Revised 12/1/06
COPY CATALOGING OF SOUND RECORDINGS
These procedures may be applied to all types of sound recordings. Most musical sound
recordings will be housed in the Music Library, unless they are indicated for another location.
Typically, nonmusical (usually spoken word) sound recordings will be housed in the Main
Library. The Archives also has some sound recordings of each type (musical and nonmusical).
Do title search on Voyager. If no record is found, try alternative searches. If there is still no
record found, consult with the Acquisitions Librarian.
If more than one record is retrieved, there are several possibilities:
 New edition of a title the Library owns. Verify this by checking the 100, 245, 250, 260
b, 300, 505, and 700 fields. If it is a new edition of a title the Library owns, give the
item to the Cataloger, who will contact the Music Librarian or the appropriate liaison to
find out what to do with earlier edition.
 Same work in another physical form (lp vs. cassette, compact disc vs. lp, etc.). In this
case, if the new item is a compact disc and the other item is a cassette or lp, all copies of
the cassette or lp will be withdrawn ONLY IF the performer and performance are the
same for all formats (for information regarding performer and performance, examine 100,
245 c, 700, and 5xx fields). Check with the Music Librarian when in doubt.
 Duplicate copy of a title the Library owns. If this is the case, consult with the
Acquisitions Associate or Music Librarian to see whether the item should have been
ordered. If so, process as a “copy 2”.
If a record is found, check to make sure it is the correct one for the item in hand. If Becky has
input a full OCLC record, do not worry too much if it is not a match. You will be overlaying the
record anyway.
Search OCLC Connexion Client for a matching record. If you have a music publisher number
available, this is typically a good way to search. You can also enter title and/or composer/author
keywords and select the format “Sound recording.” Use the same principles you would for other
items to determine if the record is a match.

Make sure the composer and/or performers are the same (100, 5xx, and 700 fields)

Make sure the edition (250) is the same, if present

Make sure the publisher and date of publication or copyright are the same (260)

Make sure the number of physical units and the physical form are the same (300)

Make sure the songs or titles included on the item are the same (505, 740’s, 700 t’s)

If the record found contains a 300 field with “1 side of 1 [sound disc, sound cassette,
etc.]” at the beginning and/or a 5xx “With” note, search OCLC WorldCat for another
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Revised 12/1/06
match, update, and overlay the record that had been imported in Voyager by
Acquisitions.

If you cannot find a matching record, give the item to the Cataloger for original
cataloging.
Edit the bib record in OCLC Connexion Client as you normally would for other items. Below
are special instructions, examples, and things to look for specific to sound recordings.
Fixed fields.
Type: Type “i” is for “non-musical sound recording,” and type “j” is for “musical sound
recording.” According to OCLC’s Bibliographic Formats and Standards, 2nd ed., p. FF:76, use
type “i” for: “Nonmusical sounds. Use for sound effects; bird calls; physical exercise recordings
(e.g., aerobic workouts) that consist of spoken, shouted, sung, or chanted instructions over
musical accompaniment; stories read over incidental musical accompaniment; and plays with
incidental music.”
007: If no 007 is present, click into Bib Formats and Standards (Shift F1). Be sure to select “007
Sound Recording” from the menu on the left side of the page. Or, go directly to this URL:
http://www.oclc.org/bibformats/en/0xx/007sound.shtm
This page explains each subfield and gives examples and instructions for each major sound
recording format. Add a new line to the record and input an 007 with the appropriate coding. To
add the delimiter symbol (double dagger)in OCLC, hit Ctrl-d.
Example for a CD:
007
s ‡b d ‡d f ‡e u ‡f n ‡g g ‡h n ‡i n ‡k m ‡m e ‡n d
(Please note that not all CDs will have the exact same 007; some codes MAY vary according to
the particular item. ALWAYS refer to Bib Formats and Standards for help with the 007!)
245: Add ‡h [sound recording] in the 245 field if it is missing. It should be placed before ‡b.
Ex.: 245 00 Yesterday ‡h [sound recording] : ‡b the day before today.
If there is already a ‡h, add brackets around “sound recording” if they are missing.
Publication information (260): If there is a 262 field present, overwrite it and replace it with a
260 field containing the place of publication, the publisher, and the date of publication.
Ex.: 260 New York : ‡b Anderson, ‡c c1975.
Physical description (300): If there is a 305 field present, overwrite it and replace it with a 300
field with pagination and size. Ex.:
LPs:
CDs:
Standard cassettes:
300
300
300
1 sound disc : ‡b 33 1/3 rpm, stereo. ; ‡c 12 in.
1 sound disc : ‡b digital, stereo. ; ‡c 4 ¾ in.
1 sound cassette : ‡b stereo.
Notes.
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
For CDs, add the following note if not already present.
Ex. 500: : Compact disc.

Add a note about an accompanying booklet in the container if there is one. Typically,
booklets accompanying sound recordings are NOT handled in 300 ‡e, but rather in a
note. Describe what is included in the booklet, such as program notes, performance
notes, biographies, etc.
Ex. : 500: : Program notes and biographical notes about the composers and performers
(18 p.) inserted in container.

511. Give a note listing the performers and/or narrator, if not already present.
Ex. for musical sound recording: 511:0 : Jan Dobrzelewski, violin; Stuart Marrs,
percussion.
Ex. for spoken word recording: 511:0 : Written and performed by Garrison Keillor.

518. For musical sound recordings, give a note about the details of the place, date, etc. of
performance or recording.
Ex. 518: : Recorded at Minsky Recital Hall, School of Performing Art, University of
Main at Orono, USA, 16, 18 and 19 January 2001.

505. Add a contents note, if not already present, listing the works performed or the titles
of chapters/volumes/etc. Give the time of each piece, if available, in parentheses
following the composer and/or performers for that piece
Ex. 505:0 : 24 miniatures pour violon et percussion / Laurent Perrenoud (8:10) -- Six
questions for violin and percussion / Martin Rokeach (9:23) -- Pictures of Georgia
O'Keeffe for violin and percussion / Thüring Bräm (7:39) -- Prelude, aria and variations
for violin and percussion / Elliott Schwartz (12:23) -- Vier Fantasiestücke für Violine und
Marimbaphon (mit kleinem Schlagzeug) / Rudolf Kelterborn (16:36).
Added entries. For musical sound recordings, check for the presence of 740 (uncontrolled title
added entries) and/or 700 author/title headings for each piece performed. Notify the Cataloger if
they are not present.
When you have finished editing the record, update holdings (F8) and export (F5).
Determine the correct accession number according to the location and format. Obtain the
accession number from the guide card in the shelflist card drawer for the particular format you
are processing. Erase the number on the card when done and write in the next consecutive
number.
Print spine label. You will have to edit the label with the correct location, prefix (if applicable)
and accession number. Refer to the Locations List for this information.
Import the record into Voyager. Overlay the record input by the Acquisitions Associate.
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Add a 099 field with an accession number (except cassettes; they receive Library of Congress
call numbers).
Edit the mfhd.
 Check to be sure the appropriate location is present. Change location if needed.
 Input the accession number in ‡h of the 852.
 Change the 1st indicator of the 852 to 8.
 For items going to the Music Library, input the correct prefix immediately before the
accession number. Be sure to put a space between the prefix and the accession number or
they will not index consistently. Check the Locations List for the appropriate prefix for
that format and location.
Ex. ‡b ML-cd ‡h CD 343
 If there are multiple containers, add an 866 listing the discs/cassettes present. If there are
2 or more discs in one container, do NOT add an 866.
 Cassettes in the Main Library are given an LC call number, however, and not an
accession number. Their 852 fields will have a first indicator of 0.
Create the item record.
 Scan in barcode.
 Change the number of “Pieces” to reflect the number or discs/cassettes PLUS the
booklet(s).
 Input Enum/Chron and /or Year if needed.
 Check the Permanent Location and the Item type. Most, but not all, sound recordings for
the Music Library have item type Music Media. Be sure to refer to the Locations List for
the correct item type for each location and format.
Perform physical processing according to the instructions for that format and location.
When finished with a shipment of sound recordings, place the cart outside of the Cataloger’s
office for review.
When the Cataloger has finished checking the items, pack items for the Music Library. Notify
the Administrative Assistant when you have a shipment ready. Main Library items may be taken
to the Circulation Desk.
Gather the acquisition slips and place them in the Acquisitions drawer marked “Workslips to
do.”
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