Music Cataloging Procedures Home

1. Always search Symphony first to make sure the item isn't an added copy or volume! Make sure to search all libraries, not just JMUSIC. If your search confirms it is a totally new item, use the procedures below. Note that an order record should be present (unless it is a gift). You can identify order records by the call number/item information: XX call number and no item record.

2. Logon to OCLC Connexion.

3. Search bibliographic records in WorldCat using OCLC Connexion. (F2)

• Manufacturer's number search first (mn:_______________). Do not include dashes, spaces, or other punctuation. It is not case sensitive.
  • look for music numbers on the CD/DVD itself, or on the spine or back of the item
• Standard number search (sn:___________). For this you can simply scan the UPC code on the back of the item, if there is one
• ISBN search: enter the ISBN with no spaces or dashes and no prefix (ISBNs are more common on DVDs than on CDs)
• Title search (3,2,2,1/rec)
• Author title search (4,4/rec)
• Author search (4,3,1/rec)
• If you already have the OCLC number type # and then the number
• Full documentation on WorldCat search indexes, from OCLC

4. Check to see if ECU already owns a copy. It will say "Held by ERE" at the top of the Connexion record. If yes, set the item aside to later search for the call number and number of copies. Otherwise, continue. [Note that "Held by ERE" is not foolproof - always do step 1 first.]

5. Select a) a correct record, and b) the best record. Your search may bring up multiple records. Some are wrong. Some are just not as good. First, rule out the "wrong" records. Then select the best one from the remaining records.

• Selecting a correct record:
  • These below fields MUST match for it to be a correct record. (The fields listed below are common deviations only.) The only exception is obvious typos or errors.
    • First, you can rule out any records that are obviously for something totally different.
    • 040 must not have a $b of anything other than $eng (sometimes it will have no $b. This is OK.) Also, 245 $h and 300 must be in English. If any of these things are not true, you probably have a non-English language record and you CAN NOT use it.
    • 245 (title) (see record editing instructions for allowable deviations)
    • 260/264 (publication information)
      • There are various ways of recording publisher name and pub year, but the info given must be on the item somewhere, unless it is bracketed. This field is confusing. See record editing instructions for allowable deviations, and ask if questions.
    • 300 (physical description)
      • CDs:
        • Correct: 1 sound disc : $b digital ; $c 4 3/4 in. The non-bolded areas may vary: sometimes $b may be digital, stereo. or digital, analog -- this is ok. If there are multiple discs, it will say "2 sound discs", etc. In RDA, it will say "1 audio disc."
        • Wrong: "1 cassette tape" "streaming sound file" "online file" or "33 1/3 rpm" or "12 in." (these are for LPs, cassette tapes, online audio, etc.)
      • DVDs:
        • Correct: 1 videodisc (85 min.) : $b sd., col. ; $c 4 3/4 in. The non-bolded areas may vary if appropriate; ex., multiple discs, presence or absence of timing, different info in $b if the recording contains no sound (silent film) or is not in color (b&w))
        • Wrong: 1 videocassette or anything except a video disc; dimensions not 4 3/4 in. (These records are for videocassettes, laserdiscs, online audio, etc.)
• Selecting the "best" record from the correct records:.
  • Good things:
    • Desc a
    • ELvL [blank] or I
    • 040 DLC
    • Fuller information (usually)
    • More holdings (usually)
  • Bad things:
    • Desc other than "a" (Desc other than "a" may be OK, but must be handled by the Music Cataloger)
    • ELvL other than [blank] or "I"
    • Extremely short record
    • 040 $a is BTCTA (and there are no/few other codes in 040), or AU@
  • Weigh all the factors to choose the best record. If you can't decide, or if all the records are really awful, ask the Music Cataloger.

6. Save the record to your local file (F4).

7. Repeat steps 1-6 for each item. After completing searches, logoff.

7. Edit the bib records, following the Record Editing Instructions for CDs or DVDs. You may use paper printouts or edit directly in Connexion, depending on your method of training. Once you start editing in Connexion, you may find it more efficient to edit each record as you go along rather than searching for a group of them first.

• If editing electronically: Check Spelling, Validate, and Save (Tools -- Check Spelling (F7)) (Edit -- Validate (SHIFT + F5)) (Action -- Save Record to Local File (F4))

8. Give CD/DVD and printout to Music Cataloger for review OR give CDs/DVDs only to Music Cataloger for review, with an indication of the save file numbers. It works well to keep them in the same order as in the save file, and put a sticky note with the range of save file numbers on top. Once you have achieved proficiency, the Music Cataloger may choose to only review scores with changes or edits to certain fields.

After Music Cataloger has reviewed cataloging:

9. In Connexion, make edits as marked in notes back to you or the 999 field.

10. Search Symphony for an order record. This might be a brief record or a [temporary] OCLC record. Keep "Choose a library" set to ALL (do not limit to JMUSIC), because ordered items are usually coded as JOYNER. Order records usually have an XX call number and no item information. Gift items will not have order bib records. (To complete the procedure described below, you will need Constant Data Records set up in Connexion. See Constant Data for Media for set up instructions.)

A. If an order record is found:

• IN SYMPHONY:
  • Edit bib record:
    • Use Modify Title wizard
    • Find the item
      • In the Control Tab, edit the title control number. Copy the OCLC number from Connexion, then paste it into the title control field. Precede it with a lowercase "o". Example: 123456789 becomes o123456789. If the OCLC number is less than 8 digits, add zeros at the beginning to reach 8 digits. Example: 12345 becomes o00012345
    • Save the bib record.
  • Edit call number/item record:
    • Often, items with order records have only a call number record and no item record. You can edit the call number record via the Modify Title wizard, but you will need to use the "Call Number and Item Maintenance" wizard to add items or call numbers. In whichever wizard you are using, click the call number/item tab and make the following edits. No other fields require editing. The call number field should contain a DUMMY call number (CD-XXXX or something similar). A student will assign an accession number later.

    • Call number	CD-XXXX	DVD-XXXX
      Class scheme	ALPHANUM	ALPHANUM
      Call library	JMUSIC	JMUSIC

    • From here, if you need to add an item, click "Add item". You must use Call Number and Item Maintenance for the "add item" button to appear. You can set your default values to the ones you use most frequently by right-clicking on "Call Number and Item Maintenance", selecting "Properties" and editing the defaults.

    • Item ID	scan barcode	scan barcode
      Type	MMESCD	MMESDV
      Home Location	MME	MME
      Item cat1	CD	DVD
      Item cat2	MMEDIA	MMEDIA
      Staff note	jxxx, where xxx = your intials, ex. jcdh	jxxx, where xxx = your intials, ex. jcdh

    • Save
    • For items with a booklet (not merely an insert that can lay inside/be inserted into the jewel case/DVD case), the booklet will receive its own barcode and call number/item record. Create a new Call Number/Item Record. All fields of the call number/item record will be as described above, except the Call Number field will read: CD-### booklet or DVD-### booklet. Separately barcoded booklets are common for CDs, but rare for DVDs.
    • For items with multiple containers (jewel cases/DVD case) each jewel case/DVD casewill receive a separate barcode. Create a new Call Number/Item Record. All fields of the call number/item record will be as described above, except the Call Number field willl read: CD-#### discs 1-2 or CD-#### disc 4, etc.
    • Check out all pieces to user ID JMUSICCATALOG so people will be able to tell they are not on the shelf ready to be checked out.
• IN CONNEXION:
  • Type CD/DVD number into 099 field
  • Create field 949 $o. Type your initials into $o, preceded by j, ex. jcdh

B. If order record is NOT found:

• Do nothing in Symphony
• IN CONNEXION:
  • Apply constant data (Tools -- Macros -- Manage -- 949CDCall or 949DVDCall -- Click RUN).
  • Type a dummy CD/DVD number into the Macro box
  • Include volume info in $v after the call number, if needed
  • Scan the barcode into 949 $i
  • Type your initials into $o, preceded by j, ex. jcdh
  • If you need multiple item records, apply constant data again to create additional 949 fields. Delete the resulting additional 099 fields.

13. Check Spelling, Validate, and Save (Tools -- Check Spelling (F7)) (Edit -- Validate (SHIFT + F5)) (Action -- Save Record to Local File (F4))

14. Update and Export record (Action -- Update (F8)) (Action -- Export (F5))

15. Export records from Connexion.

• Batch -- Process Batch
• Select the local bib file
• Check boxes for “Online Record Actions” and “Exports”
• (OK)
• If asked, Overwrite file (NOTE: if you export multiple files without closing Connexion in between, you need to delete the file, or it will append, without asking you. Therefore, delete the file tempo.dat from your C:/drive before exporting files after the first one of the day)
• Allow batch to process. View the reports that pop up to make sure all actions were completed.

16. Switch to Symphony.

17. Import bib records into Symphony. This is a 2-step process.

STEP 1

• Cataloging--Common Tasks -- MARC Import (If you don't have the custom music cataloging toolbars set up: Utility -- MARC Import)
• Click the diamond button next to the "Source" box and select the file "tempo.dat" from your C:/ drive.
• In destination, type your initials, ex. nln
• Click Import
• "Are there more files to import?" -- NO.

STEP 2

• Cataloging--Common Tasks -- Schedule New Reports (If you don't have the custom music cataloging toolbars set up: Reports -- Schedule new reports)
• Template -- JMUSIC Load Bibliographic Records General Use
• Setup & Schedule
• Add your initials to the end of the Report Name
• Click load, and select the file to load. The name is what you put in "destination" during MARC Import, i.e. your initials.
• Click "run now"
• "Display finished reports"
• Look for your report at the top of the list. If it isn't there, wait a while and click the bunny in the hat to refresh the display.

18. Search Symphony for each bib record (ALT + F2). Check to make sure that the bibliographic and item records have imported correctly.

19. Go to "CheckOut" (may have to look under the circulation wizard). Check out the CD to the music cataloging account by entering JMUSICCATALOG under "User ID" and scanning the barcode under "Item ID." This prevents it from displaying as available before it is labeled and shelved.

20. Record statistics:

Titles (number of bibliographic records)
Additional Volumes (number of additional unique containers)
Additional Copies (number of additional duplicate containers)
See instructions on Statistics for more detail. Print Monthly Stat Sheet.

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Music Cataloging Procedures Home

Edited by CDH, 10/3/2013, 4/28/15, 7/19/2016

		Music Library East Carolina University Greenville, NC 27858-4353 USA 252.328.6250 Contact the Music Library Page updated 9/19/2005, rev. 10-3-06 NLN, rev. 8.4.2009, 8.21.2009, 6/18/2010 nln, 6/17/11, 5/22/12, 9/26/12, 10/11/12 minor updates nln