Music Cataloging Procedures Home

DVD and CD 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. If it is not, and you use OCLC WorldCat to find a record, this is the procedure for editing.

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

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]

*Check 007

007 __ $a v $b d $d b=black&white/c=multicolor/m=mixed $e v $f a $g i $h z $i k=mixed/m=mono/s=stereo/q=surround, configuration of playback channels

For silent films, omit $f & $g ; $i will be n (not applicable)

Check standard numbers for accuracy and presence:

*028 42 Publisher's no.

Check codes:

Check Match Fields and Notes:

A note on capitalization: Cataloging uses sentence case, not title case. This is different from citations in bibliographies. This means that you only capitalize the first word and proper nouns. Exception: capitalize German nouns, because nouns are capitalized in German sentence case.

*245 Title. The 245 field must come from the title or ending frames (not the container or the disc!), unless a 500 note states that the title came from another source, such as the disc or container. (If such a note exists, check the 245 against the source named in the note instead of the title frames.) However, we do not routinely take the time to play the DVD and check the 245. Therefore: check the 245 against the disc, container, and accompanying material, looking for typos and obvious inaccuracies. Check the 245 against the title/ending frames if any of the following situations apply:

a) you think any edits to the 245 field are needed; do not make edits based on the disc, container, or accompanying material
b) the record generally seems "bad"(i.e. multiple other fields are inaccurate, incomplete, or missing)
c) it seems "off" or you suspect it is wrong

In situations where you check the entire title: Make sure it's an accurate transcription, including title, subtitle, and statement of responsibility (spelling and fullness). Note that the information in the 245 field may appear in a different order than it does on the DVD. This is OK (do NOT re-order the info!) as long as it appears.

In all cases:

• following $a (and sometimes $n also) will be: $h [videorecording]. (Exception: RDA records, with 040 $e rda will not have $h [videorecording]. See more here)
• Check indicators, especially the second, which is a non-filing indicator (used if 245 begins with an article).
• If 245 contains incorrect information (e.g. "produced by Joe Smith" instead of "produced by Bill Jones"), you probably have the wrong record.

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. (RDA records will have 264 fields; see here)

*300 __ Physical description. This is mostly rote. Example: “1 videodisc (85 min.) : $b sd., col. ; $c 4 3/4 in." The time will vary according to the actual time. $b may be sd., b&w ; (for black & white films) or whatever is necessary to describe mixed b&w/color films. This is OK as long as it is true. If there are multiple discs it will say "2 videodiscs", etc. MAKE SURE IT SAYS " videodisc" and not videocassette, streaming audio, or anything else. If it does not say "videodisc," you have the wrong record! (RDA does not use abbreviations; see here)

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:

Nature or form (if not apparent from the rest of the description)

500 __ Documentary.
500 __ Opera in 3 acts.

*Language (if not apparent from the rest of the record; it is common for DVDs to need 546 to explain the subtitle and language options)

546 __ Sung in Spanish with English subtitles; dialogue in English with Spanish subtitles; translation and adaptation of text by William Jarvis.
546 __ Sung in German ; with optional English subtitles.
546 __ Primarily in Russian, with English, German, and French subtitles.

Source of title proper.

500 __ Title from container.

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

500 __ Title on container: The complete Woody Herman.

Parallel titles and other title information. This information may also be found in 246 or 245.

500 __ Parallel title on container: Coono du reer.

*Statements of responsibility, including creation/production credits. Performers/cast will usually be in 511. Producers and directors will sometimes be in the 245, and sometimes in a 508. Either way is OK.

511 0_ Genevieve Warner, Lois Hunt, Genevieve Rowe, sopranos ; Elizabeth Brown, Virginia Paris, contraltos ; Frank Rogier, baritone ; Columbia Chamber Orchestra ; Leon Engel, conductor.
508 __ Producer, Joseph N. Ermolieff ; director, Lesley Selander ; screenplay, Theodore St. John ; music director, Michel Michelet.

*Edition and history.

518 __ Recorded at Christ Church, Chicago and Holy Cathedral, Boston, Jan 18-22, 2004.
500 __ Shorter version of the 1969 motion picture of the same name.

*System details - DVD (this note should be on all DVDs!)

538 __ DVD.

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.

*Don't bother adding a note about promotional papers/material inserted in the container. We ignore this - no label, no mention in the bib record (some libraries actually throw it away.) Do add a note for accompanying material that's actually about the DVD you have in hand.

*Summary, etc. - a summary of what the video is about. Often it will be taken from the container, sometimes abridged or condensed. These notes are usually OK as long as there are no typos or obviously wrong information.

520 __ This musical sets the tragedy of Romeo and Juliet against a backdrop of the rivalry of two street gangs, the Sharks and the Jets, in New York of the 1950s. A young woman who is sister to the Sharks leader has her first taste of love with the former head of the Jets.

Contents (505) (less common for DVDs than for CDs).

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.

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).

 

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 (Authorities-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 note for the Music Cataloger.

*100 Main entry -- A quirk of video cataloging is that the composer is not usually in a 100, but in a 700. Example: for a video of the St. Matthew Passion, there will be no 100 and there will be a 700 12 Bach, Johann Sebastian, $d 1685-1750. $t Matthauspassion.

*240 Uniform title. Rare because 240 goes with 100 and there is rarely a 100 for videos.

*700 & 710 Added entries. DVDs have more possiblities for the role coded in $4 than CDs, because videos have more people involved in various capacities. In addition, the company that produced the film will get a 710 but will have no $4 AT ALL. All added entries must be justified by the description, i.e., you can't add someone's name to the record 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 $4 prf (performer) or $4 cnd (conductor)
Librettists $4 lbt
Lyricist ($4 lyr) (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)
Editors ($4 edt) and compilers ($4 com)
Producers $4 pro
Directors $4 drt
Narrators $4 nrt
Set designers $4 std
Costume designers $4 cst
Technical director $4
Full list: http://www.loc.gov/marc/relators/

700 12 Personal name/title: Composers and titles of works on the DVD. If there are many works, there may not be name/title added entries, but all works must be listed in a 505, unless they are contained in 245.

710 2_ Corporate name:

Ensembles, followed by $4 prf
Companies responsible for the production/distribution, with NO $4

RDA will use $e relationship designators instead of $4 relator codes; see here.

Series statements:

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 Completeness, Accuracy, and Correctness 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 (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)
• 630: check against title authority file (The last 2 digits are "the same" as for 1xx & 7xx fields, i.e. 130, 630, 730=uniform title, without name attached)
• 65x _0
• *655 _7 $2 lcgft Note that 655 headings are common for DVDs, but not for CDs.

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 DVD'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)

Genre/form headings. Form is defined as a characteristic of works with a particular format and/or purpose. A "short" is a particular form, for example, as is "animation." Genre refers to categories of works that are characterized by similar plots, themes, settings, situations, and characters.
655 _7 Filmed operas. $2 lcgft
655 _7 Nonfiction films. $2 lcgft
655 _7 Fiction films. $2 lcgft

All DVDs should have a 655 of Nonfiction films or Fiction films, unless they are television programs. The distinction between fiction and nonfiction is not completely intuitive. For example, a filmed performance of an opera, musical, or dramatic work is considered non-fiction.  A made-for-video/TV production of the same work is considered fiction.

nln 5/8/2007, 6/8/2007, 9/24/2007 (based on CD procedures), 9/28/2012

CDH, 10/31/14

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