Music Cataloging Procedures Home

These procedures are no longer used. We simply do full cataloging from the beginning. nln 9/1/2012

These procedures describe cataloging. You, or a student assistant, will also need to complete physical processing. [Note: if CDs came in multiple cases, get a multiple CD case and put all the CDs in one case. It is OK to leave the RAW recordings in seperate cases.] Final physical processing steps are::

• Assign a call number, and put a call number label on the CD case. CD label template (Word document). Follow standard instructions for creating CD labels.
• Use silver pen or super permanent black sharpie marker to write call number, disc number (if more than 1 disc) & ECU on inside circle of CD.
• Write the call number and barcode on the corresponding program (the one you will file in the Recital Programs notebook).

Keep an Excel file on the shared drive of all the CDs you complete. The Music Cataloger will provide full cataloging later. At some point in the future, these will hopefully be sent to the music SPA cataloger in Joyner.

If a CD comes without a program check with the School of Music receptionist to see whether a program was indeed created for the recital/concert. If no program can be found, use this template (Word document) make a program for the CD case and to put in the notebook.

Punch holes in the original programs and place them in the "Recital Programs" notebook. Keep the programs in order by date. Once the School of Music bound copy of the year's recital programs has been delivered to the library, these programs can be discarded.

Cataloging School of Music CDs in Symphony Workflows

First time only:

• Open Symphony
• Cataloging -- Titles -- Right click on "Duplicate Title" and select "Properties"
• Format: SOUNDREC
• Library: JMUSIC
• Class Scheme: ALPHANUM
• Type: MMESCD
• Home location: MME
• Item category 1: CD
• Item category 2: MMEDIA
• Accept defaults on other settings

Always:

• Open Symphony
• Cataloging
• Duplicate title
• Search for title control number a1767246 or the item ID SOMTEMPLATE
• The title should say A.J. Fletcher Recital Hall,
• Duplicate

Edit the fields as follows:

Lang: defaults to zxx (instrumental music) If the CD includes vocal music, edit the code:

English - eng
French - fre
German - ger
Italian - ita
Latin - lat
Spanish - spa
Undetermined (i.e. you don't know or it is nonsense syllables) - und
For other languages, ask the music cataloger or check the MARC Code list for languages.

If more than one language, choose the predominant one.

007 sd*fsngnn|uued [this field will not require editing]

099: add CD number

Example: 099 CD-5077

110 2_ $a East Carolina University. $b School of Music. [this field should not require editing]

245 Edit to include:

• Concert title
• Names of major performers/ensembles (unless they are numerous)
• Date of concert - written out in full. Do not abbreviate! This is very important so patrons can find the CDs
• Recording location and time

Example:
245 East Carolina University Faculty Recital. Mary Burroughs, horn; Cheryle Naberhause, horn; and Alisa Gilliam, piano. August 27, 2002. A.J. Fletcher Recital Hall, 7:00 p.m.

260 |c2009. If the year is not 2009, edit to the correct year and also change the year in the Date1 field.

500 Compact disc [this field will not require editing]

500 No program available.

Add this field after the compact disc field, if you were unable to locate a program. Add a field using CTRL + Enter or right click and select "Add field after"

Symphony automatically adds a 596 JMUSIC when you save the record.

Proofread your work

Create/edit the call number/item record

• Select the Call Number/Item tab
• Edit the call number to be CD-XXXX, ex. CD-5656
• Edit the Item ID - scan in the barcode
• Add a staff note of jxxx where xxx=your initials, ex. jnln
• The other fields are already filled in for you by your "Duplicate Title--Properties" settings

Search for your items several different ways in both Workflows and elibrary to make sure they search and display as expected. This is particularly important when you are first learning to catalog.

Take CDs directly to the Circulation Desk for shelving once you are done cataloging them. This is very important because patrons and other library staff will not know the CDs are on your desk. If you must leave CDs on your desk, you need to mark the items as "Being Cataloged" in Symphony. Ask the Music Cataloger for assistance if you need to mark items as "Being Cataloged."

Announce the CDs on the Music Library's Facebook fan page. Post the CD number, short title that will identify the concert/recital, and the date.

ASD 9-03-02, Updated 1/20/06 DLT, 12/5/06 NLN, 9/6/07, 3/4/08 NLN, 9/3/2008 NLN, 5/28/2009, 8/21/2009 NLN

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