to sort through long lists of headings.authorities.loc.gov includes the "see" references.
• If you are unable to find any headings or have any questions, make a 999 note for the Music Cataloger.

100 Main entry -- the composer. If recording contains works by 3 or more composers, the principal performer (usually the soloist or ensemble), followed by $4 prf.

240 Uniform title. Must look up in authority file using name/title search, with complete 100 as the name portion. There may be certain allowable additions to the controlled portion of the uniform title. These are ok, as long as they are true. Allowable additions include:

$o arranged
$l English (or any other language, when the item in hand is NOT in the original language)
$k Selections

700 & 710 Added entry. All added entries must be justified by the description. I.e., you can't add someone's name to 100/700/710 without something (245, 5xx) making it clear why this person's name is attached to the record. Check all added entries to make sure they are correct and justified:

700 1_ Personal name:

Performers followed by $4 prf (performer) or $4 cnd (conductor)
Librettists followed by $4 lbt. Mentioned in 245 or 5xx.
Lyricist ($4 lyr) mentioned in 245 or 500. (The person must knowingly function as a lyricist to have $4 lyr. In the case of song settings of a poet, use simply 700 with no $4.)
Arranger/transcriber ($4 arr) mentioned in 245 or 500.
Editors ($4 edt) and compilers ($4 edt) mentioned in 245 or 500

700 12 Personal name/title: Composers and titles of works on the recording. If there are many works, there may not be name/title added entries, but all works must be listed in a 505.

710 2_ Corporate name: Ensembles, followed by $4 prf

490 Series statement (transcription) -- must be checked for accuracy against the item.

8xx Series statement (tracing) -- must be checked against a title search in the authority file (begin by attempting to control headings)

Check all other 7xx or 8xx entries against the authority file. (Begin by attempting to control headings.) Exception: 740's are not in the authority file. Proofread 740's for accuracy.

Check the Correctness, Completeness, and Accuracy of Subject Headings (6xx):

Only consider/pay attention to following 6xx. Ignore other 6xx (but don't delete them-just leave them there.)

• 600, 610, 611: check against the name authority file; 630: check against title authority file. (The last 2 digits are "the same" as for 1xx & 7xx fields, i.e. 100, 600, 700=personal name; 110, 610, 710=corporate name; 111, 611, 711=meeting name; 130, 630, 730=uniform title, without name attached)
• 65x _0.

Check headings for:

Correctness: Are all the headings correctly formulated according to Library of Congress Subject Headings (LCSH)?

• If a heading is controlled, consider it to be correct.
• Many subject headings will already be controlled by your performing "control all" in the "Check all entries" steps above, or because they were controlled when you downloaded the record.
• For headings that do not control via control all, attempt to control individually (right click in field and select "control single"; or F11 while your cursor is in the field).
• If headings still is not found, search in the Library Congress Authority File at authorities.loc.gov, or via Connexion (Authorites-Search-LC Names and Subjects or Shift + F2).
  • Connexion and authorities.loc.gov are different interfaces for the same file.
    • Connexion makes it quicker to sort through long lists of headings.
    • authorities.loc.gov includes the "see" references.
• If you are unable to find any headings or have any questions, make a 999 note for the Music Cataloger. Not all headings are present in the LC authority file, especially headings for or including medium of performance (instruments/voices)

Completeness: Are the headings there that need to be?
Accuracy: Are all the headings that are there applicable to the item in hand?

In general, headings will be of the following types:

Form of composition/medium of performance (this is the most common and should be present in nearly all bib records. The headings should “cover” all the works on the recording, though some headings may “cover” more than one of the works:)
650 _0 Symphonies.
650 _0 Sonatas (Piano), Arranged.
650 _0 Sacred vocal music.

Other facets:
650 _0 Christmas music.
650 _0 Jazz $y 1961-1970.
650 _0 Popular music $y 2001-2010.

Note the chronological subdivisions -- $y. As above, the full heading may not be in the authority file, but as long as the base heading is combined with a valid subdivision, the heading is considered valid. In general, chronological subdivisions follow the xxx1-xxx0 pattern for each 10 years as in the examples above. Check the dates against the CD's recording dates, not the publication dates.

Poets:
600 _0 Dickinson, Emily, $d 1830-1966 $v Musical settings.

• The name must be checked against the LC name authority file. You will not find the name with $v Musical settings in the authority file, just the name.
• All poets should have a 600 _0 [Name] $v Musical settings. AND a 700 1_ [Name].
• Librettists will have ONLY 700 1_ [Name]. (No 600)

nln 8/15/2005, derived from pmd 8/16/04 (score instructions), revised nln 10-6-2006, 8/21/2009, 6/18/2010, 6/17/2011, 5/14/2012, 9/26/2012

cdh 2/19/14, 12/16/15, 6/24/16, 9/12/16

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