Audio Compact Disc Procedures

Comments:

  1. Acquisitions generally does not download records for audio CDs.  If they have downloaded a record for the CD, a order record/printout will accompany the CD.
  2. Booklets, cover information or song lyrics that can be kept inside a single CD case are not treated as accompanying booklets.  Do not include information about them in a ‡e in the 300 or in a ‡p in the 049, and do not give them a separate Linking Action Slip.

    Booklets and librettos that accompany multiple disc sets or that do not fit inside the single CD case are housed at Circulation and must be treated as separate items.  Do include information about them in the ‡e in the 300 and in the ‡p in the 049 and give them their own item record and Linking Action Slip.

  3. For physical processing, see Physical Processing Instructions.

Pre-Cataloging (Students)

  1. Print out the matching OCLC record and keep it with the CD.

  2. Use the Cutter-Sanborn book and the online catalog to assign a Cutter for the performer/composer and to assign the next "C" number for the disc.

  3. For CDs without a performer/composer as main entry, assign a Cutter based on the first subject heading.  (See the separately developed list for some recurring musical genres.)

  4. Write an "outslip" for each CD for the CD shelf list.

  5. File the outslip in the CD shelf list, checking for conflicts in the Cutters or "C" numbers and adjusting as necessary.

  6. Write final Cutter and "C" number on the OCLC printout.

Cataloging at OCLC (Staff)

  1. Call up the OCLC record by the OCLC number on the printout, but check to verify it is for the CD version and not a cassette or other form.  Check the print out carefully to be sure that it matches the CD.  If it does not, search for a matching record.  If no other record is found, but the item and printouts on the Catalog Librarian's problem shelf.  Delete all call numbers other than locally assigned cutters.

  2. Examine and edit the OCLC record according to the Compact Discs Editing Guide including the 049 holdings information for multiple discs and/or accompanying booklets.

  3. Reformat (RF) after all additions/changes are made and validate to make sure all edits are correct.

  4. Use the [Ctrl][b] macro.  Then go to the end of the record and edit the "bn=uc" to "bn=um".   RF to resequence the line numbers.

  5. Create item record coding.

    1. Go to the call number line.  Assign a new line number, edit the tag and indicators to 949 _1.  Arrow (->) or mouse to the end of the line and apply the [Ctrl][a] macro.
    2. If there are multiple CDs to be housed in a single jewel case, edit this line to add a subfield c (‡c) with 'Disc 1-2'.

    3. If there are multiple CDs to be housed in separate jewel cases, edit this line to add a subfield c (‡c) with 'Disc 1'.  Then re-edit this line to assign a new line number and update the subfield c (‡c) for each succeeding disc.

    4. If there is a separate booklet, re-edit the CD line to assign a new line number, change the subfield t (‡t) to 101, and go to the end of the line and add/edit a subfield c (‡c) with 'Booklet'. If there is more than one, use 'Booklet 1', 'Booklet 2', etc.

  6. RF and Validate (VAL) the record.

  7. Export (XPO) the record into Millennium.  This should result in a dialog box with a message to the effect of "No matches found, record inserted" and the item record number(s) for the CD(s) (and booklet).

  8. Record the item number(s) on Linking Action Slip(s).  Check the first box of each Linking Action slip and circle the line for adding |f[Compact Disc]|a.

  9. Hit [Enter] to clear the dialog box.  Produce shelf list card ([p]/[F11]).

  10. Write the  date and your initials on the printout (or purchase order) and keep with the CD. Do not place in daily box. Do not instruct the reviewer to write holdings on the shelf list (we will only maintain holdings information for CDs in the database).


EDITING GUIDE

Accept “AS IS” all FIXED AND VARIABLE fields not included in the tables below.

FIXED FIELDS

Field Actions
Type Verify that code is j for music CDs (or i for spoken CDs).
DtSt Check code.

If there is only one date on the CD (or its case) and in the 260 and 5XX fields in the OCLC record, use code s.

If the date of the recording and the date of the CD release are different and as noted either on the CD or in the OCLC record, use code p.

Dates If DtSt is s, use one date in the first four bytes only.   This date should match the date in the 260.

If DtSt is p, the first date should be the release date and the second date should be the recording date.  The first date should match the date in the 260 $c and the second date should match a date given in a note field.


VARIABLE FIELDS

    • TABLE OF ACTIONS  •

    A/E Column:

A=Accept/Edit:

Accept if present; add field or add additional information only if necessary.

E=Evaluate:

A variety of actions may be appropriate; follow instructions in Comments.

S=Supply:

Add as directed.

Field DEFINITION A/E Comments
007 Physical characteristics coding A Accept if present.  If not present, it is not necessary to add.  The coded data does not improve access to the record.
028 Publisher Number A Repeatable; i.e., there can be more than one 028 field in the record and on the CD (one on the case, another on the disc, etc.)

If numbers in at least one 028 and on the disc match, accept all 028s as is.

If no 028 numbers and on the disc match, search for another OCLC record.

If another matching record cannot be found, add an 028 to the OCLC record for the number on the disc.  Indicators should be 00 for any 028 you are adding to the record.  Then enter the number in $a exactly as it appears on the item. Enter spaces, punctuation, prefixes, and suffixes. Enter the record company in $b.  For example, in "Columbia M 35073," the issue number is "M 35073," and you should enter:

  028 02 ‡a M 35073 ‡$b Columbia

See other  instructions in the OCLC Bibliographic Formats and Standards Guide for the 028.

049 Local holdings E Use ZWU2 for all compact discs, and follow standard 049 guidelines for holdings and accession numbers (as revised for Millennium).

Examples:

Single disc with no booklet or with booklet in CD case:

    049  ‡a ZWU2

Multiple discs with no booklet or with booklet in CD case:

    049  ‡a ZWU2 ‡v 1-2

Disc with separate booklet or libretto:

    049  ‡a ZWU2 ‡d [$v=disc $p=booklet] ‡v [] ‡p []

Discs with separate booklet or libretto:

    049  ‡a ZWU2 ‡d [$v=disc $p=booklet] ‡v 1-4 ‡p []

099 Local non-LC call number E Add the first portion of the call number (the cutter) in the first $a and the disc number in the second $a.  Example:

   099   ‡a B415 ‡a C31

240 Uniform title E Compare to 245 and other indexed title fields; if entry in hit list would be identical, delete.  Otherwise, keep and accept as is.
245 Title statement E Check the following information:

‡a  The title should match the title on the disc.

‡h [sound recording] This information must immediately follow $a and precede any other subfields such as $b and $c.  Do enter the brackets if not there already

‡b, ‡c The subtitle and statement of responsibility should match the information on the disc and case.

260 Publication, distribution, etc. (imprint) A Accept as is, usually, but make sure the date in ‡c matches the  first date in the Dates fixed field.  Dates in the ‡c are often preceded with p or c; accept these codes as is.
300 Physical description A ‡a: Total sound discs.  Make sure number of discs is correct; accept additional information about the duration of the recording if it is there, unless you are changing the number of discs.

‡b: Other details.  Generally, accept everything that is there, but add "digital" if not there already.

‡c: Dimensions.  Should always be 4 3/4 in.

‡e: Accompanying material.  Use only for booklets or librettos that will be kept separately from the discs. Give the total number of such booklets or librettos.

Examples:

   300   ‡a 1 sound disc : ‡b digital ; ‡c 4 3/4 in.

   300   ‡a 1 sound disc (69 min.) : ‡b digital ; ‡c 4 3/4 in.

   300   ‡a 6 sound discs : ‡b ; digital ; ‡c 4 3/4 in. + ‡e 1 booklet.

   300   ‡a 7 sound discs : ‡b 500 rpm, stereo., digital ; $c 4 3/4 in.

910 Local Gift Information S Add gift numbers as assigned by the Collection Development Librarian.
949 Local Processing Information S Add using provided macros as described in the Cataloging Procedure above.