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Minimal entry records - sound recordings

Sound recordings are stored in the Music Library closed stacks. They receive the following codes in the Item Record and Bibliographic Record for each item:

There are three types of information essential to identifying a particular recording:

1. Material description (245, 300 fields)
2. Publisher information (028, 260 fields)
3. Contents (100, 505, 511 fields)

Accurate information in all fields will ensure that an item can be properly found by staff and patrons, and eventually cataloged.

MINIMAL ENTRY RECORDS contain the following information:

If there is more information in the record (650 notes for subject headings, 700 fields for performers and composers), leave it in if it seems appropriate. If there appears to be wrong information in these supplementary fields, please bring it to the attention of one of the catalogers.

ENTERING NEW INFORMATION:

Move your cursor by using the arrow keys. Place the cursor above the line you want to add, and hit "ENTER" key. This creates a new blank line. Enter the appropriate MARC codes with their indicators as noted above. The only variable indicator you should worry about is the second indicator (the "skip" indicator) for the 245 fields.

Always prefer information from the label on the CD disc, LP or cassette over the information on the container.

028 fields

Examples:

An LP on the Sunset label with number SUS-5107 becomes:
028 02 SUS-5107|bSunset

A CD for CLEF records with the number 97002-2 becomes:
028 02 97002-2|bCLEF

2a. If there are conflicting numbers on the label and the container, transcribe both numbers in separate 028 fields. Add a second 028 field if necessary; use the indicators "00" for the second (and higher) 028 field:

Example 2a:

An LP by Angel has the number "EAC-30102" on its label, but the number "E 30102" on its container.

028 02 EAC-30102|bAngel
028 00 E 30102|bAngel

2b. If the numbers on the label and container are clearly different, transcribe all the label and container numbers in separate 028 fields. Use the indicators "00" for the second (and higher) 028 field:

Example 2b:

A Columbia boxed-set of ballet music by Aaron Copland bears the set number (on the container) M3 31527. Each disc also bears a separate publisher number. Enter:

028 02 M3 31527|bColumbia
028 00 MS 6712|bColumbia
028 00 MS 6872|bColumbia
028 00 MS 7124|bColumbia

3. If no publisher number can be found, list the publisher's name by itself in the 028 following the |b.

4. Don't confuse the matrix number on the LP with the publisher number. Matrix numbers are found etched onto the vinyl just outside the label, and are usually duplicated on the label or the container. The publisher number will usually be prominently displayed on the LP album cover, and usually on the spine of the cover as well.

100 and 245 fields
Determining entries for main author and title fields

Titles:

245 1x The second indicator (x) = number of letters + 1 space in articles, e.g., "The" = 4; "A" = 2; this is the so-called "skip" indicator.

1. Use collective title if present, e.g., 245 14 The Delius collection. (Transcribe information
   exactly as it appears on the item)
   
2. If no collective title and only 1 composer with few works, use 1-3 titles separated by " ; "
   e.g. Concertino en style classique ; Danses roumaines ; Tziganes (transcribe titles exactly)
   
3. If more than one composer, and there is no collective title: use the title of the first piece on the recording.

Authors:

100 1_ = single individual
110 2_ = ensemble

More than one composer => main performer or ensemble (the others go in the 511 field.)
If there is a collective title => use the main performer or ensemble (the others go in the 511 field.)
If there is no collective title => use the name of the composer on the first track of the recording. Don't forget to do the headings verification check as above.

Add |4prf or |4cnd for performers or conductors, respectively.

260 fields (Place of publication, publisher, and date of publication)

1. Place of publication: If listed, use the city (followed by state or country for lesser-known cities). If the city cannot be determined, use the country. If no place of publication can be determined, use "[S.l.]"

Examples:

Stony Brook, N.Y.
Japan
[S.l.]

2. Name of publisher: The place of publication is followed by a space, colon, "|b" and then the name of the publisher. The name of the publisher should be the same as the name entered in the 028 field. If the name of the publisher is unknown, use "[s.n.]" (check with the catalogers before you resort to this).

Examples:

Stony Brook, N.Y. :|bQuark
Japan :|bAngel
[S.l.] :|b[s.n.]

Examples:

Stony Brook, N.Y. :|bQuark, |c1968
Japan :|bAngel,|c1974

300 fields Physical description

"sound disc" for CDs and LPs
"sound cassette" for cassette tapes
"sound tape reel" for reel-to-reel tapes

Be sure the number of discs/cassettes/reels matches the item.

Example:

A boxed set containing 3 LPs should have a description of:
3 sound discs (NOT "1 sound disc")

1. Analog or digital recording (CDs are digital; everything else is analog)
   
2. Playing speed (for LPs and reel-to-reels) -- be sure you've entered the correct speed (33-1/3 vs 45 rpm; 3-3/4 vs 7-1/2 ips for reel-to-reels); if tape speed is not stated, leave out.
   
3. Number of tracks -- mono., stereo., or quad. If the item does not specify this, don't enter the information. Reel to reel tapes may also specify 1 (mono.), 2 (could be either mono. or stereo.), or 4 tracks (stereo.)-enter track information for tapes first, then mono., stereo., etc.
   
4. End this information with a space and a semi-colon (;)

Size of the item: |c

Enter the size of the item following "|c"

CDs are 4-3/4 in.
LPs can be 12 in. (standard size for long-playing albums), 10 in., or 7 in. (standard size for 45 rpm singles)
No size needed for cassettes
Reel to reel tapes are usually 7 in. (smaller size) or 10 in. (larger size)

Examples:

A 33-1/3 rpm stereo LP
1 sound disc :|banalog, 33-1/3 rpm, stereo. ;|c12 in.

A 10-inch 33-1/3 album labeled "Hi-fi" (since stereo or mono does not appear, enter nothing)
1 sound disc :|banalog, 33-1/3 rpm ;|c10 in.

A stereo CD
1 sound disc :|bdigital, stereo. ;|c4-3/4 in.

A 1/4-track stereo reel-to-reel tape at 3-3/4 ips (inches per second) on a 7-inch reel 1 sound tape reel :|banalog, 3 3/4 ips, 4 track, stereo. ;|c7 in.

511 field: Performers and conductors

Use a "511 0 " field (the second indicator is blank). Enter information in the following format:

[Name] , [instrument] ; etc.

Enter soloists first, ensembles next, and conductors last

Example:
511 0 Theo Olof, violin (6th work) ; Residentie Orchestra (1st-5th works) ; Concertgebouw Orchestra (6th work) ; Willem van Otterloo (1st-4th works), Eduard Flipse (5th work), Eduard van Beinum (6th work), conductor

For jazz and rock groups, list the name of the group first, followed by performers, using the following format:

Ensemble (Performer, instrument ; performer, instrument)

Example:

511 0 The Beatles (Paul McCartney, bass; John Lennon, guitar, vocals; George Harrison, guitar; Ringo Starr, drums)

505 fields: Contents notes

Use "505 0 " for contents notes (the second indicator is blank). Enter the information as follows:

Title / Author -- Title / Author -- etc.

For selections from a larger work (such as an aria from an opera), use the following construction:

Larger work. Selection ; Selection / Author -- Larger work. Selection ; Selection / Author -- etc.

Example: A recording of the arias "Largo al factotum" and "Una voce poco fa" from Rossini's Barber of Seville, and "Un bel di vedremo" and "Addio, fiorito asil" from Puccini's Madama Butterfly would be transcribed as:

Barber of Seville. Largo al factotum ; Una voce poco fa / Rossini -- Madama Butterfly. Un bel di vedremo ; Addio, fiorito asil / Puccini