Music Cataloging Procedures Home

I. ABOUT the Sheet Music Collection

• Items added to this collection are usually gift items.
• These items do not circulate outside the library
• This collection is currently stored in archival boxes with call number ranges indicated on the outside of each box.
• Items in bad condition are not added!

II. CATALOGING INSTRUCTIONS for the Sheet Music Collection

1. Open Symphony.

2. Cataloging -- Titles -- right click on Add Title, then click on "Properties"

3. Set the following:

• Format: MUSIC
• Library: JMUSIC
• Class Scheme: ASIS
• Type: MSM6SC
• Home Location: MSM
• Item Cateogry 1: SCORE
• Item Cateogry 2: [blank]
• Click "OK" Check these settings before each session to make sure they are correct.

4. The first step is always to search the item to ensure we don't already own it. See Gift Searching for tips/info on searching the catalog.

5. Now click on "Add title"

6. A blank work form will open.

7. TAB to get from one line to another; Control + Enter to add a new field.

8. Construct call number. Cutter both composer last name and title first word (omitting articles).

To determine the call number of the piece: Cutter numbers are assigned to each piece of sheet music. Use the following table when assigning cutter numbers.

• Example : Composer: Bach, Johann S. Title: Gavotte
  • B.12_G.17
  • If this call number has already been used, then you may have to a step further. B.12_G.175

Spacing and punctuation are very important! Note the underscore in the example represents a space, and this is the only space in the call number. Note also the period after the letter. Note that in the 090 field (below) the space is replaced with |b

Using the new call number, search Symphony’s choral music collection via ASIS call number search, to confirm that new call number fits properly into existing call number series, before typing/printing a label.

• Cataloging
  
• Call number and item maintenance
  • Search for: (change search via binocular + tool icon: Call number browse, Class Scheme: ASIS)
    • Index: Call number
    • Choose a library: JMUSIC
    • Browse

Use existing composer cutter for the composer if one exists. If identical or near-identical composer plus title is already in catalog, extend/revise new catalog number accordingly (i.e. add number to title cutter).

9. 090 Call Number

Will look like this:
090 C.34|bT.46

The | sign is made by pressing shift with the key above "enter" which also has the \. On the keyboard, if often looks like a dashed line.

10. 100 Main Author (Composer)

Examples:
100 1_ Davis, Angela.
100 1_ Davis, Angela,|d1975-
100 1_ Beethoven, Ludwig van,|d1770-1827.

  **(Always put a period at the end of the main entry field.)

  **If there is more than one composer listed, choose the first one to put in the 100 field. Put the others in a separate 500 note. See #16 on the next page.

  **If no composer is listed, or only an arranger is listed, do not enter anything in the 100 field. Enter the title in the title field and then list any arrangers in a 500 Note field.

(Note: This policy was changed mid-way through cataloging the sheet music collection in order to conform more closely to AACR2 access point guidelines. It was decided to leave previously cataloged items in both the choral and sheet music collections as is, with the arranger listed in the 100 field.)

Authority Searching for Author/Composer

Certain fields in the bib record must be searched to maintain consistency in the local database. The only field that will receive authority searching in the Sheet Music Collection, is the 100 field. Perform the following steps in the order they are listed, only progressing to the next step if no information can be found.

1. Local Database : If the Author/Composer is already listed in the library database with dates, copy and paste the 100 from an established record, into the record you are creating.

2. Library of Congress Authorities: (Online: http://authorities.loc.gov/ ). If there is no heading in our local catalog that you can use, then use this online source. Click "Search Authorities", then enter the composer's name, and choose "Name Authority Headings." If you get a list of entries, click on the "Authorized Heading" icon. Select the appropriate link to view the authority record. Copy then paste the field into the record you are creating. You also need to make the following changes:

• Delete spaces before and after subfields
• Add a period at the end, if none is present
• Check to make sure diacritics transferred correctly. (Add needed diacritics from Tools -- Symbol table)
• Ex: Leha´r, Franz, |d 1870-1948 becomes Leha´r, Franz,|d1870-1948.

3. If no authority record can be found, ask the Music Cataloger to create a valid heading.

11. 245 Main Title

245 10 Main title :|bsubtitle /|cComposer.

Coding the indicators:

Subfield 1:

1 if there is a 100
0 if no 100

Subfield 2:

0 if no initial articles
if there are intial articles (The, a, an, der, die, das, le, las, los, etc.), code for the number of positions to skip, including the space. Ex: The dog = 4 ; Le noche = 3 ; A pizza = 2.

Entering the data

Examples:

No subtitle:

245 14 The Lord's prayer /|cAlbert H. Malotte.

Title with subtitle:

245 10 Waterfall :|ba musical fantasy for piano /|cKreb Bach.

Title with opus and number:

245 10 Nocturne :|bop. 27 no. 3 /|cF. Chopin.

Note: Only capitalize the first word in the title. Exception: capitalize proper nouns and German nouns.

Example: The sun will come out tomorrow.
Example: Please excuse my dear Aunt Sally.

Note: Prior to July 2009, a |c with the composer was not included.

12. 250 Edition Statement (Range) . Only use the 250 field if there is a vocal range indicated on the score itself. Do not try to determine the range yourself. If there is a range, choose from the following: High voice.; Medium-high voice.; Medium voice.; Medium-low voice.; Low voice.

Will look like this:

250 High voice.

13. 260 Place of Publication :|bPublisher name,|cpublication date.

Will look like this:

260 New York :|bDavis Publishers, Inc.,|c2001.

You can infer a place of publication if none is given. If you do this, put it in brackets. Add a question mark if you are not sure. Ex.: [Germany?]

Also enter the year in the "Date 1" field near the top of the record.

If the item does not give a date date, enter [19--] for 20th century, or [20--] or [199-], etc. In "Date 1" use "u" instead of "-", ex. 19uu.

14. 300 Number of Pages.

Will look like this:

300 1 score (3 p.)

15. 1st Note Field: 500 Voicing/Instrumentation.

Will look like:

500 Piano-Vocal score.

Try to stay as consistent as possible and use the following as examples: Piano score; Piano-Vocal score; Cello-Piano score; Organ-Vocal-score; Piano score with violin and cello parts, etc. Ask if you're not sure!!

16. 2nd Note Field: 500 Range. If you add a range in the 250 field above, it must be duplicated here. No exceptions. The 250 field is not searchable, so to do a search for range, it must be duplicated here.

17. 3rd Note Field : 500 Additional composers : Additional composers should be added in a 500 note field.

Examples:
500 Additional composers: John Doe, Jane Doe, and Frank Enstein.
500 Additional composer: John Doe.

18. Other note fields that may be added. Each different type of note should get its own 500 tag.

Arrangers.

Examples:
500 Arranger: John Doe.
500 Arrangers: John Doe and Jane Doe.
500 Arrangers: John Doe, Jane Doe, and Frank Enstein.

Lyricists/librettists.

Examples:
500 Text by: William Shakespeare.
500 Text by: Friedrich Walther, based on Psalm 43. English translation by: Evangeline Adams.
500 Anonymous text.

Alternate Titles.

Example:
500 Alternate title: Cantique de Noel.
500 Alternate titles: Cantique de Noel; O holy night.

Other information (optional) . Put any relevant information here. Such as guitar or ukulele symbols, name of play or movie that this piece comes from, etc. Do not assume anything. If it doesn't say it on the score itself, then do not put it in a note field.

Will look like:
500 Symbols and diagrams for ukulele. Notes and annotations by the composer. Parts for violin and cello obligato. From the musical "Rent."

19. Editors. Do not bother including editors in a note field.

20. 690 Genre . Choose one or morethe following: Popular; Classical; Sacred; Secular.

Will look like:

690 Sacred.

21. 690 Sheet music. Add this field to every record.

22. Check the entire record for punctuation and spelling errors!!

23. If you notice any 700 or 740 tags listed in records that have already been entered, make sure that information is listed in a 500 field.

Adding tags: It doesn't matter where the cursor is.

• Go to the tag before and press CTRL + Enter.
• You will get a blank tag area in the record.
• Type the number of the tag you want to enter.

24. Copy the call number.

25. Save.

Now edit the call nubmer/item records:

26. Click on Call Number/Item

27. Most of the fields should already be filled in for you from your preferences set in "Add Title" properties. You will need to edit:

Call number: Paste in the call number. Replace |b with a space.

Item ID : Paste in the call number again. Replace |b with a space. Delete the periods.

Extended information - staff: enter your initials (3 of them) preceded by j, ex.: jnln

28. Click Save .

29. Make a Call Number Label for the item. Use the same call numbers labels that are used on CDs (See the Technical Services Supervisor for these).

30. Place the call number in the top right corner of the item. You may have to adjust the placement if there is pertinent information in that area.

31. Place a property stamp somewhere on the item where it can be clearly seen, preferably on the front cover, or just inside the front cover. Property stamp: "Joyner Library-Music Library, East Carolina University, Greenville, NC "

32. Record statistics (a simple tally). Report to the Music Cataloger at the end of each month.

33. Place the item in the correct archival box in the sheet music section of the collection.

Music Library
ASD 4/01/2005 ; NLN 01/24/2006, 6/1/2007, 7/28/2008, 7/2/2009, minor revisions 11/17/2009, 6/9/2010, 11/6/2012 ; CDH 8/5/2013

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