3.4 Instructions and Policies

3.4.1 Bibliographic Input Standards for the Local Database

3.4.1a Encoding Level

Maintained by John Wright
Last updated March 2004

3.4.1b 583 Action Note

Maintained by Robert Maxwell
Last updated 8 June 2017

An action note should always be included when a record is newly cataloged and is usually added when a major change is made to the record (e.g. when volumes are added, etc.) It may be used to document any change to the record or other information such as planned actions.

For copy catalogers:

Please use the following formula for creating a 583 note:
583 |acat|c20120612|kcik|5UPB

For subject catalogers:

Other uses of 583:

Shelf-ready:
sr|bYBP|c20120403|5UPB

Note: the shelf-ready action note is always accompanied by a second action note for its actual cataloging:
sr|bYBP|c20120525|5UPB
cat|c20120717|krsb|5UPB

Loads of electronic records:
ebrary load|c20100901|5UPB

To search:

Search queries may look like this:
cat 201206$ cik {583}
cat 201206$ rlm rare {583}

*NOTE: a search on 1998$ alone does NOT work because Unicorn does not allow truncation to less than 5 characters. The year plus the month with the truncation symbol does bring up a search result. If you wish to search on a year alone you can substitute “?” for EACH missing character:
cat 2012???? rlm {583}

Defined uses of the |a field are:

cat = to be used if cataloging an item (including cataloging with copy if extensive change or enhancement is involved)
copy = used by copy catalogers
rec = to be used if reclassing an item
mod = to be used if modifying an existing record
aut = reserved for use by Authorities personnel onlyadd = used when adding a volume or copytrans = transfer of collections
sr = shelf ready

**NOTE: Additional information regarding the 583 field may be found in the USMARC Format for Bibliographic Data http://www.loc.gov/marc/bibliographic/bd583.html

3.4.1c 583 Cataloger Initials

3.4.2 Descriptive Cataloging of Theses and Dissertations

I. Objective

This policy delineates cataloging practice for describing unpublished academic theses issued by BYU or other institutions. The term thesis here should be understood to designate all types of academic dissertations, field projects, research papers, honors theses and other papers written to fulfill requirements for a degree or other scholastic recognition. This policy does not apply to published editions of works originally presented as theses. For copies of theses and dissertations issued by a non-academic agency such as University Microfilms International, see also the policy on Facsimiles, Photocopies, and Other Reproductions (3.4.1).

II. References

AACR2 and LCRI, chapters 2 and 4 (specifically, 1.7B13, 2.7B13, 4.7B13, and 4.4B1)
USMARC Format for Bibliographic Data: Books, fields 06, 008/15-17, and 008/24-27
Maxwell, Robert L. Maxwell’s Handbook for AACR2R. Chicago: American Library Association, 1997. p. 102-103, p. 153-154.
CSB 118.8 (Summer 1976)

III. Instructions

Academic theses are actually manuscript books. On the one hand, they are unique, unpublished materials; on the other, they are in the form of a book. Because of this dual nature, we need to apply cataloging rules pertaining to manuscripts (AACR2 chapter 4) and books (AACR2 chapter 2).

We describe typescripts of academic theses and copies thereof according to the rules for manuscripts (AACR2 chapter 4). For theses, these rules result in similar descriptions as do the rules for books, with one notable exception – the publication area (260 field). Because theses are generally unpublished materials, they are given only the date of the manuscript, with place and publisher being omitted.

Correspondingly, the particular fixed field codes that reflect the description are as follows:

Leader 06:

Type of record: t (= manuscript language material)
Unicorn = Rec_Type
RLIN = DCF

Leader 07:

Bibliographic level: m (= monograph)
Unicorn = Bib_Lvl
RLIN = BLT

008/15-17:

Place of publication, production, or execution: xx (= no place, unknown, or undetermined)
Unicorn = Ctry
RLIN = CP

008/24-27:

Nature of contents: m (= Theses)
Unicorn = Cont
RLIN = CON

The 502 field is used to record the details of the thesis. This is done by using the term “Thesis” qualified by the type of degree (M.A., Ph. D., etc.), the name of the university (followed by the name of the department for all BYU theses), and the date the degree was granted. (See example below.)

Please note that Ph. D. is used with a space between the Ph. and the D. (LCRI 1.0C)

Please note also that in a thesis revised for publication, a 500 note is used rather than a 502, with somewhat different wording.

Examples:
500: : Originally presented as the author’s thesis (Ph. D.–Indiana University, 1980).
500: : Originally presented as the author’s thesis (M.A.–University of Utah, 1995) under title: __________.

For theses to which conventional abbreviations do not apply, the term “doctoral” or “master’s” may be used.

Examples:
502: : Thesis (doctoral)–Universität Heidelberg, 1998.
502: : Thesis (master’s)–Universidad de Madrid, 1990.

For BYU research papers (i.e., field projects, honors theses, marketing research projects, etc.), we will use a 502 field to indicate the type of research paper, qualified by the degree (if applicable), Brigham Young University, the specific department of the University (if applicable), and the date the paper was produced (date in 260 field).

Examples of currently used terminology:

502: : Honors Project–Brigham Young University, 2001.
502: : Marketing research project–Brigham Young University. Marriott School of Management, 2000.
502: : Closure Project (B.I.S.)–Brigham Young University. Dept. of Independent Study, 1999.502: : Project (M.S.)–Brigham Young University. Dept. of Nursing, 2001.

Please be aware that older BYU records may have used different terminology, punctuation, spacing, and capitalization, as well as different tags to convey information of this type. Some records may have used a 500 field transcribing exact wording from the title page – e.g., “Submitted to Brigham Young University in partial fulfillment of graduation requirements for University Honors.” Others may have used various terms to denote a research paper for University Honors — e.g., Honors Project (B.A.); Thesis (Honors); Thesis (University Honors); University Honors; “A University Scholars Project.” Still other records may have omitted the date. For older records, we will attempt to standardize the tagging (using a formal 502 field) as time and resources allow.

For future records, the expectation is that catalogers apply the terminology and punctuation used in the examples above and that they follow the guidelines specified in this policy.

IV. Example of BYU Master's Thesis

________________________________________________________________________

Rec_Type: t Bib_Lvl: m Enc_Lvl: Desc: a
TypeCtrl: Entrd: 920908 Dat_Tp: s Date1: 1992
Date2: Ctry: xx Lang: eng Mod_Rec:
Source: d Illus: a Audience: Repr:
Cont: bm GovtPub: a ConfPub: 0 Festchr: 0
Indx: 0 Fiction: Biog:

040: : UPB|cUPB
100:1 : Richards, Thomas D.
245:14: The bacterial ferritin of azotobacter vineland ii : |biron release kinetics and extended X-ray absorbance fine structure studies /|cby Thomas D. Richards.
260: : |c1992.
300: : vi, 90 leaves : |bill. ;|c28 cm.
502: : Thesis (M.S.)–Brigham Young University. Dept. of Chemistry, 1992.
504: : Includes bibliographical references (leaves 86-90).
650: 0: Ferritin.
650: 0: Azotobacter.
650: 0: Extended X-ray absorption fine structure.
655: 7: Dissertations, Academic.|2lcsh

________________________________________________________________________

V. Electronic Theses and Dissertations

3.4.17 Electronic theses and dissertations (ETDs)

VI. Related Policies

3.4.3. Facsimiles, Photocopies, and Other Reproductions
4.6.0. Classification of BYU Theses and Dissertations

Maintained by Chad Parker
Last updated August 2014

3.4.3 Facsimiles, Photocopies, and other Reproductions

I. Objective

This policy outlines the distinction in cataloging practice between reprints (including facsimile reprints) and photocopies. Because the cataloging treatment differs in each case, it is important for cataloging staff to understand the difference, so that they may apply the appropriate guidelines for a given situation.

II. References

AACR2 and LCRI, Chapter 11; AACR2 and LCRI, 1.11
LCRI, 1.0; 2.7B7
USMARC Format for Bibliographic Data, 008 field, Definition and scope
USMARC Format for Bibliographic Data, 533 and 534 fields
Maxwell, Robert L. Maxwell’s Handbook for AACR2R. Chicago: American Library Association, 1997. p. 111-116.
AACR2 Glossary

III. Reprints and Facsimile Reprints

Instructions

AACR2 provides the following definitions:

Reprint: 1. A new printing of an item made from the original type image, commonly by photographic methods. The reprint may reproduce the original exactly (an impression) or it may contain minor but well-defined variations (an issue). 2. A new edition with substantially unchanged text.

Facsimile reproduction: A reproduction simulating the physical appearance of the original in addition to reproducing its content exactly.

Procedure (based on AACR2 and MARC):
The main portion of the catalog record (including the fixed fields) should reflect the reprint. Any information pertaining to the original is given in a single formal note in the note area (either a 500 or 534 field). The date code (008/06) in the fixed field should be r (r= reprint), with Date 1 (008/07-10) representing the reprint and Date 2 (008/11-14) representing the original.

USMARC Format for Bibliographic Data, 534 field, states:
“This field contains information that describes the original production of a work. The reproduction is described in the main portion of the bibliographic record. Details relevant to the original are given in field 534 when they differ from the information describing the reproduction.”

BYU has traditionally used a 534 field in these situations. However, LC and most North American libraries use a 500 field. Faculty catalogers should continue to use the 534 field for original cataloging; they may modify existing copy if they choose to do so. Copy catalogers should accept the 500 field on existing copy after determining that the information contained therein is correct; if substantive errors exist, they should pass the item on to a faculty cataloger. [Please note that the 534 field requires the use of certain subfields, whereas the 500 does not.]

Examples for Reprints and Facsimile Reprints
The following example illustrates the cataloging for a facsimile reprint edition. Please note that the reprint note includes only information that is different from the original – in this case, place of publication, publisher, date, and size.

Information from book:
Title page of facsimile:

Dolores Correa Zapata
Estelas
y
bosquejos
Presentación
Freddy A. Priego Priego
Prólogo
Fernando Tola de Habich
Universidad Juárez Autónoma de Tabasco

Title page verso of facsimile:

Primera edición: 1997
c Universidad Juárez Autónoma de Tabasco
Av. Universidad s/n Zona de la Cultura
86080 Villahermosa, Tabasco

Title page of original (reprinted with the facsimile):

Estelas
y
bosquejos
Poesías
por
Dolores Correa Zapata
México
Eduardo Dublán y Comp. Impresores
1886

Bibliographic record for facsimile:

________________________________________________________________________
Rec_Type: a Bib_Lvl: m Enc_Lvl: Desc: a
TypeCtrl: Entrd: 980410 Dat_Tp: r Date1: 1997
Date2: 1886 Ctry: mx Lang: spa Mod_Rec:
Source: d Illus: c Audience: Repr:
Cont: GovtPub: ConfPub: 0 Festschr: 0
Indx: 0 Fiction: p Biog:

Bibliographic record for original work:
________________________________________________________________________
Rec_Type: a Bib_Lvl: m Enc_Lvl: Desc: a
TypeCtrl: Entrd: [date] Dat_Tp: s Date1: 1886
Date2: Ctry: mx Lang: spa Mod_Rec:
Source: d Illus: Audience: Repr:
Cont: GovtPub: ConfPub: 0 Festschr: 0
Indx: 0 Fiction: p Biog:

IV. Photocopied Reproductions

Instructions
Photoreproductions: a pre-AACR2 term referring to single or on-demand reproductions of previously published materials. These are often photocopied for preservation purposes, and not mass produced as an edition of the work. The vast majority of examples are the photocopies published on demand and acquired from University Microfilms International in Ann Arbor, Michigan. Another example might be a photocopy made by a given library as a means of preserving the item.

AACR2 1.11 stipulates that these types of reproductions be treated in the same way as reprints and facsimiles; however, the LCRI for this rule calls for a different treatment, as described below.

Procedure (based on LRCI, and MARC):
1. When the photocopy is the only copy held by the library:

LCRI Chapter 11 calls for the following rules:
The main portion of the catalog record should reflect bibliographic information pertaining to the original work. Any information pertaining to the photocopy is given in a single formal note in the note area (533 field). If data about the original cannot be determined with some degree of certainty, some fields or subfields may be omitted — e.g., $b of the 260 field, or $c of the 300 field. The fixed fields should reflect the original, except for 008/23 [REP in RLIN or Repr in Unicorn], which should be coded r (r=regular print reproduction), as instructed in USMARC, field 008. [Please note that the 533 field requires the use of certain subfields.]

USMARC Format for Bibliographic Data (533 field) states:

“This field contains information that describes an item that is a reproduction of original materials. The original item is described in the main portion of the bibliographic record and data relevant to the reproduction are given as a note in field 533 when they differ from the information describing the original. It is used whenever an institution chooses to have the description reflect the original and the notes reflect information about the copy.”

Faculty catalogers should follow these guidelines when creating original copy or when modifying existing copy. Copy catalogers should search for copy that incorporates these guidelines. If none is found, they should pass the item on to a faculty cataloger.

2. When the library also holds copies of the original:

When the library holds a copy or copies of the original, we have the option of adding the photocopy as an added copy to the record for the original. We can either use a 590 note (e.g., 590: : Copy 2 is photocopy), or we can use the 852 field of the MARC holdings record (e.g., 852: : |c LEE-LIB|t2|zPhotocopy). [The word “copy” is automatically generated from the presence of |t.]

Examples for Photocopies
Example 1:

The following example illustrates the cataloging for a dissertation photocopied by University Microfilms International. Information on the physical description of the original was taken from RLIN copy. Please note that the photocopy note includes only information that is different from the original – i.e., place of publication, publisher, date, pages instead of leaves, and size.

a. Information from book:

First preliminary page:This is an authorized facsimile, made from the microfilm master copy of the original dissertation or masters thesis published by UMI.

The bibliographic information for this thesis is contained in UMI’s Dissertation Abstracts database, the only central source for accessing almost every doctoral dissertation accepted in North America since 1861.

U M I Dissertation Information Service
University Microfilms International
A Bell & Howell Information Company
300 N. Zeeb Road, Ann Arbor, Michigan 48106
800-521-0600 OR 313/761-4700

Printed in 1991 by xerographic process
on acid-free paper

Second preliminary page:

Order Number 8900465

The English invitation to William of Orange
Burton, Thomas Marlin, Ph.D.
Northern Illinois University, 1988

U M I
300 N. Zeeb Rd.
Ann Arbor, MI 48106

Copy of title page for originally published dissertation:

NORTHERN ILLINOIS UNIVERSITY

THE ENGLISH INVITATION TO WILLIAM OF ORANGE

A DISSERTATION SUBMITTED TO THE GRADUATE SCHOOL
IN PARTIAL FULFILLMENT OF THE REQUIREMENTS
FOR THE DEGREE
DOCTOR OF PHILOSOPHY

DEPARTMENT OF HISTORY

BY
THOMAS M. BURTON
c Thomas M. Burton 1988
DEKALB, ILLINOIS
AUGUST 1988

b. Bibliographic record for photocopy reproduction:

________________________________________________________________________
Rec_Type: t Bib_Lvl: m Enc_Lvl: Desc: a
TypeCtrl: Entrd: 900720 Dat_Tp: s Date1: 1988
Date2: Ctry: xx Lang: eng Mod_Rec:
Source: d Illus: a Audience: Repr: r
Cont: bm GovtPub: ConfPub: 0 Festschr: 0
Indx: 0 Fiction: 0 Biog:

The bibliographic record would be identical to the above record, with the following exceptions:

Fixed field code Repr: blank [not r]
No 533 field

Other Examples:In other instances, complete information for the photocopy may not be readily available. For example, we may not be able to ascertain where a given photocopy was copied or by whom. In this case, the 533 would reflect only the information that is known to the cataloger:
533: : Photocopy.|c2001.|eix, 426 leaves ; 22 cm.

If the date were not known, the 533 would read:
533: : Photocopy.|eix, 426 leaves ; 22 cm.

V. Related Policies

3.4.2 Descriptive Cataloging of Theses & Dissertations

Maintained by Marianne Siegmund

Last updated August 2014

3.4.4 Genre/Form Headings

3.4.4a Genre/Form and Subject Access to Moving Image Materials

I. Objective

This policy delineates cataloging practice at BYU for subject and genre/form access to films and television programs in the Harold B. Lee Library collection, in order to provide predictable, consistent access to types of films and television programs. This policy is for cataloging of the films or television programs as such, not books and other materials about films and film making.

II. Instructions

All records for moving image materials should contain access by genre/form. Most moving image material records will also contain access by topical subject. BYU generally follows the OLAC Best Practices Document, found at http://olacinc.org/drupal/capc_files/LCGFTbestpractices.pdf.

Assign, as appropriate, genre/form terms for the form of the film (655 field).

Access to the resource’s genre

A. Fiction or nonfiction. If possible, assign one of the following terms to the resource:

Fiction films
Nonfiction films
Fiction television programs
Nonfiction television programs

B. Duration. Assign one of the following terms to both fiction and nonfiction films that have been or were originally intended to be exhibited theatrically or otherwise shown publicly, such as at a film festival. Use judgment in applying these terms. Do not use with educational films or videos made for classroom use or instructional videos.

Feature films [films with a running time of 40 minutes or more]
Short films [films with a running time of less than 40 minutes]

C. Accessibility. Assign, if appropriate, one of the following terms to the resource, whether television or film:

Video recordings for people with visual disabilities
[films produced with captions or sign language for viewing by the hearing impaired]

Video recordings for the hearing impaired
[films with additional audio description provided for people with visual disabilities]

D. Basic broader terms. Whenever applicable, assign one or more of these terms:

Children’s films
Children’s television programs
Documentary films
Documentary television programs
Made-for-TV movies
Silent films

E. Narrower terms. As appropriate, assign one or more narrower genre terms from LCGFT, e.g. “Animated films”, “Comedy films,” etc. Do not subdivide narrower terms.

The film “Shine”:

655 7 Biographical films. $2 lcgft

The film “Jakob the Liar”:

655 7 War films. $2 lcgftLocal terms may also be assigned, e.g.
655 7 Anime (Motion pictures) $2 local

A current list of genre/form terms related to moving image materials is found here http://www.lib.byu.edu/~catalog/people/rlm/Filmformterms.htm. If new terms are needed, we can make a proposal to add a term to LCGFT via the SACO program.

F. Access to the language of the resource. For non-English language resources, assign at least one term for the language of the original sound track(s) in the form “… language films” or “… language television programs”. Apply this policy to musical films with a discernable language, e.g. an opera sung in Italian. Generally do not assign this type of term to English-language films.

These are to be coded as local terms, e.g.

655 7 French language films. $2 local
655 7 Spanish language television programs. $2 local

Access may be given to dialects. If so, also give access to the parent language, e.g.:

655 7 Mandarin dialect films. $2 local
655 7 Chinese language films. $2 local

For films that include of dubbing or an alternate sound track in a language other than the language of the original sound track, give access following this pattern:

655 7 Spanish language films (Alternate sound track) $2 local
Do not assign a term for the language of subtitles.

Exception: If English is one of two or more languages involved (e.g. on different sound tracks, or the film is in a mixture of languages), assign an English-language term in combination with terms for the other languages. For example:

655 7 German language films. $2 local
655 7 English language films. $2 local
655 7 Spanish language films. $2 local

Exception: Give an English-language term for an opera, operetta, or musical sung in English.

655 0 Operas.
655 7 Filmed operas. $2 lcgft
655 7 English language films. $2 local

Do not use the LCGFT term “Foreign films” in a 655 field. LC considers this a valid form term, but it is not being used at BYU.

G. Access to the primary country of the film production company. For resources produced by non-U.S. film production companies, assign at least one term for the primary country of the film production company or companies in the form “Motion pictures $z [country].” This is the country where the company has its principal offices, or in the absence of a company, where the individual producer of the resource is located. These terms are to be coded as local terms, e.g.

655 7 Motion pictures $z Argentina. $2 local
655 7 Television programs $z Canada. $2 local

Use Great Britain for English production companies.

655 7 Television programs $z Great Britain. $2 local

Do not use the terms “Motion pictures” or “Television programs” alone without subdivision.

NEW: Additionally, include a 257 field in the record for the country of the producing entity for all moving image resources, including U.S. productions. Use the form of the name of the country found in the LC/NACO authority file.

A U.S. production:

257 United States $2 naf
A production by a Brazilian film company:
257 Brazil $2 naf
A French/German/Italian co-production:
257 France $a Germany $a Italy $2 naf

Access to the resource’s physical form
Assign one or more terms for the physical format of the item, e.g. “DVDs,” “Videocassettes,” “Videodiscs,” “Streaming video,” etc.

655 0 DVDs.

Note: the term “Videodiscs” should not be applied in a 655 to DVDs, even though the word is used in the 300 field to describe them. “Videodiscs” as a form term in the 655 field is only applied to 12-inch laserdiscs.

Subject access (600, 610, 611, 630, 651 fields)
Assign, as appropriate, subject headings for the topic of the film. (See SCM H2230 for complete details.)

Fiction films. As with works of literature, not all films have a “topic” and so may not have a subject heading. If possible, however, at least one subject heading should be assigned. The form subdivision “$v Drama” is usually appropriate for fiction films, e.g.:

The film “Shine”:
650 0 Pianists $z Australia $v Drama.

The film “Jakob the Liar”:
650 0 World War, 1939-1945 $x Jewish resistance $z Poland $v Drama.

If the geographic setting of the film is thought important, or it is thought people might want to access the film by geographic setting (e.g., films set in France), either use a geographic subdivision (as in the two examples above) and make a heading such as the following:

The film “Du rififi chez les hommes”:
651 0 France, $e setting.

Nonfiction films. Nonfiction (including documentary) films do not include the subdivision $v Drama with their subject headings:

The film “A great day in Harlem”:
650 0 Jazz musicians $z New York (State) $z New York.
650 0 Jazz $y 1951-1960 $x History and criticism.
600 10 Gillespie, Dizzy, $d 1917-

Other available subdivisions The following form subdivisions may be used in subject strings with any film as appropriate:

$v Juvenile films
$v Films for foreign speakers
$v Films for French [Spanish, etc.] speakers

III. Cataloged Examples (Simplified):

U.S. feature film
245 00 Shine / $c Fine Line Features presents a Momentum Films production ; story by Scott Hicks ; screenplay by Jan Sardi ; produced by Jane Scott ; directed by Scott Hicks.
260 [New York] : $b New Line Home Video, $c 1997.
300 1 videodisc (approximately 105 min.) : $b sound, color ; $c 4 3/4 in.
336 two-dimensional moving image $2 rdacontent
337 video $2 rdamedia
338 videodisc $2 rdacarrier [several notes omitted]
546 Closed-captioned. 600 10 Helfgott, David $v Drama.
650 0 Pianists $z Australia $v Drama.
655 7 Fiction films. $2 lcgft
655 7 Feature films. $2 lcgft
655 7 Biographical films. $2 lcgft
655 7 Video recordings for the hearing impaired. $2 lcgft
655 0 DVDs. [added access points for actors, directors, producers, etc., omitted]

Foreign language film
245 00 I have found it = $b Kandukondain kandukondain / $c Sri Surya Films, a film by Rajiv Menon ; produced by Kalaippuli S. Thanu ; written and directed by Rajiv Menon.
250 Letterbox edition.
260 New York, NY : $b Kino on Video, $c [2005]
300 1 videodisc (150 min.) : $b sound, color ; $c 4 3/4 in.
336 two-dimensional moving image $2 rdacontent 337 video $2 rdamedia 338 videodisc $2 rdacarrier 546 Tamil dialogue with English subtitles. [several notes omitted] 650 0 Sisters $z India $z Drama. 650 0 Love $z India $z Drama. 655 7 Fiction films. $2 lcgft 655 7 Feature films. $2 lcgft 655 7 Romance films. $2 lcgft 655 7 Tamil language films. $2 local 655 7 Motion pictures $z India. $2 local 655 0 DVDs.
[added access points for actors, directors, producers, etc., omitted]

Documentary film
245 00 Market day / $c by Jacqueline Veuve.
246 3 Jour de marché 260 Watertown, Massachusetts : $b Documentary Educational Resources, $c 2002.
300 1 online resource (90 min.)
336 two-dimensional moving image $2 rdacontent
337 computer $2 rdamedia
338 online resource $2 rdacarrier
[several notes omitted]
650 0 Fairs $z Switzerland $z Vevey.
655 7 Nonfiction films. $2 lcgft 655 7 Documentary films. $2 lcgft
655 7 French language films. $2 local
655 7 Motion pictures $z Switzerland. $2 local
655 0 Streaming video.
[added access points for actors, directors, producers, etc., and URL omitted]

IV. Instructions for Creation of Local Authority Records

Local authority records for the language of the resource should be based on LCSH for the name of the language and variant forms for the name of the language. Follow this pattern:

155 Panjabi language films. $2 local
455 Foreign language films
455 Motion pictures, Panjabi
455 Panjabi motion pictures
455 Punjabi language films
[variant form of the language name found in LCSH]

155 Italian language television programs. $2 local
455 Foreign language television programs
455 Television programs, Italian
455 Italian television programs

Local authority records for dialects follow this pattern:

155 Pidgin English films. $2 local
455 Foreign language films
455 Motion pictures, Pidgin English
455 Pidgin English motion pictures
455 Pigeon English films
[variant form of the language name found in LCSH]
555 $w g $a English language films

155 Mandarin dialect television programs. $2 local455 Foreign language television programs
455 Television programs, Mandarin
455 Mandarin television programs
555 $w g $a Chinese language television programs

Local authority records for the primary country of the production company follow this pattern:

155 Motion pictures $z Great Britain. $2 local
455 Foreign films455 Motion pictures, British
455 British motion pictures
155 Television programs $z Brazil. $2 local
455 Foreign television programs455 Brazilian television programs

Maintained by Bob Maxwell
Last updated March 2012

Genre/Form Headings for Moving Image Materials at BYU

3.4.5 Special Collections Cataloging Policies

3.4.5a Identifying Items for Special Collections

Use these guidelines to help you identify books or other items that might be appropriate for special collections. When processing books in your regular assignment, be alert for any that might fit into one of the following categories:Books with any content on Utah, the Mormon Church, the Mormon people, or events closely related to the history of Mormonism. Such content need not occupy the entire book nor even the major portion of it.Outstanding or unusual books on topics relevant to the history of the American West.Outstanding or unusual books on topics relevant to the history of printing.Imprints dated before 1800 or imprints of the American West dated before 1850.

Books issued by fine presses. (See List of Presses in the Fine Print Collection.

Note: This list is continually being updated. If you have any questions regarding what appears to be a fine press but is not on the list, contact the fine presses cataloger.)

Limited numbered editions of under 500 copies.
Books autographed by celebrated or noted persons.Books autographed by author, particularly presentation copies where author writes more than just name.

Books priced over $500.
Any book relevant to the following special literary author collections: Alcott, Burns, Melville, Whitman, Wordsworth (Rowe), Zane Gray, Orson Scott Card. Note: Usually two copies of such books are ordered with the understanding that first copy is to go to Special Collections and the second to stacks. In cases where there is just one copy, Special Collections has priority.

Books which fall into the following categories:
Christian writings between 1800-Civil War, but not sermons of individual preachers
Speeches of American ministers given or published in the 1820’s and 1830’s
Civil War books–only those published during the Civil War and about the Civil War
19th century children’s books
19th century books on voyages and travels
19th century books with hand colored plates
Early books on technology or its history
Early Sunday School tracts or handbooks
Relevant books which meet the all of the general and at least one of the specific criteria for the Victorian and Edwardian collections.

Victorian

General criteria:
Published during the reign of Queen Victoria (1837-1901)
Published in England or elsewhere in United Kingdom

First edition

Specific criteria:
Any Victorian author (British)
Works of general literature
Children’s literature
Early works on science or technology
History, gazetteers, political science, religion, domestic matters

Edwardian

General criteria:
Published during the reign of King Edward VII (1901-1910)
Published in England or elsewhere in United Kingdom

First edition

Specific criteria:
Any Edwardian literary author (British)
Sometimes such books may come designated for stacks cataloging because important characteristics that warrant Special Collections housing were inadvertently overlooked in acquisition processing.
See the Rare Book Cataloger regarding these books.

If you suspect that a book might belong in Special Collections for one of these reasons or for any other reason, write a brief note explaining your reasoning and insert it in the book. Be sure to include your initials on the note. Please take books to the appropriate Special Collections cataloger for review.

Maintained by: Bob Maxwell
Last Updated: September 2012

3.4.5b List of Presses in the Fine Print Collection [add link]

3.4.5c Books That Result From Research in L. Tom Perry Special Collections.

Scholars who use our collections for research leading to publication frequently donate a copy of the work resulting from such research. At other times, books or articles are identified as having resulted from research in the Library. A copy should be cataloged for Special Collections and a standardized 590 note in the record should indicate that the work is founded on research in our collections. Word the note: “[Portions] Based on materials from L. Tom Perry Special Collections, Brigham Young University.” For example, if the whole work is based on such materials, use:
590 Based on materials from L. Tom Perry Special Collections, Brigham Young University.

If a specific portion is based on such materials, use a note such as:
590 Article by John Smith based on materials from L. Tom Perry Special Collections, Brigham Young University.

If only portions are based on such materials, and they cannot be specified, use:
Portions based on materials from L. Tom Perry Special Collections, Brigham Young University.

Maintained by: Bob Maxwell
Last Updated: January 2006

3.4.5e Barcodes, Bookplates, Folders, Flags

I. Objective

This document explains the barcoding, bookplating, foldering, and flagging policies for Special Collections materials. The bookplating and flagging policies allow Special Collections materials to be easily located and identified. The barcoding policy allows individual items to be securely linked to their bibliographic descriptions in the Library catalog and allows the circulation system to be used to circulate materials into the reading room (or elsewhere, such as Interlibrary Loan).

II. Instructions

A. Barcodes

In order to ensure bibliographic control and facilitate using the Integrated Library System to circulate items into the reading room and elsewhere, each item in the collection is associated with a barcode. The barcode number is recorded in the catalog record for the item, and the barcode itself is physically placed with the item, either on a bookplate attached to the item or on the folder in which the item is housed (see B. below).

Manuscript and archival collections.
Generally, manuscript and archival collections are barcoded on the top-level containers (usually boxes, as opposed to folders) instead of barcoding individual items. Exceptions are made on a case by case basis in consultation with the curator and the technical services archivist.

B. Bookplates and Folders

Pre-gummed bookplates are available for each collection (e.g., Rare, Americana, Vault, Music Special Collections, etc.). It is anticipated that these collections will remain stable, i.e., no new discrete collections will be added to Special Collections (e.g. for donations of large collections). However, a new bookplate may be designed for donors of new collections. Such collections will be classified into one of the existing collections. Donor bookplates, if any, will be attached to the item in addition to the standard bookplate for the main collection.

Items that can stand on the shelf without support (e.g., books, pamphlets and scores with stiff covers, etc.).

Type or print the call number on the upper left side of the bookplateb. Attach the barcode (which has been linked to the catalog record) to the bottom of the bookplatec. Generally, attach the bookplate to the top left hand corner of the inside of the front cover, moistening only the top 1/4 inch or so (i.e., the plate is only attached at the top). Avoid placing the attached portion of the bookplate over signatures, other bookplates, etc., although the part of the bookplate that can be lifted may cover that sort of thing.

Items that cannot stand on the shelf without support (e.g., most pamphlets, sheet music, etc.).

Either house the item in a folder, which will be housed in a box (e.g. a pamphlet series), or an envelope. Generally use the smallest standard-sized folder appropriate to its size. (Note: the size of the folder will affect the choice of call number.)
Write the full call number, including the collection name, across the top of the folder or envelope so that it is visible without opening the folder or envelope.

For most paper folders, write the call number across the back flap, which protrudes above the front flap

For folders that do not have a protruding back flap, write the call number near the top of the front flap (e.g., folio-sized folders)

For envelopes, write the call number near the top of the envelope as it will sit on the shelf:

Lightly write the call number, including the collection name, in pencil in an unobtrusive place on the item itself (e.g. on the back of a broadside, the verso of the cover, etc.). This is so that if the item gets separated from its folder it can be identified.
Place the barcode (which has been linked to the catalog record) on the upper right hand corner of the front of the folder or envelope.
OR
House the item in a stiff pamphlet folder (e.g. a tri-fold) that can stand on the shelf without support.a. Prepare a bookplate and attach it to the folder following procedure “1” above.

Generally, lightly write the call number, including the collection name, in pencil in an unobtrusive place on the item itself (e.g. on the back of a broadside, the verso of the cover, etc.). This is so that if the item gets separated from its folder it can be identified.

Note: Boxes that contain series of foldered pamphlets have an appropriate bookplate with call number attached to side of the box facing out in the stacks.

Media

Create a bookplate following procedure “1” above.
Insert the bookplate into the plastic clamshell case so that the call number and barcode are visible without opening the case. For box sets and other cases that don’t allow for bookplate inserts, attach the bookplate to the case using a mylar strip. For multibox sets each box should be bookplated/barcoded.

Flags
In order to easily find and identify individual items on the shelf by call number, a flag of acid-free paper is placed in the book in a manner that is visible from the shelf:

Type the call number, including the collection name, on both sides of the flag
Insert the flag in the book. The flag is normally inserted on a front flyleaf, but it may be inserted anywhere in the book.

Maintained by: Bob Maxwell
Implemented: May 2003
Last updated: 18 June 2021 (addition of manuscripts/archives policy)

3.4.5f Treatment of Serials and Serial Analytics that Come in Whole Issues

I. Objective

This policy explains the Special Collections cataloging practice for treatment of serials and serial analytics. The objective of this policy is to better control serial holdings and acquisitions, particularly in cases where whole issues of serials have been acquired for the purpose of analysis. Recording issues as part of the appropriate overall serial record helps avoid duplicate purchases.

II. Instructions

Whole issues of serial items in Special Collections should be recorded in the serial record for their title(s), even though the issue was acquired for analysis of an individual article within the issue, and even though this might result in a Special Collections holding of only one issue. This includes instances where the issue is the only issue in the library (e.g., there is not another subscription in Lee). The purpose of this is twofold: to allow public access to the serial issue for items in it that have not been analyzed, and to avoid duplicate purchasing of the same issue (which might later be wanted for analysis of another author’s work).

The serial record

a. Title record
If a title record already exists for the serial for a copy elsewhere in the system, use it. If no copies already exist, and thus there is no title record, a title record must be created.

b. Call number
Normally, all issues of the serial should be in the same number and collection within Special Collections. The cataloger should determine the call number and collection on a case by case basis; however, normally these serials should be classified into a general collection, such as Rare or Americana, rather than a more specific collection. This is because we may later get another issue of the same serial collected for another reason (e.g., we have a few issues of a serial to be analyzed because of Kipling contents; later we may get other issues of the same serial because of stories by another author).

An exception to this might be where an author we collect donates his or her own publications. In this case it might be appropriate to keep those issues in the author’s number, even though there might be other issues of the same serial elsewhere in the collection. Exceptions are left to the cataloger’s judgment, keeping in mind that it would be best to keep issues of a single serial together rather than scattered throughout the collection. (Among other considerations, keeping issues in a single number will make for a much less confusing serial record.)c. HousingBear in mind that individual issues in Special Collections are unlikely to be bound with other issues unless they arrived bound together. There are at least four possible situations for housing:

1. The issues arrive bound together. In this case, they can simply stand on the shelf as though they were a monograph.

2. Each issue of the serial is bound as a book. In this case, it can simply stand on the shelf as though it were a monograph.

3. Issues of the serial are limp, i.e., not bound as a book. We have one or only a few issues. In this case, eithera. A stiff board housing construction (e.g., LBS pamphlet binding) may be used for each issue. These are available in the Special Collections supplies. If we eventually collect enough to warrant it, these issues should be moved to box housing (situation 4).

b. House issues in folders within one of the pamphlet series. Keep all issues within a single pamphlet number
Example:
Issues of the serial The Red Dawn are classified in Rare Quart
0 AC 901 .A1a no. 1008.

Individual issues have classification numbers
AC 901 .A1a no. 1008 vol.1 no. 4
AC 901 .A1a no. 1008 vol.1 no. 5
AC 901 .A1a no. 1008 vol.1 no. 6, etc.

If we eventually collect enough to warrant it, these issues should be moved to box housing (situation 4).

4. Issues of the serial are limp, i.e., not bound as a book. We have several issues (say, 4 inches or more). In this case, the issues can be housed in acid-free manila folders in a grey box or boxes. Classify as appropriate to the subject of the serial.d. MARC holdings

The Special Collections cataloger should add a MARC holdings record for the special collections copy or copies.

1. At the top of the holdings record, add a 583 field containing at least “|k [your initials] |xNot an active subscription; no control record.” If you wish to add more details here, go ahead.

2. 852 is required as usual.

3. The holdings should be recorded in an 866 field in the normal manner (see NISO standards for recording serials holdings).

Note: this policy does NOT apply to copies of serials in Special Collections that are currently “active”.e. Barcoding (folder or binder)Follow the current barcoding policy of Special Collections (see 3.4.5e). Bound volumes have a bookplate with a barcode. Folders have the barcode on the front of the folder. See also below, under Call numbers.f. Call numbers

1. Former policy
a. A base call number (the call number without volume numbers) was added to the serial record. This contained a dummy barcode, and did not correspond to any individual issue.

b. In the case of barcoded items, a call number with the volume (and issue, etc.) number was added to the serial record for each barcoded item. These individual call number records contain the barcode number. Each of these was shadowed so the public view only showed the base call number.

2. Current policy (as of Summer 2013)
Add a call number, including volume and/or issue designation, to the serial record for each issue. These item records contain the barcode for each issue (see above under barcoding). Do not shadow the call number record or item record.

As they are encountered for other reasons, serial records following the old policy should be modified to follow the current policy.

The reason for the change: analytic records are linked to individual item records in the serial record. The call number from the serial record displays to the public when they view the analytic record, but only if the call number in the serial record is not shadowed. To solve this problem it was decided to stop shadowing individual call numbers in Special Collections serial records.

g. Notes in the serial record
If necessary, notes may be added to the serial title record with information about the special collections holdings.

The analytic record
a. Title record
A separate record should be made, as usual, for each analytic. This includes, as usual, full bibliographic information in the 773 field.

Note: because 773 is now indexing in the title browse, the title recorded should be the authorized access point for the serial. Try to keep 773s for the same serial standard.

b. Call number
The call number record should be made with copies “NO”, and each analytic should be bound to the appropriate volume call number in the serial record using the bound with function. The parent call number is the call number in the serial record. The child call number should be the same as that of the parent with the addition of the page numbers (if appropriate).

c. Analytics covering multiple issues
If the analytic contains more than one issue (as in a literary work issued in parts), the analytic record should contain one call number for each part, each bound to the appropriate issue in the main serial record.

d. Application
This policy does not apply to analytics based on photocopies of individual articles. These are not linked to any serial record.

Maintained by: Bob Maxwell
Implemented: May 2003

3.4.5g Relief Society Cookbooks

Cataloging of Relief Society Cookbooks
Cookbooks published by Relief Societies or other LDS Church units should include the following fields:
050 TX715 (unless the book would be better classed under a more specific style of cooking)
650 Mormon cooking.
650 Cooking $z [Location of Relief Society].
610 20 [Name of Relief Society].

(Note that in order to establish the name of the Relief Society, the name of the ward will also have to be established, if it is not already. For more information on establishing wards and other LDS Church units see LDS Wards and Stakes.)

655 Cookbooks.710 20 [Name of Relief Society], $e issuing body.

3.4.5h Mormon Media Cataloging Rules for Non-Music Media

I. Acquisition

CDs/DVDs come to the acquisitions department in a variety of ways, including firm orders, approval, standing orders, and gifts.

II. Routing

Firm ordered CDs/DVDs and BYU Bookstore approval CDs are routed to 21st Century Mormonism Cataloger.
DVDs from the Library Multimedia Department are routed to Media Cataloger. (Note that from 2013 to 2015, these materials were routed to 21st Century Mormonism Cataloger.
DVDs of BYU devotionals are also routed to Erminia Chao

III. Cataloging

CDs and DVDs should be cataloged according to current RDA standards.
HBLL-produced DVDs cataloged by Erminia will receive minimal subject heading assignment, in order to speed up cataloging times. E.g., English Reading Series DVDs will only receive a 600 subject heading for the author who is giving the lecture, unless Robert Means (English & English Literature Librarian) requests that individual subject headings are added, which he will supply.

IV. Classification

Feature films

Feature films and scripted television shows with Mormon subject matters go in BX8688.22. (This is also the number used for screenplays.)

Other feature films and scripted television shows go in the appropriate PN call number.

Examples:
Individual scripted television programs:
PN1992.77
Motion pictures produced through 2000:
PN1997
Motion pictures produced 2001-:
PN1997.22.

Documentaries

Documentaries and other non-dramatic media are classed in the LC number for their subject (making use of local BX8600 schedules where appropriate).

HBLL-produced DVDs in a series

Some HBLL-produced items have traditionally been classed in an accession-type number, and they will continue to receive that number.

Examples:
English Reading Series: DVDC 5012e 2015 Cap
Wheatley Lecture: DVDC 5012w 2013 Nov

V. Processing

The call number should be printed on a Mormon Media Collection bookplate (red gryphon with headphones). A barcode should be added to the bottom of the bookplate.If the DVD or CD is in a regular clamshell case, tuck the bookplate into the front plastic sleeve. (The Mormon Media Collection bookplates are not gummed.)

If the media is part of a legacy collection that already has a barcode on the case or a call number label affixed to the case or insert, the bookplate with call number will still be tucked into the front plastic sleeve of the DVD, but it is not necessary to add a second barcode to the bookplate. (If desired, “clean” DVD cases may be available from the media catalogers.)

If the DVD comes in a paper box or another type of box that does not have a clear plastic sleeve, the DVD may be wrapped horizontally in a mylar sleeve, to which the bookplate is attached.

VI. Routing to Special Collections

Cataloged CDs/DVDs are placed in the Special Collections cataloging specialist’s workroom.

3.4.5i Mormon Serial Analytics

Mormon Serial Analytics_2017
Mormon Serial Analytics (last analyzed 2017)
BYU Studies (Katie Yeo)
Brigham Young University Studies (Katie Yeo)
BYU Studies Quarterly (Katie Yeo)
Dialogue (Kjerste Christensen)
Sunstone (Kjerste Christensen)
Utah Historical Quarterly (Katie Yeo)
Irraetum (added in 2013) (Kjerste Christensen)
British Journal of Mormon Studies (added in 2014) (Katie Yeo)
International Journal of Mormon Studies (added in 2014) (Katie Yeo)
Nauvoo Journal (Katie Yeo)
Mormon Historical Studies (Katie Yeo)
Latter-Day Saints Historical Studies (Katie Yeo)
Journal of Mormon History (Katie Yeo)
John Whitmer Historical Association Journal (added June 2016) (Katie Yeo)
Journal of Book of Mormon Studies (added June 2016) (Katie Yeo)
Mormon Studies Review (added in June 2016) (Katie Yeo)
Annual (Association for Mormon Letters) (added October 2016) (Kjerste Christensen)
Considerations for Analytics (BX 8605.1 call numbers, excluding official Church publications)
Newsletter / Religious Studies Center
BYU Religious Education Review
Latter-Day Saint Women Magazine
Element (Orem, UT)
Journal of the Society for Mormon Philosophy and Theology
Exponent II
Latter-Day Digest
Latter-Day Family
Latter-Day Women
LDS Living
Mormon Artist
Mormon History
Mormon Heritage
Mormon Sport
Mormon Issues
Polylog: A Journal of LDS Student Thought
Religious Educator
Segullah
LDS Singles
This People
Wasatch Review International
Glimpses (http://www.mormonartistsgroup.com/Mormon_Artists_Group/Glimpses.html)

3.4.6 Order of Notes, Does it Make a Difference?

AACR2 rules dictate the order in which descriptive notes are to be presented in the catalog record. The bibliographic record is organized by AACR2 area (eg. Title and statement of responsibility area (1.1); Edition area (1.2); Publication, distribution area (1.3); etc.). Within the Note area (1.7) of the record, the notes are arranged in the same way. These notes are mostly entered in the 5xx fields and are to be recorded in AACR2 order, not necessarily in numerical order according to MARC. In longer records this serves to organize and group information, making it easier to comprehend at a glance.

Responses often given when the order of notes are discussed include:

Some systems organize notes according to MARC numerical order automatically and overriding this order is difficult or impossible.
In short records, there are few notes to organize.
Some librarians feel that the arbitrary order prescribed by AACR2 makes the cataloging process more difficult.
The public or library patrons probably will not notice what order the notes are in.

However, there are several other issues that need to be considered:

A researcher or librarian might well appreciate that in a long record all notes explaining title variations are grouped, all notes on publication are together, etc.
In the shared cataloging situation, if all catalogers followed this standard, it would save time and make the information contained in the notes more accessible.

Important rule
“Make notes as set out in the following (AACR2) sub rules and in the order given there. However, give a particular note first when it has been decided that note is of primary importance”. (Example: The 538 system requirements field for video recordings is listed in AACR2 as a physical description note, but in many cases we see that it has been moved to the top of the note area.)

BOOKS- ORDER OF NOTES

500 – – Nature, scope or artistic form (1.7B1)
546 – – Language of item and/or translation or adaptation (1.7B2)
500 – – Source of title proper (1.7B3)
500 – – Variations in title (1.7B4)
500 – – Parallel titles and other title information (1.7B5)
500 – – Statements of responsibility (1.7B6)
500 – – Edition and history (1.7B7)
500 – – Publication, distribution, etc. (1.7B9)
500 – – Physical description (1.7B10)
500 – – Accompanying material (1.7B11)
500 – – Series. Make notes on series data that cannot be given in the series area (1.7B12)
502 – – Dissertations (1.7B13)
521 – – Audience (1.7B14)
500 – – Other formats (1.7B16)
520 – – Summary (1.7B17)
504 – – Informal contents (bibliography and index note)
505 – – Contents (1.7B18)
500 – – Numbers (1.7B19)
590 – – Copy being described, library holdings, and restrictions on use (1.7B20)
501 – – “With” notes (1.7B21)

SOUND RECORDINGS – ORDER OF NOTES
“Make notes as set out in the following sub rules and in the order given there. However, give a particular note first when it has been decided that note is of primary importance.” – AACR2

500 – – Nature or artistic form and medium of performance. Make notes on the form of a literary work or the type of musical or other work unless it is apparent from the rest of the description.
546 – – Language.
500 – – Source of title proper.
500 – – Variations in title.
500 – – Parallel title and other title information.
500 – – Statements of responsibility.
500 – – Edition and history.
500 – – Publication, distribution, etc.
500 – – Physical description (physical details not included in physical description area)
500 – – Accompanying material.
500 – – Series (data that can not be given in series area)
502 – – Dissertation (if the item being described is a dissertation).
521 – – Intended audience
 No information provided
0 Reading grade level
1 Interest age level
2 Interest grade level
3 Special audience characteristics
4 Motivation/interest level
500 – – Other formats (Issued also as … )
520 – – Summary
 No information provided
0 Subject
1 Review
2 Scope and content
3 Abstract
505 – – Contents
0 Contents
1 Incomplete contents
2 Partial contents
500 – – Publishers’ numbers
590 – – Copy being described, library’s holdings, and restrictions on use.
501 – – “With” notes.

VIDEORECORDINGS – ORDER OF NOTES
“Make notes as set out in the following sub rules and in the order given there. However, give a particular note first when it has been decided that note is of primary importance” – AACR2

500 – – Nature or form – “Make notes on the nature or form of a motion picture or video recording unless it is apparent from the rest of the description.” (AACR2, p. 194)
546 – – Language
500 – – Source of title proper
500 – – Variations in title
500 – – Parallel titles and other title information

Statements of responsibility
511 – – Cast – List players, performers, narrators and/or presenters.
1 Cast
2* Presenter (no longer used)
3* Narrator (no longer used)
508 – – Credits – List persons (other than the cast) who have contributed to the artistic or technical production.
500 – – Edition and history.
500 – – Publication, distribution, etc., and date.
538 – – Physical description, technical details.
(See 7.7B10 for list of appropriate notes)
500 – – Accompanying material
500 – – Series (data that can not be given in series area)
502 – – Dissertations. If the item being described is a dissertation.
521 – – Target audience
 No information provided
0 Reading grade level
1 Interest age level
2 Interest grade level
3 Special audience characteristics
4 Motivation/interest level
500 – – Other formats (Issued also on …)
520 – – Summary, abstract, annotation
 No information provided
0 Subject
1 Review
2 Scope and content
3 Abstract
505 – – Contents
0 Contents
1 Incomplete contents
2 Partial contents
500 – – Unedited material and news film.
500 – – Numbers (other than ISBN or ISSN)
590 – – Copy being described, library’s holdings and restrictions on use.
501 – – “With” notes

ELECTRONIC RESOURCES – ORDER OF NOTES (formerly computer files)

“Make notes as set out in the following sub rules and in the order given there. However, give a particular note first when it has been decided that note is of primary importance.” – AACR2

500 – – Nature and scope.
System requirements (538) (required)
Mode of access
546 – – Language and script.
500 – – Source of title proper (required)
500 – – Variations in title.
500 – – Parallel titles and other title information.
500 – – Statements of responsibility.
500 – – Edition and history.
500 – – Type and extent of resource (File characteristics)
500 – – Publication, distribution, etc.
500 – – Physical description.
500 – – Accompanying material.
500 – – Series (data that cannot be given in the series area)
502 – – Dissertations (if item is a dissertation)
521 – – Audience
 No information provided
0 Reading grade level
1 Interest age level
2 Interest grade level
3 Special audience characteristics
4 Motivation/interest level
500 – – Other formats (Data issued also in … , issued also for … )
520 – – Summary
 No information provided
0 Subject
1 Review
2 Scope and content
3 Abstract
505 – – Contents
0 Contents
1 Incomplete contents
2 Partial contents
500 – – Numbers (other than ISBN or ISSN)
590 – – Copy being described, library’s holdings, and restrictions.
501 – – “With” notes.
500 – – Item described. For remote access resources, always give the date on which the resource was viewed for description. (Description based on contents viewed Sept. 16, 2000)

Maintained by Erminia Chau
Last updated September 2002

3.4.8 Sampler Books

I. Objective

Sampler is a collection of popular reading material located on the third floor near the circulation desk. Much of the collection consists of mass-market paperbacks and its composition changes relatively rapidly as new books are added and old ones withdrawn.

II. Responsibilities

Development of the Sampler collection is the responsibility of the General Reference Department Chair, who selects, acquires and weeds books from the collection. All processed items from the Catalog Dept. for Sampler should be delivered to his/her office upon completion.

III. Preliminary Book Processing

Sampler books are not processed through the Acquisition Dept. as other books, but are delivered to the Catalog Department directly from General Reference. They do not come with TPF’s or any other accompanying documentation, nor have they been tattle-taped when they are received.

Preliminary processing of Sampler books consists of having the books tattle-taped (in the Acquisitions Dept.) and stamped with the library’s property stamp (in the Catalog Dept.). The full property stamp (“Harold B. Lee Library, Brigham Young University, Provo, Utah”) is stamped at the top of the inside of the front cover and at the bottom of the verso of the title page. BYU Library is stamped along the fore-edge and the top and bottom edges of the text block.

IV. Online Records

A bibliographic record is created in Unicorn for each Sampler book in much the same way records are created for books in other collection. Since these books are not processed in the Acquisitions Dept., however, no acquisition records have been entered prior to cataloging. It is still advisable, though, to search the database before entering a new record to see if the book has previously been cataloged, in which case the Sampler copy can be added to the copy holdings.

Sampler books are not classified, but are assigned an accession number when cataloged. Each book will be labelled with an author cutter and a category designation by General Reference personnel before it is delivered to the Catalog Dept. The categories are Biography, Classics, Computers, Fantasy, Fiction, Humor, Motivational , Mystery, Non- fiction, Romance Sicence Fiction, Travel and Western. The NOTIS location codes for these catagories are as follows: 3.4.8 Sampler Books (table)

The cataloger maintains a sheet of labels typed with numbers to keep track of accessioning. A five-digit number is assigned to each book in the order in which they are cataloged. The label bearing this number is placed on the spine of the book above the author cutter.

The call number for the book is entered as ALPHANUM.

Example: C31si

The library is LEE.
The item type is SAMPLER.
The location is assigned according to genre, i.e. SAMP_MYST.

V. Barcodes and Routing

The barcode is placed on the inside back cover of the book about one inch from the top to make room for the plastic cover that will later be placed over the book.

The books are sent directly to the General Reference Dept. chair after cataloging.

Maintained by Carol Barksdale
Last updated September 2002

3.4.9 Cataloging of Remote-Access Electronic Resources

Purpose

To give guidance for the selection of remote-access electronic resources for inclusion in the catalog.

To govern the creation of catalog records for remote-access electronic resources.

This policy covers only remote-access electronic resources. For direct-access electronic resources (e.g., CD-ROMs), follow the appropriate cataloging standards (e.g. RDA, LC-PCC Policy Statements and Metadata Guidance Documentation; other PCC standards).

I. Policies

Selection Policy for Inclusion in the Catalog

Remote-access electronic resources that will be represented in the BYU Library Catalog may be selected by librarians in public services, technical services, or special collections, in accordance with the same principles and policies applicable to the selection of resources in physical media. These include:

Resources should be relevant to the information needs of the Library’s patrons

Resources should complement or enhance information already available in the Library’s collection (including its electronic resources)
Resources should be of scholarly value, credible and accurate; the author(s) of the resource should be an authority on the subject
Resources should be user-friendly

Granularity. In general, catalog records for electronic resources will be provided at the same level of granularity as is usual in the catalog for physical resources. Just as we do not in most cases provide catalog records for individual articles in journals or for individual chapters or sections of books, Cataloging in most cases will not create records, or load vendor records, at the “article” or “chapter” level for databases, electronic journals, or electronic books. (Such records can be created in the same circumstances where we would create them for physical materials, e.g., Special Collections analytics, etc.)

In general, remote-access electronic resources which the Library has acquired through its regular acquisitions process (i.e., for which the Library has paid) will be cataloged. These include:

Electronic journals
Electronic books
Electronic indexes
Databases

In addition, resources which have been digitized by the Library (e.g., for Internet Archive or Digital Collections) will be cataloged.

“Free” remote-access electronic resources, e.g., websites, or discrete collections of digital books, should conform to further criteria, as follows:

The resource must be judged to be permanent (not likely to disappear in the near future)
The resource must be freely accessible to BYU, CCLA, and associated patrons via its URL
The site’s server should be stable, without frequent downtimes
The site’s address should be stable. Selectors should consider that every time a URL changes for a site that has been cataloged, the catalog record must be corrected and updated.
Normally the site should not be just a list of links to other Web sites.

Resources produced by and housed at the Lee Library or BYU are more likely to meet these criteria because we have more control over them. These resources may include:

Local Web sites
Local digital collections or single items

Requests from subject librarians for addition of open access and freely accessible digitized materials to the catalog are made to the Digital Metadata Librarian, who will assign materials to catalog department personnel on the same basis that other materials are assigned. Once assigned these materials are considered part of the cataloger’s or specialist’s backlog.

Cataloging Policies

Resources chosen for inclusion in the Library’s catalog will be cataloged by the cataloger who would normally catalog similar items in physical formats. This may include copy cataloging. Departments or sections may be given specific assignments.

Cataloging may employ a variety of methods to provide access to records for remote-access electronic resources.

Vendor Records. If in the judgment of the Department records provided by vendors of groups of resources (such as NetLibrary or eBrary) are of good quality and cost effective, these will be modified in accordance with Library Catalog Policies and loaded into the catalog. Modifications include, among others:

The addition of a 583 action note
Manipulation of the 856 field (containing the URL) to conform to the display standard used in the BYU catalog
DO NOT add a genre/form term for “Electronic books” or “Electronic journals,” etc. This is no longer done.

Consideration of cost effectiveness will include an evaluation of the amount of authority work and other manipulation that would be involved in the record load.

BYU Catalog Department Produced Records. In many cases Cataloging will produce records for remote-access electronic resources rather than depend on vendor loaded records. Resources following this procedure may include:

Electronic books and serials digitized at BYU by Lee Library personnel, residing on Library servers or remotely (e.g. Internet Archive)
Electronic books and serials digitized elsewhere.
Collections included in Digital Collections
Electronic journals subscribed to separately from aggregator databases
Databases subscribed to by the Library
Free websites and digitized resources selected in accordance with the selection policy outlined above

Single vs. Multiple Records
Summary (details follow)

1. Vendor records.

Vendor records usually result in two records for the same resource if we have a copy in paper in addition to the electronic version.
Employees will see 2 records (1 print + 1 online)
Patrons will see 1 record (ScholarSearch merges same editions)

2. In-house cataloging. An electronic version of a resource will be cataloged on a separate record from the print version.

Employees will see 2 records (1 print + 1 online)
Patrons will see 1 record (ScholarSearch merges same editions)

3. Serials. An electronic version of a serial will be cataloged on a separate record from the print version.

Employees will see 2 records (1 print + 1 online)
Patrons will see 1 record (ScholarSearch merges same editions)

Vendor Records. As frequently happens, when the Library obtains records for a set of electronic resources and owns another manifestation of one or more resources in the set (e.g., paper or microform, or another digitized version), the policy regarding the loading of vendor records will in nearly all cases result in more than one record for the resource. This is parallel to longstanding library practice for microforms. Acquisitions should not add copies to vendor-loaded electronic-resource records.

Cataloger Produced Records. In cases where Library catalogers are producing records for individual resources, a separate record will be created, producing a separate record for a digitized version of a resource which the Library also owns in physical format. In some cases the original is not kept after digitization (e.g., the so-called preservation of digital books program). In such cases, the original should go through the normal withdrawal procedures (see 3.5.3).

Cataloging from Copy. 856 fields for related resources included with incoming copy should be examined. If the URL is for a “for pay” resource the BYU Library system does not subscribe to, and is therefore inaccessible to our users, the field should be removed. URLs for open access resources (free to anyone) should be retained. Links to free resources (such as table of contents, summary, etc.) may be retained.

Level of Cataloging

Books that have been digitized will be cataloged at the item level (e.g., the book) just as the physical copy would have been cataloged. Archival collections that have been digitized (e.g. for Digital Collections) will normally be cataloged at the collection level, just as a physical archival collection would have been cataloged. Item-level records from such collections will be created only in unusual circumstances.

Basis of Description

The basis of description for “born digital” resources is the digital resource itself.

Cataloging of digitized items follows the Provider-Neutral E-Resource MARC Record Guidelines (https://www.loc.gov/aba/pcc/scs/documents/PCC-PN-guidelines.html). In these standards descriptive portions of the record are based on the original and guidance is given for additional information about the digitized copy or copies. In OCLC cataloging, the basic “neutral” record should be given as the OCLC record. URLs for various copies are recorded in 856. 856 fields should not be “proxy” URLs (e.g. that lead to another library’s login page). Only one provider-neutral record should exist in OCLC for a given edition or manifestation. Duplicates should be merged. Similarly, only one should exist in the BYU Library catalog.

If a provider-neutral standard for a specific format (e.g. archives) has not yet been created, the cataloger will follow the existing standards to the extent possible.

Access Points. Records for digital resources, including “born digital” resources, will all contain

Access to the URL through an 856 field, if public access is available through the Web:
856 40 $u http://cdm15999.contentdm.org/cdm/ref/collections/scm5/id/14151151 $7 0
- Note: Prior to July 2010 Cataloging provided, in the record for the print copy, an 856 link to the digital version. As of July 2010 Cataloging no longer provides these links, for two reasons: (1) the exponential expansion of digitization projects has made it increasingly difficult for Cataloging to provide these links (and with them the need to maintain two links instead of one in the case of URL changes); (2) sufficient access to the remote-access electronic resource is given to the Library patron through the URL in the electronic resource record.
Add subfield $7 0 at the end of the field for open access (freely available to anyone) materials. Add subfield $7 1 for restricted access (e.g. a resource that we have paid for and is only accessible to BYU patrons):
856 40 $3 Google (British Library) $u https://www.google.com/books?id=WVtiAAAAcAAJ $7 0
856 40 $3 Early English books online (University of Cambridge and Huntington Library) $u https://www.proquest.com/eebo/docview/2264210707 $7 1
A SIRSI call number record will be added to the record for the digital version
- The call number reads “see URL”
- Class scheme: ALPHANUM
- Item type: E-BOOK (for monographs) or INTERNET (for serials)
- Location: LIBRARYWEB
- Library: INTERNET
- Note: The Law Library has its own policies for the call number record.
Formerly, one or more of the following or similar other genre/form terms was recorded, as appropriate. This is no longer done.
- Digital maps
- Electronic books
- Electronic dissertations
- Electronic government information [subdivided by country as appropriate]
- Electronic journals

Broken Links

The Library runs a report periodically, checking all 856 fields in records in the catalog and reporting URLs that appear to be invalid. These often—usually—appear to arise because the remote server is down at the time the report checks. However, sometimes these URLs have, in fact, disappeared or changed.

Such “broken” links are routed to the cataloger who originated the record (or his/her successor).

The cataloger should check the URL; if it is working, nothing further need be done.
If the cataloger is unsuccessful at finding the resource using the URL in the catalog record, he/she should attempt using a search engine such as Google to find the resource at a new URL. If this is successful, the cataloger should replace the old URL in the 856 field with the new, and give a 583 action note details.
Note: If a new URL is not found, the cataloger should check the Internet Archive “Way-Back Machine” (http://www.archive.org/) for the most recent copy of the resource.
If the cataloger is unsuccessful at finding the resource at all, the 856 field should be deleted, though if thought useful its URL may be preserved in a 583 field.
Example: 583 rev|bdelurl http://www.kulichki.com/moshkow/INOFANT/CARD/columbus.txt|c20070112|krlm|5UPB

A. On records representing an electronic resource only (no print version)

The record location is changed to WITHDRAWN
The 856 field is deleted
a 583 field is added with “delurl” in $b, and a brief explanation of why the resource was withdrawn in $x.

B. On records following the previous cataloging policy representing both print and electronic versions of a resource

The 856 field is deleted
The 655 field for the electronic format is deleted
The SIRSI call number record for the digital version is deleted
A 583 is added with “delurl” in $b, including the deleted URL
Example: 583 mod|bdelurl https://onlinelibrary.wiley.com/loi/15406040|c20070517|kvw|5UPB

II. Procedures

Large numbers of pre-1930’s print books have been digitized worldwide and are freely available (as of 2025 anything 1929 and earlier is in the public domain). It is in the best preservation interests of the Library, including Special Collections, that patrons use such materials if possible before asking to handle our print copies. We can provide easy access to these materials for our patrons by cataloging and importing into the database records for these digital copies. Under PCC provider-neutral guidelines (PN) a record for a digital copy (or copies) would have all the same access points, title and publication information, etc., as that for the corresponding print copy and thus would come up in search results at the same time as records for the print; it therefore would not be difficult both for patrons and Library personnel to discover their availability. Special Collections personnel at the circulation desk could be trained to routinely do a check in the catalog and if a digital copy is discovered to suggest that the patron use that if possible (as microform copies were treated in the past).

Retrospective projects can be engaged in to match digital copies to already-cataloged materials, but at a minimum, digital copies should be searched for at the time of cataloging of newly acquired public-domain (pre-1929 as of 2025) print resources and if found, be cataloged and imported into the database at the same time as the record for the print resource is created and imported. If you find digital copies of earlier editions than the print copy you have in hand you might want to consider cataloging one or more of those in addition to a digital copy corresponding to the print-in-hand. Be on the lookout for later open-access materials as well.

Find digitized versions of the print book. Try to find at least one, but if you find more than one so much the better, all copies can be incorporated into the PN record. In most cases this step shouldn’t take more than a few minutes although if you suspect there should be a digital copy and can’t find one at once keep trying (for a reasonable time) using different searches and in different databases. Here are some places to look:
1. Search in OCLC using the same search techniques as for the print book, but limit the “Internet:” dropdown to “Internet”. If there are results they may point you to freely available online versions (be careful, though, they may point to “for pay” resources such as ProQuest databases—we’re looking for free resources).
  It can be helpful to turn off “apply language of cataloging limiter” for this search. Often foreign-language cataloging includes URLs pointing to digital copies not found in English-language cataloging.
  If a good OCLC record is found (especially a Hathi Trust record) keep it in mind to use in the cataloging step (below).
2. Google Books. https://books.google.com/ This is a huge source and not everything here is in OCLC. Try many different ways of searching for the resource—search results are somewhat unpredictable and sometimes different copies of the same resource come up using different searches.
3. Hathi Trust. https://www.hathitrust.org/ Most resources in Hathi Trust have been cataloged in OCLC, but sometimes resources not found in OCLC are available here. The database is slower to load than Google Books so if you find the same copy both places, it’s easier to navigate in Google Books.
4. Internet Archive. https://archive.org/ As with Hathi Trust, most but not all resources here have been cataloged in OCLC. BYU contributes materials to Internet Archive.
5. https://www.europeana.eu/en This has a tricky searching and viewing interface but materials are often available here that are not available elsewhere.
6. https://gallica.bnf.fr/ Digital collection sponsored by the National Library of France
7. German Digital Library (DDB) https://www.deutsche-digitale-bibliothek.de/ Millions of books digitized by German institutions. Particularly useful for early printed books from German-speaking countries, though not limited to that.
8. Simple Google search https://www.google.com/ Very frequently results are found in open search engines such as Google even if searches of digital collections do not yield anything. This works best if you put pieces of the title in quotes into the search box plus the year of publication. Try different combinations of parts of the title (or other text you expect to find).
Create the catalog record(s). The goal is to have one record for the print resource in our collection and one record representing all copies found of the parallel digital resource. (As noted above, in some cases we may also want to have a record for a digitized resource that does not correspond to a print resource in our collection.)
1. If you are in the process of cataloging a print resource, catalog it as usual in OCLC, presumably as a PCC record, including all necessary authority and other work. Wait to import the finished record, however, until you’ve created a record for the corresponding digital copy/copies you found (you may discover that you want to make changes to the print record while you work on the digital record).
2. Catalog the digital copy/copies.
  Note: familiarize yourself with the RDA PCC provider-neutral record guidelines (PN) https://www.loc.gov/aba/pcc/scs/documents/PCC-PN-guidelines.html
  1. If you found an “internet” record in your OCLC search above, consider using it as copy. If you find a HathiTrust record by OCLC policy you should use it and build on it. Other records for digital copies are often substandard, and it might be easier just to use the record you created for the print copy as a basis for the record for the digital copy/copies and then merge the others into it.
  2. If you do not find an “internet” record or choose not to use one as copy, use the record you created for the print copy as the basis for a new record for the digital copy/copies. (Note: if you are using copy under step “i” rather than producing a new record, make sure you do everything in step “3” below in that record.)
    1. Place your cursor somewhere in the print record.
    2. Use the OCLC macro to create a base record for the digital copy/copies: in the menu go to Tools => Macros => Manage; in the “OCLC” section choose “GenerateERecord” and click “Run”. This will do most of the “digital” coding for you.
      Note: You can assign a menu button and/or keystroke combination to this macro rather than going through the menus.
      Note: following PN guidelines, there should be ONE record in OCLC to represent all digital copies of the SAME print edition/issue/state of the resource. However, if there are more than one you can merge them.
    3. The macro is several years old so there are some changes you need to make to the resulting base record:
      1. Change ELvl to blank
      2. Change Srce to “c” (assuming you’re creating a PCC record)
      3. Add 042 pcc (if you are a PCC cataloger)
      4. In 040, add $b eng; add $e pn; and add or revise other subfields $e as necessary (e.g. it might be necessary to add “$e rda and or $e dcrmr”)
      5. Change 588 by adding first indicator “0” and change the text to “Digital images” (because you are actually looking at the digital images as the basis of the cataloging)
  3. Add 856 fields for all the copies you found. Include a separate 856 for each digitized copy.
    1. Subfield $3 should identify the copy, e.g.:
      $3 Google (British Library)
      $3 Vol. 1, Google (University of Michigan)
      $3 HathiTrust (University of Chicago)
      $3 Bayerische Staatsbibliothek
    2. Subfield $u contains the URL for the digital book. Try to use a general URL rather than one pointing to a particular page in the book.
    3. Add subfield $7 to the end; include the value “0” if the URL points to an open access (free) resource; include the value “1” if the URL points to a paid service (e.g. from Proquest or Serials Solutions)
  4. Make any other changes necessary, then produce the record.
  5. If you used the OCLC macro, you will notice a 776 field linking back to the print record. The print record should have a corresponding link to the record for the digital copy.
    1. 1. Copy the OCLC record number for the digital record.
      2. Go to the record for the print copy.
      3. Add 776 08
      4. Paste the OCLC record number for the digital record into the new 776 field
      5. In the edit menu, choose Insert from cited record. OCLC will fill out most of the field for you
      6. Add to the beginning of the 776 field “$i Online version: $a” (or “$i Online version: $t” if the resource is entered under title).
      7. Your two records should now have linking fields to each other.
        Examples:
        776 08 $i Print version: $a Suárez, Cipriano, 1524-1593. $s Compendium rhetoricae. $t Cypriani Soarii e Societatis Jesv Artis rhetoricae libri III. $d Viennae, Austriae : Typis Leopoldi Joannis Kaliwoda Universitatis Typographi, 1740 $w (OCoLC)52443819
        776 08 $i Online version: $a Suárez, Cipriano, 1524-1593. $s Compendium rhetoricae. $t Cypriani Soarii e Societatis Jesv Artis rhetoricae libri III. $d Viennae, Austriae : Typis Leopoldi Joannis Kaliwoda Universitatis Typographi, 1740 $w (OCoLC)1223040965
3. If necessary, merge duplicate digital version records in OCLC (be careful to make sure they are duplicates). 856 fields will transfer.
Import the records
1. For the print record, import and overlay the acquisitions record as usual. Do any further processing as usual (e.g. add 583, adjust the call number, add barcode, print labels, etc.)
2. For the online record, import as “match and load”
  1. In SmartPort, the “Library” should be INTERNET (you will probably have to reset this as part of the SmartPort process)
  2. Change the “date cataloged” to TODAY
3. Add 583
4. Remove extraneous fields if necessary (e.g. 994, 948, FAST headings, etc.)
5. Save the record
Click on the “Call number/item maintenance” wizard.
1. Click on the “current” link
2. Click “add item”
3. Change Call number to “see URL”
4. Change Class scheme to “ALPHANUM”
5. Item type should (in most cases) be “E-BOOK” (for serials use “INTERNET”)
6. Home and current location should be “LIBRARYWEB”
7. Click save.
8. Open the record in “edit” and check it over to make sure everything is OK.

Appendix. Some Google Books URL tips

Thumbnail view. The URL from your search may not open the book at the title page. Click on the icon that looks like a table at the top of the screen (or if you’re in the older version of Google books it’s in the left column). This goes to a “thumbnail” view from which it’s usually quite easy to navigate to the title page, and to section heads (if you want to include a 505 contents note), and also to check pagination/foliation (e.g. to make sure this copy corresponds to your print copy, or if you don’t have the print copy in hand for some reason). There is also a similar thumbnail view in Hathi Trust, but the images are MUCH slower to appear than in Google Books. If you can get to the same copy in Google Books, use that interface rather than Hathi Trust.

Getting to the general Google Books page for the book. To the right of the thumbnail icon is an “x”. Click on it. This takes you to a general metadata page for the book. Take note of the owning library for the original print copy—a line that begins “Original from”. Copy the URL.

Google URL. The URL you copied is OK for your 856, but it is preferable to shorten it.

Directly after the word “books” in the URL type “?id=”
Starting with the slash after “books” delete everything until you get to the ID number—i.e. delete “edition” and the words describing the title.
After the ID number is a string of characters beginning with a question mark. Delete this.

For example:

https://www.google.com/books/edition/Cypriani_Soarii_e_Societate_Jesu_artis_r/6c9gAAAAcAAJ?hl=en&gbpv=0

becomes

https://www.google.com/books?id=6c9gAAAAcAAJ

Always test your shortened URL to make sure you didn’t remove too much or too little.

Include subfield $3 showing the owning institution of the original

856 40 $3 Google (Austrian National Library) $u https://www.google.com/books?id=6c9gAAAAcAAJ $7 0

Some Internet Archive URL Tips

When you look through an Internet Archive book, the URL changes depending on what page you're viewing. To simplify the URL, remove everything from "/page..." to the end.

For example:

https://archive.org/details/lynndixontaylora00degr/page/14/mode/2up

becomes

https://archive.org/details/lynndixontaylora00degr

Always test your shortened URL to make sure you didn’t remove too much or too little.

SAMPLE PN RECORDS

You will notice some variation in the 007 fields, depending on whether the OCLC macro was used or not to create the record. The macro creates a minimal 007 field, which is fine.

Sample 1

This one began as a HathiTrust record (note the 042, 5XXs). It was also merged with several other records for the same provider neutral electronic manifestation (see the 019)

006 m o d
007 c $b r $d b $e n $j a $k b $l p
007 c $b r $d b $e n $j a $k d $l a
040 OCLCE $b eng $e pn $e rda $c OCLCE $d OCLCQ $d COO $d AMAZN $d OCLCO $d OCLCQ $d OCLCA $d UBY
019 298019996 $a 499600624 $a 902937917 $a 1154443852
041 0_ eng $a lat
042 dlr $a pcc
050 _4 PA6111.A7 $b H7 1901
082 04 874.5
100 0_ Horace, $e author.
245 10 Odes and epodes / $c Horace ; with introduction and notes by Charles E. Bennett.
264 _1 Boston ; $a New York ; $a Chicago : $b Allyn and Bacon, $c [1901]
264 _4 $c ©1901
300 1 online resource (xl, 424 pages).
336 text $b txt $2 rdacontent
337 computer $b c $2 rdamedia
338 online resource $b cr $2 rdacarrier
490 1_ Allyn and Bacon’s College Latin series
506 $3 Use copy $f Restrictions unspecified $5 MiAaHDL $2 star
533 Electronic reproduction. $b [S.l.] : $c HathiTrust Digital Library, $d 2010. $5 MiAaHDL
538 Master and use copy. Digital master created according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002. $u http://purl.oclc.org/DLF/benchrepro0212 $5 MiAaHDL
583 1 digitized $c 2010 $h HathiTrust Digital Library $l committed to preserve $5 MiAaHDL $2 pda
588 0_ Digital images.
504 Includes bibliographical references.
546 Text in Latin; introduction, outlines and notes in English.
650 _0 Latin language $v Readers $v Poetry.
655 _4 Laudatory poetry, Latin.
655 _7 Laudatory poetry. $2 lcgft
700 02 $i Container of (expression): $a Horace. $t Carmina. $l Latin $s (Bennett)
700 02 $i Container of (expression): $a Horace. $t Epodae. $l Latin $s (Bennett)
700 1_ Bennett, Charles E. $q (Charles Edwin), $d 1858-1921, $e editor.
776 08 $i Print version: $a Horace. $t Horace, Odes and epodes. $d Boston : Allyn and Bacon, 1901 $w (DLC) 01021927 $w (OCoLC)3546069
830 _0 Allyn and Bacon’s college Latin series.
856 40 $3 Google (University of Michigan) $u http://books.google.com/books?id=8XVfAAAAMAAJ $7 0
856 40 $3 Google (Harvard University) $u https://www.google.com/books?id=A8gAAAAAYAAJ $7 0
856 40 $3 HathiTrust Digital Library, Full view (Cornell University, University of Michigan, Harvard University) $u http://catalog.hathitrust.org/api/volumes/oclc/3546069.html $7 0
856 40 $3 HathiTrust Digital Library, Full view (Cornell University, University of Michigan, Harvard University) $u http://catalog.hathitrust.org/api/volumes/oclc/3939500.html $7 0
856 40 $3 Internet Archive (Cornell University) $u https://archive.org/details/cu31924083723696 $7 0

Sample 2

This one was created using the OCLC macro starting out with a record for the print book:

006 m o d
007 c $b r
040 UBY $b eng $e rda $e pn $c UBY $d UBY $d OCLCF $d UBY
066 $c (S
041 1 eng $h grc
042 pcc
082 4 888 $b A53 1830
100 0 Anacreon, $e author.
245 17 Τὰ τοῦ Ἀνακρέοντος τοῦ Τηίου Μέλη = $b The odes of Anacreon the Teian bard / $c literally translated into English prose from the best text, with the original Greek, the metres, the ordo, and the English accentuation, to which are subjoined notes critical and explanatory by T.W.C. Edwards, M.A.
245 17 Ta tou Anakreontos tou Tēiou Melē = $b The odes of Anacreon the Teian bard / $c literally translated into English prose from the best text, with the original Greek, the metres, the ordo, and the English accentuation, to which are subjoined notes critical and explanatory by T.W.C. Edwards, M.A.
246 31 Odes of Anacreon the Teian bard
264 _1 London : $b Printed for W. Simpkin and R. Marshall, $c MDCCCXXX [1830]
300 1 online resource (148 pages)
336 text $b txt $2 rdacontent
337 computer $b c $2 rdamedia
338 online resource $b cr $2 rdacarrier
588 0_ Print version record and digital images.
655 _0 Bilingual books.
655 _4 Greek poetry.
655 _4 Greek poetry $v Translations into English.
655 _7 Odes. $2 lcgft
655 _7 Lyric poetry. $2 lcgft
700 02 $i Container of (expression): $a Anacreon. $t Poems. $l English $s (Edwards)
700 02 $i Container of (expression): $a Anacreon. $t Poems. $l Greek $s (Edwards)
700 1_ Edwards, T. W. C., $e editor, $e translator.
776 08 $i Print version: $a Anacreon. $t Odes of Anacreon the Teian bard. $d London : Printed for W. Simpkin and R. Marshall, 1830 $w (OCoLC)18077791
856 40 $3 Google (British Library) $u https://www.google.com/books?id=WVtiAAAAcAAJ $7 0

Sample 3

This same procedure can be followed with post-1925 books if they are in the public domain or permission has been given to publish a digital copy:

006 m o d
007 c $b r $d b $e n $j a $k b $l p
007 c $b r $d b $e n $j a $k d $l a
040 OCLCE $b eng $e rda $e pn $c OCLCE $d OCLCQ $d UBY $d OCL $d OCLCQ
019 1182014340 $a 1192357624
020 $z 0888660108 $q (v. 1)
042 dlr $a pcc
043 n-cn-on
050 _4 PA3371 $b .A1 1971
082 04 493/.1/7
110 2_ Royal Ontario Museum, $e creator.
245 10 Ostraka in the Royal Ontario Museum / $c A.E. Samuel, W.K. Hastings, A.K. Bowman, R.S. Bagnall.
264 _1 Toronto : $b A.M. Hakkert Ltd., $c 1971-1976.
300 1 online resource (2 volumes) : $b illustrations
336 text $b txt $2 rdacontent
337 computer $b c $2 rdamedia
338 online resource $b cr $2 rdacarrier
490 1_ American studies in papyrology ; $v volume 10, 15
500 Volume 2 by R.S. Bagnall and A.E. Samuel has no special title.
504 Includes bibliographical references and indexes.
505 0_ v. 1. Death and taxes.
588 0_ Print version record and digital images.
506 $3 Use copy $f Restrictions unspecified $2 star $5 MiAaHDL
533 Electronic reproduction. $b [Place of publication not identified] : $c HathiTrust Digital Library, $d 2017. $5 MiAaHDL
538 Master and use copy. Digital master created according to Benchmark for Faithful Digital Reproductions of Monographs and Serials, Version 1. Digital Library Federation, December 2002. $u http://purl.oclc.org/DLF/benchrepro0212 $5 MiAaHDL
583 1 digitized $c 2017 $h HathiTrust Digital Library $l committed to preserve $2 pda $5 MiAaHDL
650 _0 Ostraka $z Ontario $z Toronto.
610 20 Royal Ontario Museum $v Catalogs.
700 1_ Samuel, Alan Edouard, $e editor.
700 1_ Hastings, W. K. $q (W. Keith), $d 1930-2016, $e editor.
700 1_ Bowman, Alan K., $e editor.
700 1_ Bagnall, Roger S., $e editor.
740 02 Death and taxes.
776 08 $i Print version: $a Royal Ontario Museum. $t Ostraka in the Royal Ontario Museum. $d Toronto : A.M. Hakkert, 1971-1976 $w (DLC) 77367353 $w (OCoLC)3344388
830 _0 American studies in papyrology ; $v v. 10.
830 _0 American studies in papyrology ; $v v. 15.
856 40 $3 volume 1, Ancient World Digital Library $u http://dlib.nyu.edu/ancientworld/books/isaw_asp000010/1 $7 0
856 40 $3 volume 2, Ancient World Digital Library $u http://dlib.nyu.edu/ancientworld/books/isaw_asp000015 $7 0

Maintained by: Bob Maxwell
Last Updated: April 2025

3.4.10 Spider Report Procedures (On-hold)

Background: The HBLL spider report runs monthly. Generally it is delivered via e-mail to Virginia Watson, Lee Richards, and Carla Kupitz on the fifth day of each month. Ranny has set up the report to run automatically. The report was written by Bernardo Gomez at the Woodruff Library, Emory University in Atlanta, GA.

Many university libraries use a spider report. Some academic libraries do not have the manpower to deal with a monthly report and rely solely on feedback of broken links from their patrons. We are trying to make a conscientious effort to fix the links and offset patron frustration. With Ashley’s help, the time spent on the reports is minimized and becomes more manageable.

The spider reports are broken down by Unicorn Libraries (Spec Coll, Internet, Lee, etc.) Generally over 10 individual reports are compiled and received via e-mail each month.

Procedures: Each month Virginia receives the reports and forwards them on to Ashley Barber with the exception of the reports for the Music Library and Government Documents, which are sent directly to Janet Bradford and Liz DeGoyler for reconciliation. In the event that Virginia is out of the office for an extended length of time during the delivery of the Spider Report, Carla attempts to distribute the files according to the outlined procedures.

Files larger than 3 MB are reviewed first by Virginia. These very large reports have generally been those with all TOC links from the Library of Congress. It was decided that these links are seldom broken, but for whatever reason they appear on the report. A concerted effort is made to review these items. Virginia sends one or two pages of this report to Ashley. Ashley checks the links on a random basis. These reports are checked only once a semester and once during the Spring/Summer terms.

Ashley checks the Spider Report links by using the Title control numbers. She checks them first in WorkFlows and if they are bad, she checks them in iLink. The reason for this is that some links don’t work in WorkFlows, but they do work in iLink.

Virginia reconciles links for databases and electronic materials related to journals, serials, etc. Carla reconciles broken links related to e-books and other monographic materials. It should be noted that regular monthly lists of ebrary deletes are handled by Peggy Robertson. These links seldom show up on the Spider Report because they are handled through the ebrary password protected website.

Spider Report e-mail files are deleted after they have been reconciled.

Ideas for the Future: It would be helpful to investigate the usefulness of other spider reports. The current reports are not conclusive. The current Spider Reports also reports “dated” dead links while missing the more recent, or “fresh” dead links. Of the links checked by Ashley, an average of 15 percent are actual problems.

Maintained by Carla Kupitz
Last updated August 2009

3.4.11 Donor Information (945)

DEFINITION AND SCOPE

A 945 field should be used in all instances where donor information is provided. This will help to insure that it can always be found in a search for the donor’s name. In most cases, the 945 alone will be sufficient to provide information about the donor for catalog users.

In some cases, a more detailed, specific or uniquely worded note may be desirable. In those instances, the note may be included in a 590 field (or in one of the copy note fields if there are multiple copies of the item). The first indicator is used in those cases to suppress display of the 945 field.

GUIDELINES FOR APPLYING CONTENT DESIGNATORS

INDICATORS

First Indicator – Note controller

The first indicator contains a value that specifies whether or not a display note is to be generated from the field.

# – Display note

Value blank ( #) indicates that a note is to be generated from the data in field 945.

0 – Do not display note

Value 0 indicates that a note is not to be generated from the data in field 945. Value 0 is used when the display constants associated with the 945 field are not adequate to describe the nature of the donation. In this case, a note describing the donation is recorded in a 590 field or in a note field associated with a copy, such as 852 subfield ‡z in the MARC Holdings record. Value 0 should never be used simply to suppress display of 945. It should always be used in association with another display field such as 590 or 852 subfield ‡z.

Second Indicator – Undefined

The second indicator is undefined and contains a blank (#).

SUBFIELD CODES

‡a – Gift of:

Subfield ‡a contains the names of one or more individuals or organizations who have donated the item described in the bibliographic record to the library or have contributed to the acquisition of the item in an unspecified way.

945 ##‡a Joseph Earl & Genevieve Thornton Arrington.
945 ##‡a Church Historical Dept.

‡b – In memory of:

Subfield ‡b contains the name of a deceased individual for whom the item is donated as a memorial.

945 ##‡a BYU Alumni Association. ‡b John Doe.

‡c – In honor of:

Subfield ‡c contains the name of a living individual in whose honor the item is donated.

945 ##‡a Kayla Willey, Dale Swensen, Ruth Ann Hay. ‡c Thomas S. Monson.

‡d – Date cataloged:

Subfield ‡d contains the date the item is added to the catalog record. The date is recorded in the form mm/dd/yyyy.

945 ##‡a Benjamin Franklin. ‡d 09/12/2008.

‡e – Collection/Copy:

Subfield ‡e identifies by collection and/or copy number the copy on the record which is the donated one. Subfield ‡e may be omitted when the donated item is the only copy on the record.

945 ##‡a Robert Maxwell. ‡b Chad J. Flake. ‡d 10/15/2005. ‡e Stacks, copy 2.

‡f – Underwritten by:

Subfield ‡f contains a name or names of individuals or organizations who have put up funds in support of the acquisition, processing, digitization, etc. of a library resource. This subfield is only used when information specifying this relationship is provided to the cataloger by a selector or curator.

945 ##‡f Angel Partners Fund. ‡d 07/22/2008.

‡g – Purchased with a financial gift from:

Subfield ‡g may be used to record a donor’s name when a monetary donation from the donor was used to purchase the item, either singly or as a part of a larger collection of items.

‡h – Acquired as part of:

Subfield ‡h may contain a collection name or MSS number when the donor’s name appears in subfield ‡a.

EXAMPLES

590 1#‡a Acquired and processed with underwriting from the Chad Flake Endowment for 16th Century Materials.
945 0#‡f Chad Flake Endowment. ‡d 09/03/2006.

590 1#‡a Acquired in 2008 with a financial gift from Janie and Scott Duvall (Payson, Ut.).
945 0#‡g Janie and Scott Duvall. ‡d 05/24/2008.

590 1#‡a Described and Digitized in 2006 with underwriting from the Angel Partners Fund (Orem, Ut.).
945 0#‡f Angel Partners Fund. ‡d 11/03/2006.

945 0#‡a Julia Holmes Lippert. ‡d 11/26/2001. ‡e Vault copy 6.

[in MARC Holdings record:]

852 ##‡c VAULT‡t6‡zDonated by Julia Holmes Lippert. Original owner was James Bowne (1787-1872), who gave the book to his grandson Wallace H. Foster (1843-1890). Foster passed the book on to his daughter Julia Foster Drury (1869-1957), who gave it to her daughter and son-in-law, Rev. and Mrs. Rexford C.S. Holmes (1900-1984 and 1902-1995), in 1932. The Holmes gave the book to their daughter Julia Holmes Lippert (1931- ) in 1962 soon after her baptism into the Church of Jesus Christ of Latter-day Saints; copy imperfect: first fly leaf, and leaves containing p. 81-82 and 433-434 wanting

_____________________________________________________________________________________

INPUT CONVENTIONS

Punctuation – End each subfield with a period.

Maintained by: Bob Maxwell
Last Updated: September 2002

3.4.13 Editing a Score's Record in OCLC

General rule: If you are confused or uncertain about something, ASK before you import!

Edit the fixed fields:
(Edit the fixed fields table)
1. The only time we use this field is to put a j in it, for juvenile. Juvenile items generally have bigger notes, lots of artwork, and are less complex. Ask!
2. This field is for the language of lyrics in the music. This is represented by a 3 letter code, which you can find using the Cataloging Calculator online (http://calculate.alptown.com/). If there are no lyrics, code as zxx. Common language codes are: English – eng ; German – ger ; French – fre ; Italian – ita ; Spanish – spa. If the item has more than one language, enter the first language in the fixed field and additional languages in an 041 variable field.
3. This field gives a 2 letter code for specific types of compositions. A comprehensive list of codes can be found on the “048 Field / Comp Field” sheet or on the OCLC Bibliographic Formats webpage (www.oclc.org/bibformats/default.htm ). Compositions which do not fit a specific code should be coded as zz. If the score includes more than one type of composition, or one piece may be placed into two categories, the code mu (for “multiple”) is entered here and all of the determinable composition codes go in the 047 field.
4. Anything significant in the item in addition to the music. These are represented by up to four 1 letter codes listed in alphabetical order. Common codes are: d – libretto/lyrics printed as text ; e – biography of composer/author ; h – technical information about the music ; i – historical information ; r – instructional materials ; z – other accompanying matter. If there is a code here, your record must have an 041 with a ǂg subfield, followed by the 3 letter code for the language of the accompanying matter.
5. The country or state in which the item was published. Use the cataloging calculator (http://calculate.alptown.com/) to find the applicable 2 or 3 letter code. If no place of publication is on the item, use xx or xxu if you know it was published in the U.S.
6. This field is for the format of the score, represented by a 1 letter code. Common codes are: a – full score (more than one instrument or part per page) ; c – accompaniment reduced for keyboard ; d – closed score (like a hymn); and z – one instrument per page.
7. This field tells what type of date is on the item. It will most often be coded as s, t, m or q. You should record a publication date, and the most recent copyright date, and they must match the 264 fields. Use s when there is only one date on the item, either publication date or copyright date. Code as t when you have estimated a publication date from the copyright date, or the publication date differs from the copyright date; record both dates. Use m when you are working with a set of volumes and each volume has different dates. Code as q when there is no date on the item and you are estimating either a single date or a range of dates.
8. Enter the 4 digit year here. Use both boxes if recording more than one year, even if the two years are the same.
Edit the variable fields. Make sure all fields in your IR are correct, even if the master contains errors. (Note: in the examples, an X in an indicator position means leave it blank; a ? means you must choose from the options given.)
020 Field: International Standard Book Number
020 X X ISBN
1. If the score has an International Standard Book Number, it usually appears on the title page or back cover. It is preceded by the letters ISBN and is a 10 or 13 digit number. Enter it without the dashes. Sometimes OCLC will generate another field after you enter the number.
  Examples:
  020 X X 1569391432
  020 X X 9780913277249
2. If you are working with volumes and each volume has a different ISBN, follow the number with (volume #) or (book #), using the numbering system given on the score.
  Examples:
  020 X X 1569391432 (volume 1)
  020 X X 1569391435 (volume 4)
3. Occasionally OCLC will tell you that your ISBN number is invalid. If this happens, put ǂz before the number.
  Example:
  020 X X ǂz 1569391432
  024 Field: Other Standard Identifier
  024 ? X Other standard identifier
  1. This field is present with 2 in the first indicator position if the score has a number on the title page or back cover that is preceded by the letters ISMN and consists of the letter M followed by 8 numbers. ISMN stands for International Standard Music Number.
    Example:
    024 2 X M35378508
  2. This field is present with 3 in the first indicator position if the score has a 13 digit number on the title page or back cover that is preceded by the letters ISMN and begins with the numbers 979 0 .
    Example:
    024 3 X 9790342778568
  3. This field is optional but can be used with 3 in the first indicator position if the score has a 13 digit number underneath a barcode on the back. Sometimes this number duplicates the automatically generated 020 field, so you’ll want to check that.
    Example:
    024 3 X 9780849794964
  4. If you are working with volumes and each has a different identifier, follow the number with (volume #) or (book #), using the numbering system given on the score.
    Examples:
    024 2 X M35378508 (book 1)
    024 2 X M35378509 (book 2)
  028 Field: Publisher or Plate Number
  028 ? 2 Publisher or plate number
  1. This field is present with 3 in the first indicator position when the music has a number on the cover, title page, or back cover that appears only once or twice in the score. This is a publisher number. Record it exactly as it appears, add ǂb, and follow that with the publisher’s name the way it appears in the 264 field.
    Examples:
    028 3 2 9105 ǂb C.F. Peters
    028 3 2 29046 ǂb Ricordi
  2. If the publisher number begins with letters, make two 028 fields with 3 in the first indicator position – one with the letters and one without.
    Examples:
    028 3 2 No. 225 ǂb Edition Cranz
    028 3 2 225 ǂb Edition Cranz
  3. This field is present with 2 in the first indicator position when the music has a number on every page in the score, and sometimes also on the cover or back. This is a plate number. Record it exactly as it appears, add ǂb, and follow that with the publisher’s name exactly as it appears in the 264 field.
    Examples:
    028 2 2 AS5008 ǂb The FJH Music Company
    020 2 2 MK 432 ǂb Editions Robert
  4. If you are working with volumes which have different publisher or plate numbers, either make different 028 fields for each number, or make the numbers into a range by putting two dashes in between the first and last numbers in the range.
    - Examples:
    - 028 2 2 E.D. 25251–25256 ǂb Verlag Dohr
    - 028 2 2 E.D. 25251 ǂb Verlag Dohr (volume 1)
    - 028 2 2 E.D. 25252 ǂb Verlag Dohr (volume 2)
  5. This field can be repeated as many times as necessary.
  6. This field does not end with a period.
  040 Field: Cataloging Source
  040 X X Cataloging Source
  1. The cataloging source is a list of letter codes representing cataloging institutions which have contributed to the creation of the bibliographic record. When updating an AACR2 record to an RDA record, you should add ǂb eng after the first letter code if it is not already there. Also add ǂe rda right after ǂb . DO NOT add or change anything else.
    Examples:
    040 X X OSZ ǂb eng ǂe rda ǂc UBY ǂd OCLCA ǂd UBY
    040 X X KSU ǂb eng ǂe rda ǂc UBY ǂd OCL ǂd GZN ǂd OCL ǂd OCLCG
  041 Field: Language Code
  041 ? X Language code
  1. This field is present with 0 in the first indicator position when the score includes lyrics in multiple languages. Use the cataloging calculator to find three letter language codes (http://calculate.alptown.com/). Codes can be strung together in alphabetical order or recorded in separate subfields. Record the language of the lyrics in subfield ǂa.
    Examples:
    041 0 X ger
    041 0 X frespa
    041 0 X fre ǂa ita ǂa spa
  2. This field is present with 0 in the first indicator position if the score includes lyrics printed elsewhere as text. Record the languages of the text in subfield ǂe.
    Examples:
    041 0 X ǂe ger
    041 0 X ger ǂe engger
    041 0 X fre ǂe fre ǂe spa
  3. This field is present with 0 in the first indicator position if the score includes accompanying material (not lyrics). Record the languages of accompanying material in subfield ǂg.
    Examples:
    041 0 X ǂg fre
    041 0 X eng ǂg engfre
  4. This field is present with 1 in the first indicator position when the score includes a translation of the lyrics or accompanying material. Record the languages of the lyrics and accompanying matter as outlined above. Record the original language in subfield ǂh. It is helpful to think that ǂh means “translated from”.
    Examples:
    041 1 X freger ǂh ger
    041 1 X fre ǂa ita ǂa spa ǂh ita
    041 1 X freger ǂe freger ǂh ger
    041 1 X engspa ǂg engspa ǂh eng
  043 Field: Geographic Area Code
  043 X X Geographic area code
  1. i. The seven character geographic area code corresponds to geographic information found in the 6XX fields. For example, if you saw ǂz Germany in a 6XX field, you would enter the geographic code for Germany into the 043 field. If the 6XX field was Folk songs, Russian you would enter the code for Russia. Geographic area codes can be found on the cataloging calculator (http://calculate.alptown.com).
    Examples:
    043 X X e-gx—
    043 X X e-ru—
    043 X X n-us-wa
  047 Field: Form of Musical Composition Code
  047 X X Form of musical composition code
  1. This field is used when a score includes more than one type of composition, or one piece may be placed into two categories. This field is an extension of the fixed field Comp. The code mu (for “multiple”) goes in the Comp. field and all of the determinable composition codes go in the 047 with ǂa between each. The 2 character codes can be found on the “048 Field / Comp Field” sheet or online (www.oclc.org/bibformats/default.htm ). Don’t put uu or zz here.
    Examples:
    047 X X pr ǂa fg
    047 X X mr ǂa mz ǂa po ǂa sn
  048 Field: Number of Musical Instruments or Voices Code
  048 X X Number of musical instruments or voices code
  1. This field contains codes for up to 9 instruments or voices that appear in the score, in the order they are printed. Record instruments or voices in subfield ǂa, using a two letter instrument code and a two digit numeral code to designate what instrument and how many. For more than 9 instruments or voices, use an ensemble code. Codes are printed on the “048 Field / Comp Field” sheet or can be found online at OCLC (www.oclc.org/bibformats/default.htm). We do not use 048 fields for operas, cantatas, musicals, or other large works.
    Examples:
    048 X X ka01
    048 X X sa02 ǂa sb01 ǂa sc01
    048 X X va02 ǂa vd02 ǂa wa01 ǂa ke
    048 X X ob
  2. If one instrument or voice is soloing over the others, put the solo instrument or voice in subfield ǂb and then the accompanying instruments in successive subfields ǂa.
    Examples:
    048 X X ǂb sa01 ǂa oa
    048 X X ǂb wa01 ǂa sa02 ǂa sb01 ǂa sc01
  3. If a score has various combinations of instruments (like “violin or viola and piano”), make an 048 field for each combination.
    Examples:
    048 X X sa01 ǂa ka01
    048 X X sb01 ǂa ka01
    048 X X wa01 ǂa wb01 ǂa wc01 ǂa ba01 ǂa wd01
    048 X X wa01 ǂa wb01 ǂa wc01 ǂa sc01 ǂa wd01
    048 X X wa01 ǂa wb01 ǂa wc01 ǂa sc02
  4. Note: For piano duets (two people playing one piano):
    048 X X ka02
  5. Note: For piano duets (two people playing two pianos):
    048 X X ka01 ǂa ka01
  050 Field: Library of Congress Call Number
  050 X 4 Library of Congress call number
  1. If you are making a new master record, enter the call number in this field with no spaces until after the subfield ǂb.
    Examples:
    050 X 4 M25.H4 ǂb J45 2001
    050 X 4 M1378 ǂb .K47 op.24 1949
    050 X 4 MT240.C3 ǂb F58 1982
  090 Field: Locally Assigned Call Number
  090 X X Locally assigned call number
  1. If you are making an IR, record the call number in this field with no spaces until after the subfield ǂb.
    Examples:
    090 X X M25.H4 ǂb J45 2001
    090 X X M1378 ǂb .K47 op.24 1949
    090 X X MT240.C3 ǂb F58 1982
  100 Field: Main Entry – Personal Name
  100 ? X Main entry personal name
  1. Records can have only one 1XX field! This field is for the name of the person primarily responsible for the creation of the artistic or intellectual content of the score. For scores, this field most often contains composers or arrangers.
  2. Not every record will have a 100 field. If the score is a compilation of pieces by different composers, for example, the 100 field would be skipped.
  3. The first indicator varies according to the type of name that appears first: 0 – forename ; 1 – surname ; 3 – family name.
    Examples:
    100 0 X Cher, ǂd 1946-
    100 1 X Buxtehude, Dietrich, ǂd 1637-1707
    100 3 X Gaultier de Biauzat family
  4. Search the authorities database under Personal Name and use the authorized heading for the person found in the 100 field of the authority record, including any subfields following the name. Match the indicators used in the authority record.
  5. Pay attention to details given in the 670 fields in the authority record when looking for the right one. For example, which of these authority records would most likely be for Richard Bradley the composer? (Examples from authority records)
    Examples:
    100 1 X Bradley, Richard Alan
    670 X X His Geographic variation in the song …1977: ǂb t.p. (Richard Alan Bradley) p. 57 (assoc. in natural sciences, Fla. State Museum; M.A., Calif. State Univ., Long Beach)
    100 1 X Bradley, Richard, ǂd 1932-
    670 X X Bradley’s new giant piano book, c1994: ǂb t.p. (Richard Bradley) p. 272 (Masters in Music)
  6. Add , ǂe followed by the appropriate relator term (see “Relator Terms” sheet). If the field ends with a “-“, omit the comma. Multiple , ǂe subfields may be strung together. Some common relator terms are composer, editor, arranger, lyricist, compiler, author, translator, and librettist.
    Examples:
    100 0 X Mozart, Wolfgang Amadeus, ǂd 1756-1791, ǂe composer.
    100 1 X Reich, Steve, ǂd 1936- ǂe arranger.
    100 1 X Beattie, Donald, ǂe composer, ǂe editor, ǂe arranger.
  7. If more than one person shares responsibility for creating the score, only the first person’s name goes in a 100 field. The other people’s names belong in 700 fields.
    Example:
    100 1 X Mozart, Wolfgang Amadeus, ǂd 1756-1791, ǂe composer.
    700 1 X Reich, Steve, ǂd 1936- ǂe arranger.
    700 1 X Beattie, Donald, ǂe composer, ǂe editor, ǂe arranger.
  8. If the composer’s name is not in the authority file, record it with the last name first, and follow it with the , ǂe subfield.
    Example:
    100 1 X Rafael, Francois, ǂe composer.
  9. If you have questions about this field, ask!
  10. This field ends with a period.
  110 Field: Main Entry – Corporate Name
  110 2 X Main entry corporate name
  1. Records can have only one 1XX field! This field is for the name of the corporation, agency, association, business, firm, government, institution, nonprofit, performing group, etc. primarily responsible for the creation of the score. This field is very rare for scores. Search the authorities database under Corporate Name and use the authorized heading from the 110 field in the authority record. Match the indicators found in the authority record. If a relator term applies, add , ǂe followed by the relator term.
    Example:
    110 2 X Associated Board of the Royal Schools of Music.
  2. This field ends with a period.
  240 Field: Uniform Title
  240 1 0 Uniform title
  1. Records can have only one 240 field! A uniform title is an authorized title for a certain piece of music by a certain composer. It provides a way for all variations of the piece to be collected under one title. The title entered here is searchable, and so does not need to be entered in a 246 field as a title variation.
  2. Authorized uniform titles appear under the personal name of the composer. Search in the authority database for the composer’s name. When the name is selected, all titles of works associated with that name appear in ǂt subfields followed by [100] or [400]. A [100] means that is the authorized title. Enter the words that follow the subfield ǂt into your record’s 240 field, including any other subfields in the uniform title. A [400] means the title is not authorized, but selecting it should take you to the record for the authorized form of the title. (Examples from Mozart and Beethoven).
    Examples:
    240 1 0 Zauberflöte
    240 1 0 Sonatas, ǂm piano, ǂn no. 1, op. 2, no. 1, ǂr F minor
  3. Note: Do not create your own 240 fields! Not every record will have a 240 field.
  4. If the score is an arrangement of a piece with a uniform title, add ; ǂo arranged to the end of the uniform title. Follow this with a space ǂs space, and enter the arranger’s last name in parentheses (name). (Examples from Mozart and Debussy).
    Examples:
    240 1 0 Zauberflöte; ǂo arranged ǂs (Braun)
    240 1 0 Chansons de Charles d’Orléans; ǂo arranged ǂs (Baldwin)
  5. If the score contains more than one piece of music, put the first one in the 240 field and the others in 700 12 fields. (Example from Beethoven score with two pieces).
    Examples:
    100 1 X Beethoven, Ludwig van, ǂd 1770-1827, ǂe composer.
    240 1 0 Sonatas, ǂm piano, ǂn no. 1, op. 2, no. 1, ǂr F minor
    245 1 0 Two piano sonatas : ǂb no. 1 and no. 5 / ǂc Beethoven.
    700 1 2 Beethoven, Ludwig van, ǂd 1770-1827. ǂt Sonatas, ǂm piano, ǂn no. 5, op. 10, no. 1, ǂr C minor
  6. If the score is a compilation of pieces by different composers, don’t use a 240 field. If there are fewer than four or five, put each composer and title in a 700 field. If there are more than four or five, use a 505 field and include title and composer information.
  7. If the score is a compilation of many pieces by the same composer, you can sometimes find a more generic 240 title and add . ǂk Selections to the end.
    Examples:
    240 1 0 Piano music. ǂk Selections
    240 1 0 Sonatas, ǂm organ. ǂk Selections
  8. This field does NOT end with a period.
  9. Please ask about any questions concerning this field. It can be a little tricky.
  245 Field: Title Statement
  245 ? ? Title Statement
  1. The information for this field should come from the title page, the cover, or the caption of the score. Use whichever gives the most information. It is assumed that you take information from the title page, so if not, record the place you took the majority of the information from in a 500 note field.
  2. The first indicator is either 0 or 1. Use 0 if there is no 1XX field in the record. Use 1 if there is a 1XX field.
    Examples:
    245 0 0 Folk favorites
    100 1 X Norton, Christopher, ǂd 1953- ǂe composer.
    245 1 0 Microjazz for viola
  3. The second indicator is determined by the number of non-filing characters, including spaces, which must be skipped before getting to the first filing word. Non-filing characters are articles such as a, an, the, les, der, la and so on.
    Examples:
    245 0 4 The big fake book
    245 1 3 La clavisymétrie
    245 1 4 Der blaue adler marsch
  4. The title of the score must be entered exactly as it appears on the score. Only the first letter of the title, proper names, and German nouns are to be capitalized. If the title is in another language, ask a non-student cataloger about capitalization.
    Examples:
    245 1 4 Der Himmel lacht! Die Erde jubilieret
    245 1 0 20 preludes from The well-tempered clavier
    245 1 4 The nutcracker & the mouse king
  5. If there is a subtitle, the title must be followed by : ǂb and then the subtitle information. A title statement can have only one ǂb.
    Examples:
    245 0 4 The big fake book : ǂb 111 songs with music, lyrics, and chord symbols
    245 1 0 Miniaturen : ǂb 20 melodische tonstücke für pianoforte
  6. If there is a translation of the title, we follow the title with = ǂb and the translation.
    Example:
    245 1 0 Kleine melodische Etuden = ǂb petites etudes melodiques
  7. If there is both a subtitle and a translation, then only the first subfield will have ǂb. Examples:
    245 1 4 Die Zauberflöte = ǂb the magic flute : a magical journey
    245 1 3 La belle dame : ǂb la musique = The beautiful woman : the music
  8. If the title begins with a generic term and is followed by an opus number, put a comma and then the opus number or work number as it appears on the item. Don’t use ǂb.
    Examples:
    245 1 0 Sonata, opus 90
    245 1 0 Viennese waltz, op. 178, no. 19
  9. If the title begins with a numeral or a number word, enter the title as it appears on the item, and then add a 246 field with first indicator 3 and a blank second indicator X which contains the number word/numeral in the opposite form.
    Example:
    245 1 0 Seven easy pieces for piano
    246 3 X 7 easy pieces for piano
  10. Names of composers, editors, arrangers etc. that appear on the score are added to the 245 field after the title information, following a / ǂc. Multiple names are separated by a ; . Do not put spaces between initials.
    Examples:
    245 1 0 Étincelles / ǂc Jacques Castérède.
    245 1 0 20 preludes from The well-tempered clavier / ǂc J.S. Bach ; arranged for violin and viola by F. Hermann.
    245 1 0 Quartett D-Dur, op. 19 : ǂb für Flöte, Violine, Viola und Violoncello / ǂc F.A. Hoffmeister ; herausgegeben von Jürgen Schmidt.
  11. The information found in the 245 field should be typed exactly as it appears on the score. Any misspellings can be mentioned by adding a 246 field with the correct spelling.
    Example:
    245 1 4 The msysterious stragner
    246 3 X Mysterious stranger
  12. This field ends with a period.
  246 Field: Varying Form of Title
  246 ? ? Varying form of title
  1. This field provides a place to record any variations of the title that appear on the score, so that someone could search for the variation and still locate the score. This title must appear on the score. We do not enter titles from the 240 field here.
  2. In the 246 field, we leave out the non-filing characters.
  3. Record a translation of the title using first indicator 3 and second indicator 1.
    Examples:
    245 1 0 Kleine melodische Etuden = ǂb petites etudes melodiques
    246 3 1 Petites etudes melodiques
  4. Record a portion of the title using first indicator 3 and second indicator 0.
    Examples:
    245 0 4 The sacred harp, or eclectic harmony
    246 3 0 Sacred harp
    246 3 0 Eclectic harmony
  5. Record a title from the cover of the score, if it differs from the title in your 245 field, using first indicator 1 and second indicator 4.
    Examples:
    245 1 0 Mélodie de E. Cottin
    246 1 4 Dans la vallée
  6. Record the title from the caption, if it differs from the title in your 245 field, using first indicator 1 and second indicator 6.
    Examples:
    245 1 3 La pendule harmonieuse
    246 1 6 Pendola armoniosa
  7. Record other title information, such as spelled- out numbers, corrected misspellings, or words that precede the title, using first indicator 3 and a blank (X) second indicator.
    Examples:
    245 1 0 20 preludes from The well-tempered clavier
    246 3 X Twenty preludes from The well-tempered clavier
    245 1 4 The msysterious stranger /ǂc Blake Shirley.
    246 3 X Mysterious stranger
    245 1 0 Walt Disney favorites
    246 1 4 Jane Smisor Bastien presents Walt Disney favorites
  8. This field does not end with a period.
  250 Field: Edition or Musical Presentation Statement
  250 X X Edition or musical presentation statement
  1. An edition statement is information about the production history of a specific physical version of the creative work. This can be confusing because the word edition is used in ways that mean many different things, and not all those ways are considered edition statements for cataloging.
  2. Edition statement: If the statement on the item refers to all the copies of the specific physical version of the score produced from the same master copy and issued by the same publisher, then it is an edition statement and should be entered in the 250 field. Type them the way they appear.
    Examples:
    250 X X 2nd edition.
    250 X X Revised ed.
    250 X X Neue ausgabe
  3. Not an edition statement: If the edition statement refers to an arrangement of the creative work made by a person for a different medium of performance, or is descriptive of the creative work contained in the score, it is NOT an edition statement and should NOT be recorded in a 250 field. This type of statement should either be considered part of the title or statement of responsibility, or quoted in a 500 note.
    Not:
    Edition for 2 pianos
    Piano and vocal edition
    Klavierausgabe
  4. Exception: When a song or collection of songs includes a statement indicating a particular voice range, this is an edition statement, if it is not grammatically connected to the title information. Enter the statement as it is printed on the score.
  5. Some common edition statements in other languages: German = ausgabe ; Sämtliche Werke ; Gesamtausgabe ; Auflage ; French = édition ; nouvelle version ; Italian = edizione ; tiratura. A great musical terms dictionary is available from Dolmetsch Online (www.dolmetsch.com/musictheorydefs.htm).
    Examples:
    250 For high voice (F).
    250 X X Low voice edition.
    250 X X Mittlere Stimme.
    Not:
    Songs: a selection for high voice and piano
    3 songs for low voice with piano accompaniment
  6. Not an edition statement: If the edition statement includes a publisher name and a number, it is NOT an edition statement but is probably a publisher’s number and should be recorded in an 028 field.
    Not:
    Superior ed.
    Edition Breitkopf
  7. Sometimes these kinds of statements are series titles instead of edition statements. Search for the statement in the Titles section of the authorities database. If it is a series statement, record it as such (see 490 field).
  8. A musical presentation statement describes the format of the score, which may differ from the format of another publication of the same piece. For example, the same string quartet may be published as a score, a study score, a score with parts, and a set of parts. Enter the statement the way it appears on the score.
    Examples:
    250 X X Partitur.
    250 X X Full score.
    250 X X Score with parts.
  9. These are the English-language musical presentation terms allowed in this field: [full] score, condensed score, study score, piano conductor part, violin conductor part, vocal score, piano score, chorus score, part, choir book, and table book.
  10. Musical presentation statements sometimes appear in other languages. Common ones are: German = partitur (score) ; stimme(n) (part) ; French = partition (score) ; parties (parts) ; Italian = partitura (score) ; parte (part). A great musical terms dictionary is available from Dolmetsch Online (www.dolmetsch.com/musictheorydefs.htm).
  11. This field ends with a period.
  264 Field: Publication, Distribution, and Copyright
  264 X ? Publication, distribution, and copyright
  1. The 264 field is used to record the production, publication, distribution, manufacture, and copyright information about a score. AACR2 records have this information in a 260 field. When updating an institution record to RDA, you will need to switch any information in the 260 field to an appropriate 264 field and delete the 260 field.
  2. The second indicator in a 264 field defines whether the information it contains is 1 – publication information, 2 – distribution information, or 4 – copyright date. Scores rarely have 0 – production or 3 – manufacture information.
    Examples:
    264 X 1 Los Angeles, CA : ǂb April-Blackwood Publications, ǂc [1981]
    264 X 2 New York : ǂb Bradley Publications, ǂc [1981?]
    264 X 4 ǂc ©1981
  3. Records for published scores must always have a 264 field with second indicator 1. Multiple 264 fields may be added according to what other information appears on the score. Dates can be taken from anywhere on the score.
    Example:
    Consider the information provided on a score: Lee Roberts Music Publications, Inc., New York, N.Y. Sole Selling Agent: G. Schirmer, Inc., New York, N.Y. © Copyright 1967 by Lee Roberts Music Publications, New York, N.Y.
    264 X 1 New York : ǂb Lee Roberts Music Publications, Inc., ǂc [1967]
    264 X 2 New York : ǂb G. Schirmer, Inc., ǂc [1967?]
    264 X 4 ǂc ©1967
  4. The first element of a 264 field is the place of publication, distribution, etc. Places are recorded in ǂa. Multiple places may be listed, though only one is required. Multiple locations are separated by ; ǂa. Record the place exactly as it appears on the score.
    Examples:
    264 X 2 Fort Lauderdale, Fla.
    264 X 1 London ; ǂa Berlin ; ǂa New York
    264 X 1 Denver, Colorado
  5. If no place of publication, distribution, etc. is given, make an educated guess and record your guess in square brackets with a question mark [?]. Searching for the publishing company online is a good way to find a place of publication.
    Examples:
    264 X 1 [United States?]
    264 X 2 [Milan?]
  6. If no place of publication, distribution, etc. is known, use ǂa to record [Place of publication / distribution not identified]. Use capital P. In AACR2 records, this information was coded as [S.l.] but should be changed in your RDA record.
    Examples:
    264 X 1 [Place of publication not identified]
    264 X 2 [Place of distribution not identified]
  7. The second element of the 264 field is the name of the publisher or distributor. Names are entered after : ǂb and are recorded exactly as they appear on the score. Follow the capitalization given on the score.
    Examples:
    264 X 2 Fort Lauderdale, Fla. : ǂb The FJH Music Company
    264 X 1 [Place of publication not identified] : ǂb april-blackwood publications
  8. If the publisher is not given, enter [publisher not identified]. Use lowercase p. In AACR2, this was recorded as [s.n.] and should be changed in your RDA record.
    Examples:
    264 X 1 Boston, Mass. : ǂb [publisher not identified]
    264 X 1 [Place of publication not identified] : ǂb [publisher not identified]
  9. The year of publication or distribution is recorded in the ǂc subfield, following a comma. There is no space between the name and the comma. End the field with a period.
    Examples:
    264 X 1 London ; ǂa New York : ǂb Boosey & Hawkes, ǂc 2002.
  10. If the year of publication or distribution is not stated clearly as such, use the copyright date to infer a probable year. Record the year in square brackets [ ] but do not end the field with a period.
    Example:
    264 X 1 Krakòw : ǂb Polskie Wydawnictwo Muzyczne, ǂc [2007]
    264 X 4 ǂc ©2007
  11. If there is no date on the score at all and you are guessing a date, record your guess in square brackets with a question mark after the date [ ?]. Do not end the field with a period.
    Example:
    264 X 1 [Reseda, CA] : ǂb Aries, ǂc [1977?]
  12. Another option if the score has no year is to infer that it was published before the date of cataloging. In this case, enter the following into square brackets: [before (date of cataloging)]. Do not end the field with a period.
    Example:
    264 X 1 London : ǂb Oxford University Press, ǂc [before June 29, 2009]
  13. Record the copyright year in a 264 field with second indicator 4, and begin the field with ǂc . Follow with the copyright symbol © and the date. If there is more than one copyright date, use the latest date. Do not end the field with a period.
    Example:
    264 X 4 ǂc ©1943
  14. This field ends with a period when the last character is not a square bracket. It does not end with a period when the second indicator is 4.
  15. Putting it all together:
    Example:
    The score has no title on the cover, but the title page says Variations for piano by John White. The title page verso (back) says Copyright 1976 by John White. The score is handwritten (or a copy of the handwritten one) on printed staves. At the bottom of each page is an address: Rochester Photo Copy, 66 Timpat Drive, Rochester 11, New York. On the last page of the score, after the last stave, is written John White, February 14, 1976.
    100 1 X White, John, ǂe composer.
    245 1 0 Variations for piano /ǂc by John White.
    264 X 0 [Rochester, New York?] : ǂb John White, ǂc after February 14, 1976.
    264 X 4 ǂc ©1976
  300 Field: Physical Description
  300 X X Physical description
  1. The first element in the 300 field describes the format of the music and is entered in ǂa subfield. There are specific format terms for this field. The most common are score and part. A score is the notation for all the parts of an ensemble or for a solo performer. Usually we precede score with the number 1, even if our copy has another score bound in a pocket. A part is the notation for one or more, but not all, the performers.
    Examples:
    300 X X 1 score
    300 X X 4 parts
  2. Other score formats are condensed score – reduced number of staves (2-3), organized by instrumental section with cues for individual parts ; study score – whole score miniaturized ; vocal score – shows all vocal parts, with or without instrumental accompaniment arranged for keyboard ; chorus score – a work for solo voices and chorus which shows only the chorus parts, with or without instrumental accompaniment arranged for keyboard ; piano score – instrumental or vocal and instrumental work reduced to piano version, with or without words.
    Examples:
    300 X X 1 condensed score
    300 X X 1 piano score
  3. Other part formats are piano conductor part – part for piano performer in ensemble, with cues for other instruments ; and violin conductor part – part for violin performer in ensemble, with cues for other instruments. The two other formats are choir book and table book. These formats are rare.
  4. If you are working with a set of volumes, record the number of volumes. If the set is not complete or you are unsure how many there are, record volumes.
    Examples:
    300 X X 4 volumes
    300 X X volumes
  5. The second element in the 300 field is pagination, which is entered in parentheses after the format term in ǂa subfield. Record the number of pages or leaves with the word pages or leaves: (# pages) or (# leaves). Pages have printing on both sides of the paper; leaves have printing on only one side. If you have only parts, do not record the number of pages or leaves.
    Examples:
    300 X X 1 score (23 pages)
    300 X X 1 score (15 leaves)
    300 X X 6 parts
  6. If the pages or leaves are not numbered, you can either count them and enter the number in square brackets followed by unnumbered pages/leaves, or you can just enter the words: ([# ] unnumbered pages).
    Examples:
    300 X X 1 score ([8] unnumbered pages)
    300 X X 2 scores (unnumbered leaves)
  7. If there are introductory pages that are numbered differently, enter the last introductory page number and a comma before the main pagination of the music.
    Example:
    300 X X 1 score (xi, 25 pages)
  8. If the page numbering begins with an unusual number, or if there are various different pagination numbers in the piece, record the ranges as they appear in the item.
    Examples:
    300 X X 1 score (iii, 25-93 pages)
    300 X X 1 score (3-17, 29-82 pages)
  9. When the item also includes parts (BYU usually puts them in a pocket), record the number of parts after the pagination, using the word and as a conjunction. If the parts are all numbered the same, enter their pagination. If not, do not enter pagination for the parts.
    Examples:
    300 X X 1 score (24 pages) and 2 parts (4 pages)
    300 X X 1 score (xii, 12 pages) and 4 parts
  10. Other physical details such as illustrations are entered after a : ǂb . Use ǂb for artwork that comprises a significant portion of the score; disregard illustrated title pages, covers, or minor illustrations. The most common terms for this subfield are illustration(s) – artwork throughout the score ; portrait(s) – drawing or photo of composer or arranger etc. ; facsimile(s) – of original music, for example ; photograph(s) – self-explanatory. When the record contains ǂb, also add a 500 note that begins with Includes (see the 500 note section).
  11. The height of the score is recorded after ; ǂc, in centimeters. If the score is wider than normal, enter height first and then width. Because cm is considered an entire unit of measurement, it is not an abbreviation (very handy, since abbreviations aren’t kosher in RDA) and doesn’t have a period after it. But here is a piece of weirdness: inches is allowed to be abbreviated to in.!
    Examples:
    300 X X 1 score (13 pages) ; ǂc 31 cm
    300 X X 2 scores (28 pages) : ǂb illustrations ; ǂc 22 x 35 cm
  12. Any accompanying item other than parts, such as an audio disc, is recorded after a + ǂe. The item will usually be in a pocket. If there is an audio disc, talk to Doug and he will show you what other fields are required for audio discs.
    Examples:
    300 X X 1 score (69 pages) ; ǂc 31 x 45 cm + ǂe 2 audio discs (digital ; 4 3/4 in.)
    300 X X 1 score (111 pages) : ǂb illustrations ; ǂc 30 cm + ǂe 1 audio disc (digital ; 4 3/4 in.)
  13. This field does not end with a period.
  14. Exception: This field DOES end with a period when there is a 490 field in the record.
  336 Field: Content Type
  336 X X Content type
  1. This field describes what is in the item. You must put notated music, then subfield ǂ2 followed by rdacontent. If the item includes an audio disc, put a second 336 field with performed music in the ǂa. Add other 336 fields for other accompanying material. The list of content terms can be found on the Library of Congress page (http://www.loc.gov/standards/valuelist/rdacontent.html). This field does not end with a period.
    Examples:
    336 X X notated music ǂ2 rdacontent
    336 X X performed music ǂ2 rdacontent
  337 Field: Media Type
  337 X X Media type
  1. This field tells what equipment is necessary to use the contents. Because scores don’t require special equipment, you’ll put unmediated, followed by subfield ǂ2 and rdamedia. If the item includes an audio disc, put a second 337 field with audio in the ǂa. Add other 337 fields for other accompanying material. The list of media terms is also available from the Library of Congress (http://www.loc.gov/standards/valuelist/rdamedia.html). This field does not end with a period.
    Examples:
    337 X X unmediated ǂ2 rdamedia
    337 X X audio ǂ2 rdamedia
  338 Field: Carrier Type
  338 X X Carrier type
  1. This field is for the physical form of the item, such as volume, audio disc, or microscope slide. Scores are volumes. Enter volume followed by subfield ǂ2 and rdacarrier. If the item includes an audio disc, put a second 338 field with audio disc in the ǂa. Add other 338 fields for other accompanying material. You can find terms at the Library of Congress page (http://www.loc.gov/standards/valuelist/rdacarrier.html). This field does not end with a period.
    Examples:
    338 X X volume ǂ2 rdacarrier
    338 X X audio disc ǂ2 rdacarrier
  490 Field: Series Statement
  490 ? X Series statement
  1. A 490 field is used to record a series statement found on a score. Authority records are created for series, which are authorized as titles. The 490 field is used for the series title as it appears on the score. The authorized series title goes in an 830 field.
    Example:
    490 1 X Jazz Plus
    830 X 0 Neue Blockflöten Bibliothek. ǂp Jazz plus
  2. Note: In your 490 field, follow the capitalization that appears on the score except when all the letters are capitals; in that case, use your best judgment on what to capitalize.
  3. The first indicator tells whether the series is traced, meaning all works in the series are collected under the series title, or whether the series is not traced, meaning no collection is happening.
  4. A 490 field with first indicator 0 is used when the series statement on the score is not traced. Search the Titles section of the authorities database for the series statement. Look at the 643, 644, 645, and 646 fields of the authority record. A not traced series will have n in the authority record 645 field. Check the 643 field to match the publisher’s name. In the 490 field of your record, put the title of the series as it appears on the score. Do not add an 830 field to your record. (First example is an authority record; second example is what should be in your record)
    Example:
    130 X 0 Edition Pestum (Würzburg, Germany)
    430 X 0 Edition Pestum im Arena-Verlag
    644 X X f ǂ5 DLC
    645 X X n ǂ5 DLC
    646 X X s ǂ5 DLC
    490 0 X Edition Pestum im Arena-Verlag
  5. A 490 field with first indicator of 1 is used when the series statement on the score is traced. Search the Titles section of the authorities database. Look at the 644, 645, and 646 fields. A traced series will have t in the authority record 645 field. Check the 643 field to match the publisher’s name. Record the title of the series as it appears on the score in your 490 field. Add an 830 field with blank (X) first indicator and 0 second indicator to your record. Enter the title of the series as it appears in the 130 field of the authority record. A ǂv can be used to record the number of the item in the series. The 830 field ends with a period. (First example is an authority record; second example is what should be in your record)
    Examples:
    130 X 0 Oxford sacred music
    644 X X f ǂ5 DLC
    645 X X t ǂ5 DPCC ǂ5 DLC
    646 X X s ǂ5 DLC
    490 1 X Oxford Sacred Music
    830 X 0 Oxford sacred music
  6. If the series title does not appear in the Titles section of the authorities database, it is not authorized as a series. Enter the series title in a 500 field in quotes, followed by two dashes and the place from which you took the series title.
    Example:
    500 X X “Organistes Alsaciens” – cover.
  7. Sometimes the authority record will give information about what to do with a series statement. This information is usually in the 667 field of the authority record. Follow the guidelines. (First example is an authority record; second is what should be in your record)
    Examples:
    130 X 0 Edition Breitkopf
    667 X X Not a series. Transcribe as publisher’s number…
    028 3 2 534 ǂb Edition Breitkopf
  8. This field does not end in a period.
  500 Field: General Note.
  500 X X General note.
  1. A 500 field is used to record helpful information about the score that cannot be recorded in another field. Do not use abbreviations in general notes. We use some standard notes for scores.
  2. Use a 500 note to record the medium of performance if it is not stated in the title.
    Examples:
    500 X X For two violins, viola and violoncello.
    500 X X For SATB chorus and orchestra.
    500 X X For flute and piano (accompaniment arranged).
  3. Use a 500 note to tell where you found the information for the 245 field if you did not use the title page.
    Examples:
    500 X X Cover title.
    500 X X Caption title.
  4. Use a 500 note to explain accompanying matter. This note should begin with Includes and may use the terms from the AccM fixed field or 300 field subfield ǂb. If the accompanying matter is in a language other than English, make the note into a 546 note instead.
    Examples:
    500 X X Includes portrait and biographical note.
    500 X X Includes preface, instructional material, and 2 audio discs.
    500 X X Includes essay by Paul Kaufmann.
    546 X X Includes foreward in German and French.
  5. Use a 500 note to quote significant information about contents that may be given in a preface or forward. Also use for other information from the title page or cover that doesn’t fit in the 245 field. Put two dashes before citing where the information came from.
    Examples:
    500 X X “Primarily for pedagogical purposes” — preface.
    500 X X “A collection of 25 easy pieces” — cover.
  6. Use a 500 note to record the duration of the piece, if given.
    Examples:
    500 X X Duration: 13:45.
    500 X X Duration: 15 minutes.
  7. Use a 500 note to record unusual things about the score’s format.
    Examples:
    500 X X Clarinet part on verso of viola part.
    500 X X Reproduced from holograph.
    500 X X Some pieces have lyrics, printed within or below the staves.
  8. Use 500 notes for anything significant that a user may want to know.
  9. This field ends with a period.
  546 Field: Language or Form of Musical Notation Note.
  546 X X Language or form of musical notation note.
  1. Use a 546 field to record the notation system of the music. Use subfield ǂb. The most common is staff notation. Other systems are graphic notation – use of visual symbols ; letter notation – alphabet letters represent pitches ; mensural notation – note shapes denote duration ; neumatic notation – marks indicating general shape of melody, not exact notes or rhythms ; number notation – numbers represent scale degrees ; solmization – one syllable represents each scale degree ; tablature – indicates fingering on instrument ; and tonic sol–fa – do, re, mi, etc. Repeat the field rather than stringing subfields together.
    Examples:
    546 X X ǂb Staff notation.
    546 X X ǂb Tablature.
  2. Use a separate 546 field to record the language of foreign lyrics within the music, written elsewhere as text, or the foreign language of accompanying matter. Use subfield ǂa.
    Examples:
    546 X X German words.
    546 X X French and English words, printed also as text.
    546 X X Italian words; English translation printed as text.
    546 X X Includes forward and instructional material in German and French.
  3. You may note the page number or location if you would like.
    Example:
    546 X X German and English words, printed also as text preceding score.
    546 X X Includes preface in English and German, page vii.
  4. This field ends with a period.
  505 Field: Formatted Contents.
  505 ? X Formatted contents.
  1. The 505 field is used to list the contents of scores that are collections or compilations of pieces. If the score contains fewer than four or five pieces, you may want to use 700 fields to provide access to the composer and title information.
  2. Information for the 505 field can be taken from a table of contents or from the caption titles of the pieces. Use whichever source provides the most complete information. Follow the order of pieces as given in the source you choose.
  3. If the score is a collection of works and contains more than four or five pieces, record the titles of all the pieces in the 505 field. Record each title as it appears. Capitalize only the first word of each title and any proper nouns. Do not capitalize pronouns referring to deities (him, thee, thou) but DO capitalize names of deities (God, Lord). Include numbering if it precedes each title.
  4. A 505 field has first indicator 0 when the list contains all the pieces in the score. Separate each title with a space, two dashes, and a space ( — ).
    Examples:
    505 0 X Linus and Lucy — Red baron — Charlie Brown theme — The great pumpkin waltz.
    505 0 X I. Kingdom of sorrows — II. Vishnu awakens — III. Incarnation divine.
  5. If the score is a compilation of pieces by different composers or arrangers, include the name of the composer or arranger after the title of each piece. Precede each name with space forward-slash space ( / ).
    Examples:
    505 0 X Linus and Lucy / Vince Guaraldi — Baby elephant walk / Henry Mancini — Shoehorn blues / Christopher Norton.
    505 0 X Canzonetta / by W. Mathias — Interlude / by Janice Gardner — Passacaglia / written by B. Kelly, arranged by Alan Ridout.
  6. When working with volumes, or multiple scores, or scores with audio discs, record the contents of each volume etc. in a separate 505 field. Begin the field with an identifying statement followed by a colon, such as Volume 1 or Book one, following the numbering system given on the score.
    Examples:
    505 0 X Volume 1: I. Kingdom of sorrows — II. Vishnu awakens — III. Incarnation divine.
    505 0 X Book one: Linus and Lucy / Vince Guaraldi — Baby elephant walk / Henry Mancini — Shoehorn blues / Christopher Norton.
  7. A 505 field has first indicator 1 when the item is a set of volumes and we do not have all the volumes.
    Example:
    505 1 X Volume 1: I. Kingdom of sorrows — II. Vishnu awakens — III. Incarnation divine.
    505 1 X Volume 3: I. Time, matter, light — II. Prana — III. Exhileration — IV. Reconciliation.
  8. This field ends with a period.
  583 Field: Action Note
  583 X X Action note
  1. The 583 field is not entered on a master record. It gives information about when the institution record was made and by whom. Records can contain multiple 583 fields. Delete someone else’s 583 field only if you are completely redoing the record.
  2. The first element in the 583 field describes what you have done to the record: cat – cataloged ; mod – added to or updated ; or rec – reclassified (changed the call number from MT to M). This element is entered in the subfield ǂa.
    Examples:
    583 X X cat
    583 X X mod
  3. If your first element is cat, your second element will be either d:rda – derived record ; or o:rda – created original record. This is entered in a subfield ǂb. Follow the rda with a colon and a code for the type of item: m – music ; ml – music literature ; mt – music instruction ; cd – compact disc ; cass – cassette ; lp – long-playing record ; vhs – video ; or dvd – DVD.
  4. If your first element is rec, your second element will be d. This is entered in a subfield ǂb. Then put a colon followed by the code for the type of item your record is now that you have reclassified it (see iii above).
    Examples:
    583 X X rec ǂb d:ml
  5. If your first element is mod, your second element will be either a – added to ; or u – updated. This is entered in a subfield ǂb. Added to means you added a volume or a copy. Updated means you changed some information in the IR. Follow that code with a colon and the code for the type of item (see iii above). If you are using a for added to, follow the type of item code with a colon and either v – volume ; or c – copy. If you are using u for updated, this subfield ends with the type of item code.
    Examples:
    583 X X mod ǂb a:mt:c
    583 X X mod ǂb u:ml
  6. The next 583 element is the date, and is entered in a ǂc as a four digit year, two digit month, and two digit day: yyyymmdd.
    Examples:
    583 X X cat ǂb o:rda:mt ǂc 20110503
    583 X X mod ǂb u:ml ǂc 20091116
  7. The fourth element in the 583 field is for your intials. This is entered in a subfield ǂk and uses lowercase initials. Be sure yours are different from the other catalogers’.
    Examples:
    583 X X cat ǂb o:rda:mt ǂc 20110503 ǂk jgb
    583 X X rec ǂb d:ml ǂc 20091116 ǂk mmb
  8. This 583 field ends with subfield ǂ5 UPB, and no period at the end.
    Examples:
    583 X X cat ǂb o:rda:mt ǂc 20110503 ǂk jgb ǂ5 UPB
    583 X X mod ǂb u:ml ǂc 20091116 ǂk dkj ǂ5 UPB
    583 X X rec ǂb d:mt ǂc 20100327 ǂk chs ǂ5 UPB
  590 Field: Local note.
  590 X X Local note.
  1. A 590 field is used to record information that is specific to BYU’s copy of the score, such as signatures or missing parts.
    Examples:
    590 X X BYU missing volume 3.
    590 X X BYU copy signed by composer.
    590 X X BYU copy 2 missing pages 45-52.
    590 X X BYU copy has hole through lower left of cover.
  2. The 590 field is also used to note some specific collections that BYU has. Some common ones are:
    Examples:
    590 X X International Harp Archives.
    590 X X Primrose International Viola Archive.
    590 X X Paul Pollei Piano Collection.
    590 X X Mormon Music Collection.
  3. Scores belonging to the viola collection also include a 590 note for a Zeyringer viola subject heading. Scores belonging to the harp collection also include a 590 note for a Zingel harp subject heading. There are other training documents for those headings.
    Examples:
    590 X X Primrose International Viola Archive.
    590 X X Zeyringer, Drei Violen.
    590 X X International Harp Archives.
    590 X X Zingel, Flute, Harp.
  4. This field ends with a period.
  600 Field: Subject – Personal Name
  600 ? 0 Subject – personal name.
  1. This field is only used when the music is about a person. Use the authorized form of the person’s name (see section k. 100 Field – Personal Name) for instructions on finding authorized names in the authorities database.
    Examples:
    600 1 0 Shakespeare, William, ǂd 1564-1616.
    600 1 0 Grieg, Edvard,ǂd 1843-1907.
  2. This field ends with a period.
  650 Field: Subject – Topical Term.
  650 X 0 Subject – topical term.
  1. The 650 field in music most often describes the instrumentation or genre of the piece. Various subfields can be used to give more detail. Records can have several 650 fields. If the record does not contain a 650 field, ask your supervisor what to put in this field.
    Examples:
    650 X 0 Saxophone music.
    650 X 0 Piano music (4 hands)
    650 X 0 Flute and harp music, Arranged ǂv Scores and parts.
    650 X 0 Waltzes.
    650 X 0 Choruses, Secular (Mixed voice) with orchestra ǂv Vocal scores with piano.
  2. This field ends with either a closing parenthesis or a period.
  700 Field: Added Entry – Personal Name.
  700 ? ? Added entry – personal name.
  1. 700 fields provide places for names of people other than the composer (100 field) who contributed to the creation of the music, such as the arranger, editor, or lyricist. The 700 field uses authorized forms of names.
  2. The first indicator varies according to the type of name that appears first: 0 – forename ; 1 – surname ; 3 – family name.
    Examples:
    700 0 X Madonna, ǂd 1958-
    700 1 X Dvořák, Antonín, ǂd 1841-1904
    700 3 X Bach family
  3. Search the authorities database under Personal Name and use the authorized heading for the person found in the 100 field of the authority record. Match the indicators used in the authority record. Pay attention to details given in the 670 fields in the authority record when looking for the right one.
  4. Use a 700 field with a blank second indicator (X) when the field contains only a person’s authorized name and relator term. As with 100 fields, a , ǂe followed by a relator term should be used to show how the person contributed to the score.
    Examples:
    700 1 X Krähmer, Ernst, ǂd 1795-1837, ǂe editor.
    700 1 X Denecker, Patrick,ǂe arranger, ǂe compiler.
  5. Use a 700 field with a second indicator 2 when the score contains more than one piece but fewer than four or five pieces. The title of the first piece belongs in the 240 field. The other pieces belong here. The 2 indicator means the 700 field will contain the composer’s name (without ǂe), followed by . ǂt and the title of the piece.
    Example:
    700 1 2 Buxtehude, Dietrich, ǂd 1637-1707. ǂt Du Frieden-Fürst, Herr Jesu Christ, ǂn BuxWV 21.
  6. The name of the piece should be an authorized title, like the 240 field. Search the authorities database under Personal Name and then select the appropriate composer’s name. All authorized titles of works associated with that name appear in ǂt subfields followed by [100] or [400]. A [100] means that is the authorized title. Select the appropriate title. Enter the words that follow the authority record’s subfield ǂt into your 700 field ǂt. Use the form of name and title from the 100 field of the authority record for the piece. (Example from score containing two pieces by Dvořák)
    Example:
    100 1 X Dvořák, Antonín, ǂd 1841-1904.
    240 1 0 Symphonies, ǂn no. 4, op. 13, ǂr D minor
    245 1 0 Symphonies nos. 4 and 5 / ǂc Antonin Dvorak.
    700 1 2 Dvořák, Antonín, ǂd 1841-1904. ǂt Symphonies, ǂn no. 5, op. 76, ǂr F major.
  7. If the score contains more than four or five pieces, you may want to enter the composer’s names and titles of pieces into a 505 contents field instead. It saves a lot of typing and searching.
  8. If the piece in the 700 field is an arrangement, the title in the ǂt subfield must be followed by the arranger’s name in parentheses (name).
    Examples:
    700 1 2 Buxtehude, Dietrich, ǂd 1637-1707. ǂt Du Frieden-Fürst, Herr Jesu Christ, ǂn BuxWV 21 (Denecker).
    700 1 2 Dvořák, Antonín, ǂd 1841-1904. ǂt Symphonies, ǂn no. 5, op. 76, ǂr F major (Krähmer).
  9. This field ends with a period.
  710 Field: Added Entry – Corporate Name.
  710 2 X Added Entry – corporate name.
  1. Like the 110 field, this field is rarely found in scores. A 710 field contains the authorized name of a corporation (not used in the 100 field) which in some way contributed to the creation of the music. Search the authorities database under Corporate Name and use the authorized heading found in the 110 field of the authority record. Use , ǂe following the authorized name to show the role of the corporation.
    Example:
    710 2 X Associated Board of the Royal Schools of Music, ǂe compiler.
  2. This field ends with a period.
  830 Field: Series Added Entry – Uniform Title.
  830 X 0 Series added entry – uniform title.
  1. This field is present in the record only if the record also has a 490 field with first indicator 1. This field contains the authorized form of the series title that is found in the authority record for the series. Search the Titles section of the authorities database, and use the form of the title found in the 130 field of the authority record.
    Example:
    490 1 X Schirmer performance editions
    830 X 0 Schirmer performance editions.
  2. This field ends with a period.
  945 Field: Gift Field [WorkFlows only].
  945 X X Gift field.
  1. The gift field must be added in WorkFlows, not OCLC.
  2. Enter the name of the donor in subfield ǂa.
    Example:
    945 X X Dian Baker-Sellheim and Eckhart Sellheim
  3. If the score was gifted in memory of someone else, enter the name of the honoree after a space ; ǂb .
    Examples:
    945 X X Dian Baker-Sellheim and Eckhart Sellheim ; ǂb Roger Drinkall.
  4. Note: If the master record you are using has these fields already, ask your supervisor what to do.
  5. This field ends with a period.

Online Resources:

OCLC Bibliographic Formats: www.oclc.org/bibformats/default.htm
Cataloging Calculator: http://calculate.alptown.com/
Dolmetsch Online: http://www.dolmetsch.com/musictheorydefs.htm
Library of Congress Standards for 33X fields: http://www.loc.gov/standards/valuelist/ under Term and Code List…

Maintained by: Janice Bunker

Last Updated: August 2014

3.4.17 Electronic Theses & Dissertations (ETDs) processing

ETDs are created using a semi-automated process which utilizes the metadata submitted by each thesis/dissertation author and includes a manual review of the ETD PDFs. The metadata is housed on the ETD Processing web application: https://apps.lib.byu.edu/etdp. See the Digital metadata librarian for more detailed documentation. Theses and dissertations are no longer printed so every ETD is an original record.

Sign in with CAS login and password
Select the ETDs ready for cataloging.
Select "Download spreadsheet for selected"
In the spreadsheet, add columns for missing information then review each PDF to fill in that information.
Upload spreadsheet to OpenRefine to prepare metadata for conversion to MARC.
Perform necessary wrangling.
Export as a .tsv, then use MarcEdit to convert to MARC records.
Use a MarcEdit task list to complete the records.
Load the records into Workflows.

Sample record:

Fixed fields:
Rec type = t
Desc = i
Entrd = yymmdd
Date 1 = yyyy
Ctry = xx
Source = d
Illus = (refer to pdf) (a = illustration, b = maps, f = plates)
Cont = bm
***Leave all others as default***

Bibliographic fields:
040 = UPB|beng|erda|cUPB
100 = author’s name (Last, First, Middle initial.) ,|d year of birth—|eauthor.
245 = title (fixing to lower case, except proper nouns) /|cby
264:-0 = |cyyyy. (year of publication on the title page)
300 = type 1 online resource & add number of pages & illustrations (denote color). (Note: no centimeters for ETDs)…for example: 1 online resource (vii, 52 pages) :|billustrations
336 = text|2rdacontent
337 = computer|2rdamedia
338 = online resource|2rdacarrier
502 = |bM.S.(or M.A. or Ph. D.)|cBrigham Young University. Department of [add here]|d year.
e.g. |bPh. D.|cBrigham Young University Department of Biology|d2014.
504 = Includes bibliographical references (include page range if applicable). (all etds usually do)
520:3- = enter abstract (for every new paragraph enter a new 520) (Double check punctuation/accents transferred correctly)
583 = electronic copy|bdigilibETD|cyyyymmdd|kcrp|5UPB
653 = keywords (space between each word and all lower case, unless acronym or proper noun, etc.)
856:40 = |u[add url]

Call number/item:
Call number = see URL
Class scheme = ALPHANUM
Library = INTERNET
Item ID = (system adds a dummy barcode = numerals from title control # -1002)
Type = E-BOOK
Home and current location = LIBRARYWEB
***Leave all others as default***

Authority record creation uses the same spreadsheet generated for the bibliographic records.

Upload spreadsheet to OpenRefine to prepare metadata for conversion to MARC authority records.
Perform necessary wrangling.
Export as a .tsv, then use MarcEdit to convert to MARC records.
Use a MarcEdit task list to complete the records.
Load the records into Connexion.
Validate records - this helps to identify existing authority records and prevent duplication.
Save to Authorities online save file for processing.

Return to the ETD Processing web application and mark appropriate ETDs complete.

Maintained by Digital Metadata Librarian
Last updated July 31, 2025

3.0 Catalog Records (Creating and Maintaining)