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Home > Minerva > Cataloging > Manual > Appendix: Cataloging Sound Recordings

Cataloging Sound Recordings

Chief source

  • Information appearing on the disc or cassette itself.
  • When the disc or cassette 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 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., case, box)
    • Other sources

Verifying bib record:

  • Verify that the bibliographic record in Minerva matches item. If it does not match, find a matching record in Z39.50 and add as a new record or overlay the Minerva record if the Z39.50 is a better record. If no match is found, do original cataloging.

Compact Disc

Editing fixed fields:

Leader (at top of record):

  • Type of Record - 1 MUSIC (CD) or 3 SPOKEN (CD)

006 - Optional field used to describe accompanying materials

007 -To insure all changes/additions made to a 007 field are retained when saved, click on a box that is to remain the same before saving. If the 007 is being added to a record and saved the Enter Field Group window will appear. Enter r in the white box and click OK.

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

  • Mat Catg - s (sound recording)
  • Spec mat - d (sound disc)
  • Undefined - blank
  • Speed - f (1.4 mps)
  • Confplay - m (mono.), s (stereo.), or u (unknown)
  • Groove W - n (not applicable)
  • Dimens - g (4 ¾ in.)
  • TapeWidth - n (not applicable)
  • TapeConf - n (not applicable)
  • Kinddisc - optional; if coded: m (mass-produced)
  • KindMat - optional; if coded: m (metal and plastic)
  • KindCut - optional; if coded: n (not applicable)
  • S P Char - e (digital recording; requires digital playback equipment)
  • Cap/Stor - 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

Cassettes

Editing fixed fields:

Leader (at top of record):

  • Type of Record - 2 MUSIC (CAS) or 4 SPOKEN (CAS)

006 - Optional field used to describe accompanying materials

007 - To insure all changes/additions made to a 007 are retain when save, click on a box that is to remain the same before saving. If the 007 is being added to a record and saved a window, "Enter Field Group," will open. Enter r in the white box and click OK.

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

  • Mat Catg - s (sound recording)
  • Spec mat - s (sound cassette)
  • Undefined - blank
  • Speed - l (1 7/8 mps)
  • Confplay - m (mono.), s (stereo.), or u (unknown)
  • Groove W - n (not applicable)
  • Dimens - j (3 7/8 x 2 ½ in.)
  • TapeWidth - l (1/8 in.)
  • TapeConf -n (not applicable)
  • Kinddisc - optional; if coded: m (mass-produced)
  • KindMat - optional; if coded: p (plastic)
  • KindCut - optional; if coded: n (not applicable)
  • S P Char -u (unknown) unless the item says Dolby processed then c (Dobby-B encoded)
  • Cap/Stor - e (analog electrical storage).

Compact Disc and Cassette

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:

  • Rec Stat - c (corrected or revised) or n (new)
  • Rec Type - j (musical) or i (non-musical)
  • FormComp - Optional; two-letter code nn; for music may select other options
  • ForMat - n (not applicable); applies only to scores.
  • FormItem - blank
  • Accompanying Matter (Acc Matl 1-6) - Optional; allows up to 6 codes for substantial or unique matter contained in program notes or other accompanying material.
  • 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
  • Literary Text (Ltxt) - Optional; indicates type of literary text for non-musical sound recordings.

Editing variable fields:

Compact Disc

028 ( Publisher No.) - Includes any catalog or product numbers found on the item. For indicators check Marc Tag Info on bib. record.

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| Record Company
  • 028 00 2 CD 125|bRecord Company

The disc with one number on the label and a completely different number on the container or insert:

  • 028 01 CD 125|bRecord Company
  • 028 00 1234 5678|bRecord 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|bRecord 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).

Compact Disc and Cassette

041 ( Language Code ) -
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. The "author" in the 1XX field should be reflected in either the 245 |c or 511. Be sure to verify the form of the name.

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 : |bfor 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).

Examples:
Cree songs to the new born |h [sound recording] : |b soprano and chamber ensemble.

Nahua songs|h[sound recording] ;|bThe piper at the gates of dawn /|cWalter Winslow. Duo / Louis Karchin

245 |c ( Statement of responsibility) - 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.

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.

260 |c (Publication 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 brackets: |c [1994?], p1967.
If the date of recording appears on the CD, it is generally given in a note (518 field).

300 (Physical description)
300 |a (Extent of item)

Compact Disc

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.
300 |c (Dimensions): 4 3/4 in.
Example:

300 2 sound discs (90 min.) :|bdigital, stereo. ;|c4 ¾ in.

Cassette

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

Examples:

2 sound cassettes (1 hr., 20 min.)
1 sound cassette (55 min.)
1 sound cassette (ca. 40 min.)

(LC gives the total duration in 300 |a if the recording contains only one work.)

For cassettes containing more than one work: Durations are typically recorded in a 500 note when the individual works are identified in the 245.

300 |b (Other physical details)

Type of recording: should be analog (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 cassettes 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 processed if explicitly stated on item.

300 |c (Dimensions): record only if cassette is significantly difference in size from that of the average cassettes.

Examples:

300 1 sound cassette (90 min.) :||banalog, stereo., Dolby processed.

Compact Disc and Cassette

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.

440, 490 (Series) appropriate if a record contains a series statement.

5XX Fields (Notes)

The correct MARC field for that particular type of note is given in parentheses.

Publisher number(s) (500) - 028 is generally adequate to handle publisher no.(s), but occasionally an explicit note is needed. See 028 for examples. Follow the order of notes given below.

Compact Disc

1. It is not appropriate to use System Requirement (538) for a compact disc. If desired enter the note: 500 Compact disc.

Compact Disc and Cassette

2. 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.

3. Language of the spoken or sung content of the recording (546) Enter a note here if the item is a translation. An 041 1 field is also needed if the 546 is used.

Example:

041 0- engfre|bengfrespa

546 English or French with optional subtitles in English, French, and Spanish.

4. 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.

5. Performers (511) - Alternatively, performers' names may be found in 505.

6. 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.

7. Publication, distribution, etc. (500)

Example: 500 Distributor from label on container.

8. 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)

9. 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.

10. 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.

11. 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) - Do not add terms, such as sound recording or compact disc, as subject headings or add them to subject headings.

7XX (Added Entries) - 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). To not, under any circumstances add "|h [sound recording] to any 7XX field.

If adding a 7XX field to a bib. record, verify the form of the name in the Minerva database or LC Authority File:

  • If an authority record is found for that author (or author/title combination), use the form of the name found in the authority record.
  • 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).
  • 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.