Providing Access to CD and DVD Sound Recordings

1. Providing Access to CD and DVD Sound Recordings Elizabeth Hoffman-Lohmeyer IST 616 Professor Barbara H. Kwasnik Syracuse University 11/23/10

2. What is cataloging and why is it necessary? • A catalog is an organized set of bibliographic records that represent the holdings of a particular collection. • Cataloging is the process of creating entries for a catalog. • Catalogs are necessary whenever a collection grows too large to be remembered item by item.

3. Modern Cataloging Issues • More and more, catalogs represent the holdings of more than one library. • Catalogs also increasingly provide access to Internet resources which are not owned by the library. • Traditionally, a catalog represented items held in one place, or at least items held by the same institution. Many times this is not the case anymore.

4. Cataloging Non-book Resources • Non-book resources can include mediums such as maps, music, graphics, software, blueprints, slides, kits, etc. • Non-book resources do not have the same qualities as print resources-- therefore trying to force these items into a traditional cataloging system is not the most effective way to organize these materials. • A cataloging system needs to be used that makes sense in the context of how the resource is used so that it can be easily retrieved by users.

5. Sound recordings are available in a variety of formats today. These include, but are not limited to the following: • LP Records • Sound recordings on film • Tapes • CDs • DVDs • MP3

6. According to Hsieh-Yee (2006), there are 6 main problems for catalogers dealing with CDs and DVDs: 1. According to AACR2r, the chief source of information is found on the CD or DVD label. This presents a problem since the presentation of information on the item and label is variable. This differs from print publishers who have a standard pattern for information that is found on the title page.

7. 2. Novice catalogers often struggle to find the best way to transcribe the information found in the written materials that accompany sound recordings. This happens because quite often the information on composers, performers, producers, sound engineers, etc. can change throughout the course of the CD or DVD.

8. 3. Describing the physical characteristics of sound recordings is more difficult than print publications . Problems may arise in particular when estimating the duration of a recording and when stating the number of sound channels used in the recording.

9. 4. Many times the place of publication is missing in CDs and DVD sound recordings , therefore the cataloger must consult other reference works to fill in this category.

10. 5. Catalogers may need to consult reference works to find out the full names of composers and performers, especially in the case of classical music recordings, since these may not be noted.

11. 6. Access points, the term in a bibliographic record that may be used to locate that record, can be a challenge since there is a large number of people involved in the making of a sound recording.

12. What are Some Solutions? • The lack of standard cataloging rules forced many libraries to create their own systems for bibliographic controls of non-book materials. • Eventually, accommodations were made in MARC and AACR2 to address the special needs of non-book formats.

13. A Process to Follow • According to Simpkins (2001), the process for cataloging sound recordings generally starts with trying to determine the chief source of information. This is done according to AACR2 rules (6.0B1). • After information is transcribed and described, the focus shifts to access points and subject headings. • A variety of rules are available to guide catalogers in tools such as AACR2, MARC, and LC Music Cataloging Decisions.

14. MARC In MARC, the 007 field (sound recording) is required. This contains 13 subfields, 8 of which are mandatory. The 13 subfields help catalogers better define materials to enhance retrieval. Field 007 is based on AACR2r field 300. Below is an example of two subfields in the 007 category: FIELD 007 FOR SOUND RECORDINGS 00 Category of material s Sound recording 01 Specific material designation d Sound disc e Cylinder g Sound cartridge i Sound-track film q Roll s Sound cassette t Sound-tape reel w Wire recording z Other sound medium type | No attempt to code

15. AACR2 Chapter 6 in AACR2 includes rules for cataloging all types of sound recordings. All media types are included. While Chapter 6 provides detailed descriptions on how to describe sound recordings, it does not provide a cataloger with guidelines for constructing access points with which to retrieve the items from the catalog. Chapters 21, 22, & 25 provide guidelines for assigning access points to sound recordings.

16. Example of a CD entry as viewed by a library patron using WorldCat: Material Type: Music Document Type: Sound Recording All Authors / Contributors: Carole King OCLC Number: 33446682 Notes: Compact disc. "Master sound"--Container. Epic/Ode: EK 66226; 66226. Description: 1 sound disc : digital ; 4 3/4 in. + 1 booklet. Contents: I feel the earth move -- So far away -- It's too late -- Home again -- Beautiful -- Way over yonder -- You've got a friend -- Where you lead -- Will you love me tomorrow? -- Smackwater Jack --Tapestry -- (You make me feel like) A natural woman. Responsibility: Carole King ; [produced by Lou Adler].

17. The same catalog entry as seen from a librarian’s view through OCLC Connexion.

18. Summary Libraries have always provided its patrons with access to the materials that are important to them. The format of many materials that people want access to have changed. Technology continues to advance and create challenges in organizing and cataloging non-print materials. Librarians have continued to meet these challenges by adapting and adding to existing information organization tools. As technology advances, catalogers will certainly be faced with new issues and will need to formulate solutions to manage them.

19. Annotated Bibliography of Sources Consulted Bradley, C. (2003). Classifying and cataloging music in American libraries: A historical overview. Cataloging & Classification Quarterly, 35(3/4), 467-481. Retrieved from http://www.catalogingandclassificationquarterly.com/ccq35nr3- 4.html This paper provides a background on how cataloging codes, classifications, and subject headings were developed in the United States. Cataloging popular music recordings. (2001). In S. K. Roe (Ed.), The Audiovisual Cataloging Current (Vol. 31). (Reprinted from Cataloging & Classification Quarterly, 2001, 2-4, pp. 1-36). Retrieved from http://books.google.com/ books?id=qb –54CYjKRwC&printsec=frontcover&dq=the+audiovisual+cataloging+current&hl =en&ei=bH3pTMLfDoWg lAfB96SkCQ&sa=X&oi=book_result&ct=result&resnum=1&ved=0CC8Q6AEwAA#v =onepage&q&f=false This resource provides an overview of how to catalog popular music recordings. Reference sources are covered in this paper as well as a discussion on problems relating to indexing and key word searches as they relate to the field of popular music.

20. Fritz, D. A. (2006). Cataloging with AACR2 and MARC21: For books, electronic resources, sound recordings, video recordings, and serials (2nd ed.). Retrieved from http://books.google.com/ books?id=CSi4Yu3ng3MC&printsec=frontcover&dq=cataloging+with+aacr2+and+marc21&hl=en&ei=xprqTOT eMcL58A bQ3K3VCQ&sa=X&oi=book_result&ct=result&resnum=1&ved=0CC0Q6AEwAA#v =onepage&q&f=false This is a well organized guide to AACR2 and MARC21. There is also a section for beginners which covers basic cataloging and how to make original records by creating a “cheat sheet”. Hsieh-Yee, I. (2006). Organizing audiovisual and electronic resources for access: A cataloging guide (2nd ed.). Westport, Connecticut: Libraries Unlimited. This book is a thorough guide to performing descriptive cataloging and subject analysis on audiovisual and electronic resources. Guidelines such as AACR2, MARC, LC subject headings, and classification schemes are laced throughout the book. Kwasnik, B. (2010, Fall). Description and access to non-book collections. PowerPoint presented during course IST 616, Syracuse University. This PowerPoint presentation provides an overview of the issues relating to accessing non-book collections. Subcommittee on authority tools: Cataloging policy committee. (2009, December 29). Authority tools for audiovisual and music catalogers: An annotated list of useful resources. Retrieved November 15, 2010, from Olac: Online Audiovisual Catalogers website: http://www.olacinc.org/drupal/ ?q=node/13 This resource provides catalogers with an annotated list of resources that are invaluable in creating authority records. The list is quite in depth and provides a wide variety of sources to use.