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)

• If there is an ISMN, try a standard number search (sn:______________ )
  • The ISMN always begins with M and you will usually find it on the back cover, title page, or back of title page.
  • You may also scan a barcode after the "sn:" and look for that.
• Try a music number (publisher/plate number) search (mn:_______________). Do not include dashes or spaces. It is not case sensitive. If it begins with "no." you might need to try it with and without the "no."
  • Look for publisher numberon the front and back cover, title page, and first few pages. Look for plate numbers on the bottoms of the pages of music.
• Try a title search (3,2,2,1/sco)
• Try an author title search (4,4/sco)
• Try an author search (4,3,1/sco)
• 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 LC call number and number of copies. (NOTE: This is not a failproof method of determining our holdings. You MUST search Symphony, as it may be held by Laupus or ECSU) Otherwise, continue.

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-cataloged record and you CAN NOT use it. [If, in the Connexion WorldCat search box, you check the box for "language of cataloging limiter" and select "English," you will never even see the non-English catalog records.]
    • 245 (title) (see record editing instructions for allowable deviations)
    • 260 (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)
      • It must describe what you have, i.e. 1 score, 4 parts, etc. For example, if you have 1 score, you cannot use a record that says "4 parts". If you have 1 score + 4 parts you cannot use a record that says "1 score" and never mentions parts. DO NOT edit the 300 field to reflect something different, except in rare cases of obvious errors.
        • There are a few exceptions:
          • If the record is for multiple volumes and you don't have all of them, it is OK to use the record. If/when we get the other volumes, we'll add them to the record. Don't edit the record to remove info about the other volumes. Search Workflows to make sure we are consistent, i.e. all volumes of the set either have their own record or all volumes are on a set record.
          • If you have exact multiples of what it says, you can use the record and we will have 2 copies. Example: you have 2 scores, intended to allow performance of a 2-piano work. You can use a record that says 1 score. But - if the 2 scores are very obviously sold together (i.e. one doesn't have a cover and is slipped inside the other one), you should consider using another record.
• Selecting the "best" record from the correct records:.
  • Good things:
    • Desc a (or Desc: i and an "rda" in the 040 field $e)
    • ELvL [blank] or I
    • 040 DLC
    • Fuller information (usually)
    • More holdings (usually)
  • Bad things:e
  • Desc other than "a" (or "i" + 040 $e rda)
    • 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). Note: during initial training, print out the records and make your edits on paper.

7. Repeat steps 3-6 for each item.

8. After completing searches, logoff.

9. Edit the bib records, following the Record Editing Instructions for scores. During initial training, you will use the paper printouts. Later, you will make the edits directly in Connexion. 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))

10. Write the call number on the score. Fill out the binding slip.

11. Give score and printout to Music Cataloger for review OR give score 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:

12. In Connexion, make edits as marked on paper/revisions as indicated in notes back to you or the 999 field.

13. If any changes are needed to the call number, ensure that you make them in Connexion, on the item (all pieces) and on the binding slip.

14. 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.

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. Note: the codes given are for Music General Stacks. For other locations (minature scores, reference, oversize, circulation desk, etc.) see the current JMUSIC Item Code Combinations for Symphony.

    • Call number	M452.B3 G6 2009 More info on spacing/punctuation
      Class scheme	LC
      Call library	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 or use OCLC number as temporary item ID
      Type	MGESSC
      Home Location	MST
      Item cat1	SCORE
      Item cat2	MCIRC
      Staff note	jxxx, where xxx = your intials, ex. jnln

    • Save
    • Check out all pieces to user ID JMUSICCATALOG (if no bindery needed); JOYNERBINDERY (for professional binding); or JOYNERREPAIR (for in-house binding) so people will be able to tell the scores are not on the shelf ready to be checked out.
• IN CONNEXION:
  • Create a 949 $o jxxx where xxx = your initials, ex. jnln

If an order record is not found:

• Do nothing in Symphony
• IN CONNEXION:
  • Uuse the 949 score call number macro to create an item record on import. The 949 score macro only works if the call number is in the 090. (If it the call number is in 050 you can temporarily change it to 090, run the macro, then change it back.) You may need to add subfields. Note that if the item can not yet be barcoded (needs a buff cover or going to professional bindery), use the OCLC number as a temorary item ID. See the instructions on installing and using the 949 score call number macro or ask the Music Cataloger for instruction.

16. Barcode placement:

• Pam-bound (including spiral/GBC), and NO buff cover: place barcode on back cover of the (yet-unbound) score, about 1/2" from the top left corner
• Pam-bound (including spiral/GBC), and will receive buff cover: barcode will be applied after binding: use OCLC number for temporary barcode
• Professional binding: barcode will be applied after binding; use OCLC number for temporary barcode
• Rare/special items: barcode will be applied after binding; use OCLC number for temporary barcode
• Items requiring photocopying, repair, etc.: barcode will probably have to be applied after binding; use OCLC number for temporary barcode

The overarching philosophy is that if the barcode needs to go somewhere that doesn't exist yet (such as on the professional binding or the buff cover), then you can't put it on and so should use the OCLC number for a temporary barcode in the item record, whether you create the item record in Symphony or via a 949. See also Physical Processing: Books and Scores for information on barcodes placed after the time of cataloging.

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

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

19. Export record 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.

20. Switch to Symphony.

21. 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.

22. If the item is going to the bindery, you will need to check it out to barcode: JOYNERBINDERY (for professional bindery) or JOYNERREPAIR (for in-house bindings & repairs) You might choose to complete this step after step 14, editing the call number/item records. If the item is ready to be shelved, check it out to JMUSICCATALOG. This prevents it from displaying as available before it is labeled and shelved.

23. Sort scores by Professional Bind ; Pam Bind, General Sew (No pieces) ; Pam Bind, with Pieces ; and GBC/Spiral/Other. Put the scores on the shelves in the Music Cataloger's area. The Music Cataloger will send them to Pres/Con after inspecting them. If you have any "other" type bindings, or something unusual, make sure to talk to the Music Cataloger, who will assure that the information is conveyed to Pres/Con staff.

24. Record statistics:

Titles (number of bibliographic records)
Additional Volumes (number of additional unique volumes. A score and parts are one volume.)
Additional Copies (number of additional duplicate volumes)
See instructions on Statistics for more detail. Print Monthly Stat Sheet. (Excel file)

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Music Cataloging Procedures Home

Edited by CDH, 10/3/2013, 9/3/2014

		Music Library East Carolina University Greenville, NC 27858-4353 USA 252.328.6250 Contact the Music Library Page updated 9/19/2005, 5/4/2006, 2/8/200, 11/23/2009 for Symphony, 9/22/11 minor updates, 5/22/12 minor updates, 6/15/12 minor updates, 9/7/12 minor updates, 9/26/12 minor updates, 10/11/2012 NLN