Updated May 2013
The majority of music sound discs are now housed in the Architecture and Fine Arts Library; however, music sound discs are also sometimes housed in the Latin America Collection and in Library West (including the Judaica, Africana and Asian collections). The processing of AFA sound discs differs from the other branches. Throughout the procedure it will be pointed out when the procedure diverges for the different locations.
Music sound discs arriving from the Print and Media Unit in Acquisitions generally will have provisional records with printouts of the records accompanying the discs. Music sound discs arriving from Gifts and Exchange or mixed in with the LAC approvals generally will not have provisional records, but another institution may already have a record in Aleph.
In Aleph: Search by the publisher number in the Browser search. You’ll find the search under “number, publisher” in the alphabetical list of available searches. On the bibliographic record the publisher number can be found in the 028 field. The location of the publisher number can vary, it is usually found on the spine and/or the disc itself - as an example: RTS 4273-2. If entering the publisher number as it appears on item results in no hits, it may be necessary to try different combinations of the number with or without spaces, dashes, letters, etc. For example any of the following might work depending on how the number was entered in the 028 field of the OCLC record: RTS 4273-2, RTS4732-2, 42732, 4273-2, etc. Music sound recordings from countries outside Europe and the U. S. often do not have a publisher number. If there is no publisher number or you get no hits for other reasons, search by ISBN. If you still get no results, try keyword searching. Searching sound discs of classical music in Aleph is often easier if done using the Find (keyword) search rather than Browse. Try searching at least two different indices. For example, if the title of a sound disc is Capriccio and the solo performer is Enrico Calcagni, use both pieces of information in your search since capriccio is a common form in classical music. You also might try the name(s) of the composers whose works are preformed or musicians or singers listed as performers.
In Connexion: Search the music sound discs first by publisher number (mn: is the code for the publisher number). If there are no hits using a publisher number, then search by ISBN. If you still get no hits try the title (if discernable - not always obvious on classical CD cases), composer, conductor, performer, librettist, etc. When using name searches it is best to use multiple names in all three search boxes in Connexion to ensure a narrower search. Most of the information above about Aleph searching is applicable to searching in Connexion.
Identify the best record, most of the time you will find only one. Ask if you need to compare two or more records. One general guideline is that the more 650 and 700 fields the better, assuming all else equal.
When comparing different records in OCLC, pay special attention to the performers, conductor, etc. match exactly what you have in hand. If the work is for a small group of instruments (e. g. a quintet), be sure all the instruments match exactly. There are many different possible combinations of instruments, especially in classical chamber music. The instruments can be found in a 650, for example: 650 _ _ $a Trios (Piano, horn, violin). The same information can be found in a 700 field, for example: 700 1 2 $a Brahms, Johannes, $d 1833-1897. $t Trios, $m piano, violin, horn $n op. 40 $r E flat major. Records should have at least one subject heading. Let your supervisor know if you have a record that has no subject headings.
If you do not find a record in OCLC or you find an extremely short record lacking a 007, 700 or 650 fields as examples, give the CD to Peter Bushnell for original cataloging.
Working in Aleph:
Example of finished music CD for AFA:
After finishing all of the music sound discs, place them in the appropriate basket in Processing.