K-State Libraries - Technical Services

Cataloging & Serials: Monographs

Copy Cataloging of CDs

Purpose: To provide guidelines for cataloging CDs with OCLC copy.

Performed by: Designated LA II(s).

Chief source:

Information appearing on the disc itself.
When the disc lacks a collective title (title proper that is an inclusive title for an item containing several works), but one is found on the accompanying material or container,* this source is used as the chief source (and should be indicated in a note).
*Consider information on the insert that can be seen through the jewel case to be on the container.
If information is not available from the chief source, it is taken from the following sources, in this order:

accompanying textual material
container (e.g., jewel case, box)
other sources

Verifying bib record:

Verify that the bibliographic record (transferred from OCLC) matches item. If it does not match, find matching record on OCLC and overlay incorrect record.
Check to see if the bib. record has at least one LC subject heading. If the record is missing this, give item to the Humanities Cataloger for assignment of subject heading(s).

Editing fixed fields:

Note: All fixed field elements should be verified.

Leader:

Record Status - do not change
Type of Record - j (musical) or i (non-musical)
Bibliographic Level - should be m (Do not change. If other than m, report to Humanities Cataloger)
Encoding Level - do not change
Cataloging Form - do not change

006 - Do not add/check/delete.

007 - Check/edit all elements of "Sound recording" tab:

General material designation - s (sound recording)
Specific material designation - d (sound disc)
Speed - f (1.4 mps)
Configuration of playback channels - m (mono.), s (stereo.), or u (unknown)
Groove width or pitch - n (not applicable)
Dimensions - g (4 3/4 in.)
Tape width - n (not applicable)
Tape configuration - n (not applicable)
Kind of disc, cylinder, or tape - optional; if coded: m (mass-produced)
Kind of material - optional; if coded: m (metal and plastic)
Kind of cutting - optional; if coded: n (not applicable)
Special playback characteristics - e (digital recording; requires digital playback equipment)
Capture and storage technique - Indicates how sound was originally captured and stored, disregarding any subsequent remastering, mixing, or enhancement:
d (digital storage) "DDD" on piece is an indication; e (analog electrical storage) "AAD" or "ADD" on piece is an indication

008 - Edit the 008 to match the piece. Fixed field elements must match related variable fields as well. For example, DtSt and Dates should match 260 |c (and, in some instances, dates found in notes); place should match 260 |a, etc. Highlights:

Accompanying Matter (AccM) - Optional; allows up to 6 codes for substantial or unique matter contained in program notes or other accompanying material.
Form of Composition (Comp) - Optional; two-letter code; if more than one applies, mu (multiple forms) is used here with appropriate specific codes given optionally in field 047.
Form of Music (Fmus) - n (not applicable); applies only to scores.
Language (Lang) - Code for language sung or spoken on the recording, not the language of titles or other written data on disc, container or any accompanying program notes or printed librettos/song texts. If recording is of instrumental music, code ||| (N/A on OCLC records).
Literary Text (Ltxt) - Optional; indicates type of literary text for non-musical sound recordings.

Editing variable fields:

028 (Publisher No.) - Verify.

1st indicator:
0 = issue no. (no. on disc, container, and/or accompanying material)
1 = matrix no. (no. etched on surface of disc; rarely used--only if no printed publisher no. appears on item)
2nd indicator: do not check.

Subfield a: publisher number, transcribed exactly as it appears on item, including any spaces, punctuation, prefixes, and suffixes.
Subfield b: label name as found in 260 |b.

Examples (excerpted from Yale web site: http://www.library.yale.edu/cataloging/music/028field.htm):

The disc with one number on the disc and a variant form of the number on the container:
028 01 CD 125 |b Record Company
028 00 2 CD 125 |b Record Company
KSUL practice: do not routinely add 028s for variant forms; do not delete 028s that represent variant forms

The disc with one number on the label and a completely different number on the container or insert:
028 01 CD 125 |b Record Company
028 00 1234 5678 |b Record Company
500 Record Company: 1234 5678 (on container)
Each distinct number goes in a separate note. This does not apply to a multi-disc set.

A multi-disc set with individual numbers also has on the container a variant form, which is a truncation of the numbers on the discs:
On discs: CD 125, CD 126; on container: CD125/6.
028 01 CD 125--CD 126 |b Record Company
Do not enter the truncated form of the number in an 028 field or note.

A multi-disc set with both a set number and individual numbers on each disc:
028 00 1234 5678 |b Record Company
028 00 CD 125--CD 126 |b Record Company
Recording Company: 1234 5678 (CD 125--CD126)
Give only the set number unless it does not appear on the individual discs; in that case give the set number first, followed by the numbers of the individual discs in parentheses as shown in the example above) (LCRI 6.7B19).

041 (Language Code) - Verify that |d is correct.
Subfield a: in not used for sound recordings.
Subfield d: language(s) sung or spoken in recording; first code must match code in Lang.

1XX (Main Entry) - Main entry may be under composer, principal performer/performing group, or title, depending on the circumstances. Check for typographical errors, errors in tagging, or other obvious mistakes. The "author" in the 1XX field should be reflected in either the 245 |c or 511 (however, the form of the names may differ in the two sources). Do not do any further name authority work unless there seems to be a major discrepancy.

240 ( Uniform Title) - for a work composed by person named in 100 field.
1st indicator: 1
2nd indicator: make sure the correct number of non-filing characters is indicated.
Delete any brackets enclosing the 240 data; delete any ending period, unless it follows an abbreviation or initialism.

245 (Title and Statement of Responsibility) - The wording of the 245 |a, |b, and |c should match that found in the chief source; punctuation and capitalization may differ.

Collective title:
Typically if the title is generic, i.e., consisting of the name(s) of one or more types of composition or one or more types of composition plus one or more of the following: medium of performance, key, date of composition, or number, all of this information is treated as the title proper (245 |a).
Example: Trio no. 2 in D major for two flutes and piano ...
In all other cases (e.g., musical works with distinctive tiles, such as operas, etc.), medium, key, date of composition, and/or number are typically treated as other title information (245 |b).
Example: Trio pathetique : |b for clarinet, bassoon/cello & piano ...

Non-collective title: If there are multiple works and no collective title, each title should transcribed, followed by its other title information and statement of responsibility.

245 |h (General material designation) - Make sure the GMD is enclosed in square brackets and the wording is correct, i.e., [sound recording]. Placement of the GMD: typically located after the title proper (subfields |a, |n, |p) and before remainder of the title (|b), subsequent titles (in items lacking a collective title), and/or statement of responsibility (|c); location of the Ih in non-collective titles may vary depending on when the catalog record was created. If the record is lacking the 245 |h, see Humanities Cataloger.

Nahua songs ; The piper at the gates of dawn / |c Walter Winslow. Duo / Louis Karchin |h [sound recording] [Example of placement of |h in older record with non-collective title

245 |c (Statement of responsibility) - Check for typographical errors and omissions. Persons or bodies prominently stated should be given in the record: typically 245 |c is reserved for those chiefly responsible for the intellectual/artistic content of the work (e.g., composers, song text writers, opera librettists and performers whose work goes beyond mere performance, execution, or interpretation, as is commonly the case with popular, rock, and jazz music) and the 511 field (or 505 in some instances) for all other performers. Do not move the data as long as it is named in one place or the other. If you have questions about omissions or placement of names, see the Humanities
Cataloger.

246 (Title added entries) - Check for typographical errors and errors in tagging. Any initial articles should be dropped.See Additional Title Added Entries for information on adding any needed 246 fields.

260 (Imprint) - Verify place, publisher, and date.
260 |a (Place) and |b (Publisher) - The rules for recording place and publisher are generally the same for sound recordings as they are for books.
Examples:
260 |a New York : |b Sunflower ; |a London : |b Virgin Records, [distributor] ...
260 |a London : |b EMI ; |a New York : |b Distributed by Collon Records ...
If the CD bears both the name of the publishing company and the name of a subdivision of that company or a trade name or brand name used by that company, the name of the subdivision or the trade name or brand name should be transcribed in the 260 |b, not the "parent" publishing company name. Note: the body in 028 |b, 260 |b, and the label portion of K-State Libraries's call number should be consistent.
Example: 260 |a [London] : |b Ace of Diamonds ...
(Source reads: Decca Record Company. Ace of Diamonds)

Sometimes it may be unclear whether an entity is a publishing subdivision or a series. If in doubt, ask the Humanities cataloger for assistance.

260 |c (Publication date) - Verify date. There can be a variety of dates on the CD. The following is a suggested order of preference for dates. If you have questions about whether you have a matching record or whether dates are transcribed correctly, see the Humanities Cataloger.
1. Publication date.
2. Phonogram ("p") date (indicates date of copyright of sound).
3. Copyright ("c") date on container or accompanying material (indicates copyright of artwork or other print info. on container).
If no date of publication, enter phonogram date alone: |c p1999.
A "c" copyright date on disc itself may be transcribed as "p" date.
If neither publication or "p" date is present, and a "c" date is present on container or accompanying material, date may be used to infer publication date: |c [1995].
If date of publication and phonogram date are both present, record both: |c 1996, p1995.
If no publication/production date given, but it would seem to be considerably different than the "p" or "c" date, enter an approximate date in backets: |c [1994?], p1967.
If the date of recording appears on the CD, it is generally given in a note (518 field).
Consult "Bibliographic Formats & Standards" if you have questions on coding DtSt & Dates. Particularly common for sound recordings:
DtSt code p:
Date 1 = Date of actual distribution/release/issue
Date 2 = Date of original production/recording session
Example:
DtSt code r:
Date 1 = Date of reissue
Date 2 = Date of original publication/production
Note: A recording is a reissue when it is (a) issued with a new publisher no.; (b) issued on a new label; (c) released in a new medium.
Example:

300 (Physical description) - Verify.
300 |a (Extent of item)

The correct number of physical units should be recorded, followed by the term "sound disc(s)"; followed by the total playing time in parentheses, only as explicitly stated on the item.

Examples:
2 sound discs (1 hr., 30 min.)
1 sound disc (78 min.)
1 sound disc (52:12)

(LC gives the total duration in 300 |a if the recording contains only one work.)
For CDs containing more than one work:
Durations are typically recorded in a 500 note when the individual works are identified in the 245 (i.e., non-collective title); if the individual works are listed in 505, durations are typically given there.

300 |b (Other physical details)
Type of recording: should be digital (refers to the way in which the sound is encoded and the kind of playback device required).
If the original recording method was different, it is generally stated in a 500 note.
Playing speed: not stated for CDs unless non-standard.
Number of sound channels: "mono." or "stereo."; record only if explicitly stated on item; don't guess.
Recording and reproduction characteristics: Dolby, etc.; don't add or edit.
300 |c (Dimensions): 4 3/4 in.
300 |e (Accompanying material): Details of accompanying material may be given in 300 |e, but are more likely to be stated in 500 note. Either location is acceptable.

Examples:

440, 490 (Series) - See Series Verification for Copy Catalogers when a bibliographic record contains a series statement.

5XX Fields (Notes)

The correct MARC field for that particular type of note is given in parentheses. Edit notes only for typographical errors or other obvious mistakes unless additional instructions are given below. Do not change the order of notes that are already in a bib. record. Note: 590 notes (local notes) are ALWAYS the last note(s) in the note section.

Publisher number(s) (500) - 028 is generally adequate to handle publisher no.(s), but occasionally an explicit note is needed. See 028 for examples.
Nature or artistic form and medium of performance (500) - Add if not obvious from rest of the description.
Examples:
500 |a Opera in two acts.
500 |a The third work is a solo cantata.
Language of the spoken or sung content of the recording (546) - Check if present; add note if complex or not obvious from rest of the description.
Source of the title proper (500) - This note should be used if the title in the 245 is taken from a source other than the disc itself.
Examples:
Title from container.
Title from accompanying booklet.
Title from container spine.
Variations in title (500) - do not add or edit. This note may be used in older records to record variant titles, which would then be traced in 740 fields. Generally, accept these notes and the title added entries. Do not change these to 246 notes. However, use the 246 field for records which do not have the 500/740 fields when you need to make additional title added entries. See Additional Title Added Entries for more information.
Performers (511) - Alternatively, performers' names may be found in 505.
Edition and history (518 or 500) - Edit for typographical errors or other obvious mistakes. This note contains information relating to the edition being described, the edition of the work performed or the history of the recording.
Field 518 field is used when recording the date/time and place of the event.

Examples:
518 Recorded at Variety Sound, New York, N.Y.
518 Recorded in the Paris Conservatoire, Apr. 1-3, 1980.
518 Recorded in Vienna in 1971; previously released as Westminster WST 1444. (Note combines history of recording and edition information. Use 518 in this case.

Field 500 is used when recording information relating to the edition being described or the edition of the work performed.
Example: 500 Reissue of: RCA Red Seal ACA 1343.
Publication, distribution, etc. (500)
Example: 500 Distributor from label on container.
Physical description (500) - Check for presence or add if noteworthy:
Examples:
500 Compact disc.
500 Analog recording. Use this type of note for CD made from analog original; use three-letter codes frequently found on CDs as guide:
ADD = Original Analog recording ; Digital mixing/editing ; Digital mastering
AAD = Original Analog recording ; Analog mixing/editing ; Digital mastering
DDD = original Digital recording ; Digital mixing/editing ; Digital mastering (such a note would not be appropriate in this case)
Durations (500) - unless included in 505 note.
Example: 500 Durations: 52:12; 13:15; 16:01.
(for CD with several works listed in 245 for which durations are provided). If many, use "Durations on label" instead.
Accompanying material (500) - Details of accompanying material are generally given here, but alternatively may be found in 300 |e or a combination of the two fields.
Examples:
500 Program notes in English with German and Italian translations and lyrics in container.
500 Lyrics on sheet in container.
Other formats (500) - Delete notes that indicate other formats in which the content of the item has been issued but which KSUL doesn't own. Delete the note and any related 028 field.
Example: Delete notes of type: "Issued also as a cassette: CR 145." Delete 028 for CR 145 if present in the record.
Contents (505) - Add if note not already present. For already-existing 505 fields, correct any obvious errors.
Examples:
505 0_ You are the woman – Just remember I love you – Strange way – Cinderella – Staying with it ...
505 0_ Hoedown (3:44) – Lucky man (4:36) – Karn Evil 9 (4:45) – Peter Gunn (3:30) ...
505 0_ Louise. Depuis le jour / Charpentier (Mary Garden, soprano, with orchestra) – Tosca. Vissi D'arte / Puccini (Maria Jeritza, soprano with piano).
In the above example, we see: Opera. Aria / composer (performer). A lot of information is given in this example. The "Opera. Aria" is an example of Full title. Part title.

6XX (Subject Headings) - Check the record to see if there is at least one LC subject heading (6XX with 2nd indicator "0") provided. If no LC subject headings are provided, pass CD and printout of bib record to Humanities Cataloger, who will supply 6XX and return to cataloger to complete cataloging.

7XX (Added Entries) - Check for typographical errors, errors in tagging, or other obvious mistakes. Typically added entries are provided for the major performers (persons and bodies), conductors, analytical added entries representing selections included on the CD (author/title heading; 700 with 2nd indicator 2), and titles of individual selections provided they are distinctive/non-generic (740 field). Author/title added entries may also be present that represent the work a composition is based upon (700 with 2nd indicator 1). Fields 700 and 710 may end in |4 relator code such as "prf" (performer) or "cnd" (conductor). Delete "|h [sound recording] found in any 7XX field.

If adding a 7XX field to a bib. record, verify the form of the name in the libraries' database:
a. If an authority record is found for that author (or author/title combination), use the form of the name found in the authority record.
b. If no authority record is found, search for another bib record that has an entry for the same author (or author/title combination). Use the form found in the other bib record(s).
c. If no other records can be found using the author, OR if it is unclear form the other entries if it is the same author, use the form of the author's name as found on the item.
Do not do any further name authority work unless there seems to be a major discrepancy.

830 (Series) - See Series Verification for Copy Catalogers when a bibliographic record contains a series statement.

Holdings Record:
007: Select "Sound recording" tab; code "specific material designation" - d.
008: Follow guidelines provided in "Coding the Fixed Field on Monographic Holdings Records."
852: Use 1st indicator 8 (Other classification scheme). Input call number in a single |h.

For the record label portion of the call number:
Follow the form provided in "Call No. Designations for Sound Discs" (w:\techserv\manual\cataloging dept\appendix\cd-lp label names.doc), however do not hyphenate names that must be broken to fit on a call number label.
Following |h, add |k COMPACT DISC.
If the CD is oversized and will not fit in Gemtrac, add |z OVERSIZED CD SETS (also indicate on location flyer that "OVERSIZED" needs to be typed above the call number).
866: Add holdings information if item is multi-part.

Item Record: Use item type sound rec. If multi-part, fill in piece count (do not include container in count) and mark for Circulation Review. Fill in item note, if needed.

Guidelines for Retaining or Discarding Outer Cardboard Container Housing Multiple Jewel Cases:

Retain if:
• outer container has important information that is not found elsewhere (information re. contents, performers, etc.).
• program notes are contained in a single booklet (rather than in duplicate or multiple booklets housed in the individual jewel cases).

Otherwise, discard:
• This will allow greater access to the individual jewel cases.