Music Cataloging Procedures Home

1. The e-library public catalog is often the easiest/best way to search: http://media.lib.ecu.edu/catalog.cfm However, the staff catalog (Workflows) can also be helpful.

2. Open the item to the title page. For media items, look on the container and the label on the actual CD/cassette/etc..

3. Try some different searches to see if we own the item:

• Title (ignore initial articles "the","a", "der", "les", etc. )
• Author's/composer's name
• Editor's name
• Performers (for media items) This is often the easiest way to search for media items, because unless the performer is very well known, you will get a very small list of results to evaluate.
• Add the publisher's name as a general keyword

Note on reprints :

• Watch carefully for reprinted scores. The same score may be reprinted by a different publisher. The best way to find these reprints is to search by composer/title and editor, or even just composer and editor. If you think you have found a reprint match, pull the other score from the shelf and do a visual comparison. Comparing the number of pages can be helpful in addition to just looking at the fonts, layout, etc. If you find a reprint, put it in the "own exact" pile, but explain the circumstances on the tracking form. Two publishers, Kalmus and Dover, are especially likely to issue reprints. Be particularly thorough in checking other editions when searching scores by these publishers.

4. To verify that we own an item, check copyright date, publisher, and number of pages (for printed material), besides the title and author/composer. For media items, check performers and format (CD, cassette, etc.) All must match if the item is to be considered "Own (Exact Edition)".

5. For scores, make sure that all parts (i.e. violin part, clarinet part, etc.) are present. If parts are missing, check the Extra Parts Files on the departmental (usually F) drive in the Students folder. If parts are still missing, indicate this on the Gift Item Tracking Form and place the item in a separate, labelled pile.

6. Fill out a Gift Item Tracking Form (Word Document -- print double sided) and place it in the item. Mark the appropriate categories as follows:

• SCORES
• Do not own. We do not own the item. At all.
• Own other edition(s).
• This could be earlier/later editions of a book, or printed music from a different publisher/editor. Realize that sometimes the other edition may be a collection while you only have a single piece of music and vice versa. When recording the other editions: Usually the publisher name in short form is sufficient info, i.e. Kalmus, Barenreiter, etc. However, if other information such as editor or publication year seems significant, include this.
• Important: If we own a score only in different format, i.e. vocal score, parts, full score, etc., than the item in hand, we do NOT own the item. Do not bother to record information about other score formats in the "Own other edition(s)" section.
• Own exact edition. We own the exact same thing already. Mark the additional information on condition, call number, and checkouts. The call number and number of checkouts are located in the Symphony call number/item record. If we own multiple copies, make sure to indicate the checkouts for each copy. A librarian will use this information to help determine whether or not to add the item to the collection.
  • If you notice that we own another printing of the exact same edition, consider it "own exact."

• AUDIO AND VIDEO RECORDINGS
  • Do not own. We do not own the item. At all.
  • Own same work, different performance.
    • We own another version of this musical work performed by a different musician or ensemble. For example, if the gift item is a performance of Beethoven's 9th Symphony by the New York Philharmonic, and we own a version of Beethoven's 9th Symphony performed by the London Symphony Orchestra, this would be considered a different performance of the same work.
  • Own same performance, different edition/format
  • This category is only for if we have the same performance in another format. Example, the item is a DVD and we already own a VHS, or the item is CD and we have an LP or electronic recording.
  • Own exact edition. We own the exact same thing already. Mark the additional information on condition, call number, and checkouts. The call number and number of checkouts are located in the Symphony call number/item record. If we own multiple copies, make sure to indicate the checkouts for each copy. A librarian will use this information to help determine whether or not to add the item to the collection.
  • If we own another release of the exact same performance, in the same format, consider it "own exact."

7. Place the "Do not own", "Own exact edition", "Own other edition(s)" on the separate shelves which are marked with these categories. Do not relabel the shelves.

• Within each category, it is helpful to group materials by format (books, scores, CDs, etc.) when space permits.
• As the shelves approach fullness, notify the Head Music Librarian so that the materials can be reviewed for addition to the collection.

8. Special instructions for cassettes:

• Check to see if we have that performer performing the same repertoire (don't attempt to determine whether it is the exact same performance.)
  • Only consider the "main" performers -- e.g. conductor, orchestra, soloist(s).
• If we do have the performer and rep., write this on the Gift Tracking Form and place the items in a seperate, labelled pile. Also indicate the format (i.e. LP/CD/etc.) of the already-owned item. (If we already have the performer and rep. on LP, we generally add the cassette to the collection, but if it's on CD we generally don't add the cassette.)

NLN 01/04/2006, rev. 06/01/2006, 7/10/2006, 1/23/2009, 11/17/2009 (for Symphony), 9/30/2011, 12/5/2012, 5/11/2012

CDH rev. 07/16/2013

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