Music Cataloging Procedures - School of Music CDs -- Full Cataloging in Symphony

Music Cataloging Procedures
School of Music Streaming Audio -- Full Cataloging in Symphony

ECU provides full cataloging for School of Music recordings. For more information on what School of Music recordings the ECU Music Library collects, see the Music Library Collection Development Policy.

1. Receiving the files

The School of Music recording technician will put the digital files in J:Sharing/SoM Recordings, with the name of the concert and the date it was recorded.

Programs are no longer kept in Recital Programs notebook. Program PDFs are sent to Piratemail account:

Username: musiclib
Password: (current circ desk password)

Search entire mail box for “program” to locate the program needed. The program may also live in an Inbox folder titled "School of Music Programs."

2. Create a new bib record in Symphony

First time only:

Open Symphony
Cataloging -- Titles -- Right click on "Duplicate Title" and select "Properties"
Format: SOUNDREC
Library: JMUSIC
Class Scheme: ASIS
Type: MNE3SR
Home location: MNET
Item category 1: ERECORDING
Item category 2: [blank]
Accept defaults on other settings

Always:

Open Symphony
Cataloging -- Titles -- Duplicate Title
Search for title control number a3453175 or the item ID SOMTEMPLATECDFUL
Duplicate
Helpful tip for multiple recordings of the same concert, but on different nights (ex.: Four Seasons, operas). Create one record first. Then, duplicate it by searching for that barcode instead of the template. Then you'll only need to edit 033, 099, 518, and possibly 511 & 700s (for different opera casts).

3. Edit the following fields:

Lang - code for language. Default is zxx, for purely instrumental music. Common codes are:

zxx - instrumental music (this code is used ONLY when the recording contains solely instrumental music. If the recording contains vocal & instrumental music, code only for the vocal music.)
eng - English
fre - French
ger - German
ita - Italian
lat - Latin

If there are multiple languages, code Lang for the predominant language (or the first one, if none predominates) and also add an 041 for other languages. Put each language in a separate |d Example:

041 0_ |deng|dger|dfre

007 sz*zsnnnnnzned and crznannnauauu (these fields will not require editing)

033 __ Code the date YYYYMMDD, i.e, April 11, 2002 = 20020411

048 __ Code for instrumentation. See 048 Coding Cheat Sheet (Word document). All bib records must have an 048 field, with a few exceptions. Recordings NOT requiring an 048 include: collections of miscellaneous instrumentation, folk music, operas & other large vocal works, and pop music. See OCLC Bib Formats -- 048 for a complete list.

099 __ Add CD number

Example: 099 CD-5077

1xx & 245: Take from the program, following standard format. Use sentence case, i.e. only capitalize the first word and proper nouns, such as people's names and ensembles. End $a with a period, and put the date in full, written-out format in $n. ****It is very important to enter the date in the 245 $n in the full, written, out form, i.e. November 27, 2004 or February 23, 2005. Patrons commonly search on the date and we must enter the dates consistently or they won't be able to find the CDs.**** (Entering the date is not standard RDA format, however, it is very important for patrons searching for the recordings.) Enter subtitle information in $b. For foreign languages, follow their capitalization rules (ex.: capitalize German nouns.)

Field 100 1_ is used for individual composers only if every piece on a CD is by a single composer. Add a $e composer to the end of the name. If the CD has music by more than one composer, there will be no 1xx field.
For ALL names, first search Symphony to see if that person/group is already in the database. If they are already in the database, use the same form of name.

Exception::

Festivals: instead, put a 111 with the festival name and year. Search Workflows to see how it was done in the past, and then copy exactly, only changing the year. Examples:

111 2_ Four Seasons Chamber Music Festival|d(2011-2012) :|cEast Carolina University)

111 2_ NewMusic@ECU Festival|d(2012 :|cGreenville, N. C.)

Field 245 is used for the title. Indicators are:

1st indicator: 1 if the record includes a 1xx field ; 0 if the record does not include a 1xx field

2nd indicator: filing indicator - tells the computer how many spaces to skip in filing. Skip initial articles: a, an, the and foreign equivalents. For example, for "The", 2nd indicator is 4. For the French "La", the indicator is 3.

Examples:

245 00 Concert Band.|nApril 19, 2000 :|bSymphonic Band, Symphonic Wind Ensemble.

100 1_ Bach, Johann Sebastian,|d1685-1750,|ecomposer.
245 1 0 Faculty recital.|nApril 1, 1991 :|ba celebration of Johann Sebastian Bach.

245 00 Premiere performances.|nMarch 23, 2006 :|bworks by ECU student composers.

300 __ 1 computer file :|bdigital, stereo

This will not need to be edited.

336, 337, 338, 344, and 347 fields

These fields are constant and will not need to be edited.

500 __ Title from program.

This is a default field. You won't need to edit it.

511 0_ Performer, voice range/instrument ; Performer, voice range/instrument ; Ensemble ; Ensemble Conductor, conductor.

Example:

511 0_ Helen Donath, Jutta-Renate Ihloff, sopranos ; Teresa Berganza, mezzo-soprano ; Anthony Rolfe Johnson, Thomas Moser, tenors ; Robert Holl, Robert Lloyd, basses ; Joe Smith, violoncello ; Jane Smith, percussion ; Mozarteum-Orchester Salzburg ; Leopold Hager, conductor.

Note: Enter all performers and ensembles. For large ensembles, enter the ensemble name, the conductor, accompanist, and soloists, but no other individual members of the ensemble. (i.e. don't enter individual members of choirs, orchestras, or bands, but do enter each member of a string quartet or other small chamber ensemble.)

Note: For operas, if the voice part is not given and you don't know it, you can enter their character in the opera, i.e. John Smith (Tristan) ; Jane Doe (Isolde).

518 __ Recorded [date] in A.J. Fletcher Recital Hall, East Carolina University, Greenville, N.C. [Most will be recorded in A.J. Fletcher. If not, substitute the correct location.] (This field is already in the template, but you need to add the date.) .

505 0_ Title ; Other title by same composer / Composer -- Title. Part of title / Composer, etc. [Enter the titles and composers, following standard 505 formatting.] 505 Cheat Sheet (Word document). 505 is the last note. Example:

505 0_ Country chic / Nia Imani Franklin -- To our God. 3rd movement "Creation" / Akeem I. Lipford -- The angry wooden stick / Drew Keil -- Things to remember. Wild nights, wild nights! - Emily Dickinson ; The cloths of heaven - William Butler Yeats ; The toaster - William Jay Smith / Faustino Solis.

Add any other 500 notes needed. If there are imperfections in the recording or portions of the concert missing, make a note.

Examples:

500 __ There is no DVD of the April 1st performance. It was not recorded due to recording equipment failure and is not available from any source.

500 __ This recording is incomplete due to recording equipment failure. The end of the concert was not recorded and is unavailable from any source.

700 1_ Performer: Lastname, Firstname,|esinger. or Lastname, Firstname,|einstrumentalist.

700 1_ Conductor: Lastname, Firstname,|econductor.

710 2_ Ensembles,|eperformer.

**Enter all performers and ensembles. For ensembles, enter the ensemble name, the conductor, accompanist, and soloists, but no other individual members of the ensemble. For ALL names, first search Symphony to see if that person is already in the database. If they are already in the database, use the same form of name. This includes both personal names and corporate (ensemble) names. For professors & outside performers, also search the Library of Congress authority file in OCLC or authorities.loc.gov, if they are not in Symphony. (Do not bother searching the LC authority file for students as they are unlikely to be there and it's not worth your time.) There is a cheatsheet of ECU faculty and ensembles saved in J:Music/Students/Student Projects/School of Music Recordings/ECU Local Authorities.

4. Save the record. (you may also want to save as you go along. The first time you save, you will be prompted to edit the call number/item record, per step 5 below.)

5. Create/edit the call number/item record

Select the Call Number/Item tab
Edit the call number to be DR-X, where "X" is the next number in line (e.g., DR-1, DR-2, etc.). You can find the current list of used numbers at J:Music/Students/Student Projects/School of Music Recordings/Digital recording numbers. Also put this in the 099 field.
Edit the Item ID - use the title control number.
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

6. Proofread your work.

7. Record statistics: Number of audio file records and number of DVD records. Give your statistics to the Music Cataloger at the end of each month.

8. Email the music cataloger. Send the music cataloger an email with the title control number of the record; the music cataloger will go through and add subject headings and verify everything.

cdh 9/28/2016

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